BROWARD OFFICE OF THE INSPECTOR GENERAL€¦ · Broward Office of the Inspector General Page 2 . 1....

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Honorable Peter J. Bober, Mayor, City of Hollywood, Commission BROWARD OFFIC E OF THE INSPECTOR GENERAL MEMORANDUM To: and Members, City of Hollywood C From: John W. Scott, Inspector General Date: June 6, 2016 Subject: Status Report-OIG Final Report Re: Misconduct and Gross Mismanagement by the City of Hollywood in the Procurement of Temporary Employment Services, Ref. OIG 14-027 On March 2, 2014, the Broward Office of the Inspector General (OIG) issued a final report finding that City of Hollywood officials violated numerous city ordinances, policies and procedures to pay approximately $1 million for the services of temporary employees (temps). Specifically, we found that the officials: Obtained the temp services in violation of the city' s procurement code; Never attempted to obtain competitive rates, which likely led to the waste of taxpayer dollars; Ignored actual expenditures year after year and failed to obtain budget approval for temp services costs that were anticipated; Inappropriately used a direct payment voucher (DPV) system that allowed little accountability and permitted deviation from the controls set out in the city code, policies and procedures; and Failed to obtain the commission's approval for $973 ,864.34 in spending on temps. At the conclusion of the report, the OIG acknowledged the initial remedial steps taken by the city, but recommended additional action, including- given the potential for further abuse of the DPV payment method- a full audit of DPV payments. John W. Scol 1, Inspector General One No rth Univers it y Dri ve, Suite 11 1 • Planlalion, Flo ri da 33324 • (954) 357-7873 • Fax (954) 357-7857 www. bro wa rd ig.org • (954) 357-TIPS

Transcript of BROWARD OFFICE OF THE INSPECTOR GENERAL€¦ · Broward Office of the Inspector General Page 2 . 1....

Page 1: BROWARD OFFICE OF THE INSPECTOR GENERAL€¦ · Broward Office of the Inspector General Page 2 . 1. Heightened Awareness, Expectations and Standards of Performance . The senior management

Honorable Peter J Bober Mayor City of Hollywood Commission

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BROWARD OFFICE OF THE INSPECTOR GENERAL

MEMORANDUM

To and Members City of Hollywood C

From John W Scott Inspector General

Date June 6 2016

Subject Status Report-OIG Final Report Re Misconduct and Gross Mismanagement by the City ofHollywood in the Procurement of Temporary Employment Services Ref OIG 14-027

On March 2 2014 the Broward Office of the Inspector General (OIG) issued a final report finding that City of Hollywood officials violated numerous city ordinances policies and procedures to pay approximately $1 million for the services of temporary employees (temps) Specifically we found that the officials

bull Obtained the temp services in violation of the city s procurement code

bull Never attempted to obtain competitive rates which likely led to the waste of taxpayer dollars

bull Ignored actual expenditures year after year and failed to obtain budget approval for temp services costs that were anticipated

bull Inappropriately used a direct payment voucher (DPV) system that allowed little accountability and permitted deviation from the controls set out in the city code policies and procedures and

bull Failed to obtain the commissions approval for $973 86434 in spending on temps

At the conclusion of the report the OIG acknowledged the initial remedial steps taken by the city but recommended additional action including- given the potential for further abuse of the DPV payment method- a full audit of DPV payments

Jo hn W Scol1 Inspector General

One North Univers ity Dri ve Suite 11 1 bull Planlal ion Flo ri da 33324 bull (954) 357-7873 bull Fax (954) 357-7857

www broward igorg bull (954) 357-TIPS

As requested City Administrator Wazir Ishmael has now provided the OIG a status report with attachments which is attached as Appendix A The city states that it s senior management team has communicated publicly and individually that the inappropriate actions that occurred in the past were clearly wrong and unacceptable The city has now implemented numerous protocols and procedures in response to the OIGs investigation Of particular significance the city has created and implemented a contract compliance officer position created and implemented a master contract list modified the purchase order and DPV procedures and increased training regarding procurement and contract administration

The city has also restructured the Procurement Division and reformed oversight of the procurement process The finance director and procurement director overseeing the activities discussed in the final report have since resigned from the city Former Procurement Director Joel Wasserman s resignation is attached at Appendix A and former Finance Director Matthew Lalla s resignation is attached as Appendix B The city also provided a repo1i it commissioned from a human resources specialist in response to the OIG investigaiton to address additional organizational issues that may be afflicting city government Although useful for other purposes it does not address the OIGs concerns which relate to accountability in procurement and finance controls

However the city failed to address our recommendation that the DPV payments be audited in light of the significant misuse of the mechanism and the corresponding vulnerability to fraud waste and abuse Accordingly the OIG requests that we be provided a supplemental status report within 90 days or by September 5 2016 regarding a DPV audit

Attachment

cc Wazir Ishmael City Administrator

BROWARDOIG PAGE20F2

APPENDIX A

From To Cc Subject Date Attachments

MaY Johns InsoectorGeneral Wazir Ishmael City of Hollywoods 90 Day Progress Report Regarding TransHire Tuesday May 31 2016 42804 PM 05 31 16 Letter to Inspector Scott re TransHire 90 Day Progress Reportpdf 05 31 16 Letter to Inspector Scott Attachment lpdf 05 31 16 Letter to Inspector Scott Attachment 2pdf 05 31 16 Letter to Inspector Scott Attachment 3pdf 05 31 16 Letter to Inspector Scott Attachment 4pdf 05 31 16 Letter to Inspector Scott Attachment 5pdf 05 31 16 Letter to Inspector Scott Attachment 6pdf

Good afternoon Inspecto r General shy

The City Manager asked that I forward you the City of Hollywoods 90 day progress report that you

requested in your final report regarding TransHire

Thank you

Dr Wazir Ishmael

City Manager

Mary Johns Executive Assistant

City of Hollywood

Office of the City Manager

2600 Hollywood Blvd Suite 419 PO Box 229045 Hollywood FL 33022-9045 Office 954-921-3201 E-mail MJOHNShollywoodfl org

fjj Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject

to disclosure as a matter of public record

CITY of HOLLYWOOD FLORIDA Office of the City Manager

2600 Hollywood Blvd bull PO Box 229045 bull Hollywood Florida 33022-9045 Phone (954) 921-3201 bull Fax (954) 92 1-33 14 bull wwwhollywoodflo rg

Wazir A Ishmael PhD City Manager

SENT VIA EMAIL amp US MAIL

May 31 2016

Mr John W Scott Inspector General Broward Office of the Inspector General One North University Drive Suite 111 Plantation FL 3324

Re Broward Office of the Inspector General Report on Transhire 90 Day Progress Report

Dear Mr Scott

Please accept this response from the City of Hollywood as the 90 Day Progress Report that you requested in your final report on the above matter First let me assure you that your information findings and recommendations have been fully received acknowledged and communicated widely throughout the City staff Secondly I have discussed the serious nature of the issues identified directly with the Mayor City Commission senior management team staff and members of the public reinforcing that those inappropriate actions in the conduct of the Citys business will not be tolerated Expectations have been raised standards of performance elevated and clear direction given that will assure no repetition of similar activity We take very seriously the publics interests and trust that have been granted to the City staff to responsibly administer and deliver service

Finally we have collectively implemented and followed a broad spectrum of improvements actions resources training and policies to continue forward the lessons learned in progress of the organization The initiatives we have undertaken exist at the policy level and administrative oversight as well as day to day operations The below information describes those steps in more detail along with the attached documentation and the derived benefit for each Your contribution to stimulating these improvements is appreciated and the City remains committed to ongoing progress and best practices in the future

Our Mission Ve are dedicmcd to providing municipal services for our dive rse communi ty in an atmosphere of cooperation courtesy and respect

Yc do this by ensuring all who live work and play in the C ity of Hollywood enjoy a hi gh quali ty of li fe

An Equa l Opportunity a nd Serv i ce Provide r Ag e nc y

May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2

1 Heightened Awareness Expectations and Standards of Performance

The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures

2 Services of an External Consulting Professional (Attachment 1)

The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many of which have already been implemented others continuing into the future

3 Organizational Modifications and Reform (Attachment 2)

The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have been addressed and implemented

4 Human Resources Policy Review and Reform

Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced

5 WorkflowBusiness Policies and Procedures Modifications

The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations

May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3

6 Creation and Implementation of a Contract Compliance Officer Position (Attachment 3)

A new Contract Compliance Officer position has been created funded filled and implemented The individual already operating in this position is a senior procurement professional with extensive experience with the US State Department US Army and government contracting This is the same individual and position described above who is directly supervising the Procurement Division under its current reporting structure to the City Managers Office In addition this position serves to review and authorize all procurement and contracting actions in the City assist in the development of RFPsRFQsRLls contract negotiations and the development of a citywide management tool Master Contract List

7 Creation and Implementation of a Master Contract List (Attachment 4)

Prior to the current administration and timeframe a central repository and data base for all contractsagreements for goods and services in the City did not exist Therefore current complete and accurate data by which responsible City staff were managing those transactions did not exist A thorough interactive and data rich Master Contract List has been developed identifying essential data for more than 600 current contracts in the City Final training on the use of this management tool is being completed and full implementation is scheduled in the next 30 days All City staff will be required to utilize the MCL as the standard source and tool used for contract administration

8 Increased Training for Procurement Contract Administration (Attachment 5)

In-house training and workshop sessions are continuing to be conducted by Citys Budget Procurement Contract Compliance and City Managers Office staff on budget development and implementation procurement procedures and contract administration Working relationships communication and cooperation between key staff members throughout the City have been modified and strengthen to centralize and improve internal services

9 Purchase Order and Blanket Purchase Order Procedural Modifications

The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions

10 Direct Payment Voucher Procedural Modifications (Attachment 6)

The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints

May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4

The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter

Attachments

c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors

ATTACHMENT 1

ATTACHMENT 1

PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195

Phone 954 816-4737 Fax 352 821-4737 On the Web wwwhrdrnet Email philrosenbergearthlinknet

Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045

March 3 2016

Dear Messrs Keller and Standley

The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one

The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues

1 Was the conduct of any of the persons mentioned by the Inspector General who report through the City Managers chain of command and are still employed by the City of Hollywood sufficient to support disciplinary action

2 If so what factors should the City Manager consider in determining the level of such action

3 To what degree was an organizational culture present in the City of Hollywood which may have given rise to or supported the inappropriate actions which occurred

4 To what degree might the Citys personnel policies and practices have been contributing factors

5 In response to opinions to be rendered by The HR Doctor Inc in each of the foregoing areas what recommendations should be considered to prevent or mitigate risks of subsequent failures of the types presented in the Inspector Generals report

The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not

designed to provide ideas to strengthen the organization against future liabilities as are these recommendations This broader background of the context of the situation led to wide-ranging recommendations for improvement These recommendations can be implemented in a rather short timeframe at relatively low cost and primarily with internal resources

Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement

Sincerely

Phil Rosenberg President The HR Doctorreg Inc philrosenbergearthlinknet 954 816-4 737

attachment

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Phil Rosenberg President PO Box 268 Weirsdale FL 32195

Phone 954 816-4737 Fax 352 821-4737 On the Web wwwhrdrnet Email philrosenbergearthlinknet

March 3 2016

IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES

BACKGROUND

The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in this case Fiscal Year 2014 ) The report concludes that these services were procured in an improper manner in relation to the Citys procurement ordinance rules and policies

With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whether there was evidence of criminal misconduct grounds for disciplinary action or how City Administration might better seNe the City Commission and by extension the citizens of Hollywood by improved practices

City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in the past and to seek out and implement progressive change

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The Inspector Generals report is being taken very seriously by the City It is a call to action and catalyst to go beyond the limited and narrow scope of the report in the interest of making broader administrative improvements

As part of the response to the report the City engaged the services of The HR Doctor Inc on January 19 2016 to investigate the background of what occurred and offer opinions and recommendations The deliverable in this situation is the presentation of a written report to the City Manager within 30 calendar days of the date of the approval of the engagement (ie January 19 2016) to address the following issues

1 Was the conduct of any of the persons mentioned by the Inspector General who report through the City Managers chain of command and are still employed by the City of Hollywood sufficient to support disciplinary action

2 If so what factors should the City Manager consider in determining the level of such action

3 To what degree was an organizational culture present in the City of Hollywood which may have given rise to or supported the inappropriate actions which occurred

4 To what degree might the Citys personnel policies and practices have been contributing factors

5 In response to opinions to be rendered by The HR Doctor Inc in each of the foregoing areas what recommendations should be considered to prevent or mitigate risks of subsequent failures of the types presented in the Inspector Generals report

The HR Doctor Inc was authorized and directed by the City Manager to also provide a broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processes better in the future than they were in this 2014 case

METHODOLOGY

The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information

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The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employees were interviewed

To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot

FINDINGS AND CONCLUSIONS

Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positions long experienced in public service They are Assistant City Managers George Keller Mel Standley and Contract Compliance Manager Paul Bassa r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work

1 The Inspector Generals report focused on events associated with one vendor and one type of service provision - that of temporary help during a particular time frame However it would be not be in the spirit of the City Managers direction to comment only on the narrow chain of administrative actions which led to the procurement failures upon which the IG focused In fact this case alone is not really the primary issue the City faces Rather the greater value to the City is a review of the broader circumstances the organizational culture and wider background which resulted in the failures described in the Inspector Generals report Only in that way can a prescription be considered for overall improvement The specific activities detailed in the IG report are a symptom of larger issues Those larger issues constitute the greater scope of the review by the HR Doctor Inc and the larger concern of the City Manager

2 The lack of adherence to procurement regulations rules and ordinance and the lack of earlier recognition of the problem are important However the context and factors which contributed to the situation are of even greater significance because they apply to many other areas of administration If not dealt with comprehensively and in a relatively brief time frame notwithstanding their

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complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur

3 This Reviewer found no evidence to suggest that what happened in the procurement of temporary services in this case was the result of criminal misconduct Had this not been the case this Reviewer as well as I am sure the IG would have taken the steps to share the matter with appropriate law enforcement agencies such as the State Attorneys Office for its consideration By teleconference the supervisor of the investigation confirmed that no such referrals were made by the Inspector Generals Office which supports the conclusion that there was also insufficient information to believe that criminal misconduct was involved in the IGs view

4 What happened in this situation is the direct result of a cascading series of unprecedented pressures and actions the City was required to take in the prior couple of years The City found itself in a state of extraordinary financial distress born of actions taken in a variety of political and administrative arenas over time - factors well beyond the scope of this report What happened nonetheless was an extraordinary declaration of financial urgency Those actions resulted in the reduction of many positions in a short period of time and considerable labor unrest most especially in law enforcement The departure of employees with literally centuries of public service experience in the City in a short time and a turnover of top management positions also occurred In fact the core of top decision-makers involved in the IG report event who were present in the years 2012 through 2014 are no longer in the City service These include the City Manager Assistant City Manager more than one Police Chief and the Director of Human Resources This departure of top administrators contributed to a knowledge vacuum and a sense of leadership insecurity which compounded the situation

5 Most of the persons interviewed expressed overall frustration that many of the central services policies and practices in the city are outdated and have not been systematically and aggressively reviewed and updated in many years At least one policy void particularly relevant to activities described in the Inspector Generals report is the absence of a clear Whistleblower Protection protocol The general policy weaknesses create frustration in the user community especially in the face of major operational needs The frustration is derived from insufficient investment and direction to the central services over the long term It is the central services after all which enable or disable the success of operating departments such as Police Fire-Rescue Public Works and Utilities The central service organizations include Procurement Financial Services Human Resources Information Technology Budget and Risk Management These core functions require ongoing management support and accountability if they are to be at their best when circumstances in the City government such as financial emergency or a natural disaster are at their worst The turnover in central

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service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement

6 This author notes that it is one of the weaknesses of the Inspector General process that it merely reviews particular transactions without conveying a sense of understanding and appreciation for the larger background issues which are important contributors to a particular circumstance While it is certainly beyond the scope of an IG report to offer recommendations for overall improvement the narrow focus can ironically add to elected and appointed official frustrations

7 The extraordinary financial situation of the City combined with administrative policies and practices which are not up-to-date compounded the very legitimate and extremely time sensitive problem of vacancies in critical Police Department positions There are no departments in any city or county government with greater potential for huge liability when processes and people are not effectively managed than Police Fire-Rescue and as recent water treatment failures in Michigan highlight Public Utilities In the case of the Police Department extraordinary numbers of sworn Police Officers and other employees left the City Many did so based on their eligibility to retire Clearly frustration at the state of affairs in the City caused tremendous frustration as evidenced by the labor relations situation and lack of confidence in City leadership at the time

8 Another factor is the generally high turnover financial urgency notwithstanding in both the sworn and the civilian areas of law enforcement principally 911 Emergency Dispatchers Such turnover and the very significant training and supervision needs for new employees in these areas created a situation in which public safety was directly and seriously threatened Vacancies in these areas not only threaten public safety - the city governments core function - but also created a poor work environment for others in the organization The concept of constant staffing or minimum staffing governs how operations such as Police Fire-Rescue and Utilities operate That is it takes various minimum levels of staffing to keep a rescue vehicle in service for example It takes a minimum complement of staff to operate a 911 Dispatch Center or a minimum number of Certified Treatment Plant Operators in Utilities When a vacancy occurs or even a temporary absence occurs due to illness or vacation the operation will immediately have to require overtime work by other employees This is rarely a significant problem when an organization staffing level is set to recognize this inherent need However when the number of approved positions is too small or remains static for years while population growth and service demands increase the result can be a constant barrage of overtime mandates This places increasingly serious and ongoing stress on staff members This in turn creates harm both in terms of family dysfunction and in terms of fueling a desire to leave the organization

9 In the case of Hollywoods 911 Dispatch service at that time the entire situation was further compounded by the failure of County government to effectively take

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over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a need for rapid action to provide staffing support Such a need places major burdens on central service areas in particular Procurement and Human Resources to meet user needs in an emergency The Inspector Generals report itself recognizes as legitimate and urgent the staffing situation which led to the use of temporary personnel as described in this report This Reviewer certainly concurs with that finding and goes on to note that these needs could have and should have been anticipated and controlled for That was not done - a circumstance which also contributed to the cascading problems that occurred

1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be organizational pride at the level where people work every day This can contribute to a healthy morale building and mutually supportive environment However it can also lead to a situation in which the displayed loyalty may foster defensiveness and reduced accountability for an overall City need When policies in central services are old when training is ineffective and when no specific chain of accountability is present and understood by all statements will emerge such as what happened was not our fault We only did what this or that other department called for I assumed that other people had checked transactions for rule compliance etc

11 This kind of loyalty displacement is compounded when administrative practices are not kept up-to-date adequate training is not provided in a compelling ongoing and accountable way and when top leadership changes occur repeatedly There must be a continuous reinforcement by the elected officials and the appointed leaders reporting to the City Manager of a mandate for unity An appreciation that the employer fundamentally is the City government as a whole must be reinforced and that no employee is to be allowed to walk by something wrong Rather employees are to be individually accountable to take steps to verify procedural compliance They are to have the courage and the responsibility to act when they question whether behavior or performance might be improved The organizational culture must include a strong appreciation that the organizations overall needs must be supported and that leaders sincerely want suggestions for improvement

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12 The Civil Service system of the City of Hollywood is a rather classic model enshrining the principles put in place to combat the spoils system in the federal system in 1885 The intentions are honorable and very appropriate to the maintenance of a City service in which appointments result from competitive jobshyrelated and public recruitment and testing processes Even though the Civil Service Ordinance was reviewed in 2010 the core elements were reflected two generations ago in the 1970s They contain rules regulations and procedures which are restrictive and process oriented as much or more than they are outcome oriented

13 Civil Service practices predate union representation of local government employees However today the City workforce contains nearly 1500 full time employees of which less than about one hundred are unrepresented (ie less than seven percent) Therefore the large majority of employees are covered under the provisions of collective bargaining agreements which supersede the Civil Service Rules in key matters such as vested rights and disciplinary appeals These agreements also establish an array of procedural rights and safeguards against management capriciousness in personnel actions These include provisions for binding and compulsory review of terminations demotions and suspensions on appeal by outside third-party decision-makers It is also not unusual for collective bargaining agreements to contain restrictions on appointment decisions by management - formerly the exclusive and core component along with disciplinary action of Civil Service These changes and overlapping coverages developed over decades create precedents time constraints and restrictions on management flexibility especially regarding the employment of top executives

14 The extent of Civil Service property rights for senior management positions coverage can result in significant restrictions on the ability of the City Manager to take effective disciplinary or corrective action In Hollywood Civil Service coverage extends to employees below the rank of department head The result is that the ability of the City Manager to shape a top management team can be significantly and adversely affected In modern public and private business administration there is a critical need for a leadership team responsive to innovation and the overall management direction and philosophy of the top elected and appointed executives Around the country there are efforts underway to review the less than responsive and timely portions of Civil Service to better balance the need for such flexibility with the traditional safeguards provided by the system Hollywood would be well served by undertaking such a rebalancing review

15 In a system where restrictions and safeguards are out of balance with the needs for flexible and timely actions the result is management reluctance or inability in many cases to take the actions necessary to improve efficiency flexibility innovation and positive public service attitudes Though only a minority of employees may consistently perform or behave weakly nonetheless

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managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to ensure the most competent possible workforce If performance evaluations job descriptions and personnel files generally do not reflect written and on-going efforts to document performance excellence weakness and corrective action even those top managers with property rights (ie those covered by Civil Service) can become less willing to take the risks associated with innovation Clients or customers become frustrated by what they regard as excessive delays and lack of responsiveness

16 The relatively recent hires of Department Heads in Information Technology Human Resources Fire-Rescue and Police are well regarded as signs and opportunities that progressive and positive changes can be made These rather new department heads will need active support and direction from the City Manager and encouragement from the City Commission to create and implement aggressive agendas and client focused practices Such support will help the other Directors create similar agendas and help the City Manager succeed in the development of an accountable team

17 The inertia and difficulty in instituting progressive change in performance or behavior is the result of a build up over years of circumstances in which precedents and rules can be confusing The ability to hold individuals especially managers directly and specifically accountable is exemplified by comments and opinions offered during interviews and suggested in what the Inspector Generals findings laid out They are exemplified by paraphrased interview comments such as the following

bull Departments operate separately bull There is a sense of frustration with centralized services bull Workarounds are needed to continue with operational work bull Procurement recommendations are based on practices that involve constant

delays and disagreements bull Recommendations may be based on best procurement practices but not on

whats best for making the operation successful bull There is a continuous uphill battle bull More willingness is needed to find common ground between operational

efficiency and process frustration with Finance involving budget and clarity in understanding how much money is available

bull Operational problems are compounded by personnel not willing to change and not solution driven

bull Operational departments more so than central services feel that there are tribes or silos

bull The priority should be on what operational functions are trying to accomplish bull More central functioning as a team is needed especially in the among the

centralized departments

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bull There is a sense that Payroll Budget IT Procurement and HR systems are antiquated leading to workarounds and frustration

bull Procurement is regarded as a delaying culprit bull Some top managers feel that they do not have a sufficient say in the formulation

of their department budgets and that information needs fall on deaf ears bull There is considerable hope that the concept of an enterprise resource

management program (ERP) will benefit the City and assist in creating more united efforts

bull There is generally defensiveness among employees whose areas were mentioned in the Inspector General report The sense is that the report created an inaccurate impression with some individuals who regarded as insulting and misleading

All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance

It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The Citys ability to hold staff members accountable evaluate their performance take disciplinary corrective action and recognize and reward performance excellence is critical Those abilities need enhancing as a priority for the City Manager They need elected official support

RECOMMENDATIONS

1 Conduct an HR Diagnostic Review presided over by the Director of Human Resources The review constitutes a stakeholder staff Civil Service Commissioner and union process assessment The outcome will be a strategic blueprint for process improvement in the form of a report to the City Manager

2 As a result of the Diagnostic create a Human Resources Business Plan to assign specific How Many By When responsibility to implement the improvements identified in the Diagnostic The Plan would be led by the Director of Human Resources and would include both those projects general in nature for the City and those more specific to the HR needs of selected operational departments specifically including Police Fireshy

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Rescue and Public Utilities The Plan would assign specific staff accountability for each project with completion dates and completion milestones There would then be monthly or quarterly progress reviews by the City Manager

3 Review and update all position descriptions not already encompassed within the current Compensation work being done by Evergreen Consulting Begin first with those in the Police Department This is a project which can be completed within six months and can be accomplished using internal resources While there are hundreds of positions in the City service most will fall within 10 or fewer job classifications such as Law Enforcement Officer and Firefighter

4 Add to every position description the essential function of effectively and positively representing the City in delivering and performing their work with colleagues and clients irrespective of gender race religion age disability political affiliation or belief or sexual orientation In other words clearly establish the attitudes and behaviors reflected above as essential elements of every City position

5 Add to every position description the essential function of maintaining effective and professional relationships with work colleagues supervisors and managers

6 Select those City policies which are associated with the identification mitigation and control of liabilities and launch a project for the rapid upgrading and modernizing of each of those policies The highest priority would go to the installation of policies such as Whistleblower Protection and use of Social Media which do not currently exist Next would follow the updating of those existing policies associated with liabilities such as bullying sexual-harassment unlawful discrimination workplace violence and effective colleague relationships

7 In the case of a Whistleblower Protection policy the City should consider using an outside receiver for intake of Whistleblower allegations of wrong doing This would permit an initial assessment of the nature of the allegations outside of the chain of command followed by appropriate referral for followup The result would likely be a greater sense of confidence for persons who in good faith feel that something needs addressing within the organization

8 Add as a heavily weighted criterion for all promotions the criteria of actively supporting teamwork organization-wide unity and effective collegial relationships Create behavioral assessment questions accordingly

10

9 Add as a significant performance evaluation criterion in all evaluations the assessment of an individuals commitment performance and behavior in actively supporting organization-wide team unity and effective collegial relationships

10 Develop and implement in the Civil Service selection process during initial hiring behavioral challenges to assess the degree to which a candidate demonstrates a commitment to teamwork and positive interpersonal cooperation This could take the form of a focused video scenario-based process similar to the commonly used law enforcement selection tool Behavioral Personnel Assessment Device (BPAD) It could be developed within the Department with involvement by Law Enforcement Officers

11 The grievance procedures in all bargaining units should be amended to include a new step Advisory Opinion of the Director of Human Resources This step would provide that the Director might agree at any step in the process at the request of either party or on her own motion to offer a written or non-written non-binding opinion as to any aspect of the grievance This could include suggestions for mediation or at a minimum offer another viewpoint on the subject The Advisory Opinion would not carry with it specific timeframes nor would it replace any of the decision-makers authority and responsibility in the procedures It would however provide a tool which the City and the employees would find valuable in the future for problem resolution Adding the step of course would follow reviewing the matter with unions involved

12 Prepare a draft of an amended discipline article for the collective bargaining agreements under which a written reprimand would no longer be subject to binding and compulsory arbitration The Amendment would provide in other words that the City Managers decision would be final Appeals could not be further filed to binding and compulsory outside arbitration This draft recognizes that a written reprimand does not result in the loss of property and is therefore not constitutionally protected as a vested right It would recognize that despite this change aggrieved employees who feel that discipline decisions or counseling ~omments are based on unlawful discrimination or retaliation still have other appeal opportunities on that specific basis This draft policy should be shared in writing with the union presidents in advance of collective bargaining and aggressively pursued by the City during upcoming negotiations It is likely that the unions would appreciate the importance of such a streamlining of the disciplinary procedure and would recognize that in and of itself fears that the change would result in a flood of reprimands are unfounded The Police agreement does not provide for appeals when observable behavior results in a written notice Therefore the foregoing recommendation would not apply to the Police bargaining unit

11

13 Consider the out-stationing of a current Police Officer position already working on human resources matters such as background investigations or Internal Affairs to be physically located in a private office in the Human Resources Department There would be career development benefits for the Officer team building communications improvement for both departments and additional security readily available for both HR and Risk ManagementLabor Relations The Chief and the Director of Human Resources should have no problem in coordinating workflow or resolving assignment conflicts by joint communications The work is being done already anyway The out-stationed location would only create additional benefits

14 The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candidates can be facilitated via recommendations from graduate programs at local universities such as those involving Public Administration Criminal Justice Human Resources or other relevant academic programs This can also be a tool in the Citys workforce diversity efforts while also enhancing the capacity of the Human Resources Department to manage multiple management issues concurrently Assignment of two Graduate Interns for a period not exceeding one year would be a catalyst in driving some of the recommendations in this report It would also provide some needed relief for the Director of Human Resources to devote the necessary time to actively lead strategic progress

15 Performance evaluation criteria should be augmented to include a section on Representation of the City and the Department This section would assess an employees behavior and performance over the prior year in relation to whether or not it reflected positively within and outside of City Government Every staff member represents the City as well as their Departments As such they have a responsibility to be taken more seriously than ever before to engage in interpersonal skills reflecting in a positive manner on their individual professionalism

16 The work of top leaders in a dynamic City government such as a Police or Fire-Rescue Chief and a Director of Human Resources involves a very substantial amount of time spent in the management of Human Resources issues Often these can be of higher liability than those which might arise in other City departments For example arguably the day-toshy

12

day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assistant City Managers fulfill most of that need especially with regard to Police and Fire command staff counseling However a coach for other leaders would be a valuable asset to have in place

SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE

17 Part of an executive development program can be what amounts to an Internal Fellowship in which a newly promoted Manager gets assigned to work as a Special Assistant to the City Manager or an Assistant City Manager for a period such as three to six months This would allow for example a newly promoted executive in the Police Department to play an important role in the overall City budget process in Collective Bargaining with a non-law enforcement bargaining unit or to assist in a high-priority policy matter determined by the City Manager At the end of the Fellowship period the individual would return to their new role in their home Department with a greater appreciation than ever before about the larger issues facing executive leaders in the City

18 The Civil Service Ordinance should be amended to increase the number of positions exempt from Civil Service coverage Employees in such exempt positions would then serve at will Serving at will means that these employees may be disciplined or even terminated for any reason or no reason as long as the actions do not occur because of illegal reasons Current rules are too restrictive for the city to be as flexible as it needs to be in developing accountable and responsive executive staff Division Directors support staff in the City Managers Office as well as those in the City Attorneys Office and Labor Relations and Risk Management areas are appropriate candidates for at will service Current incumbents who enjoy property rights may not have those rights stripped away involuntarily as long as the incumbents are employed However they may voluntarily waive such rights in trade for some quid

13

pro quos such as additional benefits In the absence of such voluntary exemption attrition should be used so that future incumbents in selected positions would be hired as at will employees

19 A predictive staffing study should be conducted in departments utilizing a constant staffing structure - typically Police Fire-Rescue and Water and Wastewater Treatment Plant operations The study would make reasonable estimates based primarily on length of service and employee surveys to determine the likely extent and timing of future vacancies From that information the city can prepare in advance to have vacancies filled immediately upon turnover if not before Civil Service eligibility lists can be maintained for immediate use without having to begin recruitments from scratch The staffing needs in the Police Department were major contributing factors to the issues addressed in the Inspector Generals report Predictive staffing actions can reduce the likelihood that that critical situations will happen again

20 As a corollary to predictive staffing the City should consider over staffing in selected areas of the workforce with short-term temporary employees drawn off Civil Service eligible lists These employees would transition immediately into the regular workforce and be given credit for their temporary service as part of their probationary periods The result can be a cadre of employees already trained and ready to assume the regular workforce duties of the positions There will always be some number of vacancies in a city or county workforce as large as Hollywoods These vacancies may be funded in the budget such that hiring some additional Police Officers or Firefighters beyond the allocated limits in the budget might be funded with the salaries of vacant positions providing offsets Currently in conservatively funded constant staffing operations if a vacancy occurs due for example to long-term absences such as illness the staffing void must be filled at a rate of time and a half by overtime mandates This does nothing to prepare new employees to immediately step in as vacancies occur

21 The Civil Service rules currently operate on the basis of a narrow rule of three In this selection rule the Department Director acting for the City Manager is limited to no more than the top three candidates presented from civil service eligible lists In a system where the filling of vacancies may take considerable time or eligible lists may be many months old a rule of three is too limiting Broader certification rules such as a rule of five or a rule of the rank would offer more needed flexibility without sacrificing civil service principles

22 The Citys Information Technology (IT) function is an area often needing particular candidate expertise not generally available within classical Civil Service recruiting methods New projects such as the organization-wide

14

Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside over a facilitated focus group of top users and current IT staffs to prioritize projects identify needs and resources and prepare an IT Business Plan for review by the City Manager Likewise in this reviewers opinion being familiar with the installation of new large IT activities overlaid on existing staff requirements adding a graduate intern as an at will employee for one year would provide a new resource to the IT Director to more rapidly implement the programs he will be asked to bring to fruition This would be in addition to whatever staffing or consultant resources are brought to bear for the Enterprise Resource System

23 The City uses the procurement process to solicit a variety of benefit contracts often amended annually for health insurance dental life and other products These represent significant expenditures and cover all full-time employees their dependents and retirees In the face of complex and changing insurance rules deadlines engagements with insurance companies and much more a special expertise is required to look after the City of Hollywoods best interests Monitoring utilization developing innovations and cost containment strategies and being able to negotiate aggressively with insurance providers is best managed by outside expertise engaged by the City Currently the procurement elements of this process are managed by the Human Resources Director - along with_her many other responsibilities - not to mention the process improvements called for in this report The City should use professional procurement practices to select a consultantbroker to represent the City The result can be a tighter control on a very significant area of cost and administration This should be done well in advance of the expiration of benefit contracts in the year to come

24 This Reviewer urges the City to be especially wary of vendor promises with regard to the implementation of an expensive organization-wide enterprise resource program Vendors may make what have previously been called piecrust promises - easily made easily broken The vendor support team may well experience staff turnover Resources will be shifted to other clients The estimated time and cost of system installation may stretch well past the budgeted and anticipated costs originally proposed Aggressive steps under the leadership of the IT director in terms of milestones required of vendors performance penalties built into contracts as well as performance rewards should be considered and implemented If this vigorous enforcement approach does not happen and this large-scale IT project is managed in a way similar to the management of temporary needs reported by the IG the stage will be set

15

for another perhaps even more costly organizational problem in the future

25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential services are the ultimate responsibility of every manager With regard to the core area of Procurement however the job description for the Procurement Manager is clear in its requirements that it is this employee who is responsible for the management and oversight of contracts or particular department services Regardless of the past practices and exigencies of staffing needs in 2013 and 2014 this fundamental element of the Procurement responsibility was not met

Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement professional with years of experience Leadership direction

middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in a better position to determine the future reporting relationships for this important function

26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots administration and finance as well as HR and other central services should convene a stakeholder summit to bring out these concerns and address them The primary outcome would be budget

16

process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process

27 Direct payment vouchers related to any procurement and contractorvendor remuneration should be reviewed by and signed off directly by the Contract Compliance Manager This is especially true in what would be his broader role if the recommendation to place Procurement under his management were implemented In reviewing a sampling of such vouchers for temporary services during the IG report period it was noted that many did not have Department Head signatures Even the Procurement Office itself used such services although the clear focus was on the activities in Police

28 Meeting any staffing need through a temporary services company should require a specific review and sign off by the Director of Human Resources She would be asked to attest to the fact that HR is not capable of meeting the needs presented by the operating department and to explain why this need cannot be met through City procedures and practices In the case of what might be an ongoing need the Director would be required to explain whether actions can be instituted to change that scenario so that an ongoing use of temporary help from an outside vendor can be reduced if not eliminated

29 Finally this Reviewer notes that recommendations to the City Manager concerning the prospects of disciplinary action were part of this engagement Those recommendations will following consultation with the City Manager be presented as a verbal briefing to him so that his ability to respond to organizational needs is not compromised unduly in the very sensitive areas of staff relations

No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and managed assertively formally and consistently by their managers If the warnings and corrective action opportunities do not change the weak behavior these employees should be demoted or terminated If such actions become necessary it will ironically not be the City which acts it will in reality be the employee him or herself who provokes the action

It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees - that they are the Citys

17

vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances

OVERALL IMPRESSION

The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading managers to feel that the systems in place could meet their needs With a strong past sense of inertia rather than innovation and process improvement factoring into what occurred the City is best and most constructively served by the City Manager acting aggressively to improve internal processes make the improvements more visible and make those now responsible for the Procurement and utilization of services more accountable He is well able to use his strong communications skills and sense of ethics to deliver clear messages of professional expectation and enforce those expectations going into the future

18

ATTACHMENT 2

ATTACHMENT 2

CITY of HOLLYWOOD FLORIDA Office of the City Manager

02600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045 Phone (95 4) 921 -3201 bull Fax (95-1) 921 -3314 deg wwwhullywoodflorg

Wazir A Ishmael PhD City Manager

March 18 2016

The Honorable Mayor Vice Mayor and Members of the City Commission

City of Hollywood Hollywood FL 33020

Mayor Vice Mayor and City Commissioners

This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016

We thank him for his services and wish him well in his future endeavors

Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller

Should you have any questions I am available at your convenience

Sincere I

DtJJ~tr A Ishmael Ciey(Janager

c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director

Our Mission Y l arc dcdic 11 t d lO proiding municip1 l scrvictS for our diverse co mrnuni ry in an atn1osphL rl of tOOperal ion courtesy and respect

Xie do 1h is hy ensu ri ng gtII who li ve work and pby in die C it) of l o ll )~VOoJ enjoy a high qnli l of lifo

hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood Florida 33020

Dr Ishmael

As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities

In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life

Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and capital improvements

Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices

I wish the City of Hollywood and the dedicated employees much luck with their future endeavors

Sincerely

faL--shyJocent Wasserman Director Procurement Services

ATTACHMENT 3

City of Hollywood Florida - Class Specification Bulletin Page 1of3

ATTACHMENT 3

Contract Compliance Officer Class Code

1138

Bargaining Unit Management CITY OF HOLLYWOOD FLORIDA Revision Date Apr 29 2015

SALARY RANGE

$3310 - $5296 Hourly $264809 - $423694 Biweekly

$6885030 - $11016048 Annually

JOB DESCRIPTION

This is advanced responsible professional and administrative work involving contract certification contract compliance and management for all vendors bidders and proposers conducting business with the City coordination of procurement activities and office and field monitoring Work involves providing managerial assistance to the Assistant City Manager for Finance and Administration in managing and monitoring contracts for compliance developing policies procedures rules and regulations for Citywide purchasing and coordinating the resolution of problems with vendors bidders and proposers

The incumbent exercises a considerable degree of independent judgment Employee is expected to make independent decisions in conformance with applicable laws rules and regulations governing the public purchase of commodities and services as well as standard public purchasing policies and procedures

EXAMPLES OF DUTIES

Reviews all City contracts for compliance and adherence to proper procedures including but not limited to confirmation of proper authority adherence to appropriate procurement procedures identification of time frames satisfaction of insurance requirements verification of available funding review of scope of services and notification of upcoming expiration

Assists in developing new and improved procedures concerning City purchasing activities Recommends corrective actions where applicable

Advises City departmentspersonnel on purchasing procedures to ensure proper compliance with Citys purchasing policies and procedures

Assists user departments in the informal competitive negotiated process for acquisition of professionalpersonal services

Reviews specifications from departments to procure goods and services of a complex andor technical nature

Monitors the evaluation andor negotiation process for acquisition of professionalpersonal services to ensure that proposals have been evaluated andor negotiated in accordance with solicitation document and city purchasing policies and procedures

Conducts preliminary investigations and make finding-of-fact reports on contractual bid disputes bid protests proposed debarment bidder non-responsibility and vendor nonshy

https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 2of3

performance

May represent the Director at various meetings within the city and the business community

Performs other job duties as assigned

THE REQUIREMENTS Required Possession of a Bachelors degree with major coursework in business or public administration or a related field

Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration

Be a Certified Professional Contracts Manager (CPCM )

Preferred Masters degree with major coursework in business or public administration or a related field

Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements

KNOWLEDGE SKILLS AND ABILITIES Extensive knowledge of principles practices and techniques of large scale government purchasing

Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing

Extensive knowledge of approved purchasing methods including recording buying inspection and shipping methods

Extensive knowledge of the techniques and requirements of specifications preparation

Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased

Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served

Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing

Some knowledge of insurance as it pertains to property liability and surety bonds

Considerable knowledge of Microsoft Word and Excel and the use of office equipment

Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to

httpsagencygovernmentjobscomhollywoodfldefaultcfmaction=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 3of3

other workers accurately and concisely

Skills in application of systems analysis techniques and procedures including consulting with users to determine hardware so~ware or system functional specifications

Ability to communicate effectively both orally and in writing

Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices

Ability to deal effectively with administrative officials and vendors

Ability to obtain and interpret market prices and trends and apply these to procurement problems

https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016

ATTACHMENT 4

ATTACHMENT 4

Jeane Carver-St Luce

From George Keller Sent Monday March 14 2016 328 PM To Chuck Ellis Clay Milan Eric Busenbarrick George Keller Gus Zambrano Jaye Epstein

Jeffrey Sheffel Lorie Mertens-Black Mel Standley Patricia Cerny Philip Sauer Raelin

Storey Raheem Seecharan Raquel Elejabarrieta Shiv Newaldass Steve Joseph Sylvia

Glazer Tammie Hechler Tomas Sanchez Tamikia Bacon Paul Bassar Cc Jeane Carver-St Luce Subject FW MCL Informational Email for Distribution

Importance High

At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations funding expenditures and Points of Contact Other helpful features will include executed copies of contract documents and invoice summaries

Two important take-away from this email

1 If you havent seen the fVICL demonstration please tune into the next City Commission meeting

2 Preliminary planning for a iVICL anticipation go live date--on or about 442016

middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed

middotmiddot Identify and maintain copies of all your award documents and invoices

bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files

The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines

After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support

George

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Master Contract List (MCL)

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Agenda

o What is the MCL

D MCL Data

D Demonstration of an Electronic Contract File

o MCL Next Steps v 0 v

o Questions

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What is the MCL bull Summary

o An electronic standardized comprehensive Management Tool-A One Stop Shop For all stakeholders who have a role with contract administration

o Useful real time information such as automatic daily countdowns of days for contracts and insurance expirations funding expenditures and Points of Contact

o Executed copies of contract documents and invoice bullsummaries

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MCL-Next Steps

bull Implementation o The MCL is a priority initiative

bull Continue gatheringupdating all contractual information bull Establishing POCs permission rights

o Coordinating with Financial Services Department in obtaining all invoices

o Working with the Procurement Division with keeping contractual documents updated

o Training Administrative Personnel who will have a procurement role

bull Execution After the City Commission presentation and feedback final developmenttraining sessions-anticipating a go live date April 2016

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ATTACHMENT 5

ATTACHMENT 5

George Keller

From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde

Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney

Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra

Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris

Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz

Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel

Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie

Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran Holycross

Cc Paul Bassar Directors Subject Master Contract List Training

Good Afternoon

The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times

bull Thursday May 26 at lOOpm 200pm 300pm bull Tuesday May 31 at 900am lOOOam l lOOam lOOpm 200pm 300pm bull Wednesday June 1 at 900am lOOOam 11 OOam bull Thursday June 2 at 900am lOOOam l lOOam lOOpm 200pm 300pm

Please let me know what suits you best also the training will be held at room 303

Thank you

Maryury Collier Administrative Specialist II City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 PO Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MColl ierholl ywoodflorg C 11 middot o f ~

H~QQQ Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record

Jeane Carver-St Luce

From Maryury Collier Sent Monday May 02 2016 1024 AM To Administrative Assistant II Cc Directors Paul Bassar Subject Training for the Master Contract List

Good Day

As some ofyou may be aware the City will be implementing an Electronic Contract File- AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed

For your convenience we will be having one h our training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule- Not later than Thursday (552016)

Friday May 6 from 330pm to 430pm

Monday May 9 at 900am to lOOOam bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam

Thank you

Maryury Collier Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 P 0 Box 229045 Hollywood FL 33020 Offi ce 954-921-3221 E-mail MCollierhollywoodflorq Cbullty of ~

H L WOOD t i O~IOA

Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mai l may be subject to disclosure as a matter of public record

ATTACHMENT 6

ATTACHMENT 6City ojJfoywootf PCoritfa DPV

DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT

Date 5252016 Pay to Vendor No Amount of Payment

Name Account No Address Separate Check Requested D City Invoice Number StateZip

Explanation of Payment

Date

Date

Date

Date

Contract InfoNumber Contract Expiration Date

Item Budget Item Description Line Item

l SubscriotionDuesMemberships Fees 2 Postage MeterStamps 3 Host Account Reimbursements 4 LicensesPermitsCertificates 5 Court CostOther Govt AgencvTaxes 6 Real Estate Closing - Attach Stmt 7 Advertising - attach tearsheet 8 Education CoursesSeminars 9 EducationReimbursementsBooks 10 RecordsSlidesFilmsGov Publication 11 Deferred ComoBank Pavments 12 MedicalVeterinarv Pavments 13 Insurance Premiums 14 Grant Disbursements 15 UtilitiesDump Fees 16 Refunds 17 CourierFreight 18 Pettv Cash Reimbursement 19 Other Professional Services 20 Soecial EventsRecr Performances 21 Temoorarv Emolovment Services 22 MealParkinQNiileaQe (1 dav tri-countv)

Unit Quantity

Originated by Dept Head Printed Name

DeptDiv Dept Head Signature

Procurement TypeDoc ---------------- Procurement Appr _

Finance Approval __________ Date Budget Approval

City Commission or City Manager Action Resolution

Unit Price

Total

ExtensionTotal

$000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000

Original Contract Amount Total This Invoice

Amendments Adjustment Total Previous Invoices

Total Contract Amount Total to Date --------------shy

City Manager Signature (if required)

Distribution List Finance Procurement Services Depmtment Copy dpv (rev3l02015)

APPENDIXB

Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073 (954) 895-2949 matthewlal la32 7 5comcastnet

March 11 2016

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022

Dear Wazir

Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016

I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors

~~ Matthew Lalla

cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources

  • Structure Bookmarks
    • BROWARD OFFICE OF THE INSPECTOR GENERAL
    • To and Members City of Hollywood C
    • From John W Scott Inspector General
    • Date June 6 2016
    • Subject Status Report-OIG Final Report Re Misconduct and Gross Mismanagement by the City ofHollywood in the Procurement of Temporary Employment Services Ref OIG 14-027
    • On March 2 2014 the Broward Office of the Inspector General (OIG) issued a final report finding that City of Hollywood officials violated numerous city ordinances policies and procedures to pay approximately $1 million for the services of temporary employees (temps) Specifically we found that the officials
    • At the conclusion of the report the OIG acknowledged the initial remedial steps taken by the city but recommended additional action including-given the potential for further abuse of the DPV payment method-a full audit of DPV payments
    • John W Scol1 Inspector General One North University Drive Suite 11 1 bull Planlalion Florida 33324 bull (954) 357-7873 bull Fax (954) 357-7857 4) 357-TIPS
    • As requested City Administrator Wazir Ishmael has now provided the OIG a status report with attachments which is attached as Appendix A The city states that it s senior management team has communicated publicly and individually that the inappropriate actions that occurred in the past were clearly wrong and unacceptable The city has now implemented numerous protocols and procedures in response to the OIGs investigation Of particular significance the city has created and implemented a contract com
    • The city has also restructured the Procurement Division and reformed oversight of the procurement process The finance director and procurement director overseeing the activities discussed in the final report have since resigned from the city Former Procurement Director Joel Wasserman s resignation is attached at Appendix A and former Finance Director Matthew Lallas resignation is attached as Appendix B The city also provided a repo1i it commissioned from a human resources specialist in response to the
    • However the city failed to address our recommendation that the DPV payments be audited in light of the significant misuse of the mechanism and the corresponding vulnerability to fraud waste and abuse Accordingly the OIG requests that we be provided a supplemental status report within 90 days or by September 5 2016 regarding a DPV audit
    • Attachment
    • cc Wazir Ishmael City Administrator
    • From To Cc
    • Subject Date Attachments
    • MaY Johns InsoectorGeneral Wazir Ishmael City of Hollywoods 90 Day Progress Report Regarding TransHire Tuesday May 31 2016 42804 PM 05 31 16 Letter to Inspector Scott re TransHire 90 Day Progress Reportpdf
    • 05 31 16 Letter to Inspector Scott Attachment lpdf 05 31 16 Letter to Inspector Scott Attachment 2pdf 05 31 16 Letter to Inspector Scott Attachment 3pdf 05 31 16 Letter to Inspector Scott Attachment 4pdf 05 31 16 Letter to Inspector Scott Attachment 5pdf 05 31 16 Letter to Inspector Scott Attachment 6pdf
    • Good afternoon Inspector General shy
    • The City Manager asked that I forward you the City of Hollywoods 90 day progress report that you requested in your final report regarding TransHire
    • Thank you Dr Wazir Ishmael City Manager
    • Executive Assistant City of Hollywood Office of the City Manager 2600 Hollywood Blvd Suite 419
    • PO Box 229045 Hollywood FL 33022-9045 Office 954-921-3201 E-mail
    • fjj
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Office of the City Manager
    • 2600 Hollywood Blvd bull PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (954) 92 1-33 14 bull rg
    • Wazir A Ishmael PhD City Manager
    • SENT VIA EMAIL amp US MAIL
    • May 31 2016
    • Mr John W Scott Inspector General Broward Office of the Inspector General
    • One North University Drive Suite 111 Plantation FL 3324
    • Re Broward Office of the Inspector General Report on Transhire 90 Day Progress Report
    • Dear Mr Scott
    • Please accept this response from the City of Hollywood as the 90 Day Progress Report that you requested in your final report on the above matter First let me assure you that your information findings and recommendations have been fully received acknowledged and communicated widely throughout the City staff Secondly I have discussed the serious nature of the issues identified directly with the Mayor City Commission senior management team staff and members of the public reinforcing that those inap
    • Finally we have collectively implemented and followed a broad spectrum of improvements actions resources training and policies to continue forward the lessons learned in progress of the organization The initiatives we have undertaken exist at the policy level and administrative oversight as well as day to day operations The below information describes those steps in more detail along with the attached documentation and the derived benefit for each Your contribution to stimulating these improveme
    • Our Mission Ve are dedicmcd to providing municipal services for our diverse community in an atmosphere ofcooperation courtesy and respect Yc do this by ensuring all who live work and play in the City of Hollywood enjoy a high quality of life
    • An Equa l Opportunity a nd Serv i ce Provide r Ag e nc y
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2
    • 1 Heightened Awareness Expectations and Standards of Performance
    • The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures
    • 2 Services of an External Consulting Professional (Attachment 1)
    • The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many
    • 3 Organizational Modifications and Reform (Attachment 2)
    • The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have be
    • 4 Human Resources Policy Review and Reform
    • Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced
    • 5 WorkflowBusiness Policies and Procedures Modifications
    • The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3
    • The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions
    • 10 Direct Payment Voucher Procedural Modifications (Attachment 6)
    • The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4
    • The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter
    • Attachments
    • c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors
    • ATTACHMENT 1
    • ATTACHMENT 1
    • PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737
    • Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045
    • March 3 2016
    • Dear Messrs Keller and Standley
    • The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one
    • The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues
    • The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not
    • Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement
    • Sincerely
    • Phil Rosenberg President The HR Doctorreg Inc 954 816-4 737
    • attachment
    • Phil Rosenberg President PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737 On
    • March 3 2016
    • IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES
    • BACKGROUND
    • The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in t
    • With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whet
    • City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in th
    • 1
    • The Inspector Generals report is being taken very seriously by the City It is a call to
    • action and catalyst to go beyond the limited and narrow scope of the report in the
    • interest of making broader administrative improvements
    • As part of the response to the report the City engaged the services of The HR Doctor
    • Inc on January 19 2016 to investigate the background of what occurred and offer
    • opinions and recommendations The deliverable in this situation is the presentation of
    • a written report to the City Manager within 30 calendar days of the date of the approval
    • of the engagement (ie January 19 2016) to address the following issues
    • The HR Doctor Inc was authorized and directed by the City Manager to also provide a
    • broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processe
    • METHODOLOGY
    • The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information
    • 2
    • The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employee
    • To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot
    • FINDINGS AND CONCLUSIONS
    • Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positio
    • r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work
    • 3
    • complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur
    • 4
    • service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement
    • 5
    • over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a n
    • 1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be org
    • 6
    • 7
    • managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to
    • ensure the most competent possible workforce If performance evaluations job
    • descriptions and personnel files generally do not reflect written and on-going
    • efforts to document performance excellence weakness and corrective action
    • even those top managers with property rights (ie those covered by Civil
    • Service) can become less willing to take the risks associated with innovation
    • Clients or customers become frustrated by what they regard as excessive
    • delays and lack of responsiveness
    • 8
    • All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance
    • It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The City
    • RECOMMENDATIONS
    • 9
    • Rescue and Public Utilities The Plan would assign specific staff
    • accountability for each project with completion dates and completion
    • milestones There would then be monthly or quarterly progress reviews
    • by the City Manager
    • 10
    • 11
    • 14The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candi
    • 12
    • day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assis
    • SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING
    • PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION
    • THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS
    • SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE
    • ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK
    • ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR
    • THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY
    • CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE
    • 13
    • pro quos such as additional benefits In the absence of such voluntary
    • exemption attrition should be used so that future incumbents in selected
    • positions would be hired as at will employees
    • 14
    • Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside
    • over a facilitated focus group of top users and current IT staffs to
    • prioritize projects identify needs and resources and prepare an IT
    • Business Plan for review by the City Manager Likewise in this reviewers
    • opinion being familiar with the installation of new large IT activities
    • overlaid on existing staff requirements adding a graduate intern as an at
    • will employee for one year would provide a new resource to the IT
    • Director to more rapidly implement the programs he will be asked to bring
    • to fruition This would be in addition to whatever staffing or consultant
    • resources are brought to bear for the Enterprise Resource System
    • 15
    • for another perhaps even more costly organizational problem in the
    • future
    • 25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential s
    • Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement pr
    • middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in
    • 26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots adm
    • 16
    • process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process
    • No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and mana
    • It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees -that they are the Citys
    • 17
    • vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances
    • The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading manager
    • 18
    • ATTACHMENT 2
    • ATTACHMENT 2
    • CITY of HOLLYWOOD FLORIDA
    • Office of the City Manager
    • 0
    • 2600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (95-1) 921-3314 deg
    • Wazir A Ishmael PhD City Manager
    • March 18 2016
    • The Honorable Mayor Vice Mayor
    • and Members of the City Commission City of Hollywood Hollywood FL 33020
    • Mayor Vice Mayor and City Commissioners
    • This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016
    • We thank him for his services and wish him well in his future endeavors
    • Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller
    • Should you have any questions I am available at your convenience
    • Sincere I
    • Dt~tr A Ishmael Ciey(Janager
    • c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director
    • Our Mission Yl arc dcdic 11td lO proiding municip1l scrvictS for our diverse co mrnuniry in an atn1osphLrl of tOOperalion courtesy and respect
    • Xie do 1his hy ensu ring gtII who live work and pby in die Cit) of loll)~VOoJ enjoy a high qnlil oflifo
    • hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y
    • Dr Wazir Ishmael
    • City Manager City of Hollywood
    • 2600 Hollywood Blvd
    • Hollywood Florida 33020
    • Dr Ishmael
    • As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities
    • In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life
    • Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and cap
    • Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices
    • I wish the City of Hollywood and the dedicated employees much luck with their future endeavors
    • Sincerely
    • Jocent Wasserman Director Procurement Services
    • ATTACHMENT 3
    • City of Hollywood Florida -Class Specification Bulletin Page 1of3 ATTACHMENT 3
    • https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016
    • performance
    • May represent the Director at various meetings within the city and the business community
    • Performs other job duties as assigned
    • Required Possession of a Bachelors degree with major coursework in business or public
    • administration or a related field
    • Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration
    • Be a Certified Professional Contracts Manager (CPCM )
    • Preferred Masters degree with major coursework in business or public administration or a related field
    • Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements
    • Extensive knowledge of principles practices and techniques of large scale government purchasing
    • Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing
    • Extensive knowledge of approved purchasing methods including
    • recording buying inspection and shipping methods
    • Extensive knowledge of the techniques and requirements of specifications preparation
    • Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased
    • Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served
    • Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing
    • Some knowledge of insurance as it pertains to property liability and surety bonds
    • Considerable knowledge of Microsoft Word and Excel and the use of office equipment
    • Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to
    • 5252016
    • City of Hollywood Florida -Class Specification Bulletin Page 3of3
    • other workers accurately and concisely Skills in application of systems analysis techniques and
    • procedures including consulting with users to determine hardware so~ware or system functional specifications
    • Ability to communicate effectively both orally and in writing
    • Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices
    • Ability to deal effectively with administrative officials and vendors
    • Ability to obtain and interpret market prices and trends and apply these to procurement problems
    • https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016
    • ATTACHMENT 4
    • ATTACHMENT 4
    • Jeane Carver-St Luce
    • At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations fun
    • Two important take-away from this email
    • middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed
    • middotmiddot Identify and maintain copies of all your award documents and invoices
    • bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files
    • The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines
    • After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support
    • George
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    • FLORIDA
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    • ATTACHMENT 5
    • ATTACHMENT 5
    • George Keller
    • From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde
    • Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice
    • Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris
    • Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick
    • Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz
    • Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel
    • Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie
    • Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran
    • Holycross
    • Cc Paul Bassar Directors Subject Master Contract List Training
    • Good Afternoon
    • The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times
    • Please let me know what suits you best also the training will be held at room 303
    • Thank you
    • Maryury Collier
    • Administrative Specialist II
    • City of Hollywood
    • Financial Services
    • 2600 Hollywood Blvd Suite 303
    • PO Box 229045 Hollywood FL 33020 Office 954-921-3221
    • C 11 middot of ~
    • H~QQQ
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Jeane Carver-St Luce
    • Good Day
    • As some ofyou may be aware the City will be implementing an Electronic Contract File-AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed
    • For your convenience we will be having one hour training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule-Not later than Thursday (552016)
    • Friday May 6 from 330pm to 430pm Monday May 9 at 900am to lOOOam
    • bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam
    • Thank you
    • Maryury Collier
    • Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303
    • P 0 Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MCollierhollywoodflorq
    • Cbullty of ~
    • H L WOOD
    • t i O~IOA
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • ATTACHMENT 6
    • ATTACHMENT 6
    • City ojJfoywootf PCoritfa
    • DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT
    • Date Date Date Date Contract InfoNumber Contract Expiration Date
    • Original Contract Amount Total This Invoice
    • Amendments Adjustment Total Previous Invoices
    • APPENDIXB
    • Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073
    • (954) 895-2949 matthewlalla3
    • March 11 2016
    • Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022
    • Dear Wazir
    • Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016
    • I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors
    • ~~
    • Matthew Lalla
    • cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources
Page 2: BROWARD OFFICE OF THE INSPECTOR GENERAL€¦ · Broward Office of the Inspector General Page 2 . 1. Heightened Awareness, Expectations and Standards of Performance . The senior management

As requested City Administrator Wazir Ishmael has now provided the OIG a status report with attachments which is attached as Appendix A The city states that it s senior management team has communicated publicly and individually that the inappropriate actions that occurred in the past were clearly wrong and unacceptable The city has now implemented numerous protocols and procedures in response to the OIGs investigation Of particular significance the city has created and implemented a contract compliance officer position created and implemented a master contract list modified the purchase order and DPV procedures and increased training regarding procurement and contract administration

The city has also restructured the Procurement Division and reformed oversight of the procurement process The finance director and procurement director overseeing the activities discussed in the final report have since resigned from the city Former Procurement Director Joel Wasserman s resignation is attached at Appendix A and former Finance Director Matthew Lalla s resignation is attached as Appendix B The city also provided a repo1i it commissioned from a human resources specialist in response to the OIG investigaiton to address additional organizational issues that may be afflicting city government Although useful for other purposes it does not address the OIGs concerns which relate to accountability in procurement and finance controls

However the city failed to address our recommendation that the DPV payments be audited in light of the significant misuse of the mechanism and the corresponding vulnerability to fraud waste and abuse Accordingly the OIG requests that we be provided a supplemental status report within 90 days or by September 5 2016 regarding a DPV audit

Attachment

cc Wazir Ishmael City Administrator

BROWARDOIG PAGE20F2

APPENDIX A

From To Cc Subject Date Attachments

MaY Johns InsoectorGeneral Wazir Ishmael City of Hollywoods 90 Day Progress Report Regarding TransHire Tuesday May 31 2016 42804 PM 05 31 16 Letter to Inspector Scott re TransHire 90 Day Progress Reportpdf 05 31 16 Letter to Inspector Scott Attachment lpdf 05 31 16 Letter to Inspector Scott Attachment 2pdf 05 31 16 Letter to Inspector Scott Attachment 3pdf 05 31 16 Letter to Inspector Scott Attachment 4pdf 05 31 16 Letter to Inspector Scott Attachment 5pdf 05 31 16 Letter to Inspector Scott Attachment 6pdf

Good afternoon Inspecto r General shy

The City Manager asked that I forward you the City of Hollywoods 90 day progress report that you

requested in your final report regarding TransHire

Thank you

Dr Wazir Ishmael

City Manager

Mary Johns Executive Assistant

City of Hollywood

Office of the City Manager

2600 Hollywood Blvd Suite 419 PO Box 229045 Hollywood FL 33022-9045 Office 954-921-3201 E-mail MJOHNShollywoodfl org

fjj Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject

to disclosure as a matter of public record

CITY of HOLLYWOOD FLORIDA Office of the City Manager

2600 Hollywood Blvd bull PO Box 229045 bull Hollywood Florida 33022-9045 Phone (954) 921-3201 bull Fax (954) 92 1-33 14 bull wwwhollywoodflo rg

Wazir A Ishmael PhD City Manager

SENT VIA EMAIL amp US MAIL

May 31 2016

Mr John W Scott Inspector General Broward Office of the Inspector General One North University Drive Suite 111 Plantation FL 3324

Re Broward Office of the Inspector General Report on Transhire 90 Day Progress Report

Dear Mr Scott

Please accept this response from the City of Hollywood as the 90 Day Progress Report that you requested in your final report on the above matter First let me assure you that your information findings and recommendations have been fully received acknowledged and communicated widely throughout the City staff Secondly I have discussed the serious nature of the issues identified directly with the Mayor City Commission senior management team staff and members of the public reinforcing that those inappropriate actions in the conduct of the Citys business will not be tolerated Expectations have been raised standards of performance elevated and clear direction given that will assure no repetition of similar activity We take very seriously the publics interests and trust that have been granted to the City staff to responsibly administer and deliver service

Finally we have collectively implemented and followed a broad spectrum of improvements actions resources training and policies to continue forward the lessons learned in progress of the organization The initiatives we have undertaken exist at the policy level and administrative oversight as well as day to day operations The below information describes those steps in more detail along with the attached documentation and the derived benefit for each Your contribution to stimulating these improvements is appreciated and the City remains committed to ongoing progress and best practices in the future

Our Mission Ve are dedicmcd to providing municipal services for our dive rse communi ty in an atmosphere of cooperation courtesy and respect

Yc do this by ensuring all who live work and play in the C ity of Hollywood enjoy a hi gh quali ty of li fe

An Equa l Opportunity a nd Serv i ce Provide r Ag e nc y

May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2

1 Heightened Awareness Expectations and Standards of Performance

The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures

2 Services of an External Consulting Professional (Attachment 1)

The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many of which have already been implemented others continuing into the future

3 Organizational Modifications and Reform (Attachment 2)

The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have been addressed and implemented

4 Human Resources Policy Review and Reform

Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced

5 WorkflowBusiness Policies and Procedures Modifications

The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations

May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3

6 Creation and Implementation of a Contract Compliance Officer Position (Attachment 3)

A new Contract Compliance Officer position has been created funded filled and implemented The individual already operating in this position is a senior procurement professional with extensive experience with the US State Department US Army and government contracting This is the same individual and position described above who is directly supervising the Procurement Division under its current reporting structure to the City Managers Office In addition this position serves to review and authorize all procurement and contracting actions in the City assist in the development of RFPsRFQsRLls contract negotiations and the development of a citywide management tool Master Contract List

7 Creation and Implementation of a Master Contract List (Attachment 4)

Prior to the current administration and timeframe a central repository and data base for all contractsagreements for goods and services in the City did not exist Therefore current complete and accurate data by which responsible City staff were managing those transactions did not exist A thorough interactive and data rich Master Contract List has been developed identifying essential data for more than 600 current contracts in the City Final training on the use of this management tool is being completed and full implementation is scheduled in the next 30 days All City staff will be required to utilize the MCL as the standard source and tool used for contract administration

8 Increased Training for Procurement Contract Administration (Attachment 5)

In-house training and workshop sessions are continuing to be conducted by Citys Budget Procurement Contract Compliance and City Managers Office staff on budget development and implementation procurement procedures and contract administration Working relationships communication and cooperation between key staff members throughout the City have been modified and strengthen to centralize and improve internal services

9 Purchase Order and Blanket Purchase Order Procedural Modifications

The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions

10 Direct Payment Voucher Procedural Modifications (Attachment 6)

The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints

May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4

The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter

Attachments

c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors

ATTACHMENT 1

ATTACHMENT 1

PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195

Phone 954 816-4737 Fax 352 821-4737 On the Web wwwhrdrnet Email philrosenbergearthlinknet

Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045

March 3 2016

Dear Messrs Keller and Standley

The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one

The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues

1 Was the conduct of any of the persons mentioned by the Inspector General who report through the City Managers chain of command and are still employed by the City of Hollywood sufficient to support disciplinary action

2 If so what factors should the City Manager consider in determining the level of such action

3 To what degree was an organizational culture present in the City of Hollywood which may have given rise to or supported the inappropriate actions which occurred

4 To what degree might the Citys personnel policies and practices have been contributing factors

5 In response to opinions to be rendered by The HR Doctor Inc in each of the foregoing areas what recommendations should be considered to prevent or mitigate risks of subsequent failures of the types presented in the Inspector Generals report

The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not

designed to provide ideas to strengthen the organization against future liabilities as are these recommendations This broader background of the context of the situation led to wide-ranging recommendations for improvement These recommendations can be implemented in a rather short timeframe at relatively low cost and primarily with internal resources

Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement

Sincerely

Phil Rosenberg President The HR Doctorreg Inc philrosenbergearthlinknet 954 816-4 737

attachment

2

Phil Rosenberg President PO Box 268 Weirsdale FL 32195

Phone 954 816-4737 Fax 352 821-4737 On the Web wwwhrdrnet Email philrosenbergearthlinknet

March 3 2016

IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES

BACKGROUND

The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in this case Fiscal Year 2014 ) The report concludes that these services were procured in an improper manner in relation to the Citys procurement ordinance rules and policies

With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whether there was evidence of criminal misconduct grounds for disciplinary action or how City Administration might better seNe the City Commission and by extension the citizens of Hollywood by improved practices

City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in the past and to seek out and implement progressive change

1

The Inspector Generals report is being taken very seriously by the City It is a call to action and catalyst to go beyond the limited and narrow scope of the report in the interest of making broader administrative improvements

As part of the response to the report the City engaged the services of The HR Doctor Inc on January 19 2016 to investigate the background of what occurred and offer opinions and recommendations The deliverable in this situation is the presentation of a written report to the City Manager within 30 calendar days of the date of the approval of the engagement (ie January 19 2016) to address the following issues

1 Was the conduct of any of the persons mentioned by the Inspector General who report through the City Managers chain of command and are still employed by the City of Hollywood sufficient to support disciplinary action

2 If so what factors should the City Manager consider in determining the level of such action

3 To what degree was an organizational culture present in the City of Hollywood which may have given rise to or supported the inappropriate actions which occurred

4 To what degree might the Citys personnel policies and practices have been contributing factors

5 In response to opinions to be rendered by The HR Doctor Inc in each of the foregoing areas what recommendations should be considered to prevent or mitigate risks of subsequent failures of the types presented in the Inspector Generals report

The HR Doctor Inc was authorized and directed by the City Manager to also provide a broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processes better in the future than they were in this 2014 case

METHODOLOGY

The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information

2

The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employees were interviewed

To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot

FINDINGS AND CONCLUSIONS

Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positions long experienced in public service They are Assistant City Managers George Keller Mel Standley and Contract Compliance Manager Paul Bassa r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work

1 The Inspector Generals report focused on events associated with one vendor and one type of service provision - that of temporary help during a particular time frame However it would be not be in the spirit of the City Managers direction to comment only on the narrow chain of administrative actions which led to the procurement failures upon which the IG focused In fact this case alone is not really the primary issue the City faces Rather the greater value to the City is a review of the broader circumstances the organizational culture and wider background which resulted in the failures described in the Inspector Generals report Only in that way can a prescription be considered for overall improvement The specific activities detailed in the IG report are a symptom of larger issues Those larger issues constitute the greater scope of the review by the HR Doctor Inc and the larger concern of the City Manager

2 The lack of adherence to procurement regulations rules and ordinance and the lack of earlier recognition of the problem are important However the context and factors which contributed to the situation are of even greater significance because they apply to many other areas of administration If not dealt with comprehensively and in a relatively brief time frame notwithstanding their

3

complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur

3 This Reviewer found no evidence to suggest that what happened in the procurement of temporary services in this case was the result of criminal misconduct Had this not been the case this Reviewer as well as I am sure the IG would have taken the steps to share the matter with appropriate law enforcement agencies such as the State Attorneys Office for its consideration By teleconference the supervisor of the investigation confirmed that no such referrals were made by the Inspector Generals Office which supports the conclusion that there was also insufficient information to believe that criminal misconduct was involved in the IGs view

4 What happened in this situation is the direct result of a cascading series of unprecedented pressures and actions the City was required to take in the prior couple of years The City found itself in a state of extraordinary financial distress born of actions taken in a variety of political and administrative arenas over time - factors well beyond the scope of this report What happened nonetheless was an extraordinary declaration of financial urgency Those actions resulted in the reduction of many positions in a short period of time and considerable labor unrest most especially in law enforcement The departure of employees with literally centuries of public service experience in the City in a short time and a turnover of top management positions also occurred In fact the core of top decision-makers involved in the IG report event who were present in the years 2012 through 2014 are no longer in the City service These include the City Manager Assistant City Manager more than one Police Chief and the Director of Human Resources This departure of top administrators contributed to a knowledge vacuum and a sense of leadership insecurity which compounded the situation

5 Most of the persons interviewed expressed overall frustration that many of the central services policies and practices in the city are outdated and have not been systematically and aggressively reviewed and updated in many years At least one policy void particularly relevant to activities described in the Inspector Generals report is the absence of a clear Whistleblower Protection protocol The general policy weaknesses create frustration in the user community especially in the face of major operational needs The frustration is derived from insufficient investment and direction to the central services over the long term It is the central services after all which enable or disable the success of operating departments such as Police Fire-Rescue Public Works and Utilities The central service organizations include Procurement Financial Services Human Resources Information Technology Budget and Risk Management These core functions require ongoing management support and accountability if they are to be at their best when circumstances in the City government such as financial emergency or a natural disaster are at their worst The turnover in central

4

service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement

6 This author notes that it is one of the weaknesses of the Inspector General process that it merely reviews particular transactions without conveying a sense of understanding and appreciation for the larger background issues which are important contributors to a particular circumstance While it is certainly beyond the scope of an IG report to offer recommendations for overall improvement the narrow focus can ironically add to elected and appointed official frustrations

7 The extraordinary financial situation of the City combined with administrative policies and practices which are not up-to-date compounded the very legitimate and extremely time sensitive problem of vacancies in critical Police Department positions There are no departments in any city or county government with greater potential for huge liability when processes and people are not effectively managed than Police Fire-Rescue and as recent water treatment failures in Michigan highlight Public Utilities In the case of the Police Department extraordinary numbers of sworn Police Officers and other employees left the City Many did so based on their eligibility to retire Clearly frustration at the state of affairs in the City caused tremendous frustration as evidenced by the labor relations situation and lack of confidence in City leadership at the time

8 Another factor is the generally high turnover financial urgency notwithstanding in both the sworn and the civilian areas of law enforcement principally 911 Emergency Dispatchers Such turnover and the very significant training and supervision needs for new employees in these areas created a situation in which public safety was directly and seriously threatened Vacancies in these areas not only threaten public safety - the city governments core function - but also created a poor work environment for others in the organization The concept of constant staffing or minimum staffing governs how operations such as Police Fire-Rescue and Utilities operate That is it takes various minimum levels of staffing to keep a rescue vehicle in service for example It takes a minimum complement of staff to operate a 911 Dispatch Center or a minimum number of Certified Treatment Plant Operators in Utilities When a vacancy occurs or even a temporary absence occurs due to illness or vacation the operation will immediately have to require overtime work by other employees This is rarely a significant problem when an organization staffing level is set to recognize this inherent need However when the number of approved positions is too small or remains static for years while population growth and service demands increase the result can be a constant barrage of overtime mandates This places increasingly serious and ongoing stress on staff members This in turn creates harm both in terms of family dysfunction and in terms of fueling a desire to leave the organization

9 In the case of Hollywoods 911 Dispatch service at that time the entire situation was further compounded by the failure of County government to effectively take

5

over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a need for rapid action to provide staffing support Such a need places major burdens on central service areas in particular Procurement and Human Resources to meet user needs in an emergency The Inspector Generals report itself recognizes as legitimate and urgent the staffing situation which led to the use of temporary personnel as described in this report This Reviewer certainly concurs with that finding and goes on to note that these needs could have and should have been anticipated and controlled for That was not done - a circumstance which also contributed to the cascading problems that occurred

1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be organizational pride at the level where people work every day This can contribute to a healthy morale building and mutually supportive environment However it can also lead to a situation in which the displayed loyalty may foster defensiveness and reduced accountability for an overall City need When policies in central services are old when training is ineffective and when no specific chain of accountability is present and understood by all statements will emerge such as what happened was not our fault We only did what this or that other department called for I assumed that other people had checked transactions for rule compliance etc

11 This kind of loyalty displacement is compounded when administrative practices are not kept up-to-date adequate training is not provided in a compelling ongoing and accountable way and when top leadership changes occur repeatedly There must be a continuous reinforcement by the elected officials and the appointed leaders reporting to the City Manager of a mandate for unity An appreciation that the employer fundamentally is the City government as a whole must be reinforced and that no employee is to be allowed to walk by something wrong Rather employees are to be individually accountable to take steps to verify procedural compliance They are to have the courage and the responsibility to act when they question whether behavior or performance might be improved The organizational culture must include a strong appreciation that the organizations overall needs must be supported and that leaders sincerely want suggestions for improvement

6

12 The Civil Service system of the City of Hollywood is a rather classic model enshrining the principles put in place to combat the spoils system in the federal system in 1885 The intentions are honorable and very appropriate to the maintenance of a City service in which appointments result from competitive jobshyrelated and public recruitment and testing processes Even though the Civil Service Ordinance was reviewed in 2010 the core elements were reflected two generations ago in the 1970s They contain rules regulations and procedures which are restrictive and process oriented as much or more than they are outcome oriented

13 Civil Service practices predate union representation of local government employees However today the City workforce contains nearly 1500 full time employees of which less than about one hundred are unrepresented (ie less than seven percent) Therefore the large majority of employees are covered under the provisions of collective bargaining agreements which supersede the Civil Service Rules in key matters such as vested rights and disciplinary appeals These agreements also establish an array of procedural rights and safeguards against management capriciousness in personnel actions These include provisions for binding and compulsory review of terminations demotions and suspensions on appeal by outside third-party decision-makers It is also not unusual for collective bargaining agreements to contain restrictions on appointment decisions by management - formerly the exclusive and core component along with disciplinary action of Civil Service These changes and overlapping coverages developed over decades create precedents time constraints and restrictions on management flexibility especially regarding the employment of top executives

14 The extent of Civil Service property rights for senior management positions coverage can result in significant restrictions on the ability of the City Manager to take effective disciplinary or corrective action In Hollywood Civil Service coverage extends to employees below the rank of department head The result is that the ability of the City Manager to shape a top management team can be significantly and adversely affected In modern public and private business administration there is a critical need for a leadership team responsive to innovation and the overall management direction and philosophy of the top elected and appointed executives Around the country there are efforts underway to review the less than responsive and timely portions of Civil Service to better balance the need for such flexibility with the traditional safeguards provided by the system Hollywood would be well served by undertaking such a rebalancing review

15 In a system where restrictions and safeguards are out of balance with the needs for flexible and timely actions the result is management reluctance or inability in many cases to take the actions necessary to improve efficiency flexibility innovation and positive public service attitudes Though only a minority of employees may consistently perform or behave weakly nonetheless

7

managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to ensure the most competent possible workforce If performance evaluations job descriptions and personnel files generally do not reflect written and on-going efforts to document performance excellence weakness and corrective action even those top managers with property rights (ie those covered by Civil Service) can become less willing to take the risks associated with innovation Clients or customers become frustrated by what they regard as excessive delays and lack of responsiveness

16 The relatively recent hires of Department Heads in Information Technology Human Resources Fire-Rescue and Police are well regarded as signs and opportunities that progressive and positive changes can be made These rather new department heads will need active support and direction from the City Manager and encouragement from the City Commission to create and implement aggressive agendas and client focused practices Such support will help the other Directors create similar agendas and help the City Manager succeed in the development of an accountable team

17 The inertia and difficulty in instituting progressive change in performance or behavior is the result of a build up over years of circumstances in which precedents and rules can be confusing The ability to hold individuals especially managers directly and specifically accountable is exemplified by comments and opinions offered during interviews and suggested in what the Inspector Generals findings laid out They are exemplified by paraphrased interview comments such as the following

bull Departments operate separately bull There is a sense of frustration with centralized services bull Workarounds are needed to continue with operational work bull Procurement recommendations are based on practices that involve constant

delays and disagreements bull Recommendations may be based on best procurement practices but not on

whats best for making the operation successful bull There is a continuous uphill battle bull More willingness is needed to find common ground between operational

efficiency and process frustration with Finance involving budget and clarity in understanding how much money is available

bull Operational problems are compounded by personnel not willing to change and not solution driven

bull Operational departments more so than central services feel that there are tribes or silos

bull The priority should be on what operational functions are trying to accomplish bull More central functioning as a team is needed especially in the among the

centralized departments

8

bull There is a sense that Payroll Budget IT Procurement and HR systems are antiquated leading to workarounds and frustration

bull Procurement is regarded as a delaying culprit bull Some top managers feel that they do not have a sufficient say in the formulation

of their department budgets and that information needs fall on deaf ears bull There is considerable hope that the concept of an enterprise resource

management program (ERP) will benefit the City and assist in creating more united efforts

bull There is generally defensiveness among employees whose areas were mentioned in the Inspector General report The sense is that the report created an inaccurate impression with some individuals who regarded as insulting and misleading

All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance

It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The Citys ability to hold staff members accountable evaluate their performance take disciplinary corrective action and recognize and reward performance excellence is critical Those abilities need enhancing as a priority for the City Manager They need elected official support

RECOMMENDATIONS

1 Conduct an HR Diagnostic Review presided over by the Director of Human Resources The review constitutes a stakeholder staff Civil Service Commissioner and union process assessment The outcome will be a strategic blueprint for process improvement in the form of a report to the City Manager

2 As a result of the Diagnostic create a Human Resources Business Plan to assign specific How Many By When responsibility to implement the improvements identified in the Diagnostic The Plan would be led by the Director of Human Resources and would include both those projects general in nature for the City and those more specific to the HR needs of selected operational departments specifically including Police Fireshy

9

Rescue and Public Utilities The Plan would assign specific staff accountability for each project with completion dates and completion milestones There would then be monthly or quarterly progress reviews by the City Manager

3 Review and update all position descriptions not already encompassed within the current Compensation work being done by Evergreen Consulting Begin first with those in the Police Department This is a project which can be completed within six months and can be accomplished using internal resources While there are hundreds of positions in the City service most will fall within 10 or fewer job classifications such as Law Enforcement Officer and Firefighter

4 Add to every position description the essential function of effectively and positively representing the City in delivering and performing their work with colleagues and clients irrespective of gender race religion age disability political affiliation or belief or sexual orientation In other words clearly establish the attitudes and behaviors reflected above as essential elements of every City position

5 Add to every position description the essential function of maintaining effective and professional relationships with work colleagues supervisors and managers

6 Select those City policies which are associated with the identification mitigation and control of liabilities and launch a project for the rapid upgrading and modernizing of each of those policies The highest priority would go to the installation of policies such as Whistleblower Protection and use of Social Media which do not currently exist Next would follow the updating of those existing policies associated with liabilities such as bullying sexual-harassment unlawful discrimination workplace violence and effective colleague relationships

7 In the case of a Whistleblower Protection policy the City should consider using an outside receiver for intake of Whistleblower allegations of wrong doing This would permit an initial assessment of the nature of the allegations outside of the chain of command followed by appropriate referral for followup The result would likely be a greater sense of confidence for persons who in good faith feel that something needs addressing within the organization

8 Add as a heavily weighted criterion for all promotions the criteria of actively supporting teamwork organization-wide unity and effective collegial relationships Create behavioral assessment questions accordingly

10

9 Add as a significant performance evaluation criterion in all evaluations the assessment of an individuals commitment performance and behavior in actively supporting organization-wide team unity and effective collegial relationships

10 Develop and implement in the Civil Service selection process during initial hiring behavioral challenges to assess the degree to which a candidate demonstrates a commitment to teamwork and positive interpersonal cooperation This could take the form of a focused video scenario-based process similar to the commonly used law enforcement selection tool Behavioral Personnel Assessment Device (BPAD) It could be developed within the Department with involvement by Law Enforcement Officers

11 The grievance procedures in all bargaining units should be amended to include a new step Advisory Opinion of the Director of Human Resources This step would provide that the Director might agree at any step in the process at the request of either party or on her own motion to offer a written or non-written non-binding opinion as to any aspect of the grievance This could include suggestions for mediation or at a minimum offer another viewpoint on the subject The Advisory Opinion would not carry with it specific timeframes nor would it replace any of the decision-makers authority and responsibility in the procedures It would however provide a tool which the City and the employees would find valuable in the future for problem resolution Adding the step of course would follow reviewing the matter with unions involved

12 Prepare a draft of an amended discipline article for the collective bargaining agreements under which a written reprimand would no longer be subject to binding and compulsory arbitration The Amendment would provide in other words that the City Managers decision would be final Appeals could not be further filed to binding and compulsory outside arbitration This draft recognizes that a written reprimand does not result in the loss of property and is therefore not constitutionally protected as a vested right It would recognize that despite this change aggrieved employees who feel that discipline decisions or counseling ~omments are based on unlawful discrimination or retaliation still have other appeal opportunities on that specific basis This draft policy should be shared in writing with the union presidents in advance of collective bargaining and aggressively pursued by the City during upcoming negotiations It is likely that the unions would appreciate the importance of such a streamlining of the disciplinary procedure and would recognize that in and of itself fears that the change would result in a flood of reprimands are unfounded The Police agreement does not provide for appeals when observable behavior results in a written notice Therefore the foregoing recommendation would not apply to the Police bargaining unit

11

13 Consider the out-stationing of a current Police Officer position already working on human resources matters such as background investigations or Internal Affairs to be physically located in a private office in the Human Resources Department There would be career development benefits for the Officer team building communications improvement for both departments and additional security readily available for both HR and Risk ManagementLabor Relations The Chief and the Director of Human Resources should have no problem in coordinating workflow or resolving assignment conflicts by joint communications The work is being done already anyway The out-stationed location would only create additional benefits

14 The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candidates can be facilitated via recommendations from graduate programs at local universities such as those involving Public Administration Criminal Justice Human Resources or other relevant academic programs This can also be a tool in the Citys workforce diversity efforts while also enhancing the capacity of the Human Resources Department to manage multiple management issues concurrently Assignment of two Graduate Interns for a period not exceeding one year would be a catalyst in driving some of the recommendations in this report It would also provide some needed relief for the Director of Human Resources to devote the necessary time to actively lead strategic progress

15 Performance evaluation criteria should be augmented to include a section on Representation of the City and the Department This section would assess an employees behavior and performance over the prior year in relation to whether or not it reflected positively within and outside of City Government Every staff member represents the City as well as their Departments As such they have a responsibility to be taken more seriously than ever before to engage in interpersonal skills reflecting in a positive manner on their individual professionalism

16 The work of top leaders in a dynamic City government such as a Police or Fire-Rescue Chief and a Director of Human Resources involves a very substantial amount of time spent in the management of Human Resources issues Often these can be of higher liability than those which might arise in other City departments For example arguably the day-toshy

12

day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assistant City Managers fulfill most of that need especially with regard to Police and Fire command staff counseling However a coach for other leaders would be a valuable asset to have in place

SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE

17 Part of an executive development program can be what amounts to an Internal Fellowship in which a newly promoted Manager gets assigned to work as a Special Assistant to the City Manager or an Assistant City Manager for a period such as three to six months This would allow for example a newly promoted executive in the Police Department to play an important role in the overall City budget process in Collective Bargaining with a non-law enforcement bargaining unit or to assist in a high-priority policy matter determined by the City Manager At the end of the Fellowship period the individual would return to their new role in their home Department with a greater appreciation than ever before about the larger issues facing executive leaders in the City

18 The Civil Service Ordinance should be amended to increase the number of positions exempt from Civil Service coverage Employees in such exempt positions would then serve at will Serving at will means that these employees may be disciplined or even terminated for any reason or no reason as long as the actions do not occur because of illegal reasons Current rules are too restrictive for the city to be as flexible as it needs to be in developing accountable and responsive executive staff Division Directors support staff in the City Managers Office as well as those in the City Attorneys Office and Labor Relations and Risk Management areas are appropriate candidates for at will service Current incumbents who enjoy property rights may not have those rights stripped away involuntarily as long as the incumbents are employed However they may voluntarily waive such rights in trade for some quid

13

pro quos such as additional benefits In the absence of such voluntary exemption attrition should be used so that future incumbents in selected positions would be hired as at will employees

19 A predictive staffing study should be conducted in departments utilizing a constant staffing structure - typically Police Fire-Rescue and Water and Wastewater Treatment Plant operations The study would make reasonable estimates based primarily on length of service and employee surveys to determine the likely extent and timing of future vacancies From that information the city can prepare in advance to have vacancies filled immediately upon turnover if not before Civil Service eligibility lists can be maintained for immediate use without having to begin recruitments from scratch The staffing needs in the Police Department were major contributing factors to the issues addressed in the Inspector Generals report Predictive staffing actions can reduce the likelihood that that critical situations will happen again

20 As a corollary to predictive staffing the City should consider over staffing in selected areas of the workforce with short-term temporary employees drawn off Civil Service eligible lists These employees would transition immediately into the regular workforce and be given credit for their temporary service as part of their probationary periods The result can be a cadre of employees already trained and ready to assume the regular workforce duties of the positions There will always be some number of vacancies in a city or county workforce as large as Hollywoods These vacancies may be funded in the budget such that hiring some additional Police Officers or Firefighters beyond the allocated limits in the budget might be funded with the salaries of vacant positions providing offsets Currently in conservatively funded constant staffing operations if a vacancy occurs due for example to long-term absences such as illness the staffing void must be filled at a rate of time and a half by overtime mandates This does nothing to prepare new employees to immediately step in as vacancies occur

21 The Civil Service rules currently operate on the basis of a narrow rule of three In this selection rule the Department Director acting for the City Manager is limited to no more than the top three candidates presented from civil service eligible lists In a system where the filling of vacancies may take considerable time or eligible lists may be many months old a rule of three is too limiting Broader certification rules such as a rule of five or a rule of the rank would offer more needed flexibility without sacrificing civil service principles

22 The Citys Information Technology (IT) function is an area often needing particular candidate expertise not generally available within classical Civil Service recruiting methods New projects such as the organization-wide

14

Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside over a facilitated focus group of top users and current IT staffs to prioritize projects identify needs and resources and prepare an IT Business Plan for review by the City Manager Likewise in this reviewers opinion being familiar with the installation of new large IT activities overlaid on existing staff requirements adding a graduate intern as an at will employee for one year would provide a new resource to the IT Director to more rapidly implement the programs he will be asked to bring to fruition This would be in addition to whatever staffing or consultant resources are brought to bear for the Enterprise Resource System

23 The City uses the procurement process to solicit a variety of benefit contracts often amended annually for health insurance dental life and other products These represent significant expenditures and cover all full-time employees their dependents and retirees In the face of complex and changing insurance rules deadlines engagements with insurance companies and much more a special expertise is required to look after the City of Hollywoods best interests Monitoring utilization developing innovations and cost containment strategies and being able to negotiate aggressively with insurance providers is best managed by outside expertise engaged by the City Currently the procurement elements of this process are managed by the Human Resources Director - along with_her many other responsibilities - not to mention the process improvements called for in this report The City should use professional procurement practices to select a consultantbroker to represent the City The result can be a tighter control on a very significant area of cost and administration This should be done well in advance of the expiration of benefit contracts in the year to come

24 This Reviewer urges the City to be especially wary of vendor promises with regard to the implementation of an expensive organization-wide enterprise resource program Vendors may make what have previously been called piecrust promises - easily made easily broken The vendor support team may well experience staff turnover Resources will be shifted to other clients The estimated time and cost of system installation may stretch well past the budgeted and anticipated costs originally proposed Aggressive steps under the leadership of the IT director in terms of milestones required of vendors performance penalties built into contracts as well as performance rewards should be considered and implemented If this vigorous enforcement approach does not happen and this large-scale IT project is managed in a way similar to the management of temporary needs reported by the IG the stage will be set

15

for another perhaps even more costly organizational problem in the future

25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential services are the ultimate responsibility of every manager With regard to the core area of Procurement however the job description for the Procurement Manager is clear in its requirements that it is this employee who is responsible for the management and oversight of contracts or particular department services Regardless of the past practices and exigencies of staffing needs in 2013 and 2014 this fundamental element of the Procurement responsibility was not met

Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement professional with years of experience Leadership direction

middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in a better position to determine the future reporting relationships for this important function

26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots administration and finance as well as HR and other central services should convene a stakeholder summit to bring out these concerns and address them The primary outcome would be budget

16

process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process

27 Direct payment vouchers related to any procurement and contractorvendor remuneration should be reviewed by and signed off directly by the Contract Compliance Manager This is especially true in what would be his broader role if the recommendation to place Procurement under his management were implemented In reviewing a sampling of such vouchers for temporary services during the IG report period it was noted that many did not have Department Head signatures Even the Procurement Office itself used such services although the clear focus was on the activities in Police

28 Meeting any staffing need through a temporary services company should require a specific review and sign off by the Director of Human Resources She would be asked to attest to the fact that HR is not capable of meeting the needs presented by the operating department and to explain why this need cannot be met through City procedures and practices In the case of what might be an ongoing need the Director would be required to explain whether actions can be instituted to change that scenario so that an ongoing use of temporary help from an outside vendor can be reduced if not eliminated

29 Finally this Reviewer notes that recommendations to the City Manager concerning the prospects of disciplinary action were part of this engagement Those recommendations will following consultation with the City Manager be presented as a verbal briefing to him so that his ability to respond to organizational needs is not compromised unduly in the very sensitive areas of staff relations

No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and managed assertively formally and consistently by their managers If the warnings and corrective action opportunities do not change the weak behavior these employees should be demoted or terminated If such actions become necessary it will ironically not be the City which acts it will in reality be the employee him or herself who provokes the action

It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees - that they are the Citys

17

vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances

OVERALL IMPRESSION

The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading managers to feel that the systems in place could meet their needs With a strong past sense of inertia rather than innovation and process improvement factoring into what occurred the City is best and most constructively served by the City Manager acting aggressively to improve internal processes make the improvements more visible and make those now responsible for the Procurement and utilization of services more accountable He is well able to use his strong communications skills and sense of ethics to deliver clear messages of professional expectation and enforce those expectations going into the future

18

ATTACHMENT 2

ATTACHMENT 2

CITY of HOLLYWOOD FLORIDA Office of the City Manager

02600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045 Phone (95 4) 921 -3201 bull Fax (95-1) 921 -3314 deg wwwhullywoodflorg

Wazir A Ishmael PhD City Manager

March 18 2016

The Honorable Mayor Vice Mayor and Members of the City Commission

City of Hollywood Hollywood FL 33020

Mayor Vice Mayor and City Commissioners

This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016

We thank him for his services and wish him well in his future endeavors

Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller

Should you have any questions I am available at your convenience

Sincere I

DtJJ~tr A Ishmael Ciey(Janager

c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director

Our Mission Y l arc dcdic 11 t d lO proiding municip1 l scrvictS for our diverse co mrnuni ry in an atn1osphL rl of tOOperal ion courtesy and respect

Xie do 1h is hy ensu ri ng gtII who li ve work and pby in die C it) of l o ll )~VOoJ enjoy a high qnli l of lifo

hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood Florida 33020

Dr Ishmael

As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities

In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life

Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and capital improvements

Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices

I wish the City of Hollywood and the dedicated employees much luck with their future endeavors

Sincerely

faL--shyJocent Wasserman Director Procurement Services

ATTACHMENT 3

City of Hollywood Florida - Class Specification Bulletin Page 1of3

ATTACHMENT 3

Contract Compliance Officer Class Code

1138

Bargaining Unit Management CITY OF HOLLYWOOD FLORIDA Revision Date Apr 29 2015

SALARY RANGE

$3310 - $5296 Hourly $264809 - $423694 Biweekly

$6885030 - $11016048 Annually

JOB DESCRIPTION

This is advanced responsible professional and administrative work involving contract certification contract compliance and management for all vendors bidders and proposers conducting business with the City coordination of procurement activities and office and field monitoring Work involves providing managerial assistance to the Assistant City Manager for Finance and Administration in managing and monitoring contracts for compliance developing policies procedures rules and regulations for Citywide purchasing and coordinating the resolution of problems with vendors bidders and proposers

The incumbent exercises a considerable degree of independent judgment Employee is expected to make independent decisions in conformance with applicable laws rules and regulations governing the public purchase of commodities and services as well as standard public purchasing policies and procedures

EXAMPLES OF DUTIES

Reviews all City contracts for compliance and adherence to proper procedures including but not limited to confirmation of proper authority adherence to appropriate procurement procedures identification of time frames satisfaction of insurance requirements verification of available funding review of scope of services and notification of upcoming expiration

Assists in developing new and improved procedures concerning City purchasing activities Recommends corrective actions where applicable

Advises City departmentspersonnel on purchasing procedures to ensure proper compliance with Citys purchasing policies and procedures

Assists user departments in the informal competitive negotiated process for acquisition of professionalpersonal services

Reviews specifications from departments to procure goods and services of a complex andor technical nature

Monitors the evaluation andor negotiation process for acquisition of professionalpersonal services to ensure that proposals have been evaluated andor negotiated in accordance with solicitation document and city purchasing policies and procedures

Conducts preliminary investigations and make finding-of-fact reports on contractual bid disputes bid protests proposed debarment bidder non-responsibility and vendor nonshy

https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 2of3

performance

May represent the Director at various meetings within the city and the business community

Performs other job duties as assigned

THE REQUIREMENTS Required Possession of a Bachelors degree with major coursework in business or public administration or a related field

Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration

Be a Certified Professional Contracts Manager (CPCM )

Preferred Masters degree with major coursework in business or public administration or a related field

Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements

KNOWLEDGE SKILLS AND ABILITIES Extensive knowledge of principles practices and techniques of large scale government purchasing

Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing

Extensive knowledge of approved purchasing methods including recording buying inspection and shipping methods

Extensive knowledge of the techniques and requirements of specifications preparation

Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased

Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served

Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing

Some knowledge of insurance as it pertains to property liability and surety bonds

Considerable knowledge of Microsoft Word and Excel and the use of office equipment

Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to

httpsagencygovernmentjobscomhollywoodfldefaultcfmaction=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 3of3

other workers accurately and concisely

Skills in application of systems analysis techniques and procedures including consulting with users to determine hardware so~ware or system functional specifications

Ability to communicate effectively both orally and in writing

Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices

Ability to deal effectively with administrative officials and vendors

Ability to obtain and interpret market prices and trends and apply these to procurement problems

https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016

ATTACHMENT 4

ATTACHMENT 4

Jeane Carver-St Luce

From George Keller Sent Monday March 14 2016 328 PM To Chuck Ellis Clay Milan Eric Busenbarrick George Keller Gus Zambrano Jaye Epstein

Jeffrey Sheffel Lorie Mertens-Black Mel Standley Patricia Cerny Philip Sauer Raelin

Storey Raheem Seecharan Raquel Elejabarrieta Shiv Newaldass Steve Joseph Sylvia

Glazer Tammie Hechler Tomas Sanchez Tamikia Bacon Paul Bassar Cc Jeane Carver-St Luce Subject FW MCL Informational Email for Distribution

Importance High

At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations funding expenditures and Points of Contact Other helpful features will include executed copies of contract documents and invoice summaries

Two important take-away from this email

1 If you havent seen the fVICL demonstration please tune into the next City Commission meeting

2 Preliminary planning for a iVICL anticipation go live date--on or about 442016

middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed

middotmiddot Identify and maintain copies of all your award documents and invoices

bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files

The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines

After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support

George

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Master Contract List (MCL)

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o What is the MCL

D MCL Data

D Demonstration of an Electronic Contract File

o MCL Next Steps v 0 v

o Questions

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What is the MCL bull Summary

o An electronic standardized comprehensive Management Tool-A One Stop Shop For all stakeholders who have a role with contract administration

o Useful real time information such as automatic daily countdowns of days for contracts and insurance expirations funding expenditures and Points of Contact

o Executed copies of contract documents and invoice bullsummaries

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MCL-Next Steps

bull Implementation o The MCL is a priority initiative

bull Continue gatheringupdating all contractual information bull Establishing POCs permission rights

o Coordinating with Financial Services Department in obtaining all invoices

o Working with the Procurement Division with keeping contractual documents updated

o Training Administrative Personnel who will have a procurement role

bull Execution After the City Commission presentation and feedback final developmenttraining sessions-anticipating a go live date April 2016

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ATTACHMENT 5

ATTACHMENT 5

George Keller

From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde

Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney

Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra

Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris

Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz

Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel

Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie

Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran Holycross

Cc Paul Bassar Directors Subject Master Contract List Training

Good Afternoon

The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times

bull Thursday May 26 at lOOpm 200pm 300pm bull Tuesday May 31 at 900am lOOOam l lOOam lOOpm 200pm 300pm bull Wednesday June 1 at 900am lOOOam 11 OOam bull Thursday June 2 at 900am lOOOam l lOOam lOOpm 200pm 300pm

Please let me know what suits you best also the training will be held at room 303

Thank you

Maryury Collier Administrative Specialist II City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 PO Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MColl ierholl ywoodflorg C 11 middot o f ~

H~QQQ Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record

Jeane Carver-St Luce

From Maryury Collier Sent Monday May 02 2016 1024 AM To Administrative Assistant II Cc Directors Paul Bassar Subject Training for the Master Contract List

Good Day

As some ofyou may be aware the City will be implementing an Electronic Contract File- AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed

For your convenience we will be having one h our training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule- Not later than Thursday (552016)

Friday May 6 from 330pm to 430pm

Monday May 9 at 900am to lOOOam bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam

Thank you

Maryury Collier Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 P 0 Box 229045 Hollywood FL 33020 Offi ce 954-921-3221 E-mail MCollierhollywoodflorq Cbullty of ~

H L WOOD t i O~IOA

Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mai l may be subject to disclosure as a matter of public record

ATTACHMENT 6

ATTACHMENT 6City ojJfoywootf PCoritfa DPV

DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT

Date 5252016 Pay to Vendor No Amount of Payment

Name Account No Address Separate Check Requested D City Invoice Number StateZip

Explanation of Payment

Date

Date

Date

Date

Contract InfoNumber Contract Expiration Date

Item Budget Item Description Line Item

l SubscriotionDuesMemberships Fees 2 Postage MeterStamps 3 Host Account Reimbursements 4 LicensesPermitsCertificates 5 Court CostOther Govt AgencvTaxes 6 Real Estate Closing - Attach Stmt 7 Advertising - attach tearsheet 8 Education CoursesSeminars 9 EducationReimbursementsBooks 10 RecordsSlidesFilmsGov Publication 11 Deferred ComoBank Pavments 12 MedicalVeterinarv Pavments 13 Insurance Premiums 14 Grant Disbursements 15 UtilitiesDump Fees 16 Refunds 17 CourierFreight 18 Pettv Cash Reimbursement 19 Other Professional Services 20 Soecial EventsRecr Performances 21 Temoorarv Emolovment Services 22 MealParkinQNiileaQe (1 dav tri-countv)

Unit Quantity

Originated by Dept Head Printed Name

DeptDiv Dept Head Signature

Procurement TypeDoc ---------------- Procurement Appr _

Finance Approval __________ Date Budget Approval

City Commission or City Manager Action Resolution

Unit Price

Total

ExtensionTotal

$000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000

Original Contract Amount Total This Invoice

Amendments Adjustment Total Previous Invoices

Total Contract Amount Total to Date --------------shy

City Manager Signature (if required)

Distribution List Finance Procurement Services Depmtment Copy dpv (rev3l02015)

APPENDIXB

Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073 (954) 895-2949 matthewlal la32 7 5comcastnet

March 11 2016

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022

Dear Wazir

Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016

I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors

~~ Matthew Lalla

cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources

  • Structure Bookmarks
    • BROWARD OFFICE OF THE INSPECTOR GENERAL
    • To and Members City of Hollywood C
    • From John W Scott Inspector General
    • Date June 6 2016
    • Subject Status Report-OIG Final Report Re Misconduct and Gross Mismanagement by the City ofHollywood in the Procurement of Temporary Employment Services Ref OIG 14-027
    • On March 2 2014 the Broward Office of the Inspector General (OIG) issued a final report finding that City of Hollywood officials violated numerous city ordinances policies and procedures to pay approximately $1 million for the services of temporary employees (temps) Specifically we found that the officials
    • At the conclusion of the report the OIG acknowledged the initial remedial steps taken by the city but recommended additional action including-given the potential for further abuse of the DPV payment method-a full audit of DPV payments
    • John W Scol1 Inspector General One North University Drive Suite 11 1 bull Planlalion Florida 33324 bull (954) 357-7873 bull Fax (954) 357-7857 4) 357-TIPS
    • As requested City Administrator Wazir Ishmael has now provided the OIG a status report with attachments which is attached as Appendix A The city states that it s senior management team has communicated publicly and individually that the inappropriate actions that occurred in the past were clearly wrong and unacceptable The city has now implemented numerous protocols and procedures in response to the OIGs investigation Of particular significance the city has created and implemented a contract com
    • The city has also restructured the Procurement Division and reformed oversight of the procurement process The finance director and procurement director overseeing the activities discussed in the final report have since resigned from the city Former Procurement Director Joel Wasserman s resignation is attached at Appendix A and former Finance Director Matthew Lallas resignation is attached as Appendix B The city also provided a repo1i it commissioned from a human resources specialist in response to the
    • However the city failed to address our recommendation that the DPV payments be audited in light of the significant misuse of the mechanism and the corresponding vulnerability to fraud waste and abuse Accordingly the OIG requests that we be provided a supplemental status report within 90 days or by September 5 2016 regarding a DPV audit
    • Attachment
    • cc Wazir Ishmael City Administrator
    • From To Cc
    • Subject Date Attachments
    • MaY Johns InsoectorGeneral Wazir Ishmael City of Hollywoods 90 Day Progress Report Regarding TransHire Tuesday May 31 2016 42804 PM 05 31 16 Letter to Inspector Scott re TransHire 90 Day Progress Reportpdf
    • 05 31 16 Letter to Inspector Scott Attachment lpdf 05 31 16 Letter to Inspector Scott Attachment 2pdf 05 31 16 Letter to Inspector Scott Attachment 3pdf 05 31 16 Letter to Inspector Scott Attachment 4pdf 05 31 16 Letter to Inspector Scott Attachment 5pdf 05 31 16 Letter to Inspector Scott Attachment 6pdf
    • Good afternoon Inspector General shy
    • The City Manager asked that I forward you the City of Hollywoods 90 day progress report that you requested in your final report regarding TransHire
    • Thank you Dr Wazir Ishmael City Manager
    • Executive Assistant City of Hollywood Office of the City Manager 2600 Hollywood Blvd Suite 419
    • PO Box 229045 Hollywood FL 33022-9045 Office 954-921-3201 E-mail
    • fjj
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Office of the City Manager
    • 2600 Hollywood Blvd bull PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (954) 92 1-33 14 bull rg
    • Wazir A Ishmael PhD City Manager
    • SENT VIA EMAIL amp US MAIL
    • May 31 2016
    • Mr John W Scott Inspector General Broward Office of the Inspector General
    • One North University Drive Suite 111 Plantation FL 3324
    • Re Broward Office of the Inspector General Report on Transhire 90 Day Progress Report
    • Dear Mr Scott
    • Please accept this response from the City of Hollywood as the 90 Day Progress Report that you requested in your final report on the above matter First let me assure you that your information findings and recommendations have been fully received acknowledged and communicated widely throughout the City staff Secondly I have discussed the serious nature of the issues identified directly with the Mayor City Commission senior management team staff and members of the public reinforcing that those inap
    • Finally we have collectively implemented and followed a broad spectrum of improvements actions resources training and policies to continue forward the lessons learned in progress of the organization The initiatives we have undertaken exist at the policy level and administrative oversight as well as day to day operations The below information describes those steps in more detail along with the attached documentation and the derived benefit for each Your contribution to stimulating these improveme
    • Our Mission Ve are dedicmcd to providing municipal services for our diverse community in an atmosphere ofcooperation courtesy and respect Yc do this by ensuring all who live work and play in the City of Hollywood enjoy a high quality of life
    • An Equa l Opportunity a nd Serv i ce Provide r Ag e nc y
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2
    • 1 Heightened Awareness Expectations and Standards of Performance
    • The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures
    • 2 Services of an External Consulting Professional (Attachment 1)
    • The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many
    • 3 Organizational Modifications and Reform (Attachment 2)
    • The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have be
    • 4 Human Resources Policy Review and Reform
    • Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced
    • 5 WorkflowBusiness Policies and Procedures Modifications
    • The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3
    • The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions
    • 10 Direct Payment Voucher Procedural Modifications (Attachment 6)
    • The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4
    • The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter
    • Attachments
    • c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors
    • ATTACHMENT 1
    • ATTACHMENT 1
    • PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737
    • Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045
    • March 3 2016
    • Dear Messrs Keller and Standley
    • The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one
    • The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues
    • The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not
    • Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement
    • Sincerely
    • Phil Rosenberg President The HR Doctorreg Inc 954 816-4 737
    • attachment
    • Phil Rosenberg President PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737 On
    • March 3 2016
    • IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES
    • BACKGROUND
    • The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in t
    • With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whet
    • City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in th
    • 1
    • The Inspector Generals report is being taken very seriously by the City It is a call to
    • action and catalyst to go beyond the limited and narrow scope of the report in the
    • interest of making broader administrative improvements
    • As part of the response to the report the City engaged the services of The HR Doctor
    • Inc on January 19 2016 to investigate the background of what occurred and offer
    • opinions and recommendations The deliverable in this situation is the presentation of
    • a written report to the City Manager within 30 calendar days of the date of the approval
    • of the engagement (ie January 19 2016) to address the following issues
    • The HR Doctor Inc was authorized and directed by the City Manager to also provide a
    • broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processe
    • METHODOLOGY
    • The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information
    • 2
    • The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employee
    • To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot
    • FINDINGS AND CONCLUSIONS
    • Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positio
    • r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work
    • 3
    • complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur
    • 4
    • service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement
    • 5
    • over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a n
    • 1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be org
    • 6
    • 7
    • managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to
    • ensure the most competent possible workforce If performance evaluations job
    • descriptions and personnel files generally do not reflect written and on-going
    • efforts to document performance excellence weakness and corrective action
    • even those top managers with property rights (ie those covered by Civil
    • Service) can become less willing to take the risks associated with innovation
    • Clients or customers become frustrated by what they regard as excessive
    • delays and lack of responsiveness
    • 8
    • All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance
    • It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The City
    • RECOMMENDATIONS
    • 9
    • Rescue and Public Utilities The Plan would assign specific staff
    • accountability for each project with completion dates and completion
    • milestones There would then be monthly or quarterly progress reviews
    • by the City Manager
    • 10
    • 11
    • 14The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candi
    • 12
    • day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assis
    • SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING
    • PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION
    • THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS
    • SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE
    • ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK
    • ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR
    • THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY
    • CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE
    • 13
    • pro quos such as additional benefits In the absence of such voluntary
    • exemption attrition should be used so that future incumbents in selected
    • positions would be hired as at will employees
    • 14
    • Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside
    • over a facilitated focus group of top users and current IT staffs to
    • prioritize projects identify needs and resources and prepare an IT
    • Business Plan for review by the City Manager Likewise in this reviewers
    • opinion being familiar with the installation of new large IT activities
    • overlaid on existing staff requirements adding a graduate intern as an at
    • will employee for one year would provide a new resource to the IT
    • Director to more rapidly implement the programs he will be asked to bring
    • to fruition This would be in addition to whatever staffing or consultant
    • resources are brought to bear for the Enterprise Resource System
    • 15
    • for another perhaps even more costly organizational problem in the
    • future
    • 25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential s
    • Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement pr
    • middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in
    • 26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots adm
    • 16
    • process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process
    • No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and mana
    • It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees -that they are the Citys
    • 17
    • vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances
    • The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading manager
    • 18
    • ATTACHMENT 2
    • ATTACHMENT 2
    • CITY of HOLLYWOOD FLORIDA
    • Office of the City Manager
    • 0
    • 2600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (95-1) 921-3314 deg
    • Wazir A Ishmael PhD City Manager
    • March 18 2016
    • The Honorable Mayor Vice Mayor
    • and Members of the City Commission City of Hollywood Hollywood FL 33020
    • Mayor Vice Mayor and City Commissioners
    • This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016
    • We thank him for his services and wish him well in his future endeavors
    • Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller
    • Should you have any questions I am available at your convenience
    • Sincere I
    • Dt~tr A Ishmael Ciey(Janager
    • c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director
    • Our Mission Yl arc dcdic 11td lO proiding municip1l scrvictS for our diverse co mrnuniry in an atn1osphLrl of tOOperalion courtesy and respect
    • Xie do 1his hy ensu ring gtII who live work and pby in die Cit) of loll)~VOoJ enjoy a high qnlil oflifo
    • hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y
    • Dr Wazir Ishmael
    • City Manager City of Hollywood
    • 2600 Hollywood Blvd
    • Hollywood Florida 33020
    • Dr Ishmael
    • As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities
    • In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life
    • Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and cap
    • Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices
    • I wish the City of Hollywood and the dedicated employees much luck with their future endeavors
    • Sincerely
    • Jocent Wasserman Director Procurement Services
    • ATTACHMENT 3
    • City of Hollywood Florida -Class Specification Bulletin Page 1of3 ATTACHMENT 3
    • https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016
    • performance
    • May represent the Director at various meetings within the city and the business community
    • Performs other job duties as assigned
    • Required Possession of a Bachelors degree with major coursework in business or public
    • administration or a related field
    • Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration
    • Be a Certified Professional Contracts Manager (CPCM )
    • Preferred Masters degree with major coursework in business or public administration or a related field
    • Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements
    • Extensive knowledge of principles practices and techniques of large scale government purchasing
    • Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing
    • Extensive knowledge of approved purchasing methods including
    • recording buying inspection and shipping methods
    • Extensive knowledge of the techniques and requirements of specifications preparation
    • Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased
    • Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served
    • Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing
    • Some knowledge of insurance as it pertains to property liability and surety bonds
    • Considerable knowledge of Microsoft Word and Excel and the use of office equipment
    • Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to
    • 5252016
    • City of Hollywood Florida -Class Specification Bulletin Page 3of3
    • other workers accurately and concisely Skills in application of systems analysis techniques and
    • procedures including consulting with users to determine hardware so~ware or system functional specifications
    • Ability to communicate effectively both orally and in writing
    • Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices
    • Ability to deal effectively with administrative officials and vendors
    • Ability to obtain and interpret market prices and trends and apply these to procurement problems
    • https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016
    • ATTACHMENT 4
    • ATTACHMENT 4
    • Jeane Carver-St Luce
    • At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations fun
    • Two important take-away from this email
    • middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed
    • middotmiddot Identify and maintain copies of all your award documents and invoices
    • bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files
    • The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines
    • After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support
    • George
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    • ATTACHMENT 5
    • ATTACHMENT 5
    • George Keller
    • From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde
    • Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice
    • Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris
    • Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick
    • Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz
    • Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel
    • Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie
    • Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran
    • Holycross
    • Cc Paul Bassar Directors Subject Master Contract List Training
    • Good Afternoon
    • The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times
    • Please let me know what suits you best also the training will be held at room 303
    • Thank you
    • Maryury Collier
    • Administrative Specialist II
    • City of Hollywood
    • Financial Services
    • 2600 Hollywood Blvd Suite 303
    • PO Box 229045 Hollywood FL 33020 Office 954-921-3221
    • C 11 middot of ~
    • H~QQQ
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Jeane Carver-St Luce
    • Good Day
    • As some ofyou may be aware the City will be implementing an Electronic Contract File-AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed
    • For your convenience we will be having one hour training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule-Not later than Thursday (552016)
    • Friday May 6 from 330pm to 430pm Monday May 9 at 900am to lOOOam
    • bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam
    • Thank you
    • Maryury Collier
    • Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303
    • P 0 Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MCollierhollywoodflorq
    • Cbullty of ~
    • H L WOOD
    • t i O~IOA
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • ATTACHMENT 6
    • ATTACHMENT 6
    • City ojJfoywootf PCoritfa
    • DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT
    • Date Date Date Date Contract InfoNumber Contract Expiration Date
    • Original Contract Amount Total This Invoice
    • Amendments Adjustment Total Previous Invoices
    • APPENDIXB
    • Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073
    • (954) 895-2949 matthewlalla3
    • March 11 2016
    • Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022
    • Dear Wazir
    • Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016
    • I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors
    • ~~
    • Matthew Lalla
    • cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources
Page 3: BROWARD OFFICE OF THE INSPECTOR GENERAL€¦ · Broward Office of the Inspector General Page 2 . 1. Heightened Awareness, Expectations and Standards of Performance . The senior management

APPENDIX A

From To Cc Subject Date Attachments

MaY Johns InsoectorGeneral Wazir Ishmael City of Hollywoods 90 Day Progress Report Regarding TransHire Tuesday May 31 2016 42804 PM 05 31 16 Letter to Inspector Scott re TransHire 90 Day Progress Reportpdf 05 31 16 Letter to Inspector Scott Attachment lpdf 05 31 16 Letter to Inspector Scott Attachment 2pdf 05 31 16 Letter to Inspector Scott Attachment 3pdf 05 31 16 Letter to Inspector Scott Attachment 4pdf 05 31 16 Letter to Inspector Scott Attachment 5pdf 05 31 16 Letter to Inspector Scott Attachment 6pdf

Good afternoon Inspecto r General shy

The City Manager asked that I forward you the City of Hollywoods 90 day progress report that you

requested in your final report regarding TransHire

Thank you

Dr Wazir Ishmael

City Manager

Mary Johns Executive Assistant

City of Hollywood

Office of the City Manager

2600 Hollywood Blvd Suite 419 PO Box 229045 Hollywood FL 33022-9045 Office 954-921-3201 E-mail MJOHNShollywoodfl org

fjj Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject

to disclosure as a matter of public record

CITY of HOLLYWOOD FLORIDA Office of the City Manager

2600 Hollywood Blvd bull PO Box 229045 bull Hollywood Florida 33022-9045 Phone (954) 921-3201 bull Fax (954) 92 1-33 14 bull wwwhollywoodflo rg

Wazir A Ishmael PhD City Manager

SENT VIA EMAIL amp US MAIL

May 31 2016

Mr John W Scott Inspector General Broward Office of the Inspector General One North University Drive Suite 111 Plantation FL 3324

Re Broward Office of the Inspector General Report on Transhire 90 Day Progress Report

Dear Mr Scott

Please accept this response from the City of Hollywood as the 90 Day Progress Report that you requested in your final report on the above matter First let me assure you that your information findings and recommendations have been fully received acknowledged and communicated widely throughout the City staff Secondly I have discussed the serious nature of the issues identified directly with the Mayor City Commission senior management team staff and members of the public reinforcing that those inappropriate actions in the conduct of the Citys business will not be tolerated Expectations have been raised standards of performance elevated and clear direction given that will assure no repetition of similar activity We take very seriously the publics interests and trust that have been granted to the City staff to responsibly administer and deliver service

Finally we have collectively implemented and followed a broad spectrum of improvements actions resources training and policies to continue forward the lessons learned in progress of the organization The initiatives we have undertaken exist at the policy level and administrative oversight as well as day to day operations The below information describes those steps in more detail along with the attached documentation and the derived benefit for each Your contribution to stimulating these improvements is appreciated and the City remains committed to ongoing progress and best practices in the future

Our Mission Ve are dedicmcd to providing municipal services for our dive rse communi ty in an atmosphere of cooperation courtesy and respect

Yc do this by ensuring all who live work and play in the C ity of Hollywood enjoy a hi gh quali ty of li fe

An Equa l Opportunity a nd Serv i ce Provide r Ag e nc y

May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2

1 Heightened Awareness Expectations and Standards of Performance

The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures

2 Services of an External Consulting Professional (Attachment 1)

The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many of which have already been implemented others continuing into the future

3 Organizational Modifications and Reform (Attachment 2)

The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have been addressed and implemented

4 Human Resources Policy Review and Reform

Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced

5 WorkflowBusiness Policies and Procedures Modifications

The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations

May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3

6 Creation and Implementation of a Contract Compliance Officer Position (Attachment 3)

A new Contract Compliance Officer position has been created funded filled and implemented The individual already operating in this position is a senior procurement professional with extensive experience with the US State Department US Army and government contracting This is the same individual and position described above who is directly supervising the Procurement Division under its current reporting structure to the City Managers Office In addition this position serves to review and authorize all procurement and contracting actions in the City assist in the development of RFPsRFQsRLls contract negotiations and the development of a citywide management tool Master Contract List

7 Creation and Implementation of a Master Contract List (Attachment 4)

Prior to the current administration and timeframe a central repository and data base for all contractsagreements for goods and services in the City did not exist Therefore current complete and accurate data by which responsible City staff were managing those transactions did not exist A thorough interactive and data rich Master Contract List has been developed identifying essential data for more than 600 current contracts in the City Final training on the use of this management tool is being completed and full implementation is scheduled in the next 30 days All City staff will be required to utilize the MCL as the standard source and tool used for contract administration

8 Increased Training for Procurement Contract Administration (Attachment 5)

In-house training and workshop sessions are continuing to be conducted by Citys Budget Procurement Contract Compliance and City Managers Office staff on budget development and implementation procurement procedures and contract administration Working relationships communication and cooperation between key staff members throughout the City have been modified and strengthen to centralize and improve internal services

9 Purchase Order and Blanket Purchase Order Procedural Modifications

The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions

10 Direct Payment Voucher Procedural Modifications (Attachment 6)

The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints

May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4

The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter

Attachments

c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors

ATTACHMENT 1

ATTACHMENT 1

PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195

Phone 954 816-4737 Fax 352 821-4737 On the Web wwwhrdrnet Email philrosenbergearthlinknet

Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045

March 3 2016

Dear Messrs Keller and Standley

The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one

The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues

1 Was the conduct of any of the persons mentioned by the Inspector General who report through the City Managers chain of command and are still employed by the City of Hollywood sufficient to support disciplinary action

2 If so what factors should the City Manager consider in determining the level of such action

3 To what degree was an organizational culture present in the City of Hollywood which may have given rise to or supported the inappropriate actions which occurred

4 To what degree might the Citys personnel policies and practices have been contributing factors

5 In response to opinions to be rendered by The HR Doctor Inc in each of the foregoing areas what recommendations should be considered to prevent or mitigate risks of subsequent failures of the types presented in the Inspector Generals report

The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not

designed to provide ideas to strengthen the organization against future liabilities as are these recommendations This broader background of the context of the situation led to wide-ranging recommendations for improvement These recommendations can be implemented in a rather short timeframe at relatively low cost and primarily with internal resources

Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement

Sincerely

Phil Rosenberg President The HR Doctorreg Inc philrosenbergearthlinknet 954 816-4 737

attachment

2

Phil Rosenberg President PO Box 268 Weirsdale FL 32195

Phone 954 816-4737 Fax 352 821-4737 On the Web wwwhrdrnet Email philrosenbergearthlinknet

March 3 2016

IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES

BACKGROUND

The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in this case Fiscal Year 2014 ) The report concludes that these services were procured in an improper manner in relation to the Citys procurement ordinance rules and policies

With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whether there was evidence of criminal misconduct grounds for disciplinary action or how City Administration might better seNe the City Commission and by extension the citizens of Hollywood by improved practices

City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in the past and to seek out and implement progressive change

1

The Inspector Generals report is being taken very seriously by the City It is a call to action and catalyst to go beyond the limited and narrow scope of the report in the interest of making broader administrative improvements

As part of the response to the report the City engaged the services of The HR Doctor Inc on January 19 2016 to investigate the background of what occurred and offer opinions and recommendations The deliverable in this situation is the presentation of a written report to the City Manager within 30 calendar days of the date of the approval of the engagement (ie January 19 2016) to address the following issues

1 Was the conduct of any of the persons mentioned by the Inspector General who report through the City Managers chain of command and are still employed by the City of Hollywood sufficient to support disciplinary action

2 If so what factors should the City Manager consider in determining the level of such action

3 To what degree was an organizational culture present in the City of Hollywood which may have given rise to or supported the inappropriate actions which occurred

4 To what degree might the Citys personnel policies and practices have been contributing factors

5 In response to opinions to be rendered by The HR Doctor Inc in each of the foregoing areas what recommendations should be considered to prevent or mitigate risks of subsequent failures of the types presented in the Inspector Generals report

The HR Doctor Inc was authorized and directed by the City Manager to also provide a broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processes better in the future than they were in this 2014 case

METHODOLOGY

The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information

2

The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employees were interviewed

To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot

FINDINGS AND CONCLUSIONS

Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positions long experienced in public service They are Assistant City Managers George Keller Mel Standley and Contract Compliance Manager Paul Bassa r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work

1 The Inspector Generals report focused on events associated with one vendor and one type of service provision - that of temporary help during a particular time frame However it would be not be in the spirit of the City Managers direction to comment only on the narrow chain of administrative actions which led to the procurement failures upon which the IG focused In fact this case alone is not really the primary issue the City faces Rather the greater value to the City is a review of the broader circumstances the organizational culture and wider background which resulted in the failures described in the Inspector Generals report Only in that way can a prescription be considered for overall improvement The specific activities detailed in the IG report are a symptom of larger issues Those larger issues constitute the greater scope of the review by the HR Doctor Inc and the larger concern of the City Manager

2 The lack of adherence to procurement regulations rules and ordinance and the lack of earlier recognition of the problem are important However the context and factors which contributed to the situation are of even greater significance because they apply to many other areas of administration If not dealt with comprehensively and in a relatively brief time frame notwithstanding their

3

complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur

3 This Reviewer found no evidence to suggest that what happened in the procurement of temporary services in this case was the result of criminal misconduct Had this not been the case this Reviewer as well as I am sure the IG would have taken the steps to share the matter with appropriate law enforcement agencies such as the State Attorneys Office for its consideration By teleconference the supervisor of the investigation confirmed that no such referrals were made by the Inspector Generals Office which supports the conclusion that there was also insufficient information to believe that criminal misconduct was involved in the IGs view

4 What happened in this situation is the direct result of a cascading series of unprecedented pressures and actions the City was required to take in the prior couple of years The City found itself in a state of extraordinary financial distress born of actions taken in a variety of political and administrative arenas over time - factors well beyond the scope of this report What happened nonetheless was an extraordinary declaration of financial urgency Those actions resulted in the reduction of many positions in a short period of time and considerable labor unrest most especially in law enforcement The departure of employees with literally centuries of public service experience in the City in a short time and a turnover of top management positions also occurred In fact the core of top decision-makers involved in the IG report event who were present in the years 2012 through 2014 are no longer in the City service These include the City Manager Assistant City Manager more than one Police Chief and the Director of Human Resources This departure of top administrators contributed to a knowledge vacuum and a sense of leadership insecurity which compounded the situation

5 Most of the persons interviewed expressed overall frustration that many of the central services policies and practices in the city are outdated and have not been systematically and aggressively reviewed and updated in many years At least one policy void particularly relevant to activities described in the Inspector Generals report is the absence of a clear Whistleblower Protection protocol The general policy weaknesses create frustration in the user community especially in the face of major operational needs The frustration is derived from insufficient investment and direction to the central services over the long term It is the central services after all which enable or disable the success of operating departments such as Police Fire-Rescue Public Works and Utilities The central service organizations include Procurement Financial Services Human Resources Information Technology Budget and Risk Management These core functions require ongoing management support and accountability if they are to be at their best when circumstances in the City government such as financial emergency or a natural disaster are at their worst The turnover in central

4

service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement

6 This author notes that it is one of the weaknesses of the Inspector General process that it merely reviews particular transactions without conveying a sense of understanding and appreciation for the larger background issues which are important contributors to a particular circumstance While it is certainly beyond the scope of an IG report to offer recommendations for overall improvement the narrow focus can ironically add to elected and appointed official frustrations

7 The extraordinary financial situation of the City combined with administrative policies and practices which are not up-to-date compounded the very legitimate and extremely time sensitive problem of vacancies in critical Police Department positions There are no departments in any city or county government with greater potential for huge liability when processes and people are not effectively managed than Police Fire-Rescue and as recent water treatment failures in Michigan highlight Public Utilities In the case of the Police Department extraordinary numbers of sworn Police Officers and other employees left the City Many did so based on their eligibility to retire Clearly frustration at the state of affairs in the City caused tremendous frustration as evidenced by the labor relations situation and lack of confidence in City leadership at the time

8 Another factor is the generally high turnover financial urgency notwithstanding in both the sworn and the civilian areas of law enforcement principally 911 Emergency Dispatchers Such turnover and the very significant training and supervision needs for new employees in these areas created a situation in which public safety was directly and seriously threatened Vacancies in these areas not only threaten public safety - the city governments core function - but also created a poor work environment for others in the organization The concept of constant staffing or minimum staffing governs how operations such as Police Fire-Rescue and Utilities operate That is it takes various minimum levels of staffing to keep a rescue vehicle in service for example It takes a minimum complement of staff to operate a 911 Dispatch Center or a minimum number of Certified Treatment Plant Operators in Utilities When a vacancy occurs or even a temporary absence occurs due to illness or vacation the operation will immediately have to require overtime work by other employees This is rarely a significant problem when an organization staffing level is set to recognize this inherent need However when the number of approved positions is too small or remains static for years while population growth and service demands increase the result can be a constant barrage of overtime mandates This places increasingly serious and ongoing stress on staff members This in turn creates harm both in terms of family dysfunction and in terms of fueling a desire to leave the organization

9 In the case of Hollywoods 911 Dispatch service at that time the entire situation was further compounded by the failure of County government to effectively take

5

over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a need for rapid action to provide staffing support Such a need places major burdens on central service areas in particular Procurement and Human Resources to meet user needs in an emergency The Inspector Generals report itself recognizes as legitimate and urgent the staffing situation which led to the use of temporary personnel as described in this report This Reviewer certainly concurs with that finding and goes on to note that these needs could have and should have been anticipated and controlled for That was not done - a circumstance which also contributed to the cascading problems that occurred

1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be organizational pride at the level where people work every day This can contribute to a healthy morale building and mutually supportive environment However it can also lead to a situation in which the displayed loyalty may foster defensiveness and reduced accountability for an overall City need When policies in central services are old when training is ineffective and when no specific chain of accountability is present and understood by all statements will emerge such as what happened was not our fault We only did what this or that other department called for I assumed that other people had checked transactions for rule compliance etc

11 This kind of loyalty displacement is compounded when administrative practices are not kept up-to-date adequate training is not provided in a compelling ongoing and accountable way and when top leadership changes occur repeatedly There must be a continuous reinforcement by the elected officials and the appointed leaders reporting to the City Manager of a mandate for unity An appreciation that the employer fundamentally is the City government as a whole must be reinforced and that no employee is to be allowed to walk by something wrong Rather employees are to be individually accountable to take steps to verify procedural compliance They are to have the courage and the responsibility to act when they question whether behavior or performance might be improved The organizational culture must include a strong appreciation that the organizations overall needs must be supported and that leaders sincerely want suggestions for improvement

6

12 The Civil Service system of the City of Hollywood is a rather classic model enshrining the principles put in place to combat the spoils system in the federal system in 1885 The intentions are honorable and very appropriate to the maintenance of a City service in which appointments result from competitive jobshyrelated and public recruitment and testing processes Even though the Civil Service Ordinance was reviewed in 2010 the core elements were reflected two generations ago in the 1970s They contain rules regulations and procedures which are restrictive and process oriented as much or more than they are outcome oriented

13 Civil Service practices predate union representation of local government employees However today the City workforce contains nearly 1500 full time employees of which less than about one hundred are unrepresented (ie less than seven percent) Therefore the large majority of employees are covered under the provisions of collective bargaining agreements which supersede the Civil Service Rules in key matters such as vested rights and disciplinary appeals These agreements also establish an array of procedural rights and safeguards against management capriciousness in personnel actions These include provisions for binding and compulsory review of terminations demotions and suspensions on appeal by outside third-party decision-makers It is also not unusual for collective bargaining agreements to contain restrictions on appointment decisions by management - formerly the exclusive and core component along with disciplinary action of Civil Service These changes and overlapping coverages developed over decades create precedents time constraints and restrictions on management flexibility especially regarding the employment of top executives

14 The extent of Civil Service property rights for senior management positions coverage can result in significant restrictions on the ability of the City Manager to take effective disciplinary or corrective action In Hollywood Civil Service coverage extends to employees below the rank of department head The result is that the ability of the City Manager to shape a top management team can be significantly and adversely affected In modern public and private business administration there is a critical need for a leadership team responsive to innovation and the overall management direction and philosophy of the top elected and appointed executives Around the country there are efforts underway to review the less than responsive and timely portions of Civil Service to better balance the need for such flexibility with the traditional safeguards provided by the system Hollywood would be well served by undertaking such a rebalancing review

15 In a system where restrictions and safeguards are out of balance with the needs for flexible and timely actions the result is management reluctance or inability in many cases to take the actions necessary to improve efficiency flexibility innovation and positive public service attitudes Though only a minority of employees may consistently perform or behave weakly nonetheless

7

managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to ensure the most competent possible workforce If performance evaluations job descriptions and personnel files generally do not reflect written and on-going efforts to document performance excellence weakness and corrective action even those top managers with property rights (ie those covered by Civil Service) can become less willing to take the risks associated with innovation Clients or customers become frustrated by what they regard as excessive delays and lack of responsiveness

16 The relatively recent hires of Department Heads in Information Technology Human Resources Fire-Rescue and Police are well regarded as signs and opportunities that progressive and positive changes can be made These rather new department heads will need active support and direction from the City Manager and encouragement from the City Commission to create and implement aggressive agendas and client focused practices Such support will help the other Directors create similar agendas and help the City Manager succeed in the development of an accountable team

17 The inertia and difficulty in instituting progressive change in performance or behavior is the result of a build up over years of circumstances in which precedents and rules can be confusing The ability to hold individuals especially managers directly and specifically accountable is exemplified by comments and opinions offered during interviews and suggested in what the Inspector Generals findings laid out They are exemplified by paraphrased interview comments such as the following

bull Departments operate separately bull There is a sense of frustration with centralized services bull Workarounds are needed to continue with operational work bull Procurement recommendations are based on practices that involve constant

delays and disagreements bull Recommendations may be based on best procurement practices but not on

whats best for making the operation successful bull There is a continuous uphill battle bull More willingness is needed to find common ground between operational

efficiency and process frustration with Finance involving budget and clarity in understanding how much money is available

bull Operational problems are compounded by personnel not willing to change and not solution driven

bull Operational departments more so than central services feel that there are tribes or silos

bull The priority should be on what operational functions are trying to accomplish bull More central functioning as a team is needed especially in the among the

centralized departments

8

bull There is a sense that Payroll Budget IT Procurement and HR systems are antiquated leading to workarounds and frustration

bull Procurement is regarded as a delaying culprit bull Some top managers feel that they do not have a sufficient say in the formulation

of their department budgets and that information needs fall on deaf ears bull There is considerable hope that the concept of an enterprise resource

management program (ERP) will benefit the City and assist in creating more united efforts

bull There is generally defensiveness among employees whose areas were mentioned in the Inspector General report The sense is that the report created an inaccurate impression with some individuals who regarded as insulting and misleading

All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance

It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The Citys ability to hold staff members accountable evaluate their performance take disciplinary corrective action and recognize and reward performance excellence is critical Those abilities need enhancing as a priority for the City Manager They need elected official support

RECOMMENDATIONS

1 Conduct an HR Diagnostic Review presided over by the Director of Human Resources The review constitutes a stakeholder staff Civil Service Commissioner and union process assessment The outcome will be a strategic blueprint for process improvement in the form of a report to the City Manager

2 As a result of the Diagnostic create a Human Resources Business Plan to assign specific How Many By When responsibility to implement the improvements identified in the Diagnostic The Plan would be led by the Director of Human Resources and would include both those projects general in nature for the City and those more specific to the HR needs of selected operational departments specifically including Police Fireshy

9

Rescue and Public Utilities The Plan would assign specific staff accountability for each project with completion dates and completion milestones There would then be monthly or quarterly progress reviews by the City Manager

3 Review and update all position descriptions not already encompassed within the current Compensation work being done by Evergreen Consulting Begin first with those in the Police Department This is a project which can be completed within six months and can be accomplished using internal resources While there are hundreds of positions in the City service most will fall within 10 or fewer job classifications such as Law Enforcement Officer and Firefighter

4 Add to every position description the essential function of effectively and positively representing the City in delivering and performing their work with colleagues and clients irrespective of gender race religion age disability political affiliation or belief or sexual orientation In other words clearly establish the attitudes and behaviors reflected above as essential elements of every City position

5 Add to every position description the essential function of maintaining effective and professional relationships with work colleagues supervisors and managers

6 Select those City policies which are associated with the identification mitigation and control of liabilities and launch a project for the rapid upgrading and modernizing of each of those policies The highest priority would go to the installation of policies such as Whistleblower Protection and use of Social Media which do not currently exist Next would follow the updating of those existing policies associated with liabilities such as bullying sexual-harassment unlawful discrimination workplace violence and effective colleague relationships

7 In the case of a Whistleblower Protection policy the City should consider using an outside receiver for intake of Whistleblower allegations of wrong doing This would permit an initial assessment of the nature of the allegations outside of the chain of command followed by appropriate referral for followup The result would likely be a greater sense of confidence for persons who in good faith feel that something needs addressing within the organization

8 Add as a heavily weighted criterion for all promotions the criteria of actively supporting teamwork organization-wide unity and effective collegial relationships Create behavioral assessment questions accordingly

10

9 Add as a significant performance evaluation criterion in all evaluations the assessment of an individuals commitment performance and behavior in actively supporting organization-wide team unity and effective collegial relationships

10 Develop and implement in the Civil Service selection process during initial hiring behavioral challenges to assess the degree to which a candidate demonstrates a commitment to teamwork and positive interpersonal cooperation This could take the form of a focused video scenario-based process similar to the commonly used law enforcement selection tool Behavioral Personnel Assessment Device (BPAD) It could be developed within the Department with involvement by Law Enforcement Officers

11 The grievance procedures in all bargaining units should be amended to include a new step Advisory Opinion of the Director of Human Resources This step would provide that the Director might agree at any step in the process at the request of either party or on her own motion to offer a written or non-written non-binding opinion as to any aspect of the grievance This could include suggestions for mediation or at a minimum offer another viewpoint on the subject The Advisory Opinion would not carry with it specific timeframes nor would it replace any of the decision-makers authority and responsibility in the procedures It would however provide a tool which the City and the employees would find valuable in the future for problem resolution Adding the step of course would follow reviewing the matter with unions involved

12 Prepare a draft of an amended discipline article for the collective bargaining agreements under which a written reprimand would no longer be subject to binding and compulsory arbitration The Amendment would provide in other words that the City Managers decision would be final Appeals could not be further filed to binding and compulsory outside arbitration This draft recognizes that a written reprimand does not result in the loss of property and is therefore not constitutionally protected as a vested right It would recognize that despite this change aggrieved employees who feel that discipline decisions or counseling ~omments are based on unlawful discrimination or retaliation still have other appeal opportunities on that specific basis This draft policy should be shared in writing with the union presidents in advance of collective bargaining and aggressively pursued by the City during upcoming negotiations It is likely that the unions would appreciate the importance of such a streamlining of the disciplinary procedure and would recognize that in and of itself fears that the change would result in a flood of reprimands are unfounded The Police agreement does not provide for appeals when observable behavior results in a written notice Therefore the foregoing recommendation would not apply to the Police bargaining unit

11

13 Consider the out-stationing of a current Police Officer position already working on human resources matters such as background investigations or Internal Affairs to be physically located in a private office in the Human Resources Department There would be career development benefits for the Officer team building communications improvement for both departments and additional security readily available for both HR and Risk ManagementLabor Relations The Chief and the Director of Human Resources should have no problem in coordinating workflow or resolving assignment conflicts by joint communications The work is being done already anyway The out-stationed location would only create additional benefits

14 The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candidates can be facilitated via recommendations from graduate programs at local universities such as those involving Public Administration Criminal Justice Human Resources or other relevant academic programs This can also be a tool in the Citys workforce diversity efforts while also enhancing the capacity of the Human Resources Department to manage multiple management issues concurrently Assignment of two Graduate Interns for a period not exceeding one year would be a catalyst in driving some of the recommendations in this report It would also provide some needed relief for the Director of Human Resources to devote the necessary time to actively lead strategic progress

15 Performance evaluation criteria should be augmented to include a section on Representation of the City and the Department This section would assess an employees behavior and performance over the prior year in relation to whether or not it reflected positively within and outside of City Government Every staff member represents the City as well as their Departments As such they have a responsibility to be taken more seriously than ever before to engage in interpersonal skills reflecting in a positive manner on their individual professionalism

16 The work of top leaders in a dynamic City government such as a Police or Fire-Rescue Chief and a Director of Human Resources involves a very substantial amount of time spent in the management of Human Resources issues Often these can be of higher liability than those which might arise in other City departments For example arguably the day-toshy

12

day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assistant City Managers fulfill most of that need especially with regard to Police and Fire command staff counseling However a coach for other leaders would be a valuable asset to have in place

SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE

17 Part of an executive development program can be what amounts to an Internal Fellowship in which a newly promoted Manager gets assigned to work as a Special Assistant to the City Manager or an Assistant City Manager for a period such as three to six months This would allow for example a newly promoted executive in the Police Department to play an important role in the overall City budget process in Collective Bargaining with a non-law enforcement bargaining unit or to assist in a high-priority policy matter determined by the City Manager At the end of the Fellowship period the individual would return to their new role in their home Department with a greater appreciation than ever before about the larger issues facing executive leaders in the City

18 The Civil Service Ordinance should be amended to increase the number of positions exempt from Civil Service coverage Employees in such exempt positions would then serve at will Serving at will means that these employees may be disciplined or even terminated for any reason or no reason as long as the actions do not occur because of illegal reasons Current rules are too restrictive for the city to be as flexible as it needs to be in developing accountable and responsive executive staff Division Directors support staff in the City Managers Office as well as those in the City Attorneys Office and Labor Relations and Risk Management areas are appropriate candidates for at will service Current incumbents who enjoy property rights may not have those rights stripped away involuntarily as long as the incumbents are employed However they may voluntarily waive such rights in trade for some quid

13

pro quos such as additional benefits In the absence of such voluntary exemption attrition should be used so that future incumbents in selected positions would be hired as at will employees

19 A predictive staffing study should be conducted in departments utilizing a constant staffing structure - typically Police Fire-Rescue and Water and Wastewater Treatment Plant operations The study would make reasonable estimates based primarily on length of service and employee surveys to determine the likely extent and timing of future vacancies From that information the city can prepare in advance to have vacancies filled immediately upon turnover if not before Civil Service eligibility lists can be maintained for immediate use without having to begin recruitments from scratch The staffing needs in the Police Department were major contributing factors to the issues addressed in the Inspector Generals report Predictive staffing actions can reduce the likelihood that that critical situations will happen again

20 As a corollary to predictive staffing the City should consider over staffing in selected areas of the workforce with short-term temporary employees drawn off Civil Service eligible lists These employees would transition immediately into the regular workforce and be given credit for their temporary service as part of their probationary periods The result can be a cadre of employees already trained and ready to assume the regular workforce duties of the positions There will always be some number of vacancies in a city or county workforce as large as Hollywoods These vacancies may be funded in the budget such that hiring some additional Police Officers or Firefighters beyond the allocated limits in the budget might be funded with the salaries of vacant positions providing offsets Currently in conservatively funded constant staffing operations if a vacancy occurs due for example to long-term absences such as illness the staffing void must be filled at a rate of time and a half by overtime mandates This does nothing to prepare new employees to immediately step in as vacancies occur

21 The Civil Service rules currently operate on the basis of a narrow rule of three In this selection rule the Department Director acting for the City Manager is limited to no more than the top three candidates presented from civil service eligible lists In a system where the filling of vacancies may take considerable time or eligible lists may be many months old a rule of three is too limiting Broader certification rules such as a rule of five or a rule of the rank would offer more needed flexibility without sacrificing civil service principles

22 The Citys Information Technology (IT) function is an area often needing particular candidate expertise not generally available within classical Civil Service recruiting methods New projects such as the organization-wide

14

Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside over a facilitated focus group of top users and current IT staffs to prioritize projects identify needs and resources and prepare an IT Business Plan for review by the City Manager Likewise in this reviewers opinion being familiar with the installation of new large IT activities overlaid on existing staff requirements adding a graduate intern as an at will employee for one year would provide a new resource to the IT Director to more rapidly implement the programs he will be asked to bring to fruition This would be in addition to whatever staffing or consultant resources are brought to bear for the Enterprise Resource System

23 The City uses the procurement process to solicit a variety of benefit contracts often amended annually for health insurance dental life and other products These represent significant expenditures and cover all full-time employees their dependents and retirees In the face of complex and changing insurance rules deadlines engagements with insurance companies and much more a special expertise is required to look after the City of Hollywoods best interests Monitoring utilization developing innovations and cost containment strategies and being able to negotiate aggressively with insurance providers is best managed by outside expertise engaged by the City Currently the procurement elements of this process are managed by the Human Resources Director - along with_her many other responsibilities - not to mention the process improvements called for in this report The City should use professional procurement practices to select a consultantbroker to represent the City The result can be a tighter control on a very significant area of cost and administration This should be done well in advance of the expiration of benefit contracts in the year to come

24 This Reviewer urges the City to be especially wary of vendor promises with regard to the implementation of an expensive organization-wide enterprise resource program Vendors may make what have previously been called piecrust promises - easily made easily broken The vendor support team may well experience staff turnover Resources will be shifted to other clients The estimated time and cost of system installation may stretch well past the budgeted and anticipated costs originally proposed Aggressive steps under the leadership of the IT director in terms of milestones required of vendors performance penalties built into contracts as well as performance rewards should be considered and implemented If this vigorous enforcement approach does not happen and this large-scale IT project is managed in a way similar to the management of temporary needs reported by the IG the stage will be set

15

for another perhaps even more costly organizational problem in the future

25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential services are the ultimate responsibility of every manager With regard to the core area of Procurement however the job description for the Procurement Manager is clear in its requirements that it is this employee who is responsible for the management and oversight of contracts or particular department services Regardless of the past practices and exigencies of staffing needs in 2013 and 2014 this fundamental element of the Procurement responsibility was not met

Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement professional with years of experience Leadership direction

middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in a better position to determine the future reporting relationships for this important function

26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots administration and finance as well as HR and other central services should convene a stakeholder summit to bring out these concerns and address them The primary outcome would be budget

16

process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process

27 Direct payment vouchers related to any procurement and contractorvendor remuneration should be reviewed by and signed off directly by the Contract Compliance Manager This is especially true in what would be his broader role if the recommendation to place Procurement under his management were implemented In reviewing a sampling of such vouchers for temporary services during the IG report period it was noted that many did not have Department Head signatures Even the Procurement Office itself used such services although the clear focus was on the activities in Police

28 Meeting any staffing need through a temporary services company should require a specific review and sign off by the Director of Human Resources She would be asked to attest to the fact that HR is not capable of meeting the needs presented by the operating department and to explain why this need cannot be met through City procedures and practices In the case of what might be an ongoing need the Director would be required to explain whether actions can be instituted to change that scenario so that an ongoing use of temporary help from an outside vendor can be reduced if not eliminated

29 Finally this Reviewer notes that recommendations to the City Manager concerning the prospects of disciplinary action were part of this engagement Those recommendations will following consultation with the City Manager be presented as a verbal briefing to him so that his ability to respond to organizational needs is not compromised unduly in the very sensitive areas of staff relations

No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and managed assertively formally and consistently by their managers If the warnings and corrective action opportunities do not change the weak behavior these employees should be demoted or terminated If such actions become necessary it will ironically not be the City which acts it will in reality be the employee him or herself who provokes the action

It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees - that they are the Citys

17

vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances

OVERALL IMPRESSION

The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading managers to feel that the systems in place could meet their needs With a strong past sense of inertia rather than innovation and process improvement factoring into what occurred the City is best and most constructively served by the City Manager acting aggressively to improve internal processes make the improvements more visible and make those now responsible for the Procurement and utilization of services more accountable He is well able to use his strong communications skills and sense of ethics to deliver clear messages of professional expectation and enforce those expectations going into the future

18

ATTACHMENT 2

ATTACHMENT 2

CITY of HOLLYWOOD FLORIDA Office of the City Manager

02600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045 Phone (95 4) 921 -3201 bull Fax (95-1) 921 -3314 deg wwwhullywoodflorg

Wazir A Ishmael PhD City Manager

March 18 2016

The Honorable Mayor Vice Mayor and Members of the City Commission

City of Hollywood Hollywood FL 33020

Mayor Vice Mayor and City Commissioners

This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016

We thank him for his services and wish him well in his future endeavors

Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller

Should you have any questions I am available at your convenience

Sincere I

DtJJ~tr A Ishmael Ciey(Janager

c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director

Our Mission Y l arc dcdic 11 t d lO proiding municip1 l scrvictS for our diverse co mrnuni ry in an atn1osphL rl of tOOperal ion courtesy and respect

Xie do 1h is hy ensu ri ng gtII who li ve work and pby in die C it) of l o ll )~VOoJ enjoy a high qnli l of lifo

hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood Florida 33020

Dr Ishmael

As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities

In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life

Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and capital improvements

Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices

I wish the City of Hollywood and the dedicated employees much luck with their future endeavors

Sincerely

faL--shyJocent Wasserman Director Procurement Services

ATTACHMENT 3

City of Hollywood Florida - Class Specification Bulletin Page 1of3

ATTACHMENT 3

Contract Compliance Officer Class Code

1138

Bargaining Unit Management CITY OF HOLLYWOOD FLORIDA Revision Date Apr 29 2015

SALARY RANGE

$3310 - $5296 Hourly $264809 - $423694 Biweekly

$6885030 - $11016048 Annually

JOB DESCRIPTION

This is advanced responsible professional and administrative work involving contract certification contract compliance and management for all vendors bidders and proposers conducting business with the City coordination of procurement activities and office and field monitoring Work involves providing managerial assistance to the Assistant City Manager for Finance and Administration in managing and monitoring contracts for compliance developing policies procedures rules and regulations for Citywide purchasing and coordinating the resolution of problems with vendors bidders and proposers

The incumbent exercises a considerable degree of independent judgment Employee is expected to make independent decisions in conformance with applicable laws rules and regulations governing the public purchase of commodities and services as well as standard public purchasing policies and procedures

EXAMPLES OF DUTIES

Reviews all City contracts for compliance and adherence to proper procedures including but not limited to confirmation of proper authority adherence to appropriate procurement procedures identification of time frames satisfaction of insurance requirements verification of available funding review of scope of services and notification of upcoming expiration

Assists in developing new and improved procedures concerning City purchasing activities Recommends corrective actions where applicable

Advises City departmentspersonnel on purchasing procedures to ensure proper compliance with Citys purchasing policies and procedures

Assists user departments in the informal competitive negotiated process for acquisition of professionalpersonal services

Reviews specifications from departments to procure goods and services of a complex andor technical nature

Monitors the evaluation andor negotiation process for acquisition of professionalpersonal services to ensure that proposals have been evaluated andor negotiated in accordance with solicitation document and city purchasing policies and procedures

Conducts preliminary investigations and make finding-of-fact reports on contractual bid disputes bid protests proposed debarment bidder non-responsibility and vendor nonshy

https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 2of3

performance

May represent the Director at various meetings within the city and the business community

Performs other job duties as assigned

THE REQUIREMENTS Required Possession of a Bachelors degree with major coursework in business or public administration or a related field

Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration

Be a Certified Professional Contracts Manager (CPCM )

Preferred Masters degree with major coursework in business or public administration or a related field

Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements

KNOWLEDGE SKILLS AND ABILITIES Extensive knowledge of principles practices and techniques of large scale government purchasing

Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing

Extensive knowledge of approved purchasing methods including recording buying inspection and shipping methods

Extensive knowledge of the techniques and requirements of specifications preparation

Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased

Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served

Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing

Some knowledge of insurance as it pertains to property liability and surety bonds

Considerable knowledge of Microsoft Word and Excel and the use of office equipment

Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to

httpsagencygovernmentjobscomhollywoodfldefaultcfmaction=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 3of3

other workers accurately and concisely

Skills in application of systems analysis techniques and procedures including consulting with users to determine hardware so~ware or system functional specifications

Ability to communicate effectively both orally and in writing

Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices

Ability to deal effectively with administrative officials and vendors

Ability to obtain and interpret market prices and trends and apply these to procurement problems

https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016

ATTACHMENT 4

ATTACHMENT 4

Jeane Carver-St Luce

From George Keller Sent Monday March 14 2016 328 PM To Chuck Ellis Clay Milan Eric Busenbarrick George Keller Gus Zambrano Jaye Epstein

Jeffrey Sheffel Lorie Mertens-Black Mel Standley Patricia Cerny Philip Sauer Raelin

Storey Raheem Seecharan Raquel Elejabarrieta Shiv Newaldass Steve Joseph Sylvia

Glazer Tammie Hechler Tomas Sanchez Tamikia Bacon Paul Bassar Cc Jeane Carver-St Luce Subject FW MCL Informational Email for Distribution

Importance High

At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations funding expenditures and Points of Contact Other helpful features will include executed copies of contract documents and invoice summaries

Two important take-away from this email

1 If you havent seen the fVICL demonstration please tune into the next City Commission meeting

2 Preliminary planning for a iVICL anticipation go live date--on or about 442016

middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed

middotmiddot Identify and maintain copies of all your award documents and invoices

bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files

The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines

After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support

George

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Master Contract List (MCL)

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o What is the MCL

D MCL Data

D Demonstration of an Electronic Contract File

o MCL Next Steps v 0 v

o Questions

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What is the MCL bull Summary

o An electronic standardized comprehensive Management Tool-A One Stop Shop For all stakeholders who have a role with contract administration

o Useful real time information such as automatic daily countdowns of days for contracts and insurance expirations funding expenditures and Points of Contact

o Executed copies of contract documents and invoice bullsummaries

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MCL-Next Steps

bull Implementation o The MCL is a priority initiative

bull Continue gatheringupdating all contractual information bull Establishing POCs permission rights

o Coordinating with Financial Services Department in obtaining all invoices

o Working with the Procurement Division with keeping contractual documents updated

o Training Administrative Personnel who will have a procurement role

bull Execution After the City Commission presentation and feedback final developmenttraining sessions-anticipating a go live date April 2016

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ATTACHMENT 5

ATTACHMENT 5

George Keller

From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde

Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney

Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra

Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris

Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz

Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel

Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie

Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran Holycross

Cc Paul Bassar Directors Subject Master Contract List Training

Good Afternoon

The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times

bull Thursday May 26 at lOOpm 200pm 300pm bull Tuesday May 31 at 900am lOOOam l lOOam lOOpm 200pm 300pm bull Wednesday June 1 at 900am lOOOam 11 OOam bull Thursday June 2 at 900am lOOOam l lOOam lOOpm 200pm 300pm

Please let me know what suits you best also the training will be held at room 303

Thank you

Maryury Collier Administrative Specialist II City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 PO Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MColl ierholl ywoodflorg C 11 middot o f ~

H~QQQ Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record

Jeane Carver-St Luce

From Maryury Collier Sent Monday May 02 2016 1024 AM To Administrative Assistant II Cc Directors Paul Bassar Subject Training for the Master Contract List

Good Day

As some ofyou may be aware the City will be implementing an Electronic Contract File- AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed

For your convenience we will be having one h our training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule- Not later than Thursday (552016)

Friday May 6 from 330pm to 430pm

Monday May 9 at 900am to lOOOam bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam

Thank you

Maryury Collier Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 P 0 Box 229045 Hollywood FL 33020 Offi ce 954-921-3221 E-mail MCollierhollywoodflorq Cbullty of ~

H L WOOD t i O~IOA

Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mai l may be subject to disclosure as a matter of public record

ATTACHMENT 6

ATTACHMENT 6City ojJfoywootf PCoritfa DPV

DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT

Date 5252016 Pay to Vendor No Amount of Payment

Name Account No Address Separate Check Requested D City Invoice Number StateZip

Explanation of Payment

Date

Date

Date

Date

Contract InfoNumber Contract Expiration Date

Item Budget Item Description Line Item

l SubscriotionDuesMemberships Fees 2 Postage MeterStamps 3 Host Account Reimbursements 4 LicensesPermitsCertificates 5 Court CostOther Govt AgencvTaxes 6 Real Estate Closing - Attach Stmt 7 Advertising - attach tearsheet 8 Education CoursesSeminars 9 EducationReimbursementsBooks 10 RecordsSlidesFilmsGov Publication 11 Deferred ComoBank Pavments 12 MedicalVeterinarv Pavments 13 Insurance Premiums 14 Grant Disbursements 15 UtilitiesDump Fees 16 Refunds 17 CourierFreight 18 Pettv Cash Reimbursement 19 Other Professional Services 20 Soecial EventsRecr Performances 21 Temoorarv Emolovment Services 22 MealParkinQNiileaQe (1 dav tri-countv)

Unit Quantity

Originated by Dept Head Printed Name

DeptDiv Dept Head Signature

Procurement TypeDoc ---------------- Procurement Appr _

Finance Approval __________ Date Budget Approval

City Commission or City Manager Action Resolution

Unit Price

Total

ExtensionTotal

$000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000

Original Contract Amount Total This Invoice

Amendments Adjustment Total Previous Invoices

Total Contract Amount Total to Date --------------shy

City Manager Signature (if required)

Distribution List Finance Procurement Services Depmtment Copy dpv (rev3l02015)

APPENDIXB

Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073 (954) 895-2949 matthewlal la32 7 5comcastnet

March 11 2016

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022

Dear Wazir

Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016

I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors

~~ Matthew Lalla

cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources

  • Structure Bookmarks
    • BROWARD OFFICE OF THE INSPECTOR GENERAL
    • To and Members City of Hollywood C
    • From John W Scott Inspector General
    • Date June 6 2016
    • Subject Status Report-OIG Final Report Re Misconduct and Gross Mismanagement by the City ofHollywood in the Procurement of Temporary Employment Services Ref OIG 14-027
    • On March 2 2014 the Broward Office of the Inspector General (OIG) issued a final report finding that City of Hollywood officials violated numerous city ordinances policies and procedures to pay approximately $1 million for the services of temporary employees (temps) Specifically we found that the officials
    • At the conclusion of the report the OIG acknowledged the initial remedial steps taken by the city but recommended additional action including-given the potential for further abuse of the DPV payment method-a full audit of DPV payments
    • John W Scol1 Inspector General One North University Drive Suite 11 1 bull Planlalion Florida 33324 bull (954) 357-7873 bull Fax (954) 357-7857 4) 357-TIPS
    • As requested City Administrator Wazir Ishmael has now provided the OIG a status report with attachments which is attached as Appendix A The city states that it s senior management team has communicated publicly and individually that the inappropriate actions that occurred in the past were clearly wrong and unacceptable The city has now implemented numerous protocols and procedures in response to the OIGs investigation Of particular significance the city has created and implemented a contract com
    • The city has also restructured the Procurement Division and reformed oversight of the procurement process The finance director and procurement director overseeing the activities discussed in the final report have since resigned from the city Former Procurement Director Joel Wasserman s resignation is attached at Appendix A and former Finance Director Matthew Lallas resignation is attached as Appendix B The city also provided a repo1i it commissioned from a human resources specialist in response to the
    • However the city failed to address our recommendation that the DPV payments be audited in light of the significant misuse of the mechanism and the corresponding vulnerability to fraud waste and abuse Accordingly the OIG requests that we be provided a supplemental status report within 90 days or by September 5 2016 regarding a DPV audit
    • Attachment
    • cc Wazir Ishmael City Administrator
    • From To Cc
    • Subject Date Attachments
    • MaY Johns InsoectorGeneral Wazir Ishmael City of Hollywoods 90 Day Progress Report Regarding TransHire Tuesday May 31 2016 42804 PM 05 31 16 Letter to Inspector Scott re TransHire 90 Day Progress Reportpdf
    • 05 31 16 Letter to Inspector Scott Attachment lpdf 05 31 16 Letter to Inspector Scott Attachment 2pdf 05 31 16 Letter to Inspector Scott Attachment 3pdf 05 31 16 Letter to Inspector Scott Attachment 4pdf 05 31 16 Letter to Inspector Scott Attachment 5pdf 05 31 16 Letter to Inspector Scott Attachment 6pdf
    • Good afternoon Inspector General shy
    • The City Manager asked that I forward you the City of Hollywoods 90 day progress report that you requested in your final report regarding TransHire
    • Thank you Dr Wazir Ishmael City Manager
    • Executive Assistant City of Hollywood Office of the City Manager 2600 Hollywood Blvd Suite 419
    • PO Box 229045 Hollywood FL 33022-9045 Office 954-921-3201 E-mail
    • fjj
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Office of the City Manager
    • 2600 Hollywood Blvd bull PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (954) 92 1-33 14 bull rg
    • Wazir A Ishmael PhD City Manager
    • SENT VIA EMAIL amp US MAIL
    • May 31 2016
    • Mr John W Scott Inspector General Broward Office of the Inspector General
    • One North University Drive Suite 111 Plantation FL 3324
    • Re Broward Office of the Inspector General Report on Transhire 90 Day Progress Report
    • Dear Mr Scott
    • Please accept this response from the City of Hollywood as the 90 Day Progress Report that you requested in your final report on the above matter First let me assure you that your information findings and recommendations have been fully received acknowledged and communicated widely throughout the City staff Secondly I have discussed the serious nature of the issues identified directly with the Mayor City Commission senior management team staff and members of the public reinforcing that those inap
    • Finally we have collectively implemented and followed a broad spectrum of improvements actions resources training and policies to continue forward the lessons learned in progress of the organization The initiatives we have undertaken exist at the policy level and administrative oversight as well as day to day operations The below information describes those steps in more detail along with the attached documentation and the derived benefit for each Your contribution to stimulating these improveme
    • Our Mission Ve are dedicmcd to providing municipal services for our diverse community in an atmosphere ofcooperation courtesy and respect Yc do this by ensuring all who live work and play in the City of Hollywood enjoy a high quality of life
    • An Equa l Opportunity a nd Serv i ce Provide r Ag e nc y
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2
    • 1 Heightened Awareness Expectations and Standards of Performance
    • The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures
    • 2 Services of an External Consulting Professional (Attachment 1)
    • The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many
    • 3 Organizational Modifications and Reform (Attachment 2)
    • The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have be
    • 4 Human Resources Policy Review and Reform
    • Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced
    • 5 WorkflowBusiness Policies and Procedures Modifications
    • The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3
    • The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions
    • 10 Direct Payment Voucher Procedural Modifications (Attachment 6)
    • The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4
    • The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter
    • Attachments
    • c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors
    • ATTACHMENT 1
    • ATTACHMENT 1
    • PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737
    • Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045
    • March 3 2016
    • Dear Messrs Keller and Standley
    • The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one
    • The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues
    • The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not
    • Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement
    • Sincerely
    • Phil Rosenberg President The HR Doctorreg Inc 954 816-4 737
    • attachment
    • Phil Rosenberg President PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737 On
    • March 3 2016
    • IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES
    • BACKGROUND
    • The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in t
    • With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whet
    • City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in th
    • 1
    • The Inspector Generals report is being taken very seriously by the City It is a call to
    • action and catalyst to go beyond the limited and narrow scope of the report in the
    • interest of making broader administrative improvements
    • As part of the response to the report the City engaged the services of The HR Doctor
    • Inc on January 19 2016 to investigate the background of what occurred and offer
    • opinions and recommendations The deliverable in this situation is the presentation of
    • a written report to the City Manager within 30 calendar days of the date of the approval
    • of the engagement (ie January 19 2016) to address the following issues
    • The HR Doctor Inc was authorized and directed by the City Manager to also provide a
    • broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processe
    • METHODOLOGY
    • The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information
    • 2
    • The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employee
    • To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot
    • FINDINGS AND CONCLUSIONS
    • Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positio
    • r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work
    • 3
    • complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur
    • 4
    • service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement
    • 5
    • over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a n
    • 1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be org
    • 6
    • 7
    • managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to
    • ensure the most competent possible workforce If performance evaluations job
    • descriptions and personnel files generally do not reflect written and on-going
    • efforts to document performance excellence weakness and corrective action
    • even those top managers with property rights (ie those covered by Civil
    • Service) can become less willing to take the risks associated with innovation
    • Clients or customers become frustrated by what they regard as excessive
    • delays and lack of responsiveness
    • 8
    • All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance
    • It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The City
    • RECOMMENDATIONS
    • 9
    • Rescue and Public Utilities The Plan would assign specific staff
    • accountability for each project with completion dates and completion
    • milestones There would then be monthly or quarterly progress reviews
    • by the City Manager
    • 10
    • 11
    • 14The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candi
    • 12
    • day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assis
    • SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING
    • PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION
    • THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS
    • SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE
    • ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK
    • ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR
    • THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY
    • CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE
    • 13
    • pro quos such as additional benefits In the absence of such voluntary
    • exemption attrition should be used so that future incumbents in selected
    • positions would be hired as at will employees
    • 14
    • Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside
    • over a facilitated focus group of top users and current IT staffs to
    • prioritize projects identify needs and resources and prepare an IT
    • Business Plan for review by the City Manager Likewise in this reviewers
    • opinion being familiar with the installation of new large IT activities
    • overlaid on existing staff requirements adding a graduate intern as an at
    • will employee for one year would provide a new resource to the IT
    • Director to more rapidly implement the programs he will be asked to bring
    • to fruition This would be in addition to whatever staffing or consultant
    • resources are brought to bear for the Enterprise Resource System
    • 15
    • for another perhaps even more costly organizational problem in the
    • future
    • 25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential s
    • Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement pr
    • middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in
    • 26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots adm
    • 16
    • process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process
    • No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and mana
    • It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees -that they are the Citys
    • 17
    • vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances
    • The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading manager
    • 18
    • ATTACHMENT 2
    • ATTACHMENT 2
    • CITY of HOLLYWOOD FLORIDA
    • Office of the City Manager
    • 0
    • 2600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (95-1) 921-3314 deg
    • Wazir A Ishmael PhD City Manager
    • March 18 2016
    • The Honorable Mayor Vice Mayor
    • and Members of the City Commission City of Hollywood Hollywood FL 33020
    • Mayor Vice Mayor and City Commissioners
    • This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016
    • We thank him for his services and wish him well in his future endeavors
    • Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller
    • Should you have any questions I am available at your convenience
    • Sincere I
    • Dt~tr A Ishmael Ciey(Janager
    • c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director
    • Our Mission Yl arc dcdic 11td lO proiding municip1l scrvictS for our diverse co mrnuniry in an atn1osphLrl of tOOperalion courtesy and respect
    • Xie do 1his hy ensu ring gtII who live work and pby in die Cit) of loll)~VOoJ enjoy a high qnlil oflifo
    • hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y
    • Dr Wazir Ishmael
    • City Manager City of Hollywood
    • 2600 Hollywood Blvd
    • Hollywood Florida 33020
    • Dr Ishmael
    • As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities
    • In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life
    • Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and cap
    • Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices
    • I wish the City of Hollywood and the dedicated employees much luck with their future endeavors
    • Sincerely
    • Jocent Wasserman Director Procurement Services
    • ATTACHMENT 3
    • City of Hollywood Florida -Class Specification Bulletin Page 1of3 ATTACHMENT 3
    • https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016
    • performance
    • May represent the Director at various meetings within the city and the business community
    • Performs other job duties as assigned
    • Required Possession of a Bachelors degree with major coursework in business or public
    • administration or a related field
    • Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration
    • Be a Certified Professional Contracts Manager (CPCM )
    • Preferred Masters degree with major coursework in business or public administration or a related field
    • Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements
    • Extensive knowledge of principles practices and techniques of large scale government purchasing
    • Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing
    • Extensive knowledge of approved purchasing methods including
    • recording buying inspection and shipping methods
    • Extensive knowledge of the techniques and requirements of specifications preparation
    • Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased
    • Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served
    • Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing
    • Some knowledge of insurance as it pertains to property liability and surety bonds
    • Considerable knowledge of Microsoft Word and Excel and the use of office equipment
    • Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to
    • 5252016
    • City of Hollywood Florida -Class Specification Bulletin Page 3of3
    • other workers accurately and concisely Skills in application of systems analysis techniques and
    • procedures including consulting with users to determine hardware so~ware or system functional specifications
    • Ability to communicate effectively both orally and in writing
    • Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices
    • Ability to deal effectively with administrative officials and vendors
    • Ability to obtain and interpret market prices and trends and apply these to procurement problems
    • https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016
    • ATTACHMENT 4
    • ATTACHMENT 4
    • Jeane Carver-St Luce
    • At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations fun
    • Two important take-away from this email
    • middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed
    • middotmiddot Identify and maintain copies of all your award documents and invoices
    • bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files
    • The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines
    • After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support
    • George
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    • ATTACHMENT 5
    • ATTACHMENT 5
    • George Keller
    • From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde
    • Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice
    • Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris
    • Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick
    • Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz
    • Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel
    • Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie
    • Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran
    • Holycross
    • Cc Paul Bassar Directors Subject Master Contract List Training
    • Good Afternoon
    • The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times
    • Please let me know what suits you best also the training will be held at room 303
    • Thank you
    • Maryury Collier
    • Administrative Specialist II
    • City of Hollywood
    • Financial Services
    • 2600 Hollywood Blvd Suite 303
    • PO Box 229045 Hollywood FL 33020 Office 954-921-3221
    • C 11 middot of ~
    • H~QQQ
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Jeane Carver-St Luce
    • Good Day
    • As some ofyou may be aware the City will be implementing an Electronic Contract File-AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed
    • For your convenience we will be having one hour training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule-Not later than Thursday (552016)
    • Friday May 6 from 330pm to 430pm Monday May 9 at 900am to lOOOam
    • bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam
    • Thank you
    • Maryury Collier
    • Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303
    • P 0 Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MCollierhollywoodflorq
    • Cbullty of ~
    • H L WOOD
    • t i O~IOA
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • ATTACHMENT 6
    • ATTACHMENT 6
    • City ojJfoywootf PCoritfa
    • DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT
    • Date Date Date Date Contract InfoNumber Contract Expiration Date
    • Original Contract Amount Total This Invoice
    • Amendments Adjustment Total Previous Invoices
    • APPENDIXB
    • Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073
    • (954) 895-2949 matthewlalla3
    • March 11 2016
    • Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022
    • Dear Wazir
    • Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016
    • I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors
    • ~~
    • Matthew Lalla
    • cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources
Page 4: BROWARD OFFICE OF THE INSPECTOR GENERAL€¦ · Broward Office of the Inspector General Page 2 . 1. Heightened Awareness, Expectations and Standards of Performance . The senior management

From To Cc Subject Date Attachments

MaY Johns InsoectorGeneral Wazir Ishmael City of Hollywoods 90 Day Progress Report Regarding TransHire Tuesday May 31 2016 42804 PM 05 31 16 Letter to Inspector Scott re TransHire 90 Day Progress Reportpdf 05 31 16 Letter to Inspector Scott Attachment lpdf 05 31 16 Letter to Inspector Scott Attachment 2pdf 05 31 16 Letter to Inspector Scott Attachment 3pdf 05 31 16 Letter to Inspector Scott Attachment 4pdf 05 31 16 Letter to Inspector Scott Attachment 5pdf 05 31 16 Letter to Inspector Scott Attachment 6pdf

Good afternoon Inspecto r General shy

The City Manager asked that I forward you the City of Hollywoods 90 day progress report that you

requested in your final report regarding TransHire

Thank you

Dr Wazir Ishmael

City Manager

Mary Johns Executive Assistant

City of Hollywood

Office of the City Manager

2600 Hollywood Blvd Suite 419 PO Box 229045 Hollywood FL 33022-9045 Office 954-921-3201 E-mail MJOHNShollywoodfl org

fjj Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject

to disclosure as a matter of public record

CITY of HOLLYWOOD FLORIDA Office of the City Manager

2600 Hollywood Blvd bull PO Box 229045 bull Hollywood Florida 33022-9045 Phone (954) 921-3201 bull Fax (954) 92 1-33 14 bull wwwhollywoodflo rg

Wazir A Ishmael PhD City Manager

SENT VIA EMAIL amp US MAIL

May 31 2016

Mr John W Scott Inspector General Broward Office of the Inspector General One North University Drive Suite 111 Plantation FL 3324

Re Broward Office of the Inspector General Report on Transhire 90 Day Progress Report

Dear Mr Scott

Please accept this response from the City of Hollywood as the 90 Day Progress Report that you requested in your final report on the above matter First let me assure you that your information findings and recommendations have been fully received acknowledged and communicated widely throughout the City staff Secondly I have discussed the serious nature of the issues identified directly with the Mayor City Commission senior management team staff and members of the public reinforcing that those inappropriate actions in the conduct of the Citys business will not be tolerated Expectations have been raised standards of performance elevated and clear direction given that will assure no repetition of similar activity We take very seriously the publics interests and trust that have been granted to the City staff to responsibly administer and deliver service

Finally we have collectively implemented and followed a broad spectrum of improvements actions resources training and policies to continue forward the lessons learned in progress of the organization The initiatives we have undertaken exist at the policy level and administrative oversight as well as day to day operations The below information describes those steps in more detail along with the attached documentation and the derived benefit for each Your contribution to stimulating these improvements is appreciated and the City remains committed to ongoing progress and best practices in the future

Our Mission Ve are dedicmcd to providing municipal services for our dive rse communi ty in an atmosphere of cooperation courtesy and respect

Yc do this by ensuring all who live work and play in the C ity of Hollywood enjoy a hi gh quali ty of li fe

An Equa l Opportunity a nd Serv i ce Provide r Ag e nc y

May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2

1 Heightened Awareness Expectations and Standards of Performance

The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures

2 Services of an External Consulting Professional (Attachment 1)

The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many of which have already been implemented others continuing into the future

3 Organizational Modifications and Reform (Attachment 2)

The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have been addressed and implemented

4 Human Resources Policy Review and Reform

Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced

5 WorkflowBusiness Policies and Procedures Modifications

The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations

May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3

6 Creation and Implementation of a Contract Compliance Officer Position (Attachment 3)

A new Contract Compliance Officer position has been created funded filled and implemented The individual already operating in this position is a senior procurement professional with extensive experience with the US State Department US Army and government contracting This is the same individual and position described above who is directly supervising the Procurement Division under its current reporting structure to the City Managers Office In addition this position serves to review and authorize all procurement and contracting actions in the City assist in the development of RFPsRFQsRLls contract negotiations and the development of a citywide management tool Master Contract List

7 Creation and Implementation of a Master Contract List (Attachment 4)

Prior to the current administration and timeframe a central repository and data base for all contractsagreements for goods and services in the City did not exist Therefore current complete and accurate data by which responsible City staff were managing those transactions did not exist A thorough interactive and data rich Master Contract List has been developed identifying essential data for more than 600 current contracts in the City Final training on the use of this management tool is being completed and full implementation is scheduled in the next 30 days All City staff will be required to utilize the MCL as the standard source and tool used for contract administration

8 Increased Training for Procurement Contract Administration (Attachment 5)

In-house training and workshop sessions are continuing to be conducted by Citys Budget Procurement Contract Compliance and City Managers Office staff on budget development and implementation procurement procedures and contract administration Working relationships communication and cooperation between key staff members throughout the City have been modified and strengthen to centralize and improve internal services

9 Purchase Order and Blanket Purchase Order Procedural Modifications

The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions

10 Direct Payment Voucher Procedural Modifications (Attachment 6)

The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints

May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4

The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter

Attachments

c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors

ATTACHMENT 1

ATTACHMENT 1

PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195

Phone 954 816-4737 Fax 352 821-4737 On the Web wwwhrdrnet Email philrosenbergearthlinknet

Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045

March 3 2016

Dear Messrs Keller and Standley

The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one

The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues

1 Was the conduct of any of the persons mentioned by the Inspector General who report through the City Managers chain of command and are still employed by the City of Hollywood sufficient to support disciplinary action

2 If so what factors should the City Manager consider in determining the level of such action

3 To what degree was an organizational culture present in the City of Hollywood which may have given rise to or supported the inappropriate actions which occurred

4 To what degree might the Citys personnel policies and practices have been contributing factors

5 In response to opinions to be rendered by The HR Doctor Inc in each of the foregoing areas what recommendations should be considered to prevent or mitigate risks of subsequent failures of the types presented in the Inspector Generals report

The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not

designed to provide ideas to strengthen the organization against future liabilities as are these recommendations This broader background of the context of the situation led to wide-ranging recommendations for improvement These recommendations can be implemented in a rather short timeframe at relatively low cost and primarily with internal resources

Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement

Sincerely

Phil Rosenberg President The HR Doctorreg Inc philrosenbergearthlinknet 954 816-4 737

attachment

2

Phil Rosenberg President PO Box 268 Weirsdale FL 32195

Phone 954 816-4737 Fax 352 821-4737 On the Web wwwhrdrnet Email philrosenbergearthlinknet

March 3 2016

IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES

BACKGROUND

The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in this case Fiscal Year 2014 ) The report concludes that these services were procured in an improper manner in relation to the Citys procurement ordinance rules and policies

With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whether there was evidence of criminal misconduct grounds for disciplinary action or how City Administration might better seNe the City Commission and by extension the citizens of Hollywood by improved practices

City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in the past and to seek out and implement progressive change

1

The Inspector Generals report is being taken very seriously by the City It is a call to action and catalyst to go beyond the limited and narrow scope of the report in the interest of making broader administrative improvements

As part of the response to the report the City engaged the services of The HR Doctor Inc on January 19 2016 to investigate the background of what occurred and offer opinions and recommendations The deliverable in this situation is the presentation of a written report to the City Manager within 30 calendar days of the date of the approval of the engagement (ie January 19 2016) to address the following issues

1 Was the conduct of any of the persons mentioned by the Inspector General who report through the City Managers chain of command and are still employed by the City of Hollywood sufficient to support disciplinary action

2 If so what factors should the City Manager consider in determining the level of such action

3 To what degree was an organizational culture present in the City of Hollywood which may have given rise to or supported the inappropriate actions which occurred

4 To what degree might the Citys personnel policies and practices have been contributing factors

5 In response to opinions to be rendered by The HR Doctor Inc in each of the foregoing areas what recommendations should be considered to prevent or mitigate risks of subsequent failures of the types presented in the Inspector Generals report

The HR Doctor Inc was authorized and directed by the City Manager to also provide a broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processes better in the future than they were in this 2014 case

METHODOLOGY

The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information

2

The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employees were interviewed

To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot

FINDINGS AND CONCLUSIONS

Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positions long experienced in public service They are Assistant City Managers George Keller Mel Standley and Contract Compliance Manager Paul Bassa r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work

1 The Inspector Generals report focused on events associated with one vendor and one type of service provision - that of temporary help during a particular time frame However it would be not be in the spirit of the City Managers direction to comment only on the narrow chain of administrative actions which led to the procurement failures upon which the IG focused In fact this case alone is not really the primary issue the City faces Rather the greater value to the City is a review of the broader circumstances the organizational culture and wider background which resulted in the failures described in the Inspector Generals report Only in that way can a prescription be considered for overall improvement The specific activities detailed in the IG report are a symptom of larger issues Those larger issues constitute the greater scope of the review by the HR Doctor Inc and the larger concern of the City Manager

2 The lack of adherence to procurement regulations rules and ordinance and the lack of earlier recognition of the problem are important However the context and factors which contributed to the situation are of even greater significance because they apply to many other areas of administration If not dealt with comprehensively and in a relatively brief time frame notwithstanding their

3

complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur

3 This Reviewer found no evidence to suggest that what happened in the procurement of temporary services in this case was the result of criminal misconduct Had this not been the case this Reviewer as well as I am sure the IG would have taken the steps to share the matter with appropriate law enforcement agencies such as the State Attorneys Office for its consideration By teleconference the supervisor of the investigation confirmed that no such referrals were made by the Inspector Generals Office which supports the conclusion that there was also insufficient information to believe that criminal misconduct was involved in the IGs view

4 What happened in this situation is the direct result of a cascading series of unprecedented pressures and actions the City was required to take in the prior couple of years The City found itself in a state of extraordinary financial distress born of actions taken in a variety of political and administrative arenas over time - factors well beyond the scope of this report What happened nonetheless was an extraordinary declaration of financial urgency Those actions resulted in the reduction of many positions in a short period of time and considerable labor unrest most especially in law enforcement The departure of employees with literally centuries of public service experience in the City in a short time and a turnover of top management positions also occurred In fact the core of top decision-makers involved in the IG report event who were present in the years 2012 through 2014 are no longer in the City service These include the City Manager Assistant City Manager more than one Police Chief and the Director of Human Resources This departure of top administrators contributed to a knowledge vacuum and a sense of leadership insecurity which compounded the situation

5 Most of the persons interviewed expressed overall frustration that many of the central services policies and practices in the city are outdated and have not been systematically and aggressively reviewed and updated in many years At least one policy void particularly relevant to activities described in the Inspector Generals report is the absence of a clear Whistleblower Protection protocol The general policy weaknesses create frustration in the user community especially in the face of major operational needs The frustration is derived from insufficient investment and direction to the central services over the long term It is the central services after all which enable or disable the success of operating departments such as Police Fire-Rescue Public Works and Utilities The central service organizations include Procurement Financial Services Human Resources Information Technology Budget and Risk Management These core functions require ongoing management support and accountability if they are to be at their best when circumstances in the City government such as financial emergency or a natural disaster are at their worst The turnover in central

4

service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement

6 This author notes that it is one of the weaknesses of the Inspector General process that it merely reviews particular transactions without conveying a sense of understanding and appreciation for the larger background issues which are important contributors to a particular circumstance While it is certainly beyond the scope of an IG report to offer recommendations for overall improvement the narrow focus can ironically add to elected and appointed official frustrations

7 The extraordinary financial situation of the City combined with administrative policies and practices which are not up-to-date compounded the very legitimate and extremely time sensitive problem of vacancies in critical Police Department positions There are no departments in any city or county government with greater potential for huge liability when processes and people are not effectively managed than Police Fire-Rescue and as recent water treatment failures in Michigan highlight Public Utilities In the case of the Police Department extraordinary numbers of sworn Police Officers and other employees left the City Many did so based on their eligibility to retire Clearly frustration at the state of affairs in the City caused tremendous frustration as evidenced by the labor relations situation and lack of confidence in City leadership at the time

8 Another factor is the generally high turnover financial urgency notwithstanding in both the sworn and the civilian areas of law enforcement principally 911 Emergency Dispatchers Such turnover and the very significant training and supervision needs for new employees in these areas created a situation in which public safety was directly and seriously threatened Vacancies in these areas not only threaten public safety - the city governments core function - but also created a poor work environment for others in the organization The concept of constant staffing or minimum staffing governs how operations such as Police Fire-Rescue and Utilities operate That is it takes various minimum levels of staffing to keep a rescue vehicle in service for example It takes a minimum complement of staff to operate a 911 Dispatch Center or a minimum number of Certified Treatment Plant Operators in Utilities When a vacancy occurs or even a temporary absence occurs due to illness or vacation the operation will immediately have to require overtime work by other employees This is rarely a significant problem when an organization staffing level is set to recognize this inherent need However when the number of approved positions is too small or remains static for years while population growth and service demands increase the result can be a constant barrage of overtime mandates This places increasingly serious and ongoing stress on staff members This in turn creates harm both in terms of family dysfunction and in terms of fueling a desire to leave the organization

9 In the case of Hollywoods 911 Dispatch service at that time the entire situation was further compounded by the failure of County government to effectively take

5

over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a need for rapid action to provide staffing support Such a need places major burdens on central service areas in particular Procurement and Human Resources to meet user needs in an emergency The Inspector Generals report itself recognizes as legitimate and urgent the staffing situation which led to the use of temporary personnel as described in this report This Reviewer certainly concurs with that finding and goes on to note that these needs could have and should have been anticipated and controlled for That was not done - a circumstance which also contributed to the cascading problems that occurred

1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be organizational pride at the level where people work every day This can contribute to a healthy morale building and mutually supportive environment However it can also lead to a situation in which the displayed loyalty may foster defensiveness and reduced accountability for an overall City need When policies in central services are old when training is ineffective and when no specific chain of accountability is present and understood by all statements will emerge such as what happened was not our fault We only did what this or that other department called for I assumed that other people had checked transactions for rule compliance etc

11 This kind of loyalty displacement is compounded when administrative practices are not kept up-to-date adequate training is not provided in a compelling ongoing and accountable way and when top leadership changes occur repeatedly There must be a continuous reinforcement by the elected officials and the appointed leaders reporting to the City Manager of a mandate for unity An appreciation that the employer fundamentally is the City government as a whole must be reinforced and that no employee is to be allowed to walk by something wrong Rather employees are to be individually accountable to take steps to verify procedural compliance They are to have the courage and the responsibility to act when they question whether behavior or performance might be improved The organizational culture must include a strong appreciation that the organizations overall needs must be supported and that leaders sincerely want suggestions for improvement

6

12 The Civil Service system of the City of Hollywood is a rather classic model enshrining the principles put in place to combat the spoils system in the federal system in 1885 The intentions are honorable and very appropriate to the maintenance of a City service in which appointments result from competitive jobshyrelated and public recruitment and testing processes Even though the Civil Service Ordinance was reviewed in 2010 the core elements were reflected two generations ago in the 1970s They contain rules regulations and procedures which are restrictive and process oriented as much or more than they are outcome oriented

13 Civil Service practices predate union representation of local government employees However today the City workforce contains nearly 1500 full time employees of which less than about one hundred are unrepresented (ie less than seven percent) Therefore the large majority of employees are covered under the provisions of collective bargaining agreements which supersede the Civil Service Rules in key matters such as vested rights and disciplinary appeals These agreements also establish an array of procedural rights and safeguards against management capriciousness in personnel actions These include provisions for binding and compulsory review of terminations demotions and suspensions on appeal by outside third-party decision-makers It is also not unusual for collective bargaining agreements to contain restrictions on appointment decisions by management - formerly the exclusive and core component along with disciplinary action of Civil Service These changes and overlapping coverages developed over decades create precedents time constraints and restrictions on management flexibility especially regarding the employment of top executives

14 The extent of Civil Service property rights for senior management positions coverage can result in significant restrictions on the ability of the City Manager to take effective disciplinary or corrective action In Hollywood Civil Service coverage extends to employees below the rank of department head The result is that the ability of the City Manager to shape a top management team can be significantly and adversely affected In modern public and private business administration there is a critical need for a leadership team responsive to innovation and the overall management direction and philosophy of the top elected and appointed executives Around the country there are efforts underway to review the less than responsive and timely portions of Civil Service to better balance the need for such flexibility with the traditional safeguards provided by the system Hollywood would be well served by undertaking such a rebalancing review

15 In a system where restrictions and safeguards are out of balance with the needs for flexible and timely actions the result is management reluctance or inability in many cases to take the actions necessary to improve efficiency flexibility innovation and positive public service attitudes Though only a minority of employees may consistently perform or behave weakly nonetheless

7

managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to ensure the most competent possible workforce If performance evaluations job descriptions and personnel files generally do not reflect written and on-going efforts to document performance excellence weakness and corrective action even those top managers with property rights (ie those covered by Civil Service) can become less willing to take the risks associated with innovation Clients or customers become frustrated by what they regard as excessive delays and lack of responsiveness

16 The relatively recent hires of Department Heads in Information Technology Human Resources Fire-Rescue and Police are well regarded as signs and opportunities that progressive and positive changes can be made These rather new department heads will need active support and direction from the City Manager and encouragement from the City Commission to create and implement aggressive agendas and client focused practices Such support will help the other Directors create similar agendas and help the City Manager succeed in the development of an accountable team

17 The inertia and difficulty in instituting progressive change in performance or behavior is the result of a build up over years of circumstances in which precedents and rules can be confusing The ability to hold individuals especially managers directly and specifically accountable is exemplified by comments and opinions offered during interviews and suggested in what the Inspector Generals findings laid out They are exemplified by paraphrased interview comments such as the following

bull Departments operate separately bull There is a sense of frustration with centralized services bull Workarounds are needed to continue with operational work bull Procurement recommendations are based on practices that involve constant

delays and disagreements bull Recommendations may be based on best procurement practices but not on

whats best for making the operation successful bull There is a continuous uphill battle bull More willingness is needed to find common ground between operational

efficiency and process frustration with Finance involving budget and clarity in understanding how much money is available

bull Operational problems are compounded by personnel not willing to change and not solution driven

bull Operational departments more so than central services feel that there are tribes or silos

bull The priority should be on what operational functions are trying to accomplish bull More central functioning as a team is needed especially in the among the

centralized departments

8

bull There is a sense that Payroll Budget IT Procurement and HR systems are antiquated leading to workarounds and frustration

bull Procurement is regarded as a delaying culprit bull Some top managers feel that they do not have a sufficient say in the formulation

of their department budgets and that information needs fall on deaf ears bull There is considerable hope that the concept of an enterprise resource

management program (ERP) will benefit the City and assist in creating more united efforts

bull There is generally defensiveness among employees whose areas were mentioned in the Inspector General report The sense is that the report created an inaccurate impression with some individuals who regarded as insulting and misleading

All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance

It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The Citys ability to hold staff members accountable evaluate their performance take disciplinary corrective action and recognize and reward performance excellence is critical Those abilities need enhancing as a priority for the City Manager They need elected official support

RECOMMENDATIONS

1 Conduct an HR Diagnostic Review presided over by the Director of Human Resources The review constitutes a stakeholder staff Civil Service Commissioner and union process assessment The outcome will be a strategic blueprint for process improvement in the form of a report to the City Manager

2 As a result of the Diagnostic create a Human Resources Business Plan to assign specific How Many By When responsibility to implement the improvements identified in the Diagnostic The Plan would be led by the Director of Human Resources and would include both those projects general in nature for the City and those more specific to the HR needs of selected operational departments specifically including Police Fireshy

9

Rescue and Public Utilities The Plan would assign specific staff accountability for each project with completion dates and completion milestones There would then be monthly or quarterly progress reviews by the City Manager

3 Review and update all position descriptions not already encompassed within the current Compensation work being done by Evergreen Consulting Begin first with those in the Police Department This is a project which can be completed within six months and can be accomplished using internal resources While there are hundreds of positions in the City service most will fall within 10 or fewer job classifications such as Law Enforcement Officer and Firefighter

4 Add to every position description the essential function of effectively and positively representing the City in delivering and performing their work with colleagues and clients irrespective of gender race religion age disability political affiliation or belief or sexual orientation In other words clearly establish the attitudes and behaviors reflected above as essential elements of every City position

5 Add to every position description the essential function of maintaining effective and professional relationships with work colleagues supervisors and managers

6 Select those City policies which are associated with the identification mitigation and control of liabilities and launch a project for the rapid upgrading and modernizing of each of those policies The highest priority would go to the installation of policies such as Whistleblower Protection and use of Social Media which do not currently exist Next would follow the updating of those existing policies associated with liabilities such as bullying sexual-harassment unlawful discrimination workplace violence and effective colleague relationships

7 In the case of a Whistleblower Protection policy the City should consider using an outside receiver for intake of Whistleblower allegations of wrong doing This would permit an initial assessment of the nature of the allegations outside of the chain of command followed by appropriate referral for followup The result would likely be a greater sense of confidence for persons who in good faith feel that something needs addressing within the organization

8 Add as a heavily weighted criterion for all promotions the criteria of actively supporting teamwork organization-wide unity and effective collegial relationships Create behavioral assessment questions accordingly

10

9 Add as a significant performance evaluation criterion in all evaluations the assessment of an individuals commitment performance and behavior in actively supporting organization-wide team unity and effective collegial relationships

10 Develop and implement in the Civil Service selection process during initial hiring behavioral challenges to assess the degree to which a candidate demonstrates a commitment to teamwork and positive interpersonal cooperation This could take the form of a focused video scenario-based process similar to the commonly used law enforcement selection tool Behavioral Personnel Assessment Device (BPAD) It could be developed within the Department with involvement by Law Enforcement Officers

11 The grievance procedures in all bargaining units should be amended to include a new step Advisory Opinion of the Director of Human Resources This step would provide that the Director might agree at any step in the process at the request of either party or on her own motion to offer a written or non-written non-binding opinion as to any aspect of the grievance This could include suggestions for mediation or at a minimum offer another viewpoint on the subject The Advisory Opinion would not carry with it specific timeframes nor would it replace any of the decision-makers authority and responsibility in the procedures It would however provide a tool which the City and the employees would find valuable in the future for problem resolution Adding the step of course would follow reviewing the matter with unions involved

12 Prepare a draft of an amended discipline article for the collective bargaining agreements under which a written reprimand would no longer be subject to binding and compulsory arbitration The Amendment would provide in other words that the City Managers decision would be final Appeals could not be further filed to binding and compulsory outside arbitration This draft recognizes that a written reprimand does not result in the loss of property and is therefore not constitutionally protected as a vested right It would recognize that despite this change aggrieved employees who feel that discipline decisions or counseling ~omments are based on unlawful discrimination or retaliation still have other appeal opportunities on that specific basis This draft policy should be shared in writing with the union presidents in advance of collective bargaining and aggressively pursued by the City during upcoming negotiations It is likely that the unions would appreciate the importance of such a streamlining of the disciplinary procedure and would recognize that in and of itself fears that the change would result in a flood of reprimands are unfounded The Police agreement does not provide for appeals when observable behavior results in a written notice Therefore the foregoing recommendation would not apply to the Police bargaining unit

11

13 Consider the out-stationing of a current Police Officer position already working on human resources matters such as background investigations or Internal Affairs to be physically located in a private office in the Human Resources Department There would be career development benefits for the Officer team building communications improvement for both departments and additional security readily available for both HR and Risk ManagementLabor Relations The Chief and the Director of Human Resources should have no problem in coordinating workflow or resolving assignment conflicts by joint communications The work is being done already anyway The out-stationed location would only create additional benefits

14 The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candidates can be facilitated via recommendations from graduate programs at local universities such as those involving Public Administration Criminal Justice Human Resources or other relevant academic programs This can also be a tool in the Citys workforce diversity efforts while also enhancing the capacity of the Human Resources Department to manage multiple management issues concurrently Assignment of two Graduate Interns for a period not exceeding one year would be a catalyst in driving some of the recommendations in this report It would also provide some needed relief for the Director of Human Resources to devote the necessary time to actively lead strategic progress

15 Performance evaluation criteria should be augmented to include a section on Representation of the City and the Department This section would assess an employees behavior and performance over the prior year in relation to whether or not it reflected positively within and outside of City Government Every staff member represents the City as well as their Departments As such they have a responsibility to be taken more seriously than ever before to engage in interpersonal skills reflecting in a positive manner on their individual professionalism

16 The work of top leaders in a dynamic City government such as a Police or Fire-Rescue Chief and a Director of Human Resources involves a very substantial amount of time spent in the management of Human Resources issues Often these can be of higher liability than those which might arise in other City departments For example arguably the day-toshy

12

day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assistant City Managers fulfill most of that need especially with regard to Police and Fire command staff counseling However a coach for other leaders would be a valuable asset to have in place

SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE

17 Part of an executive development program can be what amounts to an Internal Fellowship in which a newly promoted Manager gets assigned to work as a Special Assistant to the City Manager or an Assistant City Manager for a period such as three to six months This would allow for example a newly promoted executive in the Police Department to play an important role in the overall City budget process in Collective Bargaining with a non-law enforcement bargaining unit or to assist in a high-priority policy matter determined by the City Manager At the end of the Fellowship period the individual would return to their new role in their home Department with a greater appreciation than ever before about the larger issues facing executive leaders in the City

18 The Civil Service Ordinance should be amended to increase the number of positions exempt from Civil Service coverage Employees in such exempt positions would then serve at will Serving at will means that these employees may be disciplined or even terminated for any reason or no reason as long as the actions do not occur because of illegal reasons Current rules are too restrictive for the city to be as flexible as it needs to be in developing accountable and responsive executive staff Division Directors support staff in the City Managers Office as well as those in the City Attorneys Office and Labor Relations and Risk Management areas are appropriate candidates for at will service Current incumbents who enjoy property rights may not have those rights stripped away involuntarily as long as the incumbents are employed However they may voluntarily waive such rights in trade for some quid

13

pro quos such as additional benefits In the absence of such voluntary exemption attrition should be used so that future incumbents in selected positions would be hired as at will employees

19 A predictive staffing study should be conducted in departments utilizing a constant staffing structure - typically Police Fire-Rescue and Water and Wastewater Treatment Plant operations The study would make reasonable estimates based primarily on length of service and employee surveys to determine the likely extent and timing of future vacancies From that information the city can prepare in advance to have vacancies filled immediately upon turnover if not before Civil Service eligibility lists can be maintained for immediate use without having to begin recruitments from scratch The staffing needs in the Police Department were major contributing factors to the issues addressed in the Inspector Generals report Predictive staffing actions can reduce the likelihood that that critical situations will happen again

20 As a corollary to predictive staffing the City should consider over staffing in selected areas of the workforce with short-term temporary employees drawn off Civil Service eligible lists These employees would transition immediately into the regular workforce and be given credit for their temporary service as part of their probationary periods The result can be a cadre of employees already trained and ready to assume the regular workforce duties of the positions There will always be some number of vacancies in a city or county workforce as large as Hollywoods These vacancies may be funded in the budget such that hiring some additional Police Officers or Firefighters beyond the allocated limits in the budget might be funded with the salaries of vacant positions providing offsets Currently in conservatively funded constant staffing operations if a vacancy occurs due for example to long-term absences such as illness the staffing void must be filled at a rate of time and a half by overtime mandates This does nothing to prepare new employees to immediately step in as vacancies occur

21 The Civil Service rules currently operate on the basis of a narrow rule of three In this selection rule the Department Director acting for the City Manager is limited to no more than the top three candidates presented from civil service eligible lists In a system where the filling of vacancies may take considerable time or eligible lists may be many months old a rule of three is too limiting Broader certification rules such as a rule of five or a rule of the rank would offer more needed flexibility without sacrificing civil service principles

22 The Citys Information Technology (IT) function is an area often needing particular candidate expertise not generally available within classical Civil Service recruiting methods New projects such as the organization-wide

14

Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside over a facilitated focus group of top users and current IT staffs to prioritize projects identify needs and resources and prepare an IT Business Plan for review by the City Manager Likewise in this reviewers opinion being familiar with the installation of new large IT activities overlaid on existing staff requirements adding a graduate intern as an at will employee for one year would provide a new resource to the IT Director to more rapidly implement the programs he will be asked to bring to fruition This would be in addition to whatever staffing or consultant resources are brought to bear for the Enterprise Resource System

23 The City uses the procurement process to solicit a variety of benefit contracts often amended annually for health insurance dental life and other products These represent significant expenditures and cover all full-time employees their dependents and retirees In the face of complex and changing insurance rules deadlines engagements with insurance companies and much more a special expertise is required to look after the City of Hollywoods best interests Monitoring utilization developing innovations and cost containment strategies and being able to negotiate aggressively with insurance providers is best managed by outside expertise engaged by the City Currently the procurement elements of this process are managed by the Human Resources Director - along with_her many other responsibilities - not to mention the process improvements called for in this report The City should use professional procurement practices to select a consultantbroker to represent the City The result can be a tighter control on a very significant area of cost and administration This should be done well in advance of the expiration of benefit contracts in the year to come

24 This Reviewer urges the City to be especially wary of vendor promises with regard to the implementation of an expensive organization-wide enterprise resource program Vendors may make what have previously been called piecrust promises - easily made easily broken The vendor support team may well experience staff turnover Resources will be shifted to other clients The estimated time and cost of system installation may stretch well past the budgeted and anticipated costs originally proposed Aggressive steps under the leadership of the IT director in terms of milestones required of vendors performance penalties built into contracts as well as performance rewards should be considered and implemented If this vigorous enforcement approach does not happen and this large-scale IT project is managed in a way similar to the management of temporary needs reported by the IG the stage will be set

15

for another perhaps even more costly organizational problem in the future

25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential services are the ultimate responsibility of every manager With regard to the core area of Procurement however the job description for the Procurement Manager is clear in its requirements that it is this employee who is responsible for the management and oversight of contracts or particular department services Regardless of the past practices and exigencies of staffing needs in 2013 and 2014 this fundamental element of the Procurement responsibility was not met

Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement professional with years of experience Leadership direction

middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in a better position to determine the future reporting relationships for this important function

26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots administration and finance as well as HR and other central services should convene a stakeholder summit to bring out these concerns and address them The primary outcome would be budget

16

process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process

27 Direct payment vouchers related to any procurement and contractorvendor remuneration should be reviewed by and signed off directly by the Contract Compliance Manager This is especially true in what would be his broader role if the recommendation to place Procurement under his management were implemented In reviewing a sampling of such vouchers for temporary services during the IG report period it was noted that many did not have Department Head signatures Even the Procurement Office itself used such services although the clear focus was on the activities in Police

28 Meeting any staffing need through a temporary services company should require a specific review and sign off by the Director of Human Resources She would be asked to attest to the fact that HR is not capable of meeting the needs presented by the operating department and to explain why this need cannot be met through City procedures and practices In the case of what might be an ongoing need the Director would be required to explain whether actions can be instituted to change that scenario so that an ongoing use of temporary help from an outside vendor can be reduced if not eliminated

29 Finally this Reviewer notes that recommendations to the City Manager concerning the prospects of disciplinary action were part of this engagement Those recommendations will following consultation with the City Manager be presented as a verbal briefing to him so that his ability to respond to organizational needs is not compromised unduly in the very sensitive areas of staff relations

No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and managed assertively formally and consistently by their managers If the warnings and corrective action opportunities do not change the weak behavior these employees should be demoted or terminated If such actions become necessary it will ironically not be the City which acts it will in reality be the employee him or herself who provokes the action

It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees - that they are the Citys

17

vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances

OVERALL IMPRESSION

The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading managers to feel that the systems in place could meet their needs With a strong past sense of inertia rather than innovation and process improvement factoring into what occurred the City is best and most constructively served by the City Manager acting aggressively to improve internal processes make the improvements more visible and make those now responsible for the Procurement and utilization of services more accountable He is well able to use his strong communications skills and sense of ethics to deliver clear messages of professional expectation and enforce those expectations going into the future

18

ATTACHMENT 2

ATTACHMENT 2

CITY of HOLLYWOOD FLORIDA Office of the City Manager

02600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045 Phone (95 4) 921 -3201 bull Fax (95-1) 921 -3314 deg wwwhullywoodflorg

Wazir A Ishmael PhD City Manager

March 18 2016

The Honorable Mayor Vice Mayor and Members of the City Commission

City of Hollywood Hollywood FL 33020

Mayor Vice Mayor and City Commissioners

This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016

We thank him for his services and wish him well in his future endeavors

Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller

Should you have any questions I am available at your convenience

Sincere I

DtJJ~tr A Ishmael Ciey(Janager

c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director

Our Mission Y l arc dcdic 11 t d lO proiding municip1 l scrvictS for our diverse co mrnuni ry in an atn1osphL rl of tOOperal ion courtesy and respect

Xie do 1h is hy ensu ri ng gtII who li ve work and pby in die C it) of l o ll )~VOoJ enjoy a high qnli l of lifo

hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood Florida 33020

Dr Ishmael

As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities

In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life

Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and capital improvements

Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices

I wish the City of Hollywood and the dedicated employees much luck with their future endeavors

Sincerely

faL--shyJocent Wasserman Director Procurement Services

ATTACHMENT 3

City of Hollywood Florida - Class Specification Bulletin Page 1of3

ATTACHMENT 3

Contract Compliance Officer Class Code

1138

Bargaining Unit Management CITY OF HOLLYWOOD FLORIDA Revision Date Apr 29 2015

SALARY RANGE

$3310 - $5296 Hourly $264809 - $423694 Biweekly

$6885030 - $11016048 Annually

JOB DESCRIPTION

This is advanced responsible professional and administrative work involving contract certification contract compliance and management for all vendors bidders and proposers conducting business with the City coordination of procurement activities and office and field monitoring Work involves providing managerial assistance to the Assistant City Manager for Finance and Administration in managing and monitoring contracts for compliance developing policies procedures rules and regulations for Citywide purchasing and coordinating the resolution of problems with vendors bidders and proposers

The incumbent exercises a considerable degree of independent judgment Employee is expected to make independent decisions in conformance with applicable laws rules and regulations governing the public purchase of commodities and services as well as standard public purchasing policies and procedures

EXAMPLES OF DUTIES

Reviews all City contracts for compliance and adherence to proper procedures including but not limited to confirmation of proper authority adherence to appropriate procurement procedures identification of time frames satisfaction of insurance requirements verification of available funding review of scope of services and notification of upcoming expiration

Assists in developing new and improved procedures concerning City purchasing activities Recommends corrective actions where applicable

Advises City departmentspersonnel on purchasing procedures to ensure proper compliance with Citys purchasing policies and procedures

Assists user departments in the informal competitive negotiated process for acquisition of professionalpersonal services

Reviews specifications from departments to procure goods and services of a complex andor technical nature

Monitors the evaluation andor negotiation process for acquisition of professionalpersonal services to ensure that proposals have been evaluated andor negotiated in accordance with solicitation document and city purchasing policies and procedures

Conducts preliminary investigations and make finding-of-fact reports on contractual bid disputes bid protests proposed debarment bidder non-responsibility and vendor nonshy

https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 2of3

performance

May represent the Director at various meetings within the city and the business community

Performs other job duties as assigned

THE REQUIREMENTS Required Possession of a Bachelors degree with major coursework in business or public administration or a related field

Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration

Be a Certified Professional Contracts Manager (CPCM )

Preferred Masters degree with major coursework in business or public administration or a related field

Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements

KNOWLEDGE SKILLS AND ABILITIES Extensive knowledge of principles practices and techniques of large scale government purchasing

Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing

Extensive knowledge of approved purchasing methods including recording buying inspection and shipping methods

Extensive knowledge of the techniques and requirements of specifications preparation

Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased

Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served

Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing

Some knowledge of insurance as it pertains to property liability and surety bonds

Considerable knowledge of Microsoft Word and Excel and the use of office equipment

Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to

httpsagencygovernmentjobscomhollywoodfldefaultcfmaction=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 3of3

other workers accurately and concisely

Skills in application of systems analysis techniques and procedures including consulting with users to determine hardware so~ware or system functional specifications

Ability to communicate effectively both orally and in writing

Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices

Ability to deal effectively with administrative officials and vendors

Ability to obtain and interpret market prices and trends and apply these to procurement problems

https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016

ATTACHMENT 4

ATTACHMENT 4

Jeane Carver-St Luce

From George Keller Sent Monday March 14 2016 328 PM To Chuck Ellis Clay Milan Eric Busenbarrick George Keller Gus Zambrano Jaye Epstein

Jeffrey Sheffel Lorie Mertens-Black Mel Standley Patricia Cerny Philip Sauer Raelin

Storey Raheem Seecharan Raquel Elejabarrieta Shiv Newaldass Steve Joseph Sylvia

Glazer Tammie Hechler Tomas Sanchez Tamikia Bacon Paul Bassar Cc Jeane Carver-St Luce Subject FW MCL Informational Email for Distribution

Importance High

At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations funding expenditures and Points of Contact Other helpful features will include executed copies of contract documents and invoice summaries

Two important take-away from this email

1 If you havent seen the fVICL demonstration please tune into the next City Commission meeting

2 Preliminary planning for a iVICL anticipation go live date--on or about 442016

middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed

middotmiddot Identify and maintain copies of all your award documents and invoices

bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files

The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines

After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support

George

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Master Contract List (MCL)

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o What is the MCL

D MCL Data

D Demonstration of an Electronic Contract File

o MCL Next Steps v 0 v

o Questions

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What is the MCL bull Summary

o An electronic standardized comprehensive Management Tool-A One Stop Shop For all stakeholders who have a role with contract administration

o Useful real time information such as automatic daily countdowns of days for contracts and insurance expirations funding expenditures and Points of Contact

o Executed copies of contract documents and invoice bullsummaries

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MCL-Next Steps

bull Implementation o The MCL is a priority initiative

bull Continue gatheringupdating all contractual information bull Establishing POCs permission rights

o Coordinating with Financial Services Department in obtaining all invoices

o Working with the Procurement Division with keeping contractual documents updated

o Training Administrative Personnel who will have a procurement role

bull Execution After the City Commission presentation and feedback final developmenttraining sessions-anticipating a go live date April 2016

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ATTACHMENT 5

ATTACHMENT 5

George Keller

From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde

Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney

Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra

Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris

Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz

Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel

Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie

Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran Holycross

Cc Paul Bassar Directors Subject Master Contract List Training

Good Afternoon

The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times

bull Thursday May 26 at lOOpm 200pm 300pm bull Tuesday May 31 at 900am lOOOam l lOOam lOOpm 200pm 300pm bull Wednesday June 1 at 900am lOOOam 11 OOam bull Thursday June 2 at 900am lOOOam l lOOam lOOpm 200pm 300pm

Please let me know what suits you best also the training will be held at room 303

Thank you

Maryury Collier Administrative Specialist II City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 PO Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MColl ierholl ywoodflorg C 11 middot o f ~

H~QQQ Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record

Jeane Carver-St Luce

From Maryury Collier Sent Monday May 02 2016 1024 AM To Administrative Assistant II Cc Directors Paul Bassar Subject Training for the Master Contract List

Good Day

As some ofyou may be aware the City will be implementing an Electronic Contract File- AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed

For your convenience we will be having one h our training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule- Not later than Thursday (552016)

Friday May 6 from 330pm to 430pm

Monday May 9 at 900am to lOOOam bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam

Thank you

Maryury Collier Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 P 0 Box 229045 Hollywood FL 33020 Offi ce 954-921-3221 E-mail MCollierhollywoodflorq Cbullty of ~

H L WOOD t i O~IOA

Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mai l may be subject to disclosure as a matter of public record

ATTACHMENT 6

ATTACHMENT 6City ojJfoywootf PCoritfa DPV

DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT

Date 5252016 Pay to Vendor No Amount of Payment

Name Account No Address Separate Check Requested D City Invoice Number StateZip

Explanation of Payment

Date

Date

Date

Date

Contract InfoNumber Contract Expiration Date

Item Budget Item Description Line Item

l SubscriotionDuesMemberships Fees 2 Postage MeterStamps 3 Host Account Reimbursements 4 LicensesPermitsCertificates 5 Court CostOther Govt AgencvTaxes 6 Real Estate Closing - Attach Stmt 7 Advertising - attach tearsheet 8 Education CoursesSeminars 9 EducationReimbursementsBooks 10 RecordsSlidesFilmsGov Publication 11 Deferred ComoBank Pavments 12 MedicalVeterinarv Pavments 13 Insurance Premiums 14 Grant Disbursements 15 UtilitiesDump Fees 16 Refunds 17 CourierFreight 18 Pettv Cash Reimbursement 19 Other Professional Services 20 Soecial EventsRecr Performances 21 Temoorarv Emolovment Services 22 MealParkinQNiileaQe (1 dav tri-countv)

Unit Quantity

Originated by Dept Head Printed Name

DeptDiv Dept Head Signature

Procurement TypeDoc ---------------- Procurement Appr _

Finance Approval __________ Date Budget Approval

City Commission or City Manager Action Resolution

Unit Price

Total

ExtensionTotal

$000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000

Original Contract Amount Total This Invoice

Amendments Adjustment Total Previous Invoices

Total Contract Amount Total to Date --------------shy

City Manager Signature (if required)

Distribution List Finance Procurement Services Depmtment Copy dpv (rev3l02015)

APPENDIXB

Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073 (954) 895-2949 matthewlal la32 7 5comcastnet

March 11 2016

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022

Dear Wazir

Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016

I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors

~~ Matthew Lalla

cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources

  • Structure Bookmarks
    • BROWARD OFFICE OF THE INSPECTOR GENERAL
    • To and Members City of Hollywood C
    • From John W Scott Inspector General
    • Date June 6 2016
    • Subject Status Report-OIG Final Report Re Misconduct and Gross Mismanagement by the City ofHollywood in the Procurement of Temporary Employment Services Ref OIG 14-027
    • On March 2 2014 the Broward Office of the Inspector General (OIG) issued a final report finding that City of Hollywood officials violated numerous city ordinances policies and procedures to pay approximately $1 million for the services of temporary employees (temps) Specifically we found that the officials
    • At the conclusion of the report the OIG acknowledged the initial remedial steps taken by the city but recommended additional action including-given the potential for further abuse of the DPV payment method-a full audit of DPV payments
    • John W Scol1 Inspector General One North University Drive Suite 11 1 bull Planlalion Florida 33324 bull (954) 357-7873 bull Fax (954) 357-7857 4) 357-TIPS
    • As requested City Administrator Wazir Ishmael has now provided the OIG a status report with attachments which is attached as Appendix A The city states that it s senior management team has communicated publicly and individually that the inappropriate actions that occurred in the past were clearly wrong and unacceptable The city has now implemented numerous protocols and procedures in response to the OIGs investigation Of particular significance the city has created and implemented a contract com
    • The city has also restructured the Procurement Division and reformed oversight of the procurement process The finance director and procurement director overseeing the activities discussed in the final report have since resigned from the city Former Procurement Director Joel Wasserman s resignation is attached at Appendix A and former Finance Director Matthew Lallas resignation is attached as Appendix B The city also provided a repo1i it commissioned from a human resources specialist in response to the
    • However the city failed to address our recommendation that the DPV payments be audited in light of the significant misuse of the mechanism and the corresponding vulnerability to fraud waste and abuse Accordingly the OIG requests that we be provided a supplemental status report within 90 days or by September 5 2016 regarding a DPV audit
    • Attachment
    • cc Wazir Ishmael City Administrator
    • From To Cc
    • Subject Date Attachments
    • MaY Johns InsoectorGeneral Wazir Ishmael City of Hollywoods 90 Day Progress Report Regarding TransHire Tuesday May 31 2016 42804 PM 05 31 16 Letter to Inspector Scott re TransHire 90 Day Progress Reportpdf
    • 05 31 16 Letter to Inspector Scott Attachment lpdf 05 31 16 Letter to Inspector Scott Attachment 2pdf 05 31 16 Letter to Inspector Scott Attachment 3pdf 05 31 16 Letter to Inspector Scott Attachment 4pdf 05 31 16 Letter to Inspector Scott Attachment 5pdf 05 31 16 Letter to Inspector Scott Attachment 6pdf
    • Good afternoon Inspector General shy
    • The City Manager asked that I forward you the City of Hollywoods 90 day progress report that you requested in your final report regarding TransHire
    • Thank you Dr Wazir Ishmael City Manager
    • Executive Assistant City of Hollywood Office of the City Manager 2600 Hollywood Blvd Suite 419
    • PO Box 229045 Hollywood FL 33022-9045 Office 954-921-3201 E-mail
    • fjj
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Office of the City Manager
    • 2600 Hollywood Blvd bull PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (954) 92 1-33 14 bull rg
    • Wazir A Ishmael PhD City Manager
    • SENT VIA EMAIL amp US MAIL
    • May 31 2016
    • Mr John W Scott Inspector General Broward Office of the Inspector General
    • One North University Drive Suite 111 Plantation FL 3324
    • Re Broward Office of the Inspector General Report on Transhire 90 Day Progress Report
    • Dear Mr Scott
    • Please accept this response from the City of Hollywood as the 90 Day Progress Report that you requested in your final report on the above matter First let me assure you that your information findings and recommendations have been fully received acknowledged and communicated widely throughout the City staff Secondly I have discussed the serious nature of the issues identified directly with the Mayor City Commission senior management team staff and members of the public reinforcing that those inap
    • Finally we have collectively implemented and followed a broad spectrum of improvements actions resources training and policies to continue forward the lessons learned in progress of the organization The initiatives we have undertaken exist at the policy level and administrative oversight as well as day to day operations The below information describes those steps in more detail along with the attached documentation and the derived benefit for each Your contribution to stimulating these improveme
    • Our Mission Ve are dedicmcd to providing municipal services for our diverse community in an atmosphere ofcooperation courtesy and respect Yc do this by ensuring all who live work and play in the City of Hollywood enjoy a high quality of life
    • An Equa l Opportunity a nd Serv i ce Provide r Ag e nc y
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2
    • 1 Heightened Awareness Expectations and Standards of Performance
    • The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures
    • 2 Services of an External Consulting Professional (Attachment 1)
    • The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many
    • 3 Organizational Modifications and Reform (Attachment 2)
    • The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have be
    • 4 Human Resources Policy Review and Reform
    • Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced
    • 5 WorkflowBusiness Policies and Procedures Modifications
    • The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3
    • The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions
    • 10 Direct Payment Voucher Procedural Modifications (Attachment 6)
    • The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4
    • The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter
    • Attachments
    • c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors
    • ATTACHMENT 1
    • ATTACHMENT 1
    • PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737
    • Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045
    • March 3 2016
    • Dear Messrs Keller and Standley
    • The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one
    • The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues
    • The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not
    • Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement
    • Sincerely
    • Phil Rosenberg President The HR Doctorreg Inc 954 816-4 737
    • attachment
    • Phil Rosenberg President PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737 On
    • March 3 2016
    • IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES
    • BACKGROUND
    • The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in t
    • With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whet
    • City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in th
    • 1
    • The Inspector Generals report is being taken very seriously by the City It is a call to
    • action and catalyst to go beyond the limited and narrow scope of the report in the
    • interest of making broader administrative improvements
    • As part of the response to the report the City engaged the services of The HR Doctor
    • Inc on January 19 2016 to investigate the background of what occurred and offer
    • opinions and recommendations The deliverable in this situation is the presentation of
    • a written report to the City Manager within 30 calendar days of the date of the approval
    • of the engagement (ie January 19 2016) to address the following issues
    • The HR Doctor Inc was authorized and directed by the City Manager to also provide a
    • broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processe
    • METHODOLOGY
    • The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information
    • 2
    • The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employee
    • To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot
    • FINDINGS AND CONCLUSIONS
    • Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positio
    • r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work
    • 3
    • complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur
    • 4
    • service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement
    • 5
    • over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a n
    • 1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be org
    • 6
    • 7
    • managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to
    • ensure the most competent possible workforce If performance evaluations job
    • descriptions and personnel files generally do not reflect written and on-going
    • efforts to document performance excellence weakness and corrective action
    • even those top managers with property rights (ie those covered by Civil
    • Service) can become less willing to take the risks associated with innovation
    • Clients or customers become frustrated by what they regard as excessive
    • delays and lack of responsiveness
    • 8
    • All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance
    • It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The City
    • RECOMMENDATIONS
    • 9
    • Rescue and Public Utilities The Plan would assign specific staff
    • accountability for each project with completion dates and completion
    • milestones There would then be monthly or quarterly progress reviews
    • by the City Manager
    • 10
    • 11
    • 14The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candi
    • 12
    • day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assis
    • SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING
    • PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION
    • THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS
    • SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE
    • ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK
    • ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR
    • THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY
    • CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE
    • 13
    • pro quos such as additional benefits In the absence of such voluntary
    • exemption attrition should be used so that future incumbents in selected
    • positions would be hired as at will employees
    • 14
    • Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside
    • over a facilitated focus group of top users and current IT staffs to
    • prioritize projects identify needs and resources and prepare an IT
    • Business Plan for review by the City Manager Likewise in this reviewers
    • opinion being familiar with the installation of new large IT activities
    • overlaid on existing staff requirements adding a graduate intern as an at
    • will employee for one year would provide a new resource to the IT
    • Director to more rapidly implement the programs he will be asked to bring
    • to fruition This would be in addition to whatever staffing or consultant
    • resources are brought to bear for the Enterprise Resource System
    • 15
    • for another perhaps even more costly organizational problem in the
    • future
    • 25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential s
    • Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement pr
    • middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in
    • 26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots adm
    • 16
    • process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process
    • No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and mana
    • It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees -that they are the Citys
    • 17
    • vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances
    • The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading manager
    • 18
    • ATTACHMENT 2
    • ATTACHMENT 2
    • CITY of HOLLYWOOD FLORIDA
    • Office of the City Manager
    • 0
    • 2600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (95-1) 921-3314 deg
    • Wazir A Ishmael PhD City Manager
    • March 18 2016
    • The Honorable Mayor Vice Mayor
    • and Members of the City Commission City of Hollywood Hollywood FL 33020
    • Mayor Vice Mayor and City Commissioners
    • This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016
    • We thank him for his services and wish him well in his future endeavors
    • Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller
    • Should you have any questions I am available at your convenience
    • Sincere I
    • Dt~tr A Ishmael Ciey(Janager
    • c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director
    • Our Mission Yl arc dcdic 11td lO proiding municip1l scrvictS for our diverse co mrnuniry in an atn1osphLrl of tOOperalion courtesy and respect
    • Xie do 1his hy ensu ring gtII who live work and pby in die Cit) of loll)~VOoJ enjoy a high qnlil oflifo
    • hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y
    • Dr Wazir Ishmael
    • City Manager City of Hollywood
    • 2600 Hollywood Blvd
    • Hollywood Florida 33020
    • Dr Ishmael
    • As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities
    • In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life
    • Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and cap
    • Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices
    • I wish the City of Hollywood and the dedicated employees much luck with their future endeavors
    • Sincerely
    • Jocent Wasserman Director Procurement Services
    • ATTACHMENT 3
    • City of Hollywood Florida -Class Specification Bulletin Page 1of3 ATTACHMENT 3
    • https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016
    • performance
    • May represent the Director at various meetings within the city and the business community
    • Performs other job duties as assigned
    • Required Possession of a Bachelors degree with major coursework in business or public
    • administration or a related field
    • Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration
    • Be a Certified Professional Contracts Manager (CPCM )
    • Preferred Masters degree with major coursework in business or public administration or a related field
    • Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements
    • Extensive knowledge of principles practices and techniques of large scale government purchasing
    • Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing
    • Extensive knowledge of approved purchasing methods including
    • recording buying inspection and shipping methods
    • Extensive knowledge of the techniques and requirements of specifications preparation
    • Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased
    • Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served
    • Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing
    • Some knowledge of insurance as it pertains to property liability and surety bonds
    • Considerable knowledge of Microsoft Word and Excel and the use of office equipment
    • Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to
    • 5252016
    • City of Hollywood Florida -Class Specification Bulletin Page 3of3
    • other workers accurately and concisely Skills in application of systems analysis techniques and
    • procedures including consulting with users to determine hardware so~ware or system functional specifications
    • Ability to communicate effectively both orally and in writing
    • Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices
    • Ability to deal effectively with administrative officials and vendors
    • Ability to obtain and interpret market prices and trends and apply these to procurement problems
    • https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016
    • ATTACHMENT 4
    • ATTACHMENT 4
    • Jeane Carver-St Luce
    • At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations fun
    • Two important take-away from this email
    • middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed
    • middotmiddot Identify and maintain copies of all your award documents and invoices
    • bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files
    • The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines
    • After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support
    • George
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    • ATTACHMENT 5
    • ATTACHMENT 5
    • George Keller
    • From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde
    • Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice
    • Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris
    • Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick
    • Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz
    • Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel
    • Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie
    • Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran
    • Holycross
    • Cc Paul Bassar Directors Subject Master Contract List Training
    • Good Afternoon
    • The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times
    • Please let me know what suits you best also the training will be held at room 303
    • Thank you
    • Maryury Collier
    • Administrative Specialist II
    • City of Hollywood
    • Financial Services
    • 2600 Hollywood Blvd Suite 303
    • PO Box 229045 Hollywood FL 33020 Office 954-921-3221
    • C 11 middot of ~
    • H~QQQ
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Jeane Carver-St Luce
    • Good Day
    • As some ofyou may be aware the City will be implementing an Electronic Contract File-AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed
    • For your convenience we will be having one hour training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule-Not later than Thursday (552016)
    • Friday May 6 from 330pm to 430pm Monday May 9 at 900am to lOOOam
    • bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam
    • Thank you
    • Maryury Collier
    • Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303
    • P 0 Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MCollierhollywoodflorq
    • Cbullty of ~
    • H L WOOD
    • t i O~IOA
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • ATTACHMENT 6
    • ATTACHMENT 6
    • City ojJfoywootf PCoritfa
    • DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT
    • Date Date Date Date Contract InfoNumber Contract Expiration Date
    • Original Contract Amount Total This Invoice
    • Amendments Adjustment Total Previous Invoices
    • APPENDIXB
    • Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073
    • (954) 895-2949 matthewlalla3
    • March 11 2016
    • Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022
    • Dear Wazir
    • Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016
    • I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors
    • ~~
    • Matthew Lalla
    • cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources
Page 5: BROWARD OFFICE OF THE INSPECTOR GENERAL€¦ · Broward Office of the Inspector General Page 2 . 1. Heightened Awareness, Expectations and Standards of Performance . The senior management

CITY of HOLLYWOOD FLORIDA Office of the City Manager

2600 Hollywood Blvd bull PO Box 229045 bull Hollywood Florida 33022-9045 Phone (954) 921-3201 bull Fax (954) 92 1-33 14 bull wwwhollywoodflo rg

Wazir A Ishmael PhD City Manager

SENT VIA EMAIL amp US MAIL

May 31 2016

Mr John W Scott Inspector General Broward Office of the Inspector General One North University Drive Suite 111 Plantation FL 3324

Re Broward Office of the Inspector General Report on Transhire 90 Day Progress Report

Dear Mr Scott

Please accept this response from the City of Hollywood as the 90 Day Progress Report that you requested in your final report on the above matter First let me assure you that your information findings and recommendations have been fully received acknowledged and communicated widely throughout the City staff Secondly I have discussed the serious nature of the issues identified directly with the Mayor City Commission senior management team staff and members of the public reinforcing that those inappropriate actions in the conduct of the Citys business will not be tolerated Expectations have been raised standards of performance elevated and clear direction given that will assure no repetition of similar activity We take very seriously the publics interests and trust that have been granted to the City staff to responsibly administer and deliver service

Finally we have collectively implemented and followed a broad spectrum of improvements actions resources training and policies to continue forward the lessons learned in progress of the organization The initiatives we have undertaken exist at the policy level and administrative oversight as well as day to day operations The below information describes those steps in more detail along with the attached documentation and the derived benefit for each Your contribution to stimulating these improvements is appreciated and the City remains committed to ongoing progress and best practices in the future

Our Mission Ve are dedicmcd to providing municipal services for our dive rse communi ty in an atmosphere of cooperation courtesy and respect

Yc do this by ensuring all who live work and play in the C ity of Hollywood enjoy a hi gh quali ty of li fe

An Equa l Opportunity a nd Serv i ce Provide r Ag e nc y

May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2

1 Heightened Awareness Expectations and Standards of Performance

The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures

2 Services of an External Consulting Professional (Attachment 1)

The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many of which have already been implemented others continuing into the future

3 Organizational Modifications and Reform (Attachment 2)

The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have been addressed and implemented

4 Human Resources Policy Review and Reform

Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced

5 WorkflowBusiness Policies and Procedures Modifications

The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations

May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3

6 Creation and Implementation of a Contract Compliance Officer Position (Attachment 3)

A new Contract Compliance Officer position has been created funded filled and implemented The individual already operating in this position is a senior procurement professional with extensive experience with the US State Department US Army and government contracting This is the same individual and position described above who is directly supervising the Procurement Division under its current reporting structure to the City Managers Office In addition this position serves to review and authorize all procurement and contracting actions in the City assist in the development of RFPsRFQsRLls contract negotiations and the development of a citywide management tool Master Contract List

7 Creation and Implementation of a Master Contract List (Attachment 4)

Prior to the current administration and timeframe a central repository and data base for all contractsagreements for goods and services in the City did not exist Therefore current complete and accurate data by which responsible City staff were managing those transactions did not exist A thorough interactive and data rich Master Contract List has been developed identifying essential data for more than 600 current contracts in the City Final training on the use of this management tool is being completed and full implementation is scheduled in the next 30 days All City staff will be required to utilize the MCL as the standard source and tool used for contract administration

8 Increased Training for Procurement Contract Administration (Attachment 5)

In-house training and workshop sessions are continuing to be conducted by Citys Budget Procurement Contract Compliance and City Managers Office staff on budget development and implementation procurement procedures and contract administration Working relationships communication and cooperation between key staff members throughout the City have been modified and strengthen to centralize and improve internal services

9 Purchase Order and Blanket Purchase Order Procedural Modifications

The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions

10 Direct Payment Voucher Procedural Modifications (Attachment 6)

The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints

May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4

The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter

Attachments

c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors

ATTACHMENT 1

ATTACHMENT 1

PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195

Phone 954 816-4737 Fax 352 821-4737 On the Web wwwhrdrnet Email philrosenbergearthlinknet

Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045

March 3 2016

Dear Messrs Keller and Standley

The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one

The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues

1 Was the conduct of any of the persons mentioned by the Inspector General who report through the City Managers chain of command and are still employed by the City of Hollywood sufficient to support disciplinary action

2 If so what factors should the City Manager consider in determining the level of such action

3 To what degree was an organizational culture present in the City of Hollywood which may have given rise to or supported the inappropriate actions which occurred

4 To what degree might the Citys personnel policies and practices have been contributing factors

5 In response to opinions to be rendered by The HR Doctor Inc in each of the foregoing areas what recommendations should be considered to prevent or mitigate risks of subsequent failures of the types presented in the Inspector Generals report

The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not

designed to provide ideas to strengthen the organization against future liabilities as are these recommendations This broader background of the context of the situation led to wide-ranging recommendations for improvement These recommendations can be implemented in a rather short timeframe at relatively low cost and primarily with internal resources

Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement

Sincerely

Phil Rosenberg President The HR Doctorreg Inc philrosenbergearthlinknet 954 816-4 737

attachment

2

Phil Rosenberg President PO Box 268 Weirsdale FL 32195

Phone 954 816-4737 Fax 352 821-4737 On the Web wwwhrdrnet Email philrosenbergearthlinknet

March 3 2016

IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES

BACKGROUND

The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in this case Fiscal Year 2014 ) The report concludes that these services were procured in an improper manner in relation to the Citys procurement ordinance rules and policies

With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whether there was evidence of criminal misconduct grounds for disciplinary action or how City Administration might better seNe the City Commission and by extension the citizens of Hollywood by improved practices

City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in the past and to seek out and implement progressive change

1

The Inspector Generals report is being taken very seriously by the City It is a call to action and catalyst to go beyond the limited and narrow scope of the report in the interest of making broader administrative improvements

As part of the response to the report the City engaged the services of The HR Doctor Inc on January 19 2016 to investigate the background of what occurred and offer opinions and recommendations The deliverable in this situation is the presentation of a written report to the City Manager within 30 calendar days of the date of the approval of the engagement (ie January 19 2016) to address the following issues

1 Was the conduct of any of the persons mentioned by the Inspector General who report through the City Managers chain of command and are still employed by the City of Hollywood sufficient to support disciplinary action

2 If so what factors should the City Manager consider in determining the level of such action

3 To what degree was an organizational culture present in the City of Hollywood which may have given rise to or supported the inappropriate actions which occurred

4 To what degree might the Citys personnel policies and practices have been contributing factors

5 In response to opinions to be rendered by The HR Doctor Inc in each of the foregoing areas what recommendations should be considered to prevent or mitigate risks of subsequent failures of the types presented in the Inspector Generals report

The HR Doctor Inc was authorized and directed by the City Manager to also provide a broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processes better in the future than they were in this 2014 case

METHODOLOGY

The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information

2

The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employees were interviewed

To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot

FINDINGS AND CONCLUSIONS

Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positions long experienced in public service They are Assistant City Managers George Keller Mel Standley and Contract Compliance Manager Paul Bassa r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work

1 The Inspector Generals report focused on events associated with one vendor and one type of service provision - that of temporary help during a particular time frame However it would be not be in the spirit of the City Managers direction to comment only on the narrow chain of administrative actions which led to the procurement failures upon which the IG focused In fact this case alone is not really the primary issue the City faces Rather the greater value to the City is a review of the broader circumstances the organizational culture and wider background which resulted in the failures described in the Inspector Generals report Only in that way can a prescription be considered for overall improvement The specific activities detailed in the IG report are a symptom of larger issues Those larger issues constitute the greater scope of the review by the HR Doctor Inc and the larger concern of the City Manager

2 The lack of adherence to procurement regulations rules and ordinance and the lack of earlier recognition of the problem are important However the context and factors which contributed to the situation are of even greater significance because they apply to many other areas of administration If not dealt with comprehensively and in a relatively brief time frame notwithstanding their

3

complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur

3 This Reviewer found no evidence to suggest that what happened in the procurement of temporary services in this case was the result of criminal misconduct Had this not been the case this Reviewer as well as I am sure the IG would have taken the steps to share the matter with appropriate law enforcement agencies such as the State Attorneys Office for its consideration By teleconference the supervisor of the investigation confirmed that no such referrals were made by the Inspector Generals Office which supports the conclusion that there was also insufficient information to believe that criminal misconduct was involved in the IGs view

4 What happened in this situation is the direct result of a cascading series of unprecedented pressures and actions the City was required to take in the prior couple of years The City found itself in a state of extraordinary financial distress born of actions taken in a variety of political and administrative arenas over time - factors well beyond the scope of this report What happened nonetheless was an extraordinary declaration of financial urgency Those actions resulted in the reduction of many positions in a short period of time and considerable labor unrest most especially in law enforcement The departure of employees with literally centuries of public service experience in the City in a short time and a turnover of top management positions also occurred In fact the core of top decision-makers involved in the IG report event who were present in the years 2012 through 2014 are no longer in the City service These include the City Manager Assistant City Manager more than one Police Chief and the Director of Human Resources This departure of top administrators contributed to a knowledge vacuum and a sense of leadership insecurity which compounded the situation

5 Most of the persons interviewed expressed overall frustration that many of the central services policies and practices in the city are outdated and have not been systematically and aggressively reviewed and updated in many years At least one policy void particularly relevant to activities described in the Inspector Generals report is the absence of a clear Whistleblower Protection protocol The general policy weaknesses create frustration in the user community especially in the face of major operational needs The frustration is derived from insufficient investment and direction to the central services over the long term It is the central services after all which enable or disable the success of operating departments such as Police Fire-Rescue Public Works and Utilities The central service organizations include Procurement Financial Services Human Resources Information Technology Budget and Risk Management These core functions require ongoing management support and accountability if they are to be at their best when circumstances in the City government such as financial emergency or a natural disaster are at their worst The turnover in central

4

service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement

6 This author notes that it is one of the weaknesses of the Inspector General process that it merely reviews particular transactions without conveying a sense of understanding and appreciation for the larger background issues which are important contributors to a particular circumstance While it is certainly beyond the scope of an IG report to offer recommendations for overall improvement the narrow focus can ironically add to elected and appointed official frustrations

7 The extraordinary financial situation of the City combined with administrative policies and practices which are not up-to-date compounded the very legitimate and extremely time sensitive problem of vacancies in critical Police Department positions There are no departments in any city or county government with greater potential for huge liability when processes and people are not effectively managed than Police Fire-Rescue and as recent water treatment failures in Michigan highlight Public Utilities In the case of the Police Department extraordinary numbers of sworn Police Officers and other employees left the City Many did so based on their eligibility to retire Clearly frustration at the state of affairs in the City caused tremendous frustration as evidenced by the labor relations situation and lack of confidence in City leadership at the time

8 Another factor is the generally high turnover financial urgency notwithstanding in both the sworn and the civilian areas of law enforcement principally 911 Emergency Dispatchers Such turnover and the very significant training and supervision needs for new employees in these areas created a situation in which public safety was directly and seriously threatened Vacancies in these areas not only threaten public safety - the city governments core function - but also created a poor work environment for others in the organization The concept of constant staffing or minimum staffing governs how operations such as Police Fire-Rescue and Utilities operate That is it takes various minimum levels of staffing to keep a rescue vehicle in service for example It takes a minimum complement of staff to operate a 911 Dispatch Center or a minimum number of Certified Treatment Plant Operators in Utilities When a vacancy occurs or even a temporary absence occurs due to illness or vacation the operation will immediately have to require overtime work by other employees This is rarely a significant problem when an organization staffing level is set to recognize this inherent need However when the number of approved positions is too small or remains static for years while population growth and service demands increase the result can be a constant barrage of overtime mandates This places increasingly serious and ongoing stress on staff members This in turn creates harm both in terms of family dysfunction and in terms of fueling a desire to leave the organization

9 In the case of Hollywoods 911 Dispatch service at that time the entire situation was further compounded by the failure of County government to effectively take

5

over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a need for rapid action to provide staffing support Such a need places major burdens on central service areas in particular Procurement and Human Resources to meet user needs in an emergency The Inspector Generals report itself recognizes as legitimate and urgent the staffing situation which led to the use of temporary personnel as described in this report This Reviewer certainly concurs with that finding and goes on to note that these needs could have and should have been anticipated and controlled for That was not done - a circumstance which also contributed to the cascading problems that occurred

1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be organizational pride at the level where people work every day This can contribute to a healthy morale building and mutually supportive environment However it can also lead to a situation in which the displayed loyalty may foster defensiveness and reduced accountability for an overall City need When policies in central services are old when training is ineffective and when no specific chain of accountability is present and understood by all statements will emerge such as what happened was not our fault We only did what this or that other department called for I assumed that other people had checked transactions for rule compliance etc

11 This kind of loyalty displacement is compounded when administrative practices are not kept up-to-date adequate training is not provided in a compelling ongoing and accountable way and when top leadership changes occur repeatedly There must be a continuous reinforcement by the elected officials and the appointed leaders reporting to the City Manager of a mandate for unity An appreciation that the employer fundamentally is the City government as a whole must be reinforced and that no employee is to be allowed to walk by something wrong Rather employees are to be individually accountable to take steps to verify procedural compliance They are to have the courage and the responsibility to act when they question whether behavior or performance might be improved The organizational culture must include a strong appreciation that the organizations overall needs must be supported and that leaders sincerely want suggestions for improvement

6

12 The Civil Service system of the City of Hollywood is a rather classic model enshrining the principles put in place to combat the spoils system in the federal system in 1885 The intentions are honorable and very appropriate to the maintenance of a City service in which appointments result from competitive jobshyrelated and public recruitment and testing processes Even though the Civil Service Ordinance was reviewed in 2010 the core elements were reflected two generations ago in the 1970s They contain rules regulations and procedures which are restrictive and process oriented as much or more than they are outcome oriented

13 Civil Service practices predate union representation of local government employees However today the City workforce contains nearly 1500 full time employees of which less than about one hundred are unrepresented (ie less than seven percent) Therefore the large majority of employees are covered under the provisions of collective bargaining agreements which supersede the Civil Service Rules in key matters such as vested rights and disciplinary appeals These agreements also establish an array of procedural rights and safeguards against management capriciousness in personnel actions These include provisions for binding and compulsory review of terminations demotions and suspensions on appeal by outside third-party decision-makers It is also not unusual for collective bargaining agreements to contain restrictions on appointment decisions by management - formerly the exclusive and core component along with disciplinary action of Civil Service These changes and overlapping coverages developed over decades create precedents time constraints and restrictions on management flexibility especially regarding the employment of top executives

14 The extent of Civil Service property rights for senior management positions coverage can result in significant restrictions on the ability of the City Manager to take effective disciplinary or corrective action In Hollywood Civil Service coverage extends to employees below the rank of department head The result is that the ability of the City Manager to shape a top management team can be significantly and adversely affected In modern public and private business administration there is a critical need for a leadership team responsive to innovation and the overall management direction and philosophy of the top elected and appointed executives Around the country there are efforts underway to review the less than responsive and timely portions of Civil Service to better balance the need for such flexibility with the traditional safeguards provided by the system Hollywood would be well served by undertaking such a rebalancing review

15 In a system where restrictions and safeguards are out of balance with the needs for flexible and timely actions the result is management reluctance or inability in many cases to take the actions necessary to improve efficiency flexibility innovation and positive public service attitudes Though only a minority of employees may consistently perform or behave weakly nonetheless

7

managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to ensure the most competent possible workforce If performance evaluations job descriptions and personnel files generally do not reflect written and on-going efforts to document performance excellence weakness and corrective action even those top managers with property rights (ie those covered by Civil Service) can become less willing to take the risks associated with innovation Clients or customers become frustrated by what they regard as excessive delays and lack of responsiveness

16 The relatively recent hires of Department Heads in Information Technology Human Resources Fire-Rescue and Police are well regarded as signs and opportunities that progressive and positive changes can be made These rather new department heads will need active support and direction from the City Manager and encouragement from the City Commission to create and implement aggressive agendas and client focused practices Such support will help the other Directors create similar agendas and help the City Manager succeed in the development of an accountable team

17 The inertia and difficulty in instituting progressive change in performance or behavior is the result of a build up over years of circumstances in which precedents and rules can be confusing The ability to hold individuals especially managers directly and specifically accountable is exemplified by comments and opinions offered during interviews and suggested in what the Inspector Generals findings laid out They are exemplified by paraphrased interview comments such as the following

bull Departments operate separately bull There is a sense of frustration with centralized services bull Workarounds are needed to continue with operational work bull Procurement recommendations are based on practices that involve constant

delays and disagreements bull Recommendations may be based on best procurement practices but not on

whats best for making the operation successful bull There is a continuous uphill battle bull More willingness is needed to find common ground between operational

efficiency and process frustration with Finance involving budget and clarity in understanding how much money is available

bull Operational problems are compounded by personnel not willing to change and not solution driven

bull Operational departments more so than central services feel that there are tribes or silos

bull The priority should be on what operational functions are trying to accomplish bull More central functioning as a team is needed especially in the among the

centralized departments

8

bull There is a sense that Payroll Budget IT Procurement and HR systems are antiquated leading to workarounds and frustration

bull Procurement is regarded as a delaying culprit bull Some top managers feel that they do not have a sufficient say in the formulation

of their department budgets and that information needs fall on deaf ears bull There is considerable hope that the concept of an enterprise resource

management program (ERP) will benefit the City and assist in creating more united efforts

bull There is generally defensiveness among employees whose areas were mentioned in the Inspector General report The sense is that the report created an inaccurate impression with some individuals who regarded as insulting and misleading

All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance

It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The Citys ability to hold staff members accountable evaluate their performance take disciplinary corrective action and recognize and reward performance excellence is critical Those abilities need enhancing as a priority for the City Manager They need elected official support

RECOMMENDATIONS

1 Conduct an HR Diagnostic Review presided over by the Director of Human Resources The review constitutes a stakeholder staff Civil Service Commissioner and union process assessment The outcome will be a strategic blueprint for process improvement in the form of a report to the City Manager

2 As a result of the Diagnostic create a Human Resources Business Plan to assign specific How Many By When responsibility to implement the improvements identified in the Diagnostic The Plan would be led by the Director of Human Resources and would include both those projects general in nature for the City and those more specific to the HR needs of selected operational departments specifically including Police Fireshy

9

Rescue and Public Utilities The Plan would assign specific staff accountability for each project with completion dates and completion milestones There would then be monthly or quarterly progress reviews by the City Manager

3 Review and update all position descriptions not already encompassed within the current Compensation work being done by Evergreen Consulting Begin first with those in the Police Department This is a project which can be completed within six months and can be accomplished using internal resources While there are hundreds of positions in the City service most will fall within 10 or fewer job classifications such as Law Enforcement Officer and Firefighter

4 Add to every position description the essential function of effectively and positively representing the City in delivering and performing their work with colleagues and clients irrespective of gender race religion age disability political affiliation or belief or sexual orientation In other words clearly establish the attitudes and behaviors reflected above as essential elements of every City position

5 Add to every position description the essential function of maintaining effective and professional relationships with work colleagues supervisors and managers

6 Select those City policies which are associated with the identification mitigation and control of liabilities and launch a project for the rapid upgrading and modernizing of each of those policies The highest priority would go to the installation of policies such as Whistleblower Protection and use of Social Media which do not currently exist Next would follow the updating of those existing policies associated with liabilities such as bullying sexual-harassment unlawful discrimination workplace violence and effective colleague relationships

7 In the case of a Whistleblower Protection policy the City should consider using an outside receiver for intake of Whistleblower allegations of wrong doing This would permit an initial assessment of the nature of the allegations outside of the chain of command followed by appropriate referral for followup The result would likely be a greater sense of confidence for persons who in good faith feel that something needs addressing within the organization

8 Add as a heavily weighted criterion for all promotions the criteria of actively supporting teamwork organization-wide unity and effective collegial relationships Create behavioral assessment questions accordingly

10

9 Add as a significant performance evaluation criterion in all evaluations the assessment of an individuals commitment performance and behavior in actively supporting organization-wide team unity and effective collegial relationships

10 Develop and implement in the Civil Service selection process during initial hiring behavioral challenges to assess the degree to which a candidate demonstrates a commitment to teamwork and positive interpersonal cooperation This could take the form of a focused video scenario-based process similar to the commonly used law enforcement selection tool Behavioral Personnel Assessment Device (BPAD) It could be developed within the Department with involvement by Law Enforcement Officers

11 The grievance procedures in all bargaining units should be amended to include a new step Advisory Opinion of the Director of Human Resources This step would provide that the Director might agree at any step in the process at the request of either party or on her own motion to offer a written or non-written non-binding opinion as to any aspect of the grievance This could include suggestions for mediation or at a minimum offer another viewpoint on the subject The Advisory Opinion would not carry with it specific timeframes nor would it replace any of the decision-makers authority and responsibility in the procedures It would however provide a tool which the City and the employees would find valuable in the future for problem resolution Adding the step of course would follow reviewing the matter with unions involved

12 Prepare a draft of an amended discipline article for the collective bargaining agreements under which a written reprimand would no longer be subject to binding and compulsory arbitration The Amendment would provide in other words that the City Managers decision would be final Appeals could not be further filed to binding and compulsory outside arbitration This draft recognizes that a written reprimand does not result in the loss of property and is therefore not constitutionally protected as a vested right It would recognize that despite this change aggrieved employees who feel that discipline decisions or counseling ~omments are based on unlawful discrimination or retaliation still have other appeal opportunities on that specific basis This draft policy should be shared in writing with the union presidents in advance of collective bargaining and aggressively pursued by the City during upcoming negotiations It is likely that the unions would appreciate the importance of such a streamlining of the disciplinary procedure and would recognize that in and of itself fears that the change would result in a flood of reprimands are unfounded The Police agreement does not provide for appeals when observable behavior results in a written notice Therefore the foregoing recommendation would not apply to the Police bargaining unit

11

13 Consider the out-stationing of a current Police Officer position already working on human resources matters such as background investigations or Internal Affairs to be physically located in a private office in the Human Resources Department There would be career development benefits for the Officer team building communications improvement for both departments and additional security readily available for both HR and Risk ManagementLabor Relations The Chief and the Director of Human Resources should have no problem in coordinating workflow or resolving assignment conflicts by joint communications The work is being done already anyway The out-stationed location would only create additional benefits

14 The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candidates can be facilitated via recommendations from graduate programs at local universities such as those involving Public Administration Criminal Justice Human Resources or other relevant academic programs This can also be a tool in the Citys workforce diversity efforts while also enhancing the capacity of the Human Resources Department to manage multiple management issues concurrently Assignment of two Graduate Interns for a period not exceeding one year would be a catalyst in driving some of the recommendations in this report It would also provide some needed relief for the Director of Human Resources to devote the necessary time to actively lead strategic progress

15 Performance evaluation criteria should be augmented to include a section on Representation of the City and the Department This section would assess an employees behavior and performance over the prior year in relation to whether or not it reflected positively within and outside of City Government Every staff member represents the City as well as their Departments As such they have a responsibility to be taken more seriously than ever before to engage in interpersonal skills reflecting in a positive manner on their individual professionalism

16 The work of top leaders in a dynamic City government such as a Police or Fire-Rescue Chief and a Director of Human Resources involves a very substantial amount of time spent in the management of Human Resources issues Often these can be of higher liability than those which might arise in other City departments For example arguably the day-toshy

12

day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assistant City Managers fulfill most of that need especially with regard to Police and Fire command staff counseling However a coach for other leaders would be a valuable asset to have in place

SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE

17 Part of an executive development program can be what amounts to an Internal Fellowship in which a newly promoted Manager gets assigned to work as a Special Assistant to the City Manager or an Assistant City Manager for a period such as three to six months This would allow for example a newly promoted executive in the Police Department to play an important role in the overall City budget process in Collective Bargaining with a non-law enforcement bargaining unit or to assist in a high-priority policy matter determined by the City Manager At the end of the Fellowship period the individual would return to their new role in their home Department with a greater appreciation than ever before about the larger issues facing executive leaders in the City

18 The Civil Service Ordinance should be amended to increase the number of positions exempt from Civil Service coverage Employees in such exempt positions would then serve at will Serving at will means that these employees may be disciplined or even terminated for any reason or no reason as long as the actions do not occur because of illegal reasons Current rules are too restrictive for the city to be as flexible as it needs to be in developing accountable and responsive executive staff Division Directors support staff in the City Managers Office as well as those in the City Attorneys Office and Labor Relations and Risk Management areas are appropriate candidates for at will service Current incumbents who enjoy property rights may not have those rights stripped away involuntarily as long as the incumbents are employed However they may voluntarily waive such rights in trade for some quid

13

pro quos such as additional benefits In the absence of such voluntary exemption attrition should be used so that future incumbents in selected positions would be hired as at will employees

19 A predictive staffing study should be conducted in departments utilizing a constant staffing structure - typically Police Fire-Rescue and Water and Wastewater Treatment Plant operations The study would make reasonable estimates based primarily on length of service and employee surveys to determine the likely extent and timing of future vacancies From that information the city can prepare in advance to have vacancies filled immediately upon turnover if not before Civil Service eligibility lists can be maintained for immediate use without having to begin recruitments from scratch The staffing needs in the Police Department were major contributing factors to the issues addressed in the Inspector Generals report Predictive staffing actions can reduce the likelihood that that critical situations will happen again

20 As a corollary to predictive staffing the City should consider over staffing in selected areas of the workforce with short-term temporary employees drawn off Civil Service eligible lists These employees would transition immediately into the regular workforce and be given credit for their temporary service as part of their probationary periods The result can be a cadre of employees already trained and ready to assume the regular workforce duties of the positions There will always be some number of vacancies in a city or county workforce as large as Hollywoods These vacancies may be funded in the budget such that hiring some additional Police Officers or Firefighters beyond the allocated limits in the budget might be funded with the salaries of vacant positions providing offsets Currently in conservatively funded constant staffing operations if a vacancy occurs due for example to long-term absences such as illness the staffing void must be filled at a rate of time and a half by overtime mandates This does nothing to prepare new employees to immediately step in as vacancies occur

21 The Civil Service rules currently operate on the basis of a narrow rule of three In this selection rule the Department Director acting for the City Manager is limited to no more than the top three candidates presented from civil service eligible lists In a system where the filling of vacancies may take considerable time or eligible lists may be many months old a rule of three is too limiting Broader certification rules such as a rule of five or a rule of the rank would offer more needed flexibility without sacrificing civil service principles

22 The Citys Information Technology (IT) function is an area often needing particular candidate expertise not generally available within classical Civil Service recruiting methods New projects such as the organization-wide

14

Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside over a facilitated focus group of top users and current IT staffs to prioritize projects identify needs and resources and prepare an IT Business Plan for review by the City Manager Likewise in this reviewers opinion being familiar with the installation of new large IT activities overlaid on existing staff requirements adding a graduate intern as an at will employee for one year would provide a new resource to the IT Director to more rapidly implement the programs he will be asked to bring to fruition This would be in addition to whatever staffing or consultant resources are brought to bear for the Enterprise Resource System

23 The City uses the procurement process to solicit a variety of benefit contracts often amended annually for health insurance dental life and other products These represent significant expenditures and cover all full-time employees their dependents and retirees In the face of complex and changing insurance rules deadlines engagements with insurance companies and much more a special expertise is required to look after the City of Hollywoods best interests Monitoring utilization developing innovations and cost containment strategies and being able to negotiate aggressively with insurance providers is best managed by outside expertise engaged by the City Currently the procurement elements of this process are managed by the Human Resources Director - along with_her many other responsibilities - not to mention the process improvements called for in this report The City should use professional procurement practices to select a consultantbroker to represent the City The result can be a tighter control on a very significant area of cost and administration This should be done well in advance of the expiration of benefit contracts in the year to come

24 This Reviewer urges the City to be especially wary of vendor promises with regard to the implementation of an expensive organization-wide enterprise resource program Vendors may make what have previously been called piecrust promises - easily made easily broken The vendor support team may well experience staff turnover Resources will be shifted to other clients The estimated time and cost of system installation may stretch well past the budgeted and anticipated costs originally proposed Aggressive steps under the leadership of the IT director in terms of milestones required of vendors performance penalties built into contracts as well as performance rewards should be considered and implemented If this vigorous enforcement approach does not happen and this large-scale IT project is managed in a way similar to the management of temporary needs reported by the IG the stage will be set

15

for another perhaps even more costly organizational problem in the future

25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential services are the ultimate responsibility of every manager With regard to the core area of Procurement however the job description for the Procurement Manager is clear in its requirements that it is this employee who is responsible for the management and oversight of contracts or particular department services Regardless of the past practices and exigencies of staffing needs in 2013 and 2014 this fundamental element of the Procurement responsibility was not met

Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement professional with years of experience Leadership direction

middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in a better position to determine the future reporting relationships for this important function

26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots administration and finance as well as HR and other central services should convene a stakeholder summit to bring out these concerns and address them The primary outcome would be budget

16

process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process

27 Direct payment vouchers related to any procurement and contractorvendor remuneration should be reviewed by and signed off directly by the Contract Compliance Manager This is especially true in what would be his broader role if the recommendation to place Procurement under his management were implemented In reviewing a sampling of such vouchers for temporary services during the IG report period it was noted that many did not have Department Head signatures Even the Procurement Office itself used such services although the clear focus was on the activities in Police

28 Meeting any staffing need through a temporary services company should require a specific review and sign off by the Director of Human Resources She would be asked to attest to the fact that HR is not capable of meeting the needs presented by the operating department and to explain why this need cannot be met through City procedures and practices In the case of what might be an ongoing need the Director would be required to explain whether actions can be instituted to change that scenario so that an ongoing use of temporary help from an outside vendor can be reduced if not eliminated

29 Finally this Reviewer notes that recommendations to the City Manager concerning the prospects of disciplinary action were part of this engagement Those recommendations will following consultation with the City Manager be presented as a verbal briefing to him so that his ability to respond to organizational needs is not compromised unduly in the very sensitive areas of staff relations

No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and managed assertively formally and consistently by their managers If the warnings and corrective action opportunities do not change the weak behavior these employees should be demoted or terminated If such actions become necessary it will ironically not be the City which acts it will in reality be the employee him or herself who provokes the action

It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees - that they are the Citys

17

vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances

OVERALL IMPRESSION

The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading managers to feel that the systems in place could meet their needs With a strong past sense of inertia rather than innovation and process improvement factoring into what occurred the City is best and most constructively served by the City Manager acting aggressively to improve internal processes make the improvements more visible and make those now responsible for the Procurement and utilization of services more accountable He is well able to use his strong communications skills and sense of ethics to deliver clear messages of professional expectation and enforce those expectations going into the future

18

ATTACHMENT 2

ATTACHMENT 2

CITY of HOLLYWOOD FLORIDA Office of the City Manager

02600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045 Phone (95 4) 921 -3201 bull Fax (95-1) 921 -3314 deg wwwhullywoodflorg

Wazir A Ishmael PhD City Manager

March 18 2016

The Honorable Mayor Vice Mayor and Members of the City Commission

City of Hollywood Hollywood FL 33020

Mayor Vice Mayor and City Commissioners

This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016

We thank him for his services and wish him well in his future endeavors

Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller

Should you have any questions I am available at your convenience

Sincere I

DtJJ~tr A Ishmael Ciey(Janager

c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director

Our Mission Y l arc dcdic 11 t d lO proiding municip1 l scrvictS for our diverse co mrnuni ry in an atn1osphL rl of tOOperal ion courtesy and respect

Xie do 1h is hy ensu ri ng gtII who li ve work and pby in die C it) of l o ll )~VOoJ enjoy a high qnli l of lifo

hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood Florida 33020

Dr Ishmael

As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities

In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life

Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and capital improvements

Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices

I wish the City of Hollywood and the dedicated employees much luck with their future endeavors

Sincerely

faL--shyJocent Wasserman Director Procurement Services

ATTACHMENT 3

City of Hollywood Florida - Class Specification Bulletin Page 1of3

ATTACHMENT 3

Contract Compliance Officer Class Code

1138

Bargaining Unit Management CITY OF HOLLYWOOD FLORIDA Revision Date Apr 29 2015

SALARY RANGE

$3310 - $5296 Hourly $264809 - $423694 Biweekly

$6885030 - $11016048 Annually

JOB DESCRIPTION

This is advanced responsible professional and administrative work involving contract certification contract compliance and management for all vendors bidders and proposers conducting business with the City coordination of procurement activities and office and field monitoring Work involves providing managerial assistance to the Assistant City Manager for Finance and Administration in managing and monitoring contracts for compliance developing policies procedures rules and regulations for Citywide purchasing and coordinating the resolution of problems with vendors bidders and proposers

The incumbent exercises a considerable degree of independent judgment Employee is expected to make independent decisions in conformance with applicable laws rules and regulations governing the public purchase of commodities and services as well as standard public purchasing policies and procedures

EXAMPLES OF DUTIES

Reviews all City contracts for compliance and adherence to proper procedures including but not limited to confirmation of proper authority adherence to appropriate procurement procedures identification of time frames satisfaction of insurance requirements verification of available funding review of scope of services and notification of upcoming expiration

Assists in developing new and improved procedures concerning City purchasing activities Recommends corrective actions where applicable

Advises City departmentspersonnel on purchasing procedures to ensure proper compliance with Citys purchasing policies and procedures

Assists user departments in the informal competitive negotiated process for acquisition of professionalpersonal services

Reviews specifications from departments to procure goods and services of a complex andor technical nature

Monitors the evaluation andor negotiation process for acquisition of professionalpersonal services to ensure that proposals have been evaluated andor negotiated in accordance with solicitation document and city purchasing policies and procedures

Conducts preliminary investigations and make finding-of-fact reports on contractual bid disputes bid protests proposed debarment bidder non-responsibility and vendor nonshy

https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 2of3

performance

May represent the Director at various meetings within the city and the business community

Performs other job duties as assigned

THE REQUIREMENTS Required Possession of a Bachelors degree with major coursework in business or public administration or a related field

Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration

Be a Certified Professional Contracts Manager (CPCM )

Preferred Masters degree with major coursework in business or public administration or a related field

Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements

KNOWLEDGE SKILLS AND ABILITIES Extensive knowledge of principles practices and techniques of large scale government purchasing

Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing

Extensive knowledge of approved purchasing methods including recording buying inspection and shipping methods

Extensive knowledge of the techniques and requirements of specifications preparation

Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased

Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served

Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing

Some knowledge of insurance as it pertains to property liability and surety bonds

Considerable knowledge of Microsoft Word and Excel and the use of office equipment

Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to

httpsagencygovernmentjobscomhollywoodfldefaultcfmaction=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 3of3

other workers accurately and concisely

Skills in application of systems analysis techniques and procedures including consulting with users to determine hardware so~ware or system functional specifications

Ability to communicate effectively both orally and in writing

Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices

Ability to deal effectively with administrative officials and vendors

Ability to obtain and interpret market prices and trends and apply these to procurement problems

https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016

ATTACHMENT 4

ATTACHMENT 4

Jeane Carver-St Luce

From George Keller Sent Monday March 14 2016 328 PM To Chuck Ellis Clay Milan Eric Busenbarrick George Keller Gus Zambrano Jaye Epstein

Jeffrey Sheffel Lorie Mertens-Black Mel Standley Patricia Cerny Philip Sauer Raelin

Storey Raheem Seecharan Raquel Elejabarrieta Shiv Newaldass Steve Joseph Sylvia

Glazer Tammie Hechler Tomas Sanchez Tamikia Bacon Paul Bassar Cc Jeane Carver-St Luce Subject FW MCL Informational Email for Distribution

Importance High

At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations funding expenditures and Points of Contact Other helpful features will include executed copies of contract documents and invoice summaries

Two important take-away from this email

1 If you havent seen the fVICL demonstration please tune into the next City Commission meeting

2 Preliminary planning for a iVICL anticipation go live date--on or about 442016

middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed

middotmiddot Identify and maintain copies of all your award documents and invoices

bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files

The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines

After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support

George

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Master Contract List (MCL)

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Agenda

o What is the MCL

D MCL Data

D Demonstration of an Electronic Contract File

o MCL Next Steps v 0 v

o Questions

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What is the MCL bull Summary

o An electronic standardized comprehensive Management Tool-A One Stop Shop For all stakeholders who have a role with contract administration

o Useful real time information such as automatic daily countdowns of days for contracts and insurance expirations funding expenditures and Points of Contact

o Executed copies of contract documents and invoice bullsummaries

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MCL-Next Steps

bull Implementation o The MCL is a priority initiative

bull Continue gatheringupdating all contractual information bull Establishing POCs permission rights

o Coordinating with Financial Services Department in obtaining all invoices

o Working with the Procurement Division with keeping contractual documents updated

o Training Administrative Personnel who will have a procurement role

bull Execution After the City Commission presentation and feedback final developmenttraining sessions-anticipating a go live date April 2016

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ATTACHMENT 5

ATTACHMENT 5

George Keller

From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde

Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney

Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra

Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris

Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz

Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel

Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie

Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran Holycross

Cc Paul Bassar Directors Subject Master Contract List Training

Good Afternoon

The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times

bull Thursday May 26 at lOOpm 200pm 300pm bull Tuesday May 31 at 900am lOOOam l lOOam lOOpm 200pm 300pm bull Wednesday June 1 at 900am lOOOam 11 OOam bull Thursday June 2 at 900am lOOOam l lOOam lOOpm 200pm 300pm

Please let me know what suits you best also the training will be held at room 303

Thank you

Maryury Collier Administrative Specialist II City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 PO Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MColl ierholl ywoodflorg C 11 middot o f ~

H~QQQ Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record

Jeane Carver-St Luce

From Maryury Collier Sent Monday May 02 2016 1024 AM To Administrative Assistant II Cc Directors Paul Bassar Subject Training for the Master Contract List

Good Day

As some ofyou may be aware the City will be implementing an Electronic Contract File- AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed

For your convenience we will be having one h our training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule- Not later than Thursday (552016)

Friday May 6 from 330pm to 430pm

Monday May 9 at 900am to lOOOam bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam

Thank you

Maryury Collier Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 P 0 Box 229045 Hollywood FL 33020 Offi ce 954-921-3221 E-mail MCollierhollywoodflorq Cbullty of ~

H L WOOD t i O~IOA

Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mai l may be subject to disclosure as a matter of public record

ATTACHMENT 6

ATTACHMENT 6City ojJfoywootf PCoritfa DPV

DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT

Date 5252016 Pay to Vendor No Amount of Payment

Name Account No Address Separate Check Requested D City Invoice Number StateZip

Explanation of Payment

Date

Date

Date

Date

Contract InfoNumber Contract Expiration Date

Item Budget Item Description Line Item

l SubscriotionDuesMemberships Fees 2 Postage MeterStamps 3 Host Account Reimbursements 4 LicensesPermitsCertificates 5 Court CostOther Govt AgencvTaxes 6 Real Estate Closing - Attach Stmt 7 Advertising - attach tearsheet 8 Education CoursesSeminars 9 EducationReimbursementsBooks 10 RecordsSlidesFilmsGov Publication 11 Deferred ComoBank Pavments 12 MedicalVeterinarv Pavments 13 Insurance Premiums 14 Grant Disbursements 15 UtilitiesDump Fees 16 Refunds 17 CourierFreight 18 Pettv Cash Reimbursement 19 Other Professional Services 20 Soecial EventsRecr Performances 21 Temoorarv Emolovment Services 22 MealParkinQNiileaQe (1 dav tri-countv)

Unit Quantity

Originated by Dept Head Printed Name

DeptDiv Dept Head Signature

Procurement TypeDoc ---------------- Procurement Appr _

Finance Approval __________ Date Budget Approval

City Commission or City Manager Action Resolution

Unit Price

Total

ExtensionTotal

$000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000

Original Contract Amount Total This Invoice

Amendments Adjustment Total Previous Invoices

Total Contract Amount Total to Date --------------shy

City Manager Signature (if required)

Distribution List Finance Procurement Services Depmtment Copy dpv (rev3l02015)

APPENDIXB

Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073 (954) 895-2949 matthewlal la32 7 5comcastnet

March 11 2016

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022

Dear Wazir

Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016

I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors

~~ Matthew Lalla

cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources

  • Structure Bookmarks
    • BROWARD OFFICE OF THE INSPECTOR GENERAL
    • To and Members City of Hollywood C
    • From John W Scott Inspector General
    • Date June 6 2016
    • Subject Status Report-OIG Final Report Re Misconduct and Gross Mismanagement by the City ofHollywood in the Procurement of Temporary Employment Services Ref OIG 14-027
    • On March 2 2014 the Broward Office of the Inspector General (OIG) issued a final report finding that City of Hollywood officials violated numerous city ordinances policies and procedures to pay approximately $1 million for the services of temporary employees (temps) Specifically we found that the officials
    • At the conclusion of the report the OIG acknowledged the initial remedial steps taken by the city but recommended additional action including-given the potential for further abuse of the DPV payment method-a full audit of DPV payments
    • John W Scol1 Inspector General One North University Drive Suite 11 1 bull Planlalion Florida 33324 bull (954) 357-7873 bull Fax (954) 357-7857 4) 357-TIPS
    • As requested City Administrator Wazir Ishmael has now provided the OIG a status report with attachments which is attached as Appendix A The city states that it s senior management team has communicated publicly and individually that the inappropriate actions that occurred in the past were clearly wrong and unacceptable The city has now implemented numerous protocols and procedures in response to the OIGs investigation Of particular significance the city has created and implemented a contract com
    • The city has also restructured the Procurement Division and reformed oversight of the procurement process The finance director and procurement director overseeing the activities discussed in the final report have since resigned from the city Former Procurement Director Joel Wasserman s resignation is attached at Appendix A and former Finance Director Matthew Lallas resignation is attached as Appendix B The city also provided a repo1i it commissioned from a human resources specialist in response to the
    • However the city failed to address our recommendation that the DPV payments be audited in light of the significant misuse of the mechanism and the corresponding vulnerability to fraud waste and abuse Accordingly the OIG requests that we be provided a supplemental status report within 90 days or by September 5 2016 regarding a DPV audit
    • Attachment
    • cc Wazir Ishmael City Administrator
    • From To Cc
    • Subject Date Attachments
    • MaY Johns InsoectorGeneral Wazir Ishmael City of Hollywoods 90 Day Progress Report Regarding TransHire Tuesday May 31 2016 42804 PM 05 31 16 Letter to Inspector Scott re TransHire 90 Day Progress Reportpdf
    • 05 31 16 Letter to Inspector Scott Attachment lpdf 05 31 16 Letter to Inspector Scott Attachment 2pdf 05 31 16 Letter to Inspector Scott Attachment 3pdf 05 31 16 Letter to Inspector Scott Attachment 4pdf 05 31 16 Letter to Inspector Scott Attachment 5pdf 05 31 16 Letter to Inspector Scott Attachment 6pdf
    • Good afternoon Inspector General shy
    • The City Manager asked that I forward you the City of Hollywoods 90 day progress report that you requested in your final report regarding TransHire
    • Thank you Dr Wazir Ishmael City Manager
    • Executive Assistant City of Hollywood Office of the City Manager 2600 Hollywood Blvd Suite 419
    • PO Box 229045 Hollywood FL 33022-9045 Office 954-921-3201 E-mail
    • fjj
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Office of the City Manager
    • 2600 Hollywood Blvd bull PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (954) 92 1-33 14 bull rg
    • Wazir A Ishmael PhD City Manager
    • SENT VIA EMAIL amp US MAIL
    • May 31 2016
    • Mr John W Scott Inspector General Broward Office of the Inspector General
    • One North University Drive Suite 111 Plantation FL 3324
    • Re Broward Office of the Inspector General Report on Transhire 90 Day Progress Report
    • Dear Mr Scott
    • Please accept this response from the City of Hollywood as the 90 Day Progress Report that you requested in your final report on the above matter First let me assure you that your information findings and recommendations have been fully received acknowledged and communicated widely throughout the City staff Secondly I have discussed the serious nature of the issues identified directly with the Mayor City Commission senior management team staff and members of the public reinforcing that those inap
    • Finally we have collectively implemented and followed a broad spectrum of improvements actions resources training and policies to continue forward the lessons learned in progress of the organization The initiatives we have undertaken exist at the policy level and administrative oversight as well as day to day operations The below information describes those steps in more detail along with the attached documentation and the derived benefit for each Your contribution to stimulating these improveme
    • Our Mission Ve are dedicmcd to providing municipal services for our diverse community in an atmosphere ofcooperation courtesy and respect Yc do this by ensuring all who live work and play in the City of Hollywood enjoy a high quality of life
    • An Equa l Opportunity a nd Serv i ce Provide r Ag e nc y
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2
    • 1 Heightened Awareness Expectations and Standards of Performance
    • The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures
    • 2 Services of an External Consulting Professional (Attachment 1)
    • The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many
    • 3 Organizational Modifications and Reform (Attachment 2)
    • The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have be
    • 4 Human Resources Policy Review and Reform
    • Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced
    • 5 WorkflowBusiness Policies and Procedures Modifications
    • The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3
    • The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions
    • 10 Direct Payment Voucher Procedural Modifications (Attachment 6)
    • The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4
    • The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter
    • Attachments
    • c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors
    • ATTACHMENT 1
    • ATTACHMENT 1
    • PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737
    • Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045
    • March 3 2016
    • Dear Messrs Keller and Standley
    • The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one
    • The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues
    • The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not
    • Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement
    • Sincerely
    • Phil Rosenberg President The HR Doctorreg Inc 954 816-4 737
    • attachment
    • Phil Rosenberg President PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737 On
    • March 3 2016
    • IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES
    • BACKGROUND
    • The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in t
    • With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whet
    • City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in th
    • 1
    • The Inspector Generals report is being taken very seriously by the City It is a call to
    • action and catalyst to go beyond the limited and narrow scope of the report in the
    • interest of making broader administrative improvements
    • As part of the response to the report the City engaged the services of The HR Doctor
    • Inc on January 19 2016 to investigate the background of what occurred and offer
    • opinions and recommendations The deliverable in this situation is the presentation of
    • a written report to the City Manager within 30 calendar days of the date of the approval
    • of the engagement (ie January 19 2016) to address the following issues
    • The HR Doctor Inc was authorized and directed by the City Manager to also provide a
    • broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processe
    • METHODOLOGY
    • The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information
    • 2
    • The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employee
    • To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot
    • FINDINGS AND CONCLUSIONS
    • Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positio
    • r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work
    • 3
    • complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur
    • 4
    • service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement
    • 5
    • over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a n
    • 1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be org
    • 6
    • 7
    • managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to
    • ensure the most competent possible workforce If performance evaluations job
    • descriptions and personnel files generally do not reflect written and on-going
    • efforts to document performance excellence weakness and corrective action
    • even those top managers with property rights (ie those covered by Civil
    • Service) can become less willing to take the risks associated with innovation
    • Clients or customers become frustrated by what they regard as excessive
    • delays and lack of responsiveness
    • 8
    • All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance
    • It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The City
    • RECOMMENDATIONS
    • 9
    • Rescue and Public Utilities The Plan would assign specific staff
    • accountability for each project with completion dates and completion
    • milestones There would then be monthly or quarterly progress reviews
    • by the City Manager
    • 10
    • 11
    • 14The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candi
    • 12
    • day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assis
    • SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING
    • PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION
    • THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS
    • SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE
    • ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK
    • ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR
    • THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY
    • CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE
    • 13
    • pro quos such as additional benefits In the absence of such voluntary
    • exemption attrition should be used so that future incumbents in selected
    • positions would be hired as at will employees
    • 14
    • Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside
    • over a facilitated focus group of top users and current IT staffs to
    • prioritize projects identify needs and resources and prepare an IT
    • Business Plan for review by the City Manager Likewise in this reviewers
    • opinion being familiar with the installation of new large IT activities
    • overlaid on existing staff requirements adding a graduate intern as an at
    • will employee for one year would provide a new resource to the IT
    • Director to more rapidly implement the programs he will be asked to bring
    • to fruition This would be in addition to whatever staffing or consultant
    • resources are brought to bear for the Enterprise Resource System
    • 15
    • for another perhaps even more costly organizational problem in the
    • future
    • 25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential s
    • Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement pr
    • middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in
    • 26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots adm
    • 16
    • process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process
    • No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and mana
    • It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees -that they are the Citys
    • 17
    • vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances
    • The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading manager
    • 18
    • ATTACHMENT 2
    • ATTACHMENT 2
    • CITY of HOLLYWOOD FLORIDA
    • Office of the City Manager
    • 0
    • 2600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (95-1) 921-3314 deg
    • Wazir A Ishmael PhD City Manager
    • March 18 2016
    • The Honorable Mayor Vice Mayor
    • and Members of the City Commission City of Hollywood Hollywood FL 33020
    • Mayor Vice Mayor and City Commissioners
    • This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016
    • We thank him for his services and wish him well in his future endeavors
    • Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller
    • Should you have any questions I am available at your convenience
    • Sincere I
    • Dt~tr A Ishmael Ciey(Janager
    • c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director
    • Our Mission Yl arc dcdic 11td lO proiding municip1l scrvictS for our diverse co mrnuniry in an atn1osphLrl of tOOperalion courtesy and respect
    • Xie do 1his hy ensu ring gtII who live work and pby in die Cit) of loll)~VOoJ enjoy a high qnlil oflifo
    • hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y
    • Dr Wazir Ishmael
    • City Manager City of Hollywood
    • 2600 Hollywood Blvd
    • Hollywood Florida 33020
    • Dr Ishmael
    • As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities
    • In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life
    • Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and cap
    • Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices
    • I wish the City of Hollywood and the dedicated employees much luck with their future endeavors
    • Sincerely
    • Jocent Wasserman Director Procurement Services
    • ATTACHMENT 3
    • City of Hollywood Florida -Class Specification Bulletin Page 1of3 ATTACHMENT 3
    • https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016
    • performance
    • May represent the Director at various meetings within the city and the business community
    • Performs other job duties as assigned
    • Required Possession of a Bachelors degree with major coursework in business or public
    • administration or a related field
    • Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration
    • Be a Certified Professional Contracts Manager (CPCM )
    • Preferred Masters degree with major coursework in business or public administration or a related field
    • Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements
    • Extensive knowledge of principles practices and techniques of large scale government purchasing
    • Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing
    • Extensive knowledge of approved purchasing methods including
    • recording buying inspection and shipping methods
    • Extensive knowledge of the techniques and requirements of specifications preparation
    • Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased
    • Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served
    • Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing
    • Some knowledge of insurance as it pertains to property liability and surety bonds
    • Considerable knowledge of Microsoft Word and Excel and the use of office equipment
    • Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to
    • 5252016
    • City of Hollywood Florida -Class Specification Bulletin Page 3of3
    • other workers accurately and concisely Skills in application of systems analysis techniques and
    • procedures including consulting with users to determine hardware so~ware or system functional specifications
    • Ability to communicate effectively both orally and in writing
    • Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices
    • Ability to deal effectively with administrative officials and vendors
    • Ability to obtain and interpret market prices and trends and apply these to procurement problems
    • https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016
    • ATTACHMENT 4
    • ATTACHMENT 4
    • Jeane Carver-St Luce
    • At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations fun
    • Two important take-away from this email
    • middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed
    • middotmiddot Identify and maintain copies of all your award documents and invoices
    • bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files
    • The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines
    • After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support
    • George
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    • FLORIDA
    • Master Contract List (MCL)
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    • ATTACHMENT 5
    • ATTACHMENT 5
    • George Keller
    • From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde
    • Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice
    • Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris
    • Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick
    • Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz
    • Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel
    • Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie
    • Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran
    • Holycross
    • Cc Paul Bassar Directors Subject Master Contract List Training
    • Good Afternoon
    • The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times
    • Please let me know what suits you best also the training will be held at room 303
    • Thank you
    • Maryury Collier
    • Administrative Specialist II
    • City of Hollywood
    • Financial Services
    • 2600 Hollywood Blvd Suite 303
    • PO Box 229045 Hollywood FL 33020 Office 954-921-3221
    • C 11 middot of ~
    • H~QQQ
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Jeane Carver-St Luce
    • Good Day
    • As some ofyou may be aware the City will be implementing an Electronic Contract File-AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed
    • For your convenience we will be having one hour training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule-Not later than Thursday (552016)
    • Friday May 6 from 330pm to 430pm Monday May 9 at 900am to lOOOam
    • bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam
    • Thank you
    • Maryury Collier
    • Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303
    • P 0 Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MCollierhollywoodflorq
    • Cbullty of ~
    • H L WOOD
    • t i O~IOA
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • ATTACHMENT 6
    • ATTACHMENT 6
    • City ojJfoywootf PCoritfa
    • DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT
    • Date Date Date Date Contract InfoNumber Contract Expiration Date
    • Original Contract Amount Total This Invoice
    • Amendments Adjustment Total Previous Invoices
    • APPENDIXB
    • Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073
    • (954) 895-2949 matthewlalla3
    • March 11 2016
    • Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022
    • Dear Wazir
    • Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016
    • I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors
    • ~~
    • Matthew Lalla
    • cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources
Page 6: BROWARD OFFICE OF THE INSPECTOR GENERAL€¦ · Broward Office of the Inspector General Page 2 . 1. Heightened Awareness, Expectations and Standards of Performance . The senior management

May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2

1 Heightened Awareness Expectations and Standards of Performance

The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures

2 Services of an External Consulting Professional (Attachment 1)

The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many of which have already been implemented others continuing into the future

3 Organizational Modifications and Reform (Attachment 2)

The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have been addressed and implemented

4 Human Resources Policy Review and Reform

Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced

5 WorkflowBusiness Policies and Procedures Modifications

The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations

May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3

6 Creation and Implementation of a Contract Compliance Officer Position (Attachment 3)

A new Contract Compliance Officer position has been created funded filled and implemented The individual already operating in this position is a senior procurement professional with extensive experience with the US State Department US Army and government contracting This is the same individual and position described above who is directly supervising the Procurement Division under its current reporting structure to the City Managers Office In addition this position serves to review and authorize all procurement and contracting actions in the City assist in the development of RFPsRFQsRLls contract negotiations and the development of a citywide management tool Master Contract List

7 Creation and Implementation of a Master Contract List (Attachment 4)

Prior to the current administration and timeframe a central repository and data base for all contractsagreements for goods and services in the City did not exist Therefore current complete and accurate data by which responsible City staff were managing those transactions did not exist A thorough interactive and data rich Master Contract List has been developed identifying essential data for more than 600 current contracts in the City Final training on the use of this management tool is being completed and full implementation is scheduled in the next 30 days All City staff will be required to utilize the MCL as the standard source and tool used for contract administration

8 Increased Training for Procurement Contract Administration (Attachment 5)

In-house training and workshop sessions are continuing to be conducted by Citys Budget Procurement Contract Compliance and City Managers Office staff on budget development and implementation procurement procedures and contract administration Working relationships communication and cooperation between key staff members throughout the City have been modified and strengthen to centralize and improve internal services

9 Purchase Order and Blanket Purchase Order Procedural Modifications

The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions

10 Direct Payment Voucher Procedural Modifications (Attachment 6)

The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints

May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4

The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter

Attachments

c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors

ATTACHMENT 1

ATTACHMENT 1

PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195

Phone 954 816-4737 Fax 352 821-4737 On the Web wwwhrdrnet Email philrosenbergearthlinknet

Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045

March 3 2016

Dear Messrs Keller and Standley

The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one

The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues

1 Was the conduct of any of the persons mentioned by the Inspector General who report through the City Managers chain of command and are still employed by the City of Hollywood sufficient to support disciplinary action

2 If so what factors should the City Manager consider in determining the level of such action

3 To what degree was an organizational culture present in the City of Hollywood which may have given rise to or supported the inappropriate actions which occurred

4 To what degree might the Citys personnel policies and practices have been contributing factors

5 In response to opinions to be rendered by The HR Doctor Inc in each of the foregoing areas what recommendations should be considered to prevent or mitigate risks of subsequent failures of the types presented in the Inspector Generals report

The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not

designed to provide ideas to strengthen the organization against future liabilities as are these recommendations This broader background of the context of the situation led to wide-ranging recommendations for improvement These recommendations can be implemented in a rather short timeframe at relatively low cost and primarily with internal resources

Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement

Sincerely

Phil Rosenberg President The HR Doctorreg Inc philrosenbergearthlinknet 954 816-4 737

attachment

2

Phil Rosenberg President PO Box 268 Weirsdale FL 32195

Phone 954 816-4737 Fax 352 821-4737 On the Web wwwhrdrnet Email philrosenbergearthlinknet

March 3 2016

IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES

BACKGROUND

The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in this case Fiscal Year 2014 ) The report concludes that these services were procured in an improper manner in relation to the Citys procurement ordinance rules and policies

With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whether there was evidence of criminal misconduct grounds for disciplinary action or how City Administration might better seNe the City Commission and by extension the citizens of Hollywood by improved practices

City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in the past and to seek out and implement progressive change

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The Inspector Generals report is being taken very seriously by the City It is a call to action and catalyst to go beyond the limited and narrow scope of the report in the interest of making broader administrative improvements

As part of the response to the report the City engaged the services of The HR Doctor Inc on January 19 2016 to investigate the background of what occurred and offer opinions and recommendations The deliverable in this situation is the presentation of a written report to the City Manager within 30 calendar days of the date of the approval of the engagement (ie January 19 2016) to address the following issues

1 Was the conduct of any of the persons mentioned by the Inspector General who report through the City Managers chain of command and are still employed by the City of Hollywood sufficient to support disciplinary action

2 If so what factors should the City Manager consider in determining the level of such action

3 To what degree was an organizational culture present in the City of Hollywood which may have given rise to or supported the inappropriate actions which occurred

4 To what degree might the Citys personnel policies and practices have been contributing factors

5 In response to opinions to be rendered by The HR Doctor Inc in each of the foregoing areas what recommendations should be considered to prevent or mitigate risks of subsequent failures of the types presented in the Inspector Generals report

The HR Doctor Inc was authorized and directed by the City Manager to also provide a broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processes better in the future than they were in this 2014 case

METHODOLOGY

The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information

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The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employees were interviewed

To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot

FINDINGS AND CONCLUSIONS

Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positions long experienced in public service They are Assistant City Managers George Keller Mel Standley and Contract Compliance Manager Paul Bassa r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work

1 The Inspector Generals report focused on events associated with one vendor and one type of service provision - that of temporary help during a particular time frame However it would be not be in the spirit of the City Managers direction to comment only on the narrow chain of administrative actions which led to the procurement failures upon which the IG focused In fact this case alone is not really the primary issue the City faces Rather the greater value to the City is a review of the broader circumstances the organizational culture and wider background which resulted in the failures described in the Inspector Generals report Only in that way can a prescription be considered for overall improvement The specific activities detailed in the IG report are a symptom of larger issues Those larger issues constitute the greater scope of the review by the HR Doctor Inc and the larger concern of the City Manager

2 The lack of adherence to procurement regulations rules and ordinance and the lack of earlier recognition of the problem are important However the context and factors which contributed to the situation are of even greater significance because they apply to many other areas of administration If not dealt with comprehensively and in a relatively brief time frame notwithstanding their

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complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur

3 This Reviewer found no evidence to suggest that what happened in the procurement of temporary services in this case was the result of criminal misconduct Had this not been the case this Reviewer as well as I am sure the IG would have taken the steps to share the matter with appropriate law enforcement agencies such as the State Attorneys Office for its consideration By teleconference the supervisor of the investigation confirmed that no such referrals were made by the Inspector Generals Office which supports the conclusion that there was also insufficient information to believe that criminal misconduct was involved in the IGs view

4 What happened in this situation is the direct result of a cascading series of unprecedented pressures and actions the City was required to take in the prior couple of years The City found itself in a state of extraordinary financial distress born of actions taken in a variety of political and administrative arenas over time - factors well beyond the scope of this report What happened nonetheless was an extraordinary declaration of financial urgency Those actions resulted in the reduction of many positions in a short period of time and considerable labor unrest most especially in law enforcement The departure of employees with literally centuries of public service experience in the City in a short time and a turnover of top management positions also occurred In fact the core of top decision-makers involved in the IG report event who were present in the years 2012 through 2014 are no longer in the City service These include the City Manager Assistant City Manager more than one Police Chief and the Director of Human Resources This departure of top administrators contributed to a knowledge vacuum and a sense of leadership insecurity which compounded the situation

5 Most of the persons interviewed expressed overall frustration that many of the central services policies and practices in the city are outdated and have not been systematically and aggressively reviewed and updated in many years At least one policy void particularly relevant to activities described in the Inspector Generals report is the absence of a clear Whistleblower Protection protocol The general policy weaknesses create frustration in the user community especially in the face of major operational needs The frustration is derived from insufficient investment and direction to the central services over the long term It is the central services after all which enable or disable the success of operating departments such as Police Fire-Rescue Public Works and Utilities The central service organizations include Procurement Financial Services Human Resources Information Technology Budget and Risk Management These core functions require ongoing management support and accountability if they are to be at their best when circumstances in the City government such as financial emergency or a natural disaster are at their worst The turnover in central

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service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement

6 This author notes that it is one of the weaknesses of the Inspector General process that it merely reviews particular transactions without conveying a sense of understanding and appreciation for the larger background issues which are important contributors to a particular circumstance While it is certainly beyond the scope of an IG report to offer recommendations for overall improvement the narrow focus can ironically add to elected and appointed official frustrations

7 The extraordinary financial situation of the City combined with administrative policies and practices which are not up-to-date compounded the very legitimate and extremely time sensitive problem of vacancies in critical Police Department positions There are no departments in any city or county government with greater potential for huge liability when processes and people are not effectively managed than Police Fire-Rescue and as recent water treatment failures in Michigan highlight Public Utilities In the case of the Police Department extraordinary numbers of sworn Police Officers and other employees left the City Many did so based on their eligibility to retire Clearly frustration at the state of affairs in the City caused tremendous frustration as evidenced by the labor relations situation and lack of confidence in City leadership at the time

8 Another factor is the generally high turnover financial urgency notwithstanding in both the sworn and the civilian areas of law enforcement principally 911 Emergency Dispatchers Such turnover and the very significant training and supervision needs for new employees in these areas created a situation in which public safety was directly and seriously threatened Vacancies in these areas not only threaten public safety - the city governments core function - but also created a poor work environment for others in the organization The concept of constant staffing or minimum staffing governs how operations such as Police Fire-Rescue and Utilities operate That is it takes various minimum levels of staffing to keep a rescue vehicle in service for example It takes a minimum complement of staff to operate a 911 Dispatch Center or a minimum number of Certified Treatment Plant Operators in Utilities When a vacancy occurs or even a temporary absence occurs due to illness or vacation the operation will immediately have to require overtime work by other employees This is rarely a significant problem when an organization staffing level is set to recognize this inherent need However when the number of approved positions is too small or remains static for years while population growth and service demands increase the result can be a constant barrage of overtime mandates This places increasingly serious and ongoing stress on staff members This in turn creates harm both in terms of family dysfunction and in terms of fueling a desire to leave the organization

9 In the case of Hollywoods 911 Dispatch service at that time the entire situation was further compounded by the failure of County government to effectively take

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over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a need for rapid action to provide staffing support Such a need places major burdens on central service areas in particular Procurement and Human Resources to meet user needs in an emergency The Inspector Generals report itself recognizes as legitimate and urgent the staffing situation which led to the use of temporary personnel as described in this report This Reviewer certainly concurs with that finding and goes on to note that these needs could have and should have been anticipated and controlled for That was not done - a circumstance which also contributed to the cascading problems that occurred

1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be organizational pride at the level where people work every day This can contribute to a healthy morale building and mutually supportive environment However it can also lead to a situation in which the displayed loyalty may foster defensiveness and reduced accountability for an overall City need When policies in central services are old when training is ineffective and when no specific chain of accountability is present and understood by all statements will emerge such as what happened was not our fault We only did what this or that other department called for I assumed that other people had checked transactions for rule compliance etc

11 This kind of loyalty displacement is compounded when administrative practices are not kept up-to-date adequate training is not provided in a compelling ongoing and accountable way and when top leadership changes occur repeatedly There must be a continuous reinforcement by the elected officials and the appointed leaders reporting to the City Manager of a mandate for unity An appreciation that the employer fundamentally is the City government as a whole must be reinforced and that no employee is to be allowed to walk by something wrong Rather employees are to be individually accountable to take steps to verify procedural compliance They are to have the courage and the responsibility to act when they question whether behavior or performance might be improved The organizational culture must include a strong appreciation that the organizations overall needs must be supported and that leaders sincerely want suggestions for improvement

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12 The Civil Service system of the City of Hollywood is a rather classic model enshrining the principles put in place to combat the spoils system in the federal system in 1885 The intentions are honorable and very appropriate to the maintenance of a City service in which appointments result from competitive jobshyrelated and public recruitment and testing processes Even though the Civil Service Ordinance was reviewed in 2010 the core elements were reflected two generations ago in the 1970s They contain rules regulations and procedures which are restrictive and process oriented as much or more than they are outcome oriented

13 Civil Service practices predate union representation of local government employees However today the City workforce contains nearly 1500 full time employees of which less than about one hundred are unrepresented (ie less than seven percent) Therefore the large majority of employees are covered under the provisions of collective bargaining agreements which supersede the Civil Service Rules in key matters such as vested rights and disciplinary appeals These agreements also establish an array of procedural rights and safeguards against management capriciousness in personnel actions These include provisions for binding and compulsory review of terminations demotions and suspensions on appeal by outside third-party decision-makers It is also not unusual for collective bargaining agreements to contain restrictions on appointment decisions by management - formerly the exclusive and core component along with disciplinary action of Civil Service These changes and overlapping coverages developed over decades create precedents time constraints and restrictions on management flexibility especially regarding the employment of top executives

14 The extent of Civil Service property rights for senior management positions coverage can result in significant restrictions on the ability of the City Manager to take effective disciplinary or corrective action In Hollywood Civil Service coverage extends to employees below the rank of department head The result is that the ability of the City Manager to shape a top management team can be significantly and adversely affected In modern public and private business administration there is a critical need for a leadership team responsive to innovation and the overall management direction and philosophy of the top elected and appointed executives Around the country there are efforts underway to review the less than responsive and timely portions of Civil Service to better balance the need for such flexibility with the traditional safeguards provided by the system Hollywood would be well served by undertaking such a rebalancing review

15 In a system where restrictions and safeguards are out of balance with the needs for flexible and timely actions the result is management reluctance or inability in many cases to take the actions necessary to improve efficiency flexibility innovation and positive public service attitudes Though only a minority of employees may consistently perform or behave weakly nonetheless

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managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to ensure the most competent possible workforce If performance evaluations job descriptions and personnel files generally do not reflect written and on-going efforts to document performance excellence weakness and corrective action even those top managers with property rights (ie those covered by Civil Service) can become less willing to take the risks associated with innovation Clients or customers become frustrated by what they regard as excessive delays and lack of responsiveness

16 The relatively recent hires of Department Heads in Information Technology Human Resources Fire-Rescue and Police are well regarded as signs and opportunities that progressive and positive changes can be made These rather new department heads will need active support and direction from the City Manager and encouragement from the City Commission to create and implement aggressive agendas and client focused practices Such support will help the other Directors create similar agendas and help the City Manager succeed in the development of an accountable team

17 The inertia and difficulty in instituting progressive change in performance or behavior is the result of a build up over years of circumstances in which precedents and rules can be confusing The ability to hold individuals especially managers directly and specifically accountable is exemplified by comments and opinions offered during interviews and suggested in what the Inspector Generals findings laid out They are exemplified by paraphrased interview comments such as the following

bull Departments operate separately bull There is a sense of frustration with centralized services bull Workarounds are needed to continue with operational work bull Procurement recommendations are based on practices that involve constant

delays and disagreements bull Recommendations may be based on best procurement practices but not on

whats best for making the operation successful bull There is a continuous uphill battle bull More willingness is needed to find common ground between operational

efficiency and process frustration with Finance involving budget and clarity in understanding how much money is available

bull Operational problems are compounded by personnel not willing to change and not solution driven

bull Operational departments more so than central services feel that there are tribes or silos

bull The priority should be on what operational functions are trying to accomplish bull More central functioning as a team is needed especially in the among the

centralized departments

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bull There is a sense that Payroll Budget IT Procurement and HR systems are antiquated leading to workarounds and frustration

bull Procurement is regarded as a delaying culprit bull Some top managers feel that they do not have a sufficient say in the formulation

of their department budgets and that information needs fall on deaf ears bull There is considerable hope that the concept of an enterprise resource

management program (ERP) will benefit the City and assist in creating more united efforts

bull There is generally defensiveness among employees whose areas were mentioned in the Inspector General report The sense is that the report created an inaccurate impression with some individuals who regarded as insulting and misleading

All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance

It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The Citys ability to hold staff members accountable evaluate their performance take disciplinary corrective action and recognize and reward performance excellence is critical Those abilities need enhancing as a priority for the City Manager They need elected official support

RECOMMENDATIONS

1 Conduct an HR Diagnostic Review presided over by the Director of Human Resources The review constitutes a stakeholder staff Civil Service Commissioner and union process assessment The outcome will be a strategic blueprint for process improvement in the form of a report to the City Manager

2 As a result of the Diagnostic create a Human Resources Business Plan to assign specific How Many By When responsibility to implement the improvements identified in the Diagnostic The Plan would be led by the Director of Human Resources and would include both those projects general in nature for the City and those more specific to the HR needs of selected operational departments specifically including Police Fireshy

9

Rescue and Public Utilities The Plan would assign specific staff accountability for each project with completion dates and completion milestones There would then be monthly or quarterly progress reviews by the City Manager

3 Review and update all position descriptions not already encompassed within the current Compensation work being done by Evergreen Consulting Begin first with those in the Police Department This is a project which can be completed within six months and can be accomplished using internal resources While there are hundreds of positions in the City service most will fall within 10 or fewer job classifications such as Law Enforcement Officer and Firefighter

4 Add to every position description the essential function of effectively and positively representing the City in delivering and performing their work with colleagues and clients irrespective of gender race religion age disability political affiliation or belief or sexual orientation In other words clearly establish the attitudes and behaviors reflected above as essential elements of every City position

5 Add to every position description the essential function of maintaining effective and professional relationships with work colleagues supervisors and managers

6 Select those City policies which are associated with the identification mitigation and control of liabilities and launch a project for the rapid upgrading and modernizing of each of those policies The highest priority would go to the installation of policies such as Whistleblower Protection and use of Social Media which do not currently exist Next would follow the updating of those existing policies associated with liabilities such as bullying sexual-harassment unlawful discrimination workplace violence and effective colleague relationships

7 In the case of a Whistleblower Protection policy the City should consider using an outside receiver for intake of Whistleblower allegations of wrong doing This would permit an initial assessment of the nature of the allegations outside of the chain of command followed by appropriate referral for followup The result would likely be a greater sense of confidence for persons who in good faith feel that something needs addressing within the organization

8 Add as a heavily weighted criterion for all promotions the criteria of actively supporting teamwork organization-wide unity and effective collegial relationships Create behavioral assessment questions accordingly

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9 Add as a significant performance evaluation criterion in all evaluations the assessment of an individuals commitment performance and behavior in actively supporting organization-wide team unity and effective collegial relationships

10 Develop and implement in the Civil Service selection process during initial hiring behavioral challenges to assess the degree to which a candidate demonstrates a commitment to teamwork and positive interpersonal cooperation This could take the form of a focused video scenario-based process similar to the commonly used law enforcement selection tool Behavioral Personnel Assessment Device (BPAD) It could be developed within the Department with involvement by Law Enforcement Officers

11 The grievance procedures in all bargaining units should be amended to include a new step Advisory Opinion of the Director of Human Resources This step would provide that the Director might agree at any step in the process at the request of either party or on her own motion to offer a written or non-written non-binding opinion as to any aspect of the grievance This could include suggestions for mediation or at a minimum offer another viewpoint on the subject The Advisory Opinion would not carry with it specific timeframes nor would it replace any of the decision-makers authority and responsibility in the procedures It would however provide a tool which the City and the employees would find valuable in the future for problem resolution Adding the step of course would follow reviewing the matter with unions involved

12 Prepare a draft of an amended discipline article for the collective bargaining agreements under which a written reprimand would no longer be subject to binding and compulsory arbitration The Amendment would provide in other words that the City Managers decision would be final Appeals could not be further filed to binding and compulsory outside arbitration This draft recognizes that a written reprimand does not result in the loss of property and is therefore not constitutionally protected as a vested right It would recognize that despite this change aggrieved employees who feel that discipline decisions or counseling ~omments are based on unlawful discrimination or retaliation still have other appeal opportunities on that specific basis This draft policy should be shared in writing with the union presidents in advance of collective bargaining and aggressively pursued by the City during upcoming negotiations It is likely that the unions would appreciate the importance of such a streamlining of the disciplinary procedure and would recognize that in and of itself fears that the change would result in a flood of reprimands are unfounded The Police agreement does not provide for appeals when observable behavior results in a written notice Therefore the foregoing recommendation would not apply to the Police bargaining unit

11

13 Consider the out-stationing of a current Police Officer position already working on human resources matters such as background investigations or Internal Affairs to be physically located in a private office in the Human Resources Department There would be career development benefits for the Officer team building communications improvement for both departments and additional security readily available for both HR and Risk ManagementLabor Relations The Chief and the Director of Human Resources should have no problem in coordinating workflow or resolving assignment conflicts by joint communications The work is being done already anyway The out-stationed location would only create additional benefits

14 The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candidates can be facilitated via recommendations from graduate programs at local universities such as those involving Public Administration Criminal Justice Human Resources or other relevant academic programs This can also be a tool in the Citys workforce diversity efforts while also enhancing the capacity of the Human Resources Department to manage multiple management issues concurrently Assignment of two Graduate Interns for a period not exceeding one year would be a catalyst in driving some of the recommendations in this report It would also provide some needed relief for the Director of Human Resources to devote the necessary time to actively lead strategic progress

15 Performance evaluation criteria should be augmented to include a section on Representation of the City and the Department This section would assess an employees behavior and performance over the prior year in relation to whether or not it reflected positively within and outside of City Government Every staff member represents the City as well as their Departments As such they have a responsibility to be taken more seriously than ever before to engage in interpersonal skills reflecting in a positive manner on their individual professionalism

16 The work of top leaders in a dynamic City government such as a Police or Fire-Rescue Chief and a Director of Human Resources involves a very substantial amount of time spent in the management of Human Resources issues Often these can be of higher liability than those which might arise in other City departments For example arguably the day-toshy

12

day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assistant City Managers fulfill most of that need especially with regard to Police and Fire command staff counseling However a coach for other leaders would be a valuable asset to have in place

SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE

17 Part of an executive development program can be what amounts to an Internal Fellowship in which a newly promoted Manager gets assigned to work as a Special Assistant to the City Manager or an Assistant City Manager for a period such as three to six months This would allow for example a newly promoted executive in the Police Department to play an important role in the overall City budget process in Collective Bargaining with a non-law enforcement bargaining unit or to assist in a high-priority policy matter determined by the City Manager At the end of the Fellowship period the individual would return to their new role in their home Department with a greater appreciation than ever before about the larger issues facing executive leaders in the City

18 The Civil Service Ordinance should be amended to increase the number of positions exempt from Civil Service coverage Employees in such exempt positions would then serve at will Serving at will means that these employees may be disciplined or even terminated for any reason or no reason as long as the actions do not occur because of illegal reasons Current rules are too restrictive for the city to be as flexible as it needs to be in developing accountable and responsive executive staff Division Directors support staff in the City Managers Office as well as those in the City Attorneys Office and Labor Relations and Risk Management areas are appropriate candidates for at will service Current incumbents who enjoy property rights may not have those rights stripped away involuntarily as long as the incumbents are employed However they may voluntarily waive such rights in trade for some quid

13

pro quos such as additional benefits In the absence of such voluntary exemption attrition should be used so that future incumbents in selected positions would be hired as at will employees

19 A predictive staffing study should be conducted in departments utilizing a constant staffing structure - typically Police Fire-Rescue and Water and Wastewater Treatment Plant operations The study would make reasonable estimates based primarily on length of service and employee surveys to determine the likely extent and timing of future vacancies From that information the city can prepare in advance to have vacancies filled immediately upon turnover if not before Civil Service eligibility lists can be maintained for immediate use without having to begin recruitments from scratch The staffing needs in the Police Department were major contributing factors to the issues addressed in the Inspector Generals report Predictive staffing actions can reduce the likelihood that that critical situations will happen again

20 As a corollary to predictive staffing the City should consider over staffing in selected areas of the workforce with short-term temporary employees drawn off Civil Service eligible lists These employees would transition immediately into the regular workforce and be given credit for their temporary service as part of their probationary periods The result can be a cadre of employees already trained and ready to assume the regular workforce duties of the positions There will always be some number of vacancies in a city or county workforce as large as Hollywoods These vacancies may be funded in the budget such that hiring some additional Police Officers or Firefighters beyond the allocated limits in the budget might be funded with the salaries of vacant positions providing offsets Currently in conservatively funded constant staffing operations if a vacancy occurs due for example to long-term absences such as illness the staffing void must be filled at a rate of time and a half by overtime mandates This does nothing to prepare new employees to immediately step in as vacancies occur

21 The Civil Service rules currently operate on the basis of a narrow rule of three In this selection rule the Department Director acting for the City Manager is limited to no more than the top three candidates presented from civil service eligible lists In a system where the filling of vacancies may take considerable time or eligible lists may be many months old a rule of three is too limiting Broader certification rules such as a rule of five or a rule of the rank would offer more needed flexibility without sacrificing civil service principles

22 The Citys Information Technology (IT) function is an area often needing particular candidate expertise not generally available within classical Civil Service recruiting methods New projects such as the organization-wide

14

Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside over a facilitated focus group of top users and current IT staffs to prioritize projects identify needs and resources and prepare an IT Business Plan for review by the City Manager Likewise in this reviewers opinion being familiar with the installation of new large IT activities overlaid on existing staff requirements adding a graduate intern as an at will employee for one year would provide a new resource to the IT Director to more rapidly implement the programs he will be asked to bring to fruition This would be in addition to whatever staffing or consultant resources are brought to bear for the Enterprise Resource System

23 The City uses the procurement process to solicit a variety of benefit contracts often amended annually for health insurance dental life and other products These represent significant expenditures and cover all full-time employees their dependents and retirees In the face of complex and changing insurance rules deadlines engagements with insurance companies and much more a special expertise is required to look after the City of Hollywoods best interests Monitoring utilization developing innovations and cost containment strategies and being able to negotiate aggressively with insurance providers is best managed by outside expertise engaged by the City Currently the procurement elements of this process are managed by the Human Resources Director - along with_her many other responsibilities - not to mention the process improvements called for in this report The City should use professional procurement practices to select a consultantbroker to represent the City The result can be a tighter control on a very significant area of cost and administration This should be done well in advance of the expiration of benefit contracts in the year to come

24 This Reviewer urges the City to be especially wary of vendor promises with regard to the implementation of an expensive organization-wide enterprise resource program Vendors may make what have previously been called piecrust promises - easily made easily broken The vendor support team may well experience staff turnover Resources will be shifted to other clients The estimated time and cost of system installation may stretch well past the budgeted and anticipated costs originally proposed Aggressive steps under the leadership of the IT director in terms of milestones required of vendors performance penalties built into contracts as well as performance rewards should be considered and implemented If this vigorous enforcement approach does not happen and this large-scale IT project is managed in a way similar to the management of temporary needs reported by the IG the stage will be set

15

for another perhaps even more costly organizational problem in the future

25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential services are the ultimate responsibility of every manager With regard to the core area of Procurement however the job description for the Procurement Manager is clear in its requirements that it is this employee who is responsible for the management and oversight of contracts or particular department services Regardless of the past practices and exigencies of staffing needs in 2013 and 2014 this fundamental element of the Procurement responsibility was not met

Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement professional with years of experience Leadership direction

middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in a better position to determine the future reporting relationships for this important function

26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots administration and finance as well as HR and other central services should convene a stakeholder summit to bring out these concerns and address them The primary outcome would be budget

16

process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process

27 Direct payment vouchers related to any procurement and contractorvendor remuneration should be reviewed by and signed off directly by the Contract Compliance Manager This is especially true in what would be his broader role if the recommendation to place Procurement under his management were implemented In reviewing a sampling of such vouchers for temporary services during the IG report period it was noted that many did not have Department Head signatures Even the Procurement Office itself used such services although the clear focus was on the activities in Police

28 Meeting any staffing need through a temporary services company should require a specific review and sign off by the Director of Human Resources She would be asked to attest to the fact that HR is not capable of meeting the needs presented by the operating department and to explain why this need cannot be met through City procedures and practices In the case of what might be an ongoing need the Director would be required to explain whether actions can be instituted to change that scenario so that an ongoing use of temporary help from an outside vendor can be reduced if not eliminated

29 Finally this Reviewer notes that recommendations to the City Manager concerning the prospects of disciplinary action were part of this engagement Those recommendations will following consultation with the City Manager be presented as a verbal briefing to him so that his ability to respond to organizational needs is not compromised unduly in the very sensitive areas of staff relations

No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and managed assertively formally and consistently by their managers If the warnings and corrective action opportunities do not change the weak behavior these employees should be demoted or terminated If such actions become necessary it will ironically not be the City which acts it will in reality be the employee him or herself who provokes the action

It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees - that they are the Citys

17

vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances

OVERALL IMPRESSION

The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading managers to feel that the systems in place could meet their needs With a strong past sense of inertia rather than innovation and process improvement factoring into what occurred the City is best and most constructively served by the City Manager acting aggressively to improve internal processes make the improvements more visible and make those now responsible for the Procurement and utilization of services more accountable He is well able to use his strong communications skills and sense of ethics to deliver clear messages of professional expectation and enforce those expectations going into the future

18

ATTACHMENT 2

ATTACHMENT 2

CITY of HOLLYWOOD FLORIDA Office of the City Manager

02600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045 Phone (95 4) 921 -3201 bull Fax (95-1) 921 -3314 deg wwwhullywoodflorg

Wazir A Ishmael PhD City Manager

March 18 2016

The Honorable Mayor Vice Mayor and Members of the City Commission

City of Hollywood Hollywood FL 33020

Mayor Vice Mayor and City Commissioners

This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016

We thank him for his services and wish him well in his future endeavors

Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller

Should you have any questions I am available at your convenience

Sincere I

DtJJ~tr A Ishmael Ciey(Janager

c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director

Our Mission Y l arc dcdic 11 t d lO proiding municip1 l scrvictS for our diverse co mrnuni ry in an atn1osphL rl of tOOperal ion courtesy and respect

Xie do 1h is hy ensu ri ng gtII who li ve work and pby in die C it) of l o ll )~VOoJ enjoy a high qnli l of lifo

hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood Florida 33020

Dr Ishmael

As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities

In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life

Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and capital improvements

Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices

I wish the City of Hollywood and the dedicated employees much luck with their future endeavors

Sincerely

faL--shyJocent Wasserman Director Procurement Services

ATTACHMENT 3

City of Hollywood Florida - Class Specification Bulletin Page 1of3

ATTACHMENT 3

Contract Compliance Officer Class Code

1138

Bargaining Unit Management CITY OF HOLLYWOOD FLORIDA Revision Date Apr 29 2015

SALARY RANGE

$3310 - $5296 Hourly $264809 - $423694 Biweekly

$6885030 - $11016048 Annually

JOB DESCRIPTION

This is advanced responsible professional and administrative work involving contract certification contract compliance and management for all vendors bidders and proposers conducting business with the City coordination of procurement activities and office and field monitoring Work involves providing managerial assistance to the Assistant City Manager for Finance and Administration in managing and monitoring contracts for compliance developing policies procedures rules and regulations for Citywide purchasing and coordinating the resolution of problems with vendors bidders and proposers

The incumbent exercises a considerable degree of independent judgment Employee is expected to make independent decisions in conformance with applicable laws rules and regulations governing the public purchase of commodities and services as well as standard public purchasing policies and procedures

EXAMPLES OF DUTIES

Reviews all City contracts for compliance and adherence to proper procedures including but not limited to confirmation of proper authority adherence to appropriate procurement procedures identification of time frames satisfaction of insurance requirements verification of available funding review of scope of services and notification of upcoming expiration

Assists in developing new and improved procedures concerning City purchasing activities Recommends corrective actions where applicable

Advises City departmentspersonnel on purchasing procedures to ensure proper compliance with Citys purchasing policies and procedures

Assists user departments in the informal competitive negotiated process for acquisition of professionalpersonal services

Reviews specifications from departments to procure goods and services of a complex andor technical nature

Monitors the evaluation andor negotiation process for acquisition of professionalpersonal services to ensure that proposals have been evaluated andor negotiated in accordance with solicitation document and city purchasing policies and procedures

Conducts preliminary investigations and make finding-of-fact reports on contractual bid disputes bid protests proposed debarment bidder non-responsibility and vendor nonshy

https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 2of3

performance

May represent the Director at various meetings within the city and the business community

Performs other job duties as assigned

THE REQUIREMENTS Required Possession of a Bachelors degree with major coursework in business or public administration or a related field

Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration

Be a Certified Professional Contracts Manager (CPCM )

Preferred Masters degree with major coursework in business or public administration or a related field

Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements

KNOWLEDGE SKILLS AND ABILITIES Extensive knowledge of principles practices and techniques of large scale government purchasing

Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing

Extensive knowledge of approved purchasing methods including recording buying inspection and shipping methods

Extensive knowledge of the techniques and requirements of specifications preparation

Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased

Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served

Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing

Some knowledge of insurance as it pertains to property liability and surety bonds

Considerable knowledge of Microsoft Word and Excel and the use of office equipment

Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to

httpsagencygovernmentjobscomhollywoodfldefaultcfmaction=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 3of3

other workers accurately and concisely

Skills in application of systems analysis techniques and procedures including consulting with users to determine hardware so~ware or system functional specifications

Ability to communicate effectively both orally and in writing

Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices

Ability to deal effectively with administrative officials and vendors

Ability to obtain and interpret market prices and trends and apply these to procurement problems

https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016

ATTACHMENT 4

ATTACHMENT 4

Jeane Carver-St Luce

From George Keller Sent Monday March 14 2016 328 PM To Chuck Ellis Clay Milan Eric Busenbarrick George Keller Gus Zambrano Jaye Epstein

Jeffrey Sheffel Lorie Mertens-Black Mel Standley Patricia Cerny Philip Sauer Raelin

Storey Raheem Seecharan Raquel Elejabarrieta Shiv Newaldass Steve Joseph Sylvia

Glazer Tammie Hechler Tomas Sanchez Tamikia Bacon Paul Bassar Cc Jeane Carver-St Luce Subject FW MCL Informational Email for Distribution

Importance High

At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations funding expenditures and Points of Contact Other helpful features will include executed copies of contract documents and invoice summaries

Two important take-away from this email

1 If you havent seen the fVICL demonstration please tune into the next City Commission meeting

2 Preliminary planning for a iVICL anticipation go live date--on or about 442016

middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed

middotmiddot Identify and maintain copies of all your award documents and invoices

bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files

The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines

After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support

George

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Master Contract List (MCL)

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Agenda

o What is the MCL

D MCL Data

D Demonstration of an Electronic Contract File

o MCL Next Steps v 0 v

o Questions

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What is the MCL bull Summary

o An electronic standardized comprehensive Management Tool-A One Stop Shop For all stakeholders who have a role with contract administration

o Useful real time information such as automatic daily countdowns of days for contracts and insurance expirations funding expenditures and Points of Contact

o Executed copies of contract documents and invoice bullsummaries

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MCL-Next Steps

bull Implementation o The MCL is a priority initiative

bull Continue gatheringupdating all contractual information bull Establishing POCs permission rights

o Coordinating with Financial Services Department in obtaining all invoices

o Working with the Procurement Division with keeping contractual documents updated

o Training Administrative Personnel who will have a procurement role

bull Execution After the City Commission presentation and feedback final developmenttraining sessions-anticipating a go live date April 2016

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ATTACHMENT 5

ATTACHMENT 5

George Keller

From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde

Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney

Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra

Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris

Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz

Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel

Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie

Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran Holycross

Cc Paul Bassar Directors Subject Master Contract List Training

Good Afternoon

The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times

bull Thursday May 26 at lOOpm 200pm 300pm bull Tuesday May 31 at 900am lOOOam l lOOam lOOpm 200pm 300pm bull Wednesday June 1 at 900am lOOOam 11 OOam bull Thursday June 2 at 900am lOOOam l lOOam lOOpm 200pm 300pm

Please let me know what suits you best also the training will be held at room 303

Thank you

Maryury Collier Administrative Specialist II City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 PO Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MColl ierholl ywoodflorg C 11 middot o f ~

H~QQQ Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record

Jeane Carver-St Luce

From Maryury Collier Sent Monday May 02 2016 1024 AM To Administrative Assistant II Cc Directors Paul Bassar Subject Training for the Master Contract List

Good Day

As some ofyou may be aware the City will be implementing an Electronic Contract File- AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed

For your convenience we will be having one h our training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule- Not later than Thursday (552016)

Friday May 6 from 330pm to 430pm

Monday May 9 at 900am to lOOOam bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam

Thank you

Maryury Collier Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 P 0 Box 229045 Hollywood FL 33020 Offi ce 954-921-3221 E-mail MCollierhollywoodflorq Cbullty of ~

H L WOOD t i O~IOA

Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mai l may be subject to disclosure as a matter of public record

ATTACHMENT 6

ATTACHMENT 6City ojJfoywootf PCoritfa DPV

DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT

Date 5252016 Pay to Vendor No Amount of Payment

Name Account No Address Separate Check Requested D City Invoice Number StateZip

Explanation of Payment

Date

Date

Date

Date

Contract InfoNumber Contract Expiration Date

Item Budget Item Description Line Item

l SubscriotionDuesMemberships Fees 2 Postage MeterStamps 3 Host Account Reimbursements 4 LicensesPermitsCertificates 5 Court CostOther Govt AgencvTaxes 6 Real Estate Closing - Attach Stmt 7 Advertising - attach tearsheet 8 Education CoursesSeminars 9 EducationReimbursementsBooks 10 RecordsSlidesFilmsGov Publication 11 Deferred ComoBank Pavments 12 MedicalVeterinarv Pavments 13 Insurance Premiums 14 Grant Disbursements 15 UtilitiesDump Fees 16 Refunds 17 CourierFreight 18 Pettv Cash Reimbursement 19 Other Professional Services 20 Soecial EventsRecr Performances 21 Temoorarv Emolovment Services 22 MealParkinQNiileaQe (1 dav tri-countv)

Unit Quantity

Originated by Dept Head Printed Name

DeptDiv Dept Head Signature

Procurement TypeDoc ---------------- Procurement Appr _

Finance Approval __________ Date Budget Approval

City Commission or City Manager Action Resolution

Unit Price

Total

ExtensionTotal

$000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000

Original Contract Amount Total This Invoice

Amendments Adjustment Total Previous Invoices

Total Contract Amount Total to Date --------------shy

City Manager Signature (if required)

Distribution List Finance Procurement Services Depmtment Copy dpv (rev3l02015)

APPENDIXB

Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073 (954) 895-2949 matthewlal la32 7 5comcastnet

March 11 2016

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022

Dear Wazir

Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016

I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors

~~ Matthew Lalla

cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources

  • Structure Bookmarks
    • BROWARD OFFICE OF THE INSPECTOR GENERAL
    • To and Members City of Hollywood C
    • From John W Scott Inspector General
    • Date June 6 2016
    • Subject Status Report-OIG Final Report Re Misconduct and Gross Mismanagement by the City ofHollywood in the Procurement of Temporary Employment Services Ref OIG 14-027
    • On March 2 2014 the Broward Office of the Inspector General (OIG) issued a final report finding that City of Hollywood officials violated numerous city ordinances policies and procedures to pay approximately $1 million for the services of temporary employees (temps) Specifically we found that the officials
    • At the conclusion of the report the OIG acknowledged the initial remedial steps taken by the city but recommended additional action including-given the potential for further abuse of the DPV payment method-a full audit of DPV payments
    • John W Scol1 Inspector General One North University Drive Suite 11 1 bull Planlalion Florida 33324 bull (954) 357-7873 bull Fax (954) 357-7857 4) 357-TIPS
    • As requested City Administrator Wazir Ishmael has now provided the OIG a status report with attachments which is attached as Appendix A The city states that it s senior management team has communicated publicly and individually that the inappropriate actions that occurred in the past were clearly wrong and unacceptable The city has now implemented numerous protocols and procedures in response to the OIGs investigation Of particular significance the city has created and implemented a contract com
    • The city has also restructured the Procurement Division and reformed oversight of the procurement process The finance director and procurement director overseeing the activities discussed in the final report have since resigned from the city Former Procurement Director Joel Wasserman s resignation is attached at Appendix A and former Finance Director Matthew Lallas resignation is attached as Appendix B The city also provided a repo1i it commissioned from a human resources specialist in response to the
    • However the city failed to address our recommendation that the DPV payments be audited in light of the significant misuse of the mechanism and the corresponding vulnerability to fraud waste and abuse Accordingly the OIG requests that we be provided a supplemental status report within 90 days or by September 5 2016 regarding a DPV audit
    • Attachment
    • cc Wazir Ishmael City Administrator
    • From To Cc
    • Subject Date Attachments
    • MaY Johns InsoectorGeneral Wazir Ishmael City of Hollywoods 90 Day Progress Report Regarding TransHire Tuesday May 31 2016 42804 PM 05 31 16 Letter to Inspector Scott re TransHire 90 Day Progress Reportpdf
    • 05 31 16 Letter to Inspector Scott Attachment lpdf 05 31 16 Letter to Inspector Scott Attachment 2pdf 05 31 16 Letter to Inspector Scott Attachment 3pdf 05 31 16 Letter to Inspector Scott Attachment 4pdf 05 31 16 Letter to Inspector Scott Attachment 5pdf 05 31 16 Letter to Inspector Scott Attachment 6pdf
    • Good afternoon Inspector General shy
    • The City Manager asked that I forward you the City of Hollywoods 90 day progress report that you requested in your final report regarding TransHire
    • Thank you Dr Wazir Ishmael City Manager
    • Executive Assistant City of Hollywood Office of the City Manager 2600 Hollywood Blvd Suite 419
    • PO Box 229045 Hollywood FL 33022-9045 Office 954-921-3201 E-mail
    • fjj
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Office of the City Manager
    • 2600 Hollywood Blvd bull PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (954) 92 1-33 14 bull rg
    • Wazir A Ishmael PhD City Manager
    • SENT VIA EMAIL amp US MAIL
    • May 31 2016
    • Mr John W Scott Inspector General Broward Office of the Inspector General
    • One North University Drive Suite 111 Plantation FL 3324
    • Re Broward Office of the Inspector General Report on Transhire 90 Day Progress Report
    • Dear Mr Scott
    • Please accept this response from the City of Hollywood as the 90 Day Progress Report that you requested in your final report on the above matter First let me assure you that your information findings and recommendations have been fully received acknowledged and communicated widely throughout the City staff Secondly I have discussed the serious nature of the issues identified directly with the Mayor City Commission senior management team staff and members of the public reinforcing that those inap
    • Finally we have collectively implemented and followed a broad spectrum of improvements actions resources training and policies to continue forward the lessons learned in progress of the organization The initiatives we have undertaken exist at the policy level and administrative oversight as well as day to day operations The below information describes those steps in more detail along with the attached documentation and the derived benefit for each Your contribution to stimulating these improveme
    • Our Mission Ve are dedicmcd to providing municipal services for our diverse community in an atmosphere ofcooperation courtesy and respect Yc do this by ensuring all who live work and play in the City of Hollywood enjoy a high quality of life
    • An Equa l Opportunity a nd Serv i ce Provide r Ag e nc y
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2
    • 1 Heightened Awareness Expectations and Standards of Performance
    • The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures
    • 2 Services of an External Consulting Professional (Attachment 1)
    • The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many
    • 3 Organizational Modifications and Reform (Attachment 2)
    • The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have be
    • 4 Human Resources Policy Review and Reform
    • Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced
    • 5 WorkflowBusiness Policies and Procedures Modifications
    • The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3
    • The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions
    • 10 Direct Payment Voucher Procedural Modifications (Attachment 6)
    • The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4
    • The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter
    • Attachments
    • c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors
    • ATTACHMENT 1
    • ATTACHMENT 1
    • PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737
    • Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045
    • March 3 2016
    • Dear Messrs Keller and Standley
    • The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one
    • The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues
    • The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not
    • Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement
    • Sincerely
    • Phil Rosenberg President The HR Doctorreg Inc 954 816-4 737
    • attachment
    • Phil Rosenberg President PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737 On
    • March 3 2016
    • IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES
    • BACKGROUND
    • The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in t
    • With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whet
    • City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in th
    • 1
    • The Inspector Generals report is being taken very seriously by the City It is a call to
    • action and catalyst to go beyond the limited and narrow scope of the report in the
    • interest of making broader administrative improvements
    • As part of the response to the report the City engaged the services of The HR Doctor
    • Inc on January 19 2016 to investigate the background of what occurred and offer
    • opinions and recommendations The deliverable in this situation is the presentation of
    • a written report to the City Manager within 30 calendar days of the date of the approval
    • of the engagement (ie January 19 2016) to address the following issues
    • The HR Doctor Inc was authorized and directed by the City Manager to also provide a
    • broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processe
    • METHODOLOGY
    • The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information
    • 2
    • The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employee
    • To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot
    • FINDINGS AND CONCLUSIONS
    • Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positio
    • r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work
    • 3
    • complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur
    • 4
    • service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement
    • 5
    • over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a n
    • 1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be org
    • 6
    • 7
    • managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to
    • ensure the most competent possible workforce If performance evaluations job
    • descriptions and personnel files generally do not reflect written and on-going
    • efforts to document performance excellence weakness and corrective action
    • even those top managers with property rights (ie those covered by Civil
    • Service) can become less willing to take the risks associated with innovation
    • Clients or customers become frustrated by what they regard as excessive
    • delays and lack of responsiveness
    • 8
    • All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance
    • It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The City
    • RECOMMENDATIONS
    • 9
    • Rescue and Public Utilities The Plan would assign specific staff
    • accountability for each project with completion dates and completion
    • milestones There would then be monthly or quarterly progress reviews
    • by the City Manager
    • 10
    • 11
    • 14The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candi
    • 12
    • day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assis
    • SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING
    • PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION
    • THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS
    • SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE
    • ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK
    • ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR
    • THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY
    • CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE
    • 13
    • pro quos such as additional benefits In the absence of such voluntary
    • exemption attrition should be used so that future incumbents in selected
    • positions would be hired as at will employees
    • 14
    • Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside
    • over a facilitated focus group of top users and current IT staffs to
    • prioritize projects identify needs and resources and prepare an IT
    • Business Plan for review by the City Manager Likewise in this reviewers
    • opinion being familiar with the installation of new large IT activities
    • overlaid on existing staff requirements adding a graduate intern as an at
    • will employee for one year would provide a new resource to the IT
    • Director to more rapidly implement the programs he will be asked to bring
    • to fruition This would be in addition to whatever staffing or consultant
    • resources are brought to bear for the Enterprise Resource System
    • 15
    • for another perhaps even more costly organizational problem in the
    • future
    • 25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential s
    • Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement pr
    • middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in
    • 26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots adm
    • 16
    • process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process
    • No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and mana
    • It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees -that they are the Citys
    • 17
    • vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances
    • The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading manager
    • 18
    • ATTACHMENT 2
    • ATTACHMENT 2
    • CITY of HOLLYWOOD FLORIDA
    • Office of the City Manager
    • 0
    • 2600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (95-1) 921-3314 deg
    • Wazir A Ishmael PhD City Manager
    • March 18 2016
    • The Honorable Mayor Vice Mayor
    • and Members of the City Commission City of Hollywood Hollywood FL 33020
    • Mayor Vice Mayor and City Commissioners
    • This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016
    • We thank him for his services and wish him well in his future endeavors
    • Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller
    • Should you have any questions I am available at your convenience
    • Sincere I
    • Dt~tr A Ishmael Ciey(Janager
    • c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director
    • Our Mission Yl arc dcdic 11td lO proiding municip1l scrvictS for our diverse co mrnuniry in an atn1osphLrl of tOOperalion courtesy and respect
    • Xie do 1his hy ensu ring gtII who live work and pby in die Cit) of loll)~VOoJ enjoy a high qnlil oflifo
    • hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y
    • Dr Wazir Ishmael
    • City Manager City of Hollywood
    • 2600 Hollywood Blvd
    • Hollywood Florida 33020
    • Dr Ishmael
    • As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities
    • In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life
    • Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and cap
    • Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices
    • I wish the City of Hollywood and the dedicated employees much luck with their future endeavors
    • Sincerely
    • Jocent Wasserman Director Procurement Services
    • ATTACHMENT 3
    • City of Hollywood Florida -Class Specification Bulletin Page 1of3 ATTACHMENT 3
    • https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016
    • performance
    • May represent the Director at various meetings within the city and the business community
    • Performs other job duties as assigned
    • Required Possession of a Bachelors degree with major coursework in business or public
    • administration or a related field
    • Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration
    • Be a Certified Professional Contracts Manager (CPCM )
    • Preferred Masters degree with major coursework in business or public administration or a related field
    • Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements
    • Extensive knowledge of principles practices and techniques of large scale government purchasing
    • Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing
    • Extensive knowledge of approved purchasing methods including
    • recording buying inspection and shipping methods
    • Extensive knowledge of the techniques and requirements of specifications preparation
    • Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased
    • Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served
    • Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing
    • Some knowledge of insurance as it pertains to property liability and surety bonds
    • Considerable knowledge of Microsoft Word and Excel and the use of office equipment
    • Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to
    • 5252016
    • City of Hollywood Florida -Class Specification Bulletin Page 3of3
    • other workers accurately and concisely Skills in application of systems analysis techniques and
    • procedures including consulting with users to determine hardware so~ware or system functional specifications
    • Ability to communicate effectively both orally and in writing
    • Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices
    • Ability to deal effectively with administrative officials and vendors
    • Ability to obtain and interpret market prices and trends and apply these to procurement problems
    • https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016
    • ATTACHMENT 4
    • ATTACHMENT 4
    • Jeane Carver-St Luce
    • At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations fun
    • Two important take-away from this email
    • middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed
    • middotmiddot Identify and maintain copies of all your award documents and invoices
    • bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files
    • The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines
    • After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support
    • George
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    • Master Contract List (MCL)
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    • ATTACHMENT 5
    • ATTACHMENT 5
    • George Keller
    • From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde
    • Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice
    • Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris
    • Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick
    • Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz
    • Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel
    • Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie
    • Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran
    • Holycross
    • Cc Paul Bassar Directors Subject Master Contract List Training
    • Good Afternoon
    • The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times
    • Please let me know what suits you best also the training will be held at room 303
    • Thank you
    • Maryury Collier
    • Administrative Specialist II
    • City of Hollywood
    • Financial Services
    • 2600 Hollywood Blvd Suite 303
    • PO Box 229045 Hollywood FL 33020 Office 954-921-3221
    • C 11 middot of ~
    • H~QQQ
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Jeane Carver-St Luce
    • Good Day
    • As some ofyou may be aware the City will be implementing an Electronic Contract File-AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed
    • For your convenience we will be having one hour training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule-Not later than Thursday (552016)
    • Friday May 6 from 330pm to 430pm Monday May 9 at 900am to lOOOam
    • bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam
    • Thank you
    • Maryury Collier
    • Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303
    • P 0 Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MCollierhollywoodflorq
    • Cbullty of ~
    • H L WOOD
    • t i O~IOA
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • ATTACHMENT 6
    • ATTACHMENT 6
    • City ojJfoywootf PCoritfa
    • DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT
    • Date Date Date Date Contract InfoNumber Contract Expiration Date
    • Original Contract Amount Total This Invoice
    • Amendments Adjustment Total Previous Invoices
    • APPENDIXB
    • Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073
    • (954) 895-2949 matthewlalla3
    • March 11 2016
    • Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022
    • Dear Wazir
    • Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016
    • I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors
    • ~~
    • Matthew Lalla
    • cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources
Page 7: BROWARD OFFICE OF THE INSPECTOR GENERAL€¦ · Broward Office of the Inspector General Page 2 . 1. Heightened Awareness, Expectations and Standards of Performance . The senior management

May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3

6 Creation and Implementation of a Contract Compliance Officer Position (Attachment 3)

A new Contract Compliance Officer position has been created funded filled and implemented The individual already operating in this position is a senior procurement professional with extensive experience with the US State Department US Army and government contracting This is the same individual and position described above who is directly supervising the Procurement Division under its current reporting structure to the City Managers Office In addition this position serves to review and authorize all procurement and contracting actions in the City assist in the development of RFPsRFQsRLls contract negotiations and the development of a citywide management tool Master Contract List

7 Creation and Implementation of a Master Contract List (Attachment 4)

Prior to the current administration and timeframe a central repository and data base for all contractsagreements for goods and services in the City did not exist Therefore current complete and accurate data by which responsible City staff were managing those transactions did not exist A thorough interactive and data rich Master Contract List has been developed identifying essential data for more than 600 current contracts in the City Final training on the use of this management tool is being completed and full implementation is scheduled in the next 30 days All City staff will be required to utilize the MCL as the standard source and tool used for contract administration

8 Increased Training for Procurement Contract Administration (Attachment 5)

In-house training and workshop sessions are continuing to be conducted by Citys Budget Procurement Contract Compliance and City Managers Office staff on budget development and implementation procurement procedures and contract administration Working relationships communication and cooperation between key staff members throughout the City have been modified and strengthen to centralize and improve internal services

9 Purchase Order and Blanket Purchase Order Procedural Modifications

The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions

10 Direct Payment Voucher Procedural Modifications (Attachment 6)

The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints

May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4

The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter

Attachments

c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors

ATTACHMENT 1

ATTACHMENT 1

PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195

Phone 954 816-4737 Fax 352 821-4737 On the Web wwwhrdrnet Email philrosenbergearthlinknet

Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045

March 3 2016

Dear Messrs Keller and Standley

The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one

The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues

1 Was the conduct of any of the persons mentioned by the Inspector General who report through the City Managers chain of command and are still employed by the City of Hollywood sufficient to support disciplinary action

2 If so what factors should the City Manager consider in determining the level of such action

3 To what degree was an organizational culture present in the City of Hollywood which may have given rise to or supported the inappropriate actions which occurred

4 To what degree might the Citys personnel policies and practices have been contributing factors

5 In response to opinions to be rendered by The HR Doctor Inc in each of the foregoing areas what recommendations should be considered to prevent or mitigate risks of subsequent failures of the types presented in the Inspector Generals report

The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not

designed to provide ideas to strengthen the organization against future liabilities as are these recommendations This broader background of the context of the situation led to wide-ranging recommendations for improvement These recommendations can be implemented in a rather short timeframe at relatively low cost and primarily with internal resources

Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement

Sincerely

Phil Rosenberg President The HR Doctorreg Inc philrosenbergearthlinknet 954 816-4 737

attachment

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Phil Rosenberg President PO Box 268 Weirsdale FL 32195

Phone 954 816-4737 Fax 352 821-4737 On the Web wwwhrdrnet Email philrosenbergearthlinknet

March 3 2016

IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES

BACKGROUND

The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in this case Fiscal Year 2014 ) The report concludes that these services were procured in an improper manner in relation to the Citys procurement ordinance rules and policies

With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whether there was evidence of criminal misconduct grounds for disciplinary action or how City Administration might better seNe the City Commission and by extension the citizens of Hollywood by improved practices

City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in the past and to seek out and implement progressive change

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The Inspector Generals report is being taken very seriously by the City It is a call to action and catalyst to go beyond the limited and narrow scope of the report in the interest of making broader administrative improvements

As part of the response to the report the City engaged the services of The HR Doctor Inc on January 19 2016 to investigate the background of what occurred and offer opinions and recommendations The deliverable in this situation is the presentation of a written report to the City Manager within 30 calendar days of the date of the approval of the engagement (ie January 19 2016) to address the following issues

1 Was the conduct of any of the persons mentioned by the Inspector General who report through the City Managers chain of command and are still employed by the City of Hollywood sufficient to support disciplinary action

2 If so what factors should the City Manager consider in determining the level of such action

3 To what degree was an organizational culture present in the City of Hollywood which may have given rise to or supported the inappropriate actions which occurred

4 To what degree might the Citys personnel policies and practices have been contributing factors

5 In response to opinions to be rendered by The HR Doctor Inc in each of the foregoing areas what recommendations should be considered to prevent or mitigate risks of subsequent failures of the types presented in the Inspector Generals report

The HR Doctor Inc was authorized and directed by the City Manager to also provide a broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processes better in the future than they were in this 2014 case

METHODOLOGY

The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information

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The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employees were interviewed

To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot

FINDINGS AND CONCLUSIONS

Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positions long experienced in public service They are Assistant City Managers George Keller Mel Standley and Contract Compliance Manager Paul Bassa r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work

1 The Inspector Generals report focused on events associated with one vendor and one type of service provision - that of temporary help during a particular time frame However it would be not be in the spirit of the City Managers direction to comment only on the narrow chain of administrative actions which led to the procurement failures upon which the IG focused In fact this case alone is not really the primary issue the City faces Rather the greater value to the City is a review of the broader circumstances the organizational culture and wider background which resulted in the failures described in the Inspector Generals report Only in that way can a prescription be considered for overall improvement The specific activities detailed in the IG report are a symptom of larger issues Those larger issues constitute the greater scope of the review by the HR Doctor Inc and the larger concern of the City Manager

2 The lack of adherence to procurement regulations rules and ordinance and the lack of earlier recognition of the problem are important However the context and factors which contributed to the situation are of even greater significance because they apply to many other areas of administration If not dealt with comprehensively and in a relatively brief time frame notwithstanding their

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complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur

3 This Reviewer found no evidence to suggest that what happened in the procurement of temporary services in this case was the result of criminal misconduct Had this not been the case this Reviewer as well as I am sure the IG would have taken the steps to share the matter with appropriate law enforcement agencies such as the State Attorneys Office for its consideration By teleconference the supervisor of the investigation confirmed that no such referrals were made by the Inspector Generals Office which supports the conclusion that there was also insufficient information to believe that criminal misconduct was involved in the IGs view

4 What happened in this situation is the direct result of a cascading series of unprecedented pressures and actions the City was required to take in the prior couple of years The City found itself in a state of extraordinary financial distress born of actions taken in a variety of political and administrative arenas over time - factors well beyond the scope of this report What happened nonetheless was an extraordinary declaration of financial urgency Those actions resulted in the reduction of many positions in a short period of time and considerable labor unrest most especially in law enforcement The departure of employees with literally centuries of public service experience in the City in a short time and a turnover of top management positions also occurred In fact the core of top decision-makers involved in the IG report event who were present in the years 2012 through 2014 are no longer in the City service These include the City Manager Assistant City Manager more than one Police Chief and the Director of Human Resources This departure of top administrators contributed to a knowledge vacuum and a sense of leadership insecurity which compounded the situation

5 Most of the persons interviewed expressed overall frustration that many of the central services policies and practices in the city are outdated and have not been systematically and aggressively reviewed and updated in many years At least one policy void particularly relevant to activities described in the Inspector Generals report is the absence of a clear Whistleblower Protection protocol The general policy weaknesses create frustration in the user community especially in the face of major operational needs The frustration is derived from insufficient investment and direction to the central services over the long term It is the central services after all which enable or disable the success of operating departments such as Police Fire-Rescue Public Works and Utilities The central service organizations include Procurement Financial Services Human Resources Information Technology Budget and Risk Management These core functions require ongoing management support and accountability if they are to be at their best when circumstances in the City government such as financial emergency or a natural disaster are at their worst The turnover in central

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service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement

6 This author notes that it is one of the weaknesses of the Inspector General process that it merely reviews particular transactions without conveying a sense of understanding and appreciation for the larger background issues which are important contributors to a particular circumstance While it is certainly beyond the scope of an IG report to offer recommendations for overall improvement the narrow focus can ironically add to elected and appointed official frustrations

7 The extraordinary financial situation of the City combined with administrative policies and practices which are not up-to-date compounded the very legitimate and extremely time sensitive problem of vacancies in critical Police Department positions There are no departments in any city or county government with greater potential for huge liability when processes and people are not effectively managed than Police Fire-Rescue and as recent water treatment failures in Michigan highlight Public Utilities In the case of the Police Department extraordinary numbers of sworn Police Officers and other employees left the City Many did so based on their eligibility to retire Clearly frustration at the state of affairs in the City caused tremendous frustration as evidenced by the labor relations situation and lack of confidence in City leadership at the time

8 Another factor is the generally high turnover financial urgency notwithstanding in both the sworn and the civilian areas of law enforcement principally 911 Emergency Dispatchers Such turnover and the very significant training and supervision needs for new employees in these areas created a situation in which public safety was directly and seriously threatened Vacancies in these areas not only threaten public safety - the city governments core function - but also created a poor work environment for others in the organization The concept of constant staffing or minimum staffing governs how operations such as Police Fire-Rescue and Utilities operate That is it takes various minimum levels of staffing to keep a rescue vehicle in service for example It takes a minimum complement of staff to operate a 911 Dispatch Center or a minimum number of Certified Treatment Plant Operators in Utilities When a vacancy occurs or even a temporary absence occurs due to illness or vacation the operation will immediately have to require overtime work by other employees This is rarely a significant problem when an organization staffing level is set to recognize this inherent need However when the number of approved positions is too small or remains static for years while population growth and service demands increase the result can be a constant barrage of overtime mandates This places increasingly serious and ongoing stress on staff members This in turn creates harm both in terms of family dysfunction and in terms of fueling a desire to leave the organization

9 In the case of Hollywoods 911 Dispatch service at that time the entire situation was further compounded by the failure of County government to effectively take

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over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a need for rapid action to provide staffing support Such a need places major burdens on central service areas in particular Procurement and Human Resources to meet user needs in an emergency The Inspector Generals report itself recognizes as legitimate and urgent the staffing situation which led to the use of temporary personnel as described in this report This Reviewer certainly concurs with that finding and goes on to note that these needs could have and should have been anticipated and controlled for That was not done - a circumstance which also contributed to the cascading problems that occurred

1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be organizational pride at the level where people work every day This can contribute to a healthy morale building and mutually supportive environment However it can also lead to a situation in which the displayed loyalty may foster defensiveness and reduced accountability for an overall City need When policies in central services are old when training is ineffective and when no specific chain of accountability is present and understood by all statements will emerge such as what happened was not our fault We only did what this or that other department called for I assumed that other people had checked transactions for rule compliance etc

11 This kind of loyalty displacement is compounded when administrative practices are not kept up-to-date adequate training is not provided in a compelling ongoing and accountable way and when top leadership changes occur repeatedly There must be a continuous reinforcement by the elected officials and the appointed leaders reporting to the City Manager of a mandate for unity An appreciation that the employer fundamentally is the City government as a whole must be reinforced and that no employee is to be allowed to walk by something wrong Rather employees are to be individually accountable to take steps to verify procedural compliance They are to have the courage and the responsibility to act when they question whether behavior or performance might be improved The organizational culture must include a strong appreciation that the organizations overall needs must be supported and that leaders sincerely want suggestions for improvement

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12 The Civil Service system of the City of Hollywood is a rather classic model enshrining the principles put in place to combat the spoils system in the federal system in 1885 The intentions are honorable and very appropriate to the maintenance of a City service in which appointments result from competitive jobshyrelated and public recruitment and testing processes Even though the Civil Service Ordinance was reviewed in 2010 the core elements were reflected two generations ago in the 1970s They contain rules regulations and procedures which are restrictive and process oriented as much or more than they are outcome oriented

13 Civil Service practices predate union representation of local government employees However today the City workforce contains nearly 1500 full time employees of which less than about one hundred are unrepresented (ie less than seven percent) Therefore the large majority of employees are covered under the provisions of collective bargaining agreements which supersede the Civil Service Rules in key matters such as vested rights and disciplinary appeals These agreements also establish an array of procedural rights and safeguards against management capriciousness in personnel actions These include provisions for binding and compulsory review of terminations demotions and suspensions on appeal by outside third-party decision-makers It is also not unusual for collective bargaining agreements to contain restrictions on appointment decisions by management - formerly the exclusive and core component along with disciplinary action of Civil Service These changes and overlapping coverages developed over decades create precedents time constraints and restrictions on management flexibility especially regarding the employment of top executives

14 The extent of Civil Service property rights for senior management positions coverage can result in significant restrictions on the ability of the City Manager to take effective disciplinary or corrective action In Hollywood Civil Service coverage extends to employees below the rank of department head The result is that the ability of the City Manager to shape a top management team can be significantly and adversely affected In modern public and private business administration there is a critical need for a leadership team responsive to innovation and the overall management direction and philosophy of the top elected and appointed executives Around the country there are efforts underway to review the less than responsive and timely portions of Civil Service to better balance the need for such flexibility with the traditional safeguards provided by the system Hollywood would be well served by undertaking such a rebalancing review

15 In a system where restrictions and safeguards are out of balance with the needs for flexible and timely actions the result is management reluctance or inability in many cases to take the actions necessary to improve efficiency flexibility innovation and positive public service attitudes Though only a minority of employees may consistently perform or behave weakly nonetheless

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managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to ensure the most competent possible workforce If performance evaluations job descriptions and personnel files generally do not reflect written and on-going efforts to document performance excellence weakness and corrective action even those top managers with property rights (ie those covered by Civil Service) can become less willing to take the risks associated with innovation Clients or customers become frustrated by what they regard as excessive delays and lack of responsiveness

16 The relatively recent hires of Department Heads in Information Technology Human Resources Fire-Rescue and Police are well regarded as signs and opportunities that progressive and positive changes can be made These rather new department heads will need active support and direction from the City Manager and encouragement from the City Commission to create and implement aggressive agendas and client focused practices Such support will help the other Directors create similar agendas and help the City Manager succeed in the development of an accountable team

17 The inertia and difficulty in instituting progressive change in performance or behavior is the result of a build up over years of circumstances in which precedents and rules can be confusing The ability to hold individuals especially managers directly and specifically accountable is exemplified by comments and opinions offered during interviews and suggested in what the Inspector Generals findings laid out They are exemplified by paraphrased interview comments such as the following

bull Departments operate separately bull There is a sense of frustration with centralized services bull Workarounds are needed to continue with operational work bull Procurement recommendations are based on practices that involve constant

delays and disagreements bull Recommendations may be based on best procurement practices but not on

whats best for making the operation successful bull There is a continuous uphill battle bull More willingness is needed to find common ground between operational

efficiency and process frustration with Finance involving budget and clarity in understanding how much money is available

bull Operational problems are compounded by personnel not willing to change and not solution driven

bull Operational departments more so than central services feel that there are tribes or silos

bull The priority should be on what operational functions are trying to accomplish bull More central functioning as a team is needed especially in the among the

centralized departments

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bull There is a sense that Payroll Budget IT Procurement and HR systems are antiquated leading to workarounds and frustration

bull Procurement is regarded as a delaying culprit bull Some top managers feel that they do not have a sufficient say in the formulation

of their department budgets and that information needs fall on deaf ears bull There is considerable hope that the concept of an enterprise resource

management program (ERP) will benefit the City and assist in creating more united efforts

bull There is generally defensiveness among employees whose areas were mentioned in the Inspector General report The sense is that the report created an inaccurate impression with some individuals who regarded as insulting and misleading

All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance

It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The Citys ability to hold staff members accountable evaluate their performance take disciplinary corrective action and recognize and reward performance excellence is critical Those abilities need enhancing as a priority for the City Manager They need elected official support

RECOMMENDATIONS

1 Conduct an HR Diagnostic Review presided over by the Director of Human Resources The review constitutes a stakeholder staff Civil Service Commissioner and union process assessment The outcome will be a strategic blueprint for process improvement in the form of a report to the City Manager

2 As a result of the Diagnostic create a Human Resources Business Plan to assign specific How Many By When responsibility to implement the improvements identified in the Diagnostic The Plan would be led by the Director of Human Resources and would include both those projects general in nature for the City and those more specific to the HR needs of selected operational departments specifically including Police Fireshy

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Rescue and Public Utilities The Plan would assign specific staff accountability for each project with completion dates and completion milestones There would then be monthly or quarterly progress reviews by the City Manager

3 Review and update all position descriptions not already encompassed within the current Compensation work being done by Evergreen Consulting Begin first with those in the Police Department This is a project which can be completed within six months and can be accomplished using internal resources While there are hundreds of positions in the City service most will fall within 10 or fewer job classifications such as Law Enforcement Officer and Firefighter

4 Add to every position description the essential function of effectively and positively representing the City in delivering and performing their work with colleagues and clients irrespective of gender race religion age disability political affiliation or belief or sexual orientation In other words clearly establish the attitudes and behaviors reflected above as essential elements of every City position

5 Add to every position description the essential function of maintaining effective and professional relationships with work colleagues supervisors and managers

6 Select those City policies which are associated with the identification mitigation and control of liabilities and launch a project for the rapid upgrading and modernizing of each of those policies The highest priority would go to the installation of policies such as Whistleblower Protection and use of Social Media which do not currently exist Next would follow the updating of those existing policies associated with liabilities such as bullying sexual-harassment unlawful discrimination workplace violence and effective colleague relationships

7 In the case of a Whistleblower Protection policy the City should consider using an outside receiver for intake of Whistleblower allegations of wrong doing This would permit an initial assessment of the nature of the allegations outside of the chain of command followed by appropriate referral for followup The result would likely be a greater sense of confidence for persons who in good faith feel that something needs addressing within the organization

8 Add as a heavily weighted criterion for all promotions the criteria of actively supporting teamwork organization-wide unity and effective collegial relationships Create behavioral assessment questions accordingly

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9 Add as a significant performance evaluation criterion in all evaluations the assessment of an individuals commitment performance and behavior in actively supporting organization-wide team unity and effective collegial relationships

10 Develop and implement in the Civil Service selection process during initial hiring behavioral challenges to assess the degree to which a candidate demonstrates a commitment to teamwork and positive interpersonal cooperation This could take the form of a focused video scenario-based process similar to the commonly used law enforcement selection tool Behavioral Personnel Assessment Device (BPAD) It could be developed within the Department with involvement by Law Enforcement Officers

11 The grievance procedures in all bargaining units should be amended to include a new step Advisory Opinion of the Director of Human Resources This step would provide that the Director might agree at any step in the process at the request of either party or on her own motion to offer a written or non-written non-binding opinion as to any aspect of the grievance This could include suggestions for mediation or at a minimum offer another viewpoint on the subject The Advisory Opinion would not carry with it specific timeframes nor would it replace any of the decision-makers authority and responsibility in the procedures It would however provide a tool which the City and the employees would find valuable in the future for problem resolution Adding the step of course would follow reviewing the matter with unions involved

12 Prepare a draft of an amended discipline article for the collective bargaining agreements under which a written reprimand would no longer be subject to binding and compulsory arbitration The Amendment would provide in other words that the City Managers decision would be final Appeals could not be further filed to binding and compulsory outside arbitration This draft recognizes that a written reprimand does not result in the loss of property and is therefore not constitutionally protected as a vested right It would recognize that despite this change aggrieved employees who feel that discipline decisions or counseling ~omments are based on unlawful discrimination or retaliation still have other appeal opportunities on that specific basis This draft policy should be shared in writing with the union presidents in advance of collective bargaining and aggressively pursued by the City during upcoming negotiations It is likely that the unions would appreciate the importance of such a streamlining of the disciplinary procedure and would recognize that in and of itself fears that the change would result in a flood of reprimands are unfounded The Police agreement does not provide for appeals when observable behavior results in a written notice Therefore the foregoing recommendation would not apply to the Police bargaining unit

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13 Consider the out-stationing of a current Police Officer position already working on human resources matters such as background investigations or Internal Affairs to be physically located in a private office in the Human Resources Department There would be career development benefits for the Officer team building communications improvement for both departments and additional security readily available for both HR and Risk ManagementLabor Relations The Chief and the Director of Human Resources should have no problem in coordinating workflow or resolving assignment conflicts by joint communications The work is being done already anyway The out-stationed location would only create additional benefits

14 The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candidates can be facilitated via recommendations from graduate programs at local universities such as those involving Public Administration Criminal Justice Human Resources or other relevant academic programs This can also be a tool in the Citys workforce diversity efforts while also enhancing the capacity of the Human Resources Department to manage multiple management issues concurrently Assignment of two Graduate Interns for a period not exceeding one year would be a catalyst in driving some of the recommendations in this report It would also provide some needed relief for the Director of Human Resources to devote the necessary time to actively lead strategic progress

15 Performance evaluation criteria should be augmented to include a section on Representation of the City and the Department This section would assess an employees behavior and performance over the prior year in relation to whether or not it reflected positively within and outside of City Government Every staff member represents the City as well as their Departments As such they have a responsibility to be taken more seriously than ever before to engage in interpersonal skills reflecting in a positive manner on their individual professionalism

16 The work of top leaders in a dynamic City government such as a Police or Fire-Rescue Chief and a Director of Human Resources involves a very substantial amount of time spent in the management of Human Resources issues Often these can be of higher liability than those which might arise in other City departments For example arguably the day-toshy

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day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assistant City Managers fulfill most of that need especially with regard to Police and Fire command staff counseling However a coach for other leaders would be a valuable asset to have in place

SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE

17 Part of an executive development program can be what amounts to an Internal Fellowship in which a newly promoted Manager gets assigned to work as a Special Assistant to the City Manager or an Assistant City Manager for a period such as three to six months This would allow for example a newly promoted executive in the Police Department to play an important role in the overall City budget process in Collective Bargaining with a non-law enforcement bargaining unit or to assist in a high-priority policy matter determined by the City Manager At the end of the Fellowship period the individual would return to their new role in their home Department with a greater appreciation than ever before about the larger issues facing executive leaders in the City

18 The Civil Service Ordinance should be amended to increase the number of positions exempt from Civil Service coverage Employees in such exempt positions would then serve at will Serving at will means that these employees may be disciplined or even terminated for any reason or no reason as long as the actions do not occur because of illegal reasons Current rules are too restrictive for the city to be as flexible as it needs to be in developing accountable and responsive executive staff Division Directors support staff in the City Managers Office as well as those in the City Attorneys Office and Labor Relations and Risk Management areas are appropriate candidates for at will service Current incumbents who enjoy property rights may not have those rights stripped away involuntarily as long as the incumbents are employed However they may voluntarily waive such rights in trade for some quid

13

pro quos such as additional benefits In the absence of such voluntary exemption attrition should be used so that future incumbents in selected positions would be hired as at will employees

19 A predictive staffing study should be conducted in departments utilizing a constant staffing structure - typically Police Fire-Rescue and Water and Wastewater Treatment Plant operations The study would make reasonable estimates based primarily on length of service and employee surveys to determine the likely extent and timing of future vacancies From that information the city can prepare in advance to have vacancies filled immediately upon turnover if not before Civil Service eligibility lists can be maintained for immediate use without having to begin recruitments from scratch The staffing needs in the Police Department were major contributing factors to the issues addressed in the Inspector Generals report Predictive staffing actions can reduce the likelihood that that critical situations will happen again

20 As a corollary to predictive staffing the City should consider over staffing in selected areas of the workforce with short-term temporary employees drawn off Civil Service eligible lists These employees would transition immediately into the regular workforce and be given credit for their temporary service as part of their probationary periods The result can be a cadre of employees already trained and ready to assume the regular workforce duties of the positions There will always be some number of vacancies in a city or county workforce as large as Hollywoods These vacancies may be funded in the budget such that hiring some additional Police Officers or Firefighters beyond the allocated limits in the budget might be funded with the salaries of vacant positions providing offsets Currently in conservatively funded constant staffing operations if a vacancy occurs due for example to long-term absences such as illness the staffing void must be filled at a rate of time and a half by overtime mandates This does nothing to prepare new employees to immediately step in as vacancies occur

21 The Civil Service rules currently operate on the basis of a narrow rule of three In this selection rule the Department Director acting for the City Manager is limited to no more than the top three candidates presented from civil service eligible lists In a system where the filling of vacancies may take considerable time or eligible lists may be many months old a rule of three is too limiting Broader certification rules such as a rule of five or a rule of the rank would offer more needed flexibility without sacrificing civil service principles

22 The Citys Information Technology (IT) function is an area often needing particular candidate expertise not generally available within classical Civil Service recruiting methods New projects such as the organization-wide

14

Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside over a facilitated focus group of top users and current IT staffs to prioritize projects identify needs and resources and prepare an IT Business Plan for review by the City Manager Likewise in this reviewers opinion being familiar with the installation of new large IT activities overlaid on existing staff requirements adding a graduate intern as an at will employee for one year would provide a new resource to the IT Director to more rapidly implement the programs he will be asked to bring to fruition This would be in addition to whatever staffing or consultant resources are brought to bear for the Enterprise Resource System

23 The City uses the procurement process to solicit a variety of benefit contracts often amended annually for health insurance dental life and other products These represent significant expenditures and cover all full-time employees their dependents and retirees In the face of complex and changing insurance rules deadlines engagements with insurance companies and much more a special expertise is required to look after the City of Hollywoods best interests Monitoring utilization developing innovations and cost containment strategies and being able to negotiate aggressively with insurance providers is best managed by outside expertise engaged by the City Currently the procurement elements of this process are managed by the Human Resources Director - along with_her many other responsibilities - not to mention the process improvements called for in this report The City should use professional procurement practices to select a consultantbroker to represent the City The result can be a tighter control on a very significant area of cost and administration This should be done well in advance of the expiration of benefit contracts in the year to come

24 This Reviewer urges the City to be especially wary of vendor promises with regard to the implementation of an expensive organization-wide enterprise resource program Vendors may make what have previously been called piecrust promises - easily made easily broken The vendor support team may well experience staff turnover Resources will be shifted to other clients The estimated time and cost of system installation may stretch well past the budgeted and anticipated costs originally proposed Aggressive steps under the leadership of the IT director in terms of milestones required of vendors performance penalties built into contracts as well as performance rewards should be considered and implemented If this vigorous enforcement approach does not happen and this large-scale IT project is managed in a way similar to the management of temporary needs reported by the IG the stage will be set

15

for another perhaps even more costly organizational problem in the future

25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential services are the ultimate responsibility of every manager With regard to the core area of Procurement however the job description for the Procurement Manager is clear in its requirements that it is this employee who is responsible for the management and oversight of contracts or particular department services Regardless of the past practices and exigencies of staffing needs in 2013 and 2014 this fundamental element of the Procurement responsibility was not met

Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement professional with years of experience Leadership direction

middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in a better position to determine the future reporting relationships for this important function

26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots administration and finance as well as HR and other central services should convene a stakeholder summit to bring out these concerns and address them The primary outcome would be budget

16

process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process

27 Direct payment vouchers related to any procurement and contractorvendor remuneration should be reviewed by and signed off directly by the Contract Compliance Manager This is especially true in what would be his broader role if the recommendation to place Procurement under his management were implemented In reviewing a sampling of such vouchers for temporary services during the IG report period it was noted that many did not have Department Head signatures Even the Procurement Office itself used such services although the clear focus was on the activities in Police

28 Meeting any staffing need through a temporary services company should require a specific review and sign off by the Director of Human Resources She would be asked to attest to the fact that HR is not capable of meeting the needs presented by the operating department and to explain why this need cannot be met through City procedures and practices In the case of what might be an ongoing need the Director would be required to explain whether actions can be instituted to change that scenario so that an ongoing use of temporary help from an outside vendor can be reduced if not eliminated

29 Finally this Reviewer notes that recommendations to the City Manager concerning the prospects of disciplinary action were part of this engagement Those recommendations will following consultation with the City Manager be presented as a verbal briefing to him so that his ability to respond to organizational needs is not compromised unduly in the very sensitive areas of staff relations

No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and managed assertively formally and consistently by their managers If the warnings and corrective action opportunities do not change the weak behavior these employees should be demoted or terminated If such actions become necessary it will ironically not be the City which acts it will in reality be the employee him or herself who provokes the action

It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees - that they are the Citys

17

vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances

OVERALL IMPRESSION

The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading managers to feel that the systems in place could meet their needs With a strong past sense of inertia rather than innovation and process improvement factoring into what occurred the City is best and most constructively served by the City Manager acting aggressively to improve internal processes make the improvements more visible and make those now responsible for the Procurement and utilization of services more accountable He is well able to use his strong communications skills and sense of ethics to deliver clear messages of professional expectation and enforce those expectations going into the future

18

ATTACHMENT 2

ATTACHMENT 2

CITY of HOLLYWOOD FLORIDA Office of the City Manager

02600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045 Phone (95 4) 921 -3201 bull Fax (95-1) 921 -3314 deg wwwhullywoodflorg

Wazir A Ishmael PhD City Manager

March 18 2016

The Honorable Mayor Vice Mayor and Members of the City Commission

City of Hollywood Hollywood FL 33020

Mayor Vice Mayor and City Commissioners

This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016

We thank him for his services and wish him well in his future endeavors

Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller

Should you have any questions I am available at your convenience

Sincere I

DtJJ~tr A Ishmael Ciey(Janager

c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director

Our Mission Y l arc dcdic 11 t d lO proiding municip1 l scrvictS for our diverse co mrnuni ry in an atn1osphL rl of tOOperal ion courtesy and respect

Xie do 1h is hy ensu ri ng gtII who li ve work and pby in die C it) of l o ll )~VOoJ enjoy a high qnli l of lifo

hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood Florida 33020

Dr Ishmael

As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities

In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life

Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and capital improvements

Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices

I wish the City of Hollywood and the dedicated employees much luck with their future endeavors

Sincerely

faL--shyJocent Wasserman Director Procurement Services

ATTACHMENT 3

City of Hollywood Florida - Class Specification Bulletin Page 1of3

ATTACHMENT 3

Contract Compliance Officer Class Code

1138

Bargaining Unit Management CITY OF HOLLYWOOD FLORIDA Revision Date Apr 29 2015

SALARY RANGE

$3310 - $5296 Hourly $264809 - $423694 Biweekly

$6885030 - $11016048 Annually

JOB DESCRIPTION

This is advanced responsible professional and administrative work involving contract certification contract compliance and management for all vendors bidders and proposers conducting business with the City coordination of procurement activities and office and field monitoring Work involves providing managerial assistance to the Assistant City Manager for Finance and Administration in managing and monitoring contracts for compliance developing policies procedures rules and regulations for Citywide purchasing and coordinating the resolution of problems with vendors bidders and proposers

The incumbent exercises a considerable degree of independent judgment Employee is expected to make independent decisions in conformance with applicable laws rules and regulations governing the public purchase of commodities and services as well as standard public purchasing policies and procedures

EXAMPLES OF DUTIES

Reviews all City contracts for compliance and adherence to proper procedures including but not limited to confirmation of proper authority adherence to appropriate procurement procedures identification of time frames satisfaction of insurance requirements verification of available funding review of scope of services and notification of upcoming expiration

Assists in developing new and improved procedures concerning City purchasing activities Recommends corrective actions where applicable

Advises City departmentspersonnel on purchasing procedures to ensure proper compliance with Citys purchasing policies and procedures

Assists user departments in the informal competitive negotiated process for acquisition of professionalpersonal services

Reviews specifications from departments to procure goods and services of a complex andor technical nature

Monitors the evaluation andor negotiation process for acquisition of professionalpersonal services to ensure that proposals have been evaluated andor negotiated in accordance with solicitation document and city purchasing policies and procedures

Conducts preliminary investigations and make finding-of-fact reports on contractual bid disputes bid protests proposed debarment bidder non-responsibility and vendor nonshy

https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 2of3

performance

May represent the Director at various meetings within the city and the business community

Performs other job duties as assigned

THE REQUIREMENTS Required Possession of a Bachelors degree with major coursework in business or public administration or a related field

Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration

Be a Certified Professional Contracts Manager (CPCM )

Preferred Masters degree with major coursework in business or public administration or a related field

Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements

KNOWLEDGE SKILLS AND ABILITIES Extensive knowledge of principles practices and techniques of large scale government purchasing

Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing

Extensive knowledge of approved purchasing methods including recording buying inspection and shipping methods

Extensive knowledge of the techniques and requirements of specifications preparation

Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased

Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served

Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing

Some knowledge of insurance as it pertains to property liability and surety bonds

Considerable knowledge of Microsoft Word and Excel and the use of office equipment

Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to

httpsagencygovernmentjobscomhollywoodfldefaultcfmaction=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 3of3

other workers accurately and concisely

Skills in application of systems analysis techniques and procedures including consulting with users to determine hardware so~ware or system functional specifications

Ability to communicate effectively both orally and in writing

Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices

Ability to deal effectively with administrative officials and vendors

Ability to obtain and interpret market prices and trends and apply these to procurement problems

https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016

ATTACHMENT 4

ATTACHMENT 4

Jeane Carver-St Luce

From George Keller Sent Monday March 14 2016 328 PM To Chuck Ellis Clay Milan Eric Busenbarrick George Keller Gus Zambrano Jaye Epstein

Jeffrey Sheffel Lorie Mertens-Black Mel Standley Patricia Cerny Philip Sauer Raelin

Storey Raheem Seecharan Raquel Elejabarrieta Shiv Newaldass Steve Joseph Sylvia

Glazer Tammie Hechler Tomas Sanchez Tamikia Bacon Paul Bassar Cc Jeane Carver-St Luce Subject FW MCL Informational Email for Distribution

Importance High

At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations funding expenditures and Points of Contact Other helpful features will include executed copies of contract documents and invoice summaries

Two important take-away from this email

1 If you havent seen the fVICL demonstration please tune into the next City Commission meeting

2 Preliminary planning for a iVICL anticipation go live date--on or about 442016

middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed

middotmiddot Identify and maintain copies of all your award documents and invoices

bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files

The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines

After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support

George

George R heJcr Jr middotLsisrunt Cinmiddot funllltJcI

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Master Contract List (MCL)

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Agenda

o What is the MCL

D MCL Data

D Demonstration of an Electronic Contract File

o MCL Next Steps v 0 v

o Questions

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What is the MCL bull Summary

o An electronic standardized comprehensive Management Tool-A One Stop Shop For all stakeholders who have a role with contract administration

o Useful real time information such as automatic daily countdowns of days for contracts and insurance expirations funding expenditures and Points of Contact

o Executed copies of contract documents and invoice bullsummaries

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MCL-Next Steps

bull Implementation o The MCL is a priority initiative

bull Continue gatheringupdating all contractual information bull Establishing POCs permission rights

o Coordinating with Financial Services Department in obtaining all invoices

o Working with the Procurement Division with keeping contractual documents updated

o Training Administrative Personnel who will have a procurement role

bull Execution After the City Commission presentation and feedback final developmenttraining sessions-anticipating a go live date April 2016

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ATTACHMENT 5

ATTACHMENT 5

George Keller

From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde

Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney

Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra

Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris

Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz

Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel

Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie

Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran Holycross

Cc Paul Bassar Directors Subject Master Contract List Training

Good Afternoon

The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times

bull Thursday May 26 at lOOpm 200pm 300pm bull Tuesday May 31 at 900am lOOOam l lOOam lOOpm 200pm 300pm bull Wednesday June 1 at 900am lOOOam 11 OOam bull Thursday June 2 at 900am lOOOam l lOOam lOOpm 200pm 300pm

Please let me know what suits you best also the training will be held at room 303

Thank you

Maryury Collier Administrative Specialist II City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 PO Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MColl ierholl ywoodflorg C 11 middot o f ~

H~QQQ Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record

Jeane Carver-St Luce

From Maryury Collier Sent Monday May 02 2016 1024 AM To Administrative Assistant II Cc Directors Paul Bassar Subject Training for the Master Contract List

Good Day

As some ofyou may be aware the City will be implementing an Electronic Contract File- AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed

For your convenience we will be having one h our training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule- Not later than Thursday (552016)

Friday May 6 from 330pm to 430pm

Monday May 9 at 900am to lOOOam bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam

Thank you

Maryury Collier Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 P 0 Box 229045 Hollywood FL 33020 Offi ce 954-921-3221 E-mail MCollierhollywoodflorq Cbullty of ~

H L WOOD t i O~IOA

Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mai l may be subject to disclosure as a matter of public record

ATTACHMENT 6

ATTACHMENT 6City ojJfoywootf PCoritfa DPV

DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT

Date 5252016 Pay to Vendor No Amount of Payment

Name Account No Address Separate Check Requested D City Invoice Number StateZip

Explanation of Payment

Date

Date

Date

Date

Contract InfoNumber Contract Expiration Date

Item Budget Item Description Line Item

l SubscriotionDuesMemberships Fees 2 Postage MeterStamps 3 Host Account Reimbursements 4 LicensesPermitsCertificates 5 Court CostOther Govt AgencvTaxes 6 Real Estate Closing - Attach Stmt 7 Advertising - attach tearsheet 8 Education CoursesSeminars 9 EducationReimbursementsBooks 10 RecordsSlidesFilmsGov Publication 11 Deferred ComoBank Pavments 12 MedicalVeterinarv Pavments 13 Insurance Premiums 14 Grant Disbursements 15 UtilitiesDump Fees 16 Refunds 17 CourierFreight 18 Pettv Cash Reimbursement 19 Other Professional Services 20 Soecial EventsRecr Performances 21 Temoorarv Emolovment Services 22 MealParkinQNiileaQe (1 dav tri-countv)

Unit Quantity

Originated by Dept Head Printed Name

DeptDiv Dept Head Signature

Procurement TypeDoc ---------------- Procurement Appr _

Finance Approval __________ Date Budget Approval

City Commission or City Manager Action Resolution

Unit Price

Total

ExtensionTotal

$000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000

Original Contract Amount Total This Invoice

Amendments Adjustment Total Previous Invoices

Total Contract Amount Total to Date --------------shy

City Manager Signature (if required)

Distribution List Finance Procurement Services Depmtment Copy dpv (rev3l02015)

APPENDIXB

Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073 (954) 895-2949 matthewlal la32 7 5comcastnet

March 11 2016

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022

Dear Wazir

Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016

I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors

~~ Matthew Lalla

cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources

  • Structure Bookmarks
    • BROWARD OFFICE OF THE INSPECTOR GENERAL
    • To and Members City of Hollywood C
    • From John W Scott Inspector General
    • Date June 6 2016
    • Subject Status Report-OIG Final Report Re Misconduct and Gross Mismanagement by the City ofHollywood in the Procurement of Temporary Employment Services Ref OIG 14-027
    • On March 2 2014 the Broward Office of the Inspector General (OIG) issued a final report finding that City of Hollywood officials violated numerous city ordinances policies and procedures to pay approximately $1 million for the services of temporary employees (temps) Specifically we found that the officials
    • At the conclusion of the report the OIG acknowledged the initial remedial steps taken by the city but recommended additional action including-given the potential for further abuse of the DPV payment method-a full audit of DPV payments
    • John W Scol1 Inspector General One North University Drive Suite 11 1 bull Planlalion Florida 33324 bull (954) 357-7873 bull Fax (954) 357-7857 4) 357-TIPS
    • As requested City Administrator Wazir Ishmael has now provided the OIG a status report with attachments which is attached as Appendix A The city states that it s senior management team has communicated publicly and individually that the inappropriate actions that occurred in the past were clearly wrong and unacceptable The city has now implemented numerous protocols and procedures in response to the OIGs investigation Of particular significance the city has created and implemented a contract com
    • The city has also restructured the Procurement Division and reformed oversight of the procurement process The finance director and procurement director overseeing the activities discussed in the final report have since resigned from the city Former Procurement Director Joel Wasserman s resignation is attached at Appendix A and former Finance Director Matthew Lallas resignation is attached as Appendix B The city also provided a repo1i it commissioned from a human resources specialist in response to the
    • However the city failed to address our recommendation that the DPV payments be audited in light of the significant misuse of the mechanism and the corresponding vulnerability to fraud waste and abuse Accordingly the OIG requests that we be provided a supplemental status report within 90 days or by September 5 2016 regarding a DPV audit
    • Attachment
    • cc Wazir Ishmael City Administrator
    • From To Cc
    • Subject Date Attachments
    • MaY Johns InsoectorGeneral Wazir Ishmael City of Hollywoods 90 Day Progress Report Regarding TransHire Tuesday May 31 2016 42804 PM 05 31 16 Letter to Inspector Scott re TransHire 90 Day Progress Reportpdf
    • 05 31 16 Letter to Inspector Scott Attachment lpdf 05 31 16 Letter to Inspector Scott Attachment 2pdf 05 31 16 Letter to Inspector Scott Attachment 3pdf 05 31 16 Letter to Inspector Scott Attachment 4pdf 05 31 16 Letter to Inspector Scott Attachment 5pdf 05 31 16 Letter to Inspector Scott Attachment 6pdf
    • Good afternoon Inspector General shy
    • The City Manager asked that I forward you the City of Hollywoods 90 day progress report that you requested in your final report regarding TransHire
    • Thank you Dr Wazir Ishmael City Manager
    • Executive Assistant City of Hollywood Office of the City Manager 2600 Hollywood Blvd Suite 419
    • PO Box 229045 Hollywood FL 33022-9045 Office 954-921-3201 E-mail
    • fjj
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Office of the City Manager
    • 2600 Hollywood Blvd bull PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (954) 92 1-33 14 bull rg
    • Wazir A Ishmael PhD City Manager
    • SENT VIA EMAIL amp US MAIL
    • May 31 2016
    • Mr John W Scott Inspector General Broward Office of the Inspector General
    • One North University Drive Suite 111 Plantation FL 3324
    • Re Broward Office of the Inspector General Report on Transhire 90 Day Progress Report
    • Dear Mr Scott
    • Please accept this response from the City of Hollywood as the 90 Day Progress Report that you requested in your final report on the above matter First let me assure you that your information findings and recommendations have been fully received acknowledged and communicated widely throughout the City staff Secondly I have discussed the serious nature of the issues identified directly with the Mayor City Commission senior management team staff and members of the public reinforcing that those inap
    • Finally we have collectively implemented and followed a broad spectrum of improvements actions resources training and policies to continue forward the lessons learned in progress of the organization The initiatives we have undertaken exist at the policy level and administrative oversight as well as day to day operations The below information describes those steps in more detail along with the attached documentation and the derived benefit for each Your contribution to stimulating these improveme
    • Our Mission Ve are dedicmcd to providing municipal services for our diverse community in an atmosphere ofcooperation courtesy and respect Yc do this by ensuring all who live work and play in the City of Hollywood enjoy a high quality of life
    • An Equa l Opportunity a nd Serv i ce Provide r Ag e nc y
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2
    • 1 Heightened Awareness Expectations and Standards of Performance
    • The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures
    • 2 Services of an External Consulting Professional (Attachment 1)
    • The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many
    • 3 Organizational Modifications and Reform (Attachment 2)
    • The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have be
    • 4 Human Resources Policy Review and Reform
    • Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced
    • 5 WorkflowBusiness Policies and Procedures Modifications
    • The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3
    • The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions
    • 10 Direct Payment Voucher Procedural Modifications (Attachment 6)
    • The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4
    • The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter
    • Attachments
    • c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors
    • ATTACHMENT 1
    • ATTACHMENT 1
    • PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737
    • Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045
    • March 3 2016
    • Dear Messrs Keller and Standley
    • The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one
    • The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues
    • The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not
    • Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement
    • Sincerely
    • Phil Rosenberg President The HR Doctorreg Inc 954 816-4 737
    • attachment
    • Phil Rosenberg President PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737 On
    • March 3 2016
    • IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES
    • BACKGROUND
    • The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in t
    • With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whet
    • City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in th
    • 1
    • The Inspector Generals report is being taken very seriously by the City It is a call to
    • action and catalyst to go beyond the limited and narrow scope of the report in the
    • interest of making broader administrative improvements
    • As part of the response to the report the City engaged the services of The HR Doctor
    • Inc on January 19 2016 to investigate the background of what occurred and offer
    • opinions and recommendations The deliverable in this situation is the presentation of
    • a written report to the City Manager within 30 calendar days of the date of the approval
    • of the engagement (ie January 19 2016) to address the following issues
    • The HR Doctor Inc was authorized and directed by the City Manager to also provide a
    • broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processe
    • METHODOLOGY
    • The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information
    • 2
    • The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employee
    • To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot
    • FINDINGS AND CONCLUSIONS
    • Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positio
    • r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work
    • 3
    • complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur
    • 4
    • service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement
    • 5
    • over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a n
    • 1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be org
    • 6
    • 7
    • managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to
    • ensure the most competent possible workforce If performance evaluations job
    • descriptions and personnel files generally do not reflect written and on-going
    • efforts to document performance excellence weakness and corrective action
    • even those top managers with property rights (ie those covered by Civil
    • Service) can become less willing to take the risks associated with innovation
    • Clients or customers become frustrated by what they regard as excessive
    • delays and lack of responsiveness
    • 8
    • All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance
    • It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The City
    • RECOMMENDATIONS
    • 9
    • Rescue and Public Utilities The Plan would assign specific staff
    • accountability for each project with completion dates and completion
    • milestones There would then be monthly or quarterly progress reviews
    • by the City Manager
    • 10
    • 11
    • 14The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candi
    • 12
    • day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assis
    • SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING
    • PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION
    • THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS
    • SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE
    • ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK
    • ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR
    • THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY
    • CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE
    • 13
    • pro quos such as additional benefits In the absence of such voluntary
    • exemption attrition should be used so that future incumbents in selected
    • positions would be hired as at will employees
    • 14
    • Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside
    • over a facilitated focus group of top users and current IT staffs to
    • prioritize projects identify needs and resources and prepare an IT
    • Business Plan for review by the City Manager Likewise in this reviewers
    • opinion being familiar with the installation of new large IT activities
    • overlaid on existing staff requirements adding a graduate intern as an at
    • will employee for one year would provide a new resource to the IT
    • Director to more rapidly implement the programs he will be asked to bring
    • to fruition This would be in addition to whatever staffing or consultant
    • resources are brought to bear for the Enterprise Resource System
    • 15
    • for another perhaps even more costly organizational problem in the
    • future
    • 25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential s
    • Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement pr
    • middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in
    • 26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots adm
    • 16
    • process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process
    • No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and mana
    • It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees -that they are the Citys
    • 17
    • vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances
    • The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading manager
    • 18
    • ATTACHMENT 2
    • ATTACHMENT 2
    • CITY of HOLLYWOOD FLORIDA
    • Office of the City Manager
    • 0
    • 2600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (95-1) 921-3314 deg
    • Wazir A Ishmael PhD City Manager
    • March 18 2016
    • The Honorable Mayor Vice Mayor
    • and Members of the City Commission City of Hollywood Hollywood FL 33020
    • Mayor Vice Mayor and City Commissioners
    • This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016
    • We thank him for his services and wish him well in his future endeavors
    • Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller
    • Should you have any questions I am available at your convenience
    • Sincere I
    • Dt~tr A Ishmael Ciey(Janager
    • c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director
    • Our Mission Yl arc dcdic 11td lO proiding municip1l scrvictS for our diverse co mrnuniry in an atn1osphLrl of tOOperalion courtesy and respect
    • Xie do 1his hy ensu ring gtII who live work and pby in die Cit) of loll)~VOoJ enjoy a high qnlil oflifo
    • hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y
    • Dr Wazir Ishmael
    • City Manager City of Hollywood
    • 2600 Hollywood Blvd
    • Hollywood Florida 33020
    • Dr Ishmael
    • As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities
    • In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life
    • Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and cap
    • Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices
    • I wish the City of Hollywood and the dedicated employees much luck with their future endeavors
    • Sincerely
    • Jocent Wasserman Director Procurement Services
    • ATTACHMENT 3
    • City of Hollywood Florida -Class Specification Bulletin Page 1of3 ATTACHMENT 3
    • https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016
    • performance
    • May represent the Director at various meetings within the city and the business community
    • Performs other job duties as assigned
    • Required Possession of a Bachelors degree with major coursework in business or public
    • administration or a related field
    • Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration
    • Be a Certified Professional Contracts Manager (CPCM )
    • Preferred Masters degree with major coursework in business or public administration or a related field
    • Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements
    • Extensive knowledge of principles practices and techniques of large scale government purchasing
    • Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing
    • Extensive knowledge of approved purchasing methods including
    • recording buying inspection and shipping methods
    • Extensive knowledge of the techniques and requirements of specifications preparation
    • Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased
    • Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served
    • Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing
    • Some knowledge of insurance as it pertains to property liability and surety bonds
    • Considerable knowledge of Microsoft Word and Excel and the use of office equipment
    • Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to
    • 5252016
    • City of Hollywood Florida -Class Specification Bulletin Page 3of3
    • other workers accurately and concisely Skills in application of systems analysis techniques and
    • procedures including consulting with users to determine hardware so~ware or system functional specifications
    • Ability to communicate effectively both orally and in writing
    • Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices
    • Ability to deal effectively with administrative officials and vendors
    • Ability to obtain and interpret market prices and trends and apply these to procurement problems
    • https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016
    • ATTACHMENT 4
    • ATTACHMENT 4
    • Jeane Carver-St Luce
    • At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations fun
    • Two important take-away from this email
    • middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed
    • middotmiddot Identify and maintain copies of all your award documents and invoices
    • bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files
    • The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines
    • After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support
    • George
    • George R Jr middotLsisrunt Cinmiddot funllltJcI
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    • FLORIDA
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    • bull Summary
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    • ATTACHMENT 5
    • ATTACHMENT 5
    • George Keller
    • From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde
    • Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice
    • Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris
    • Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick
    • Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz
    • Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel
    • Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie
    • Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran
    • Holycross
    • Cc Paul Bassar Directors Subject Master Contract List Training
    • Good Afternoon
    • The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times
    • Please let me know what suits you best also the training will be held at room 303
    • Thank you
    • Maryury Collier
    • Administrative Specialist II
    • City of Hollywood
    • Financial Services
    • 2600 Hollywood Blvd Suite 303
    • PO Box 229045 Hollywood FL 33020 Office 954-921-3221
    • C 11 middot of ~
    • H~QQQ
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Jeane Carver-St Luce
    • Good Day
    • As some ofyou may be aware the City will be implementing an Electronic Contract File-AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed
    • For your convenience we will be having one hour training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule-Not later than Thursday (552016)
    • Friday May 6 from 330pm to 430pm Monday May 9 at 900am to lOOOam
    • bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam
    • Thank you
    • Maryury Collier
    • Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303
    • P 0 Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MCollierhollywoodflorq
    • Cbullty of ~
    • H L WOOD
    • t i O~IOA
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • ATTACHMENT 6
    • ATTACHMENT 6
    • City ojJfoywootf PCoritfa
    • DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT
    • Date Date Date Date Contract InfoNumber Contract Expiration Date
    • Original Contract Amount Total This Invoice
    • Amendments Adjustment Total Previous Invoices
    • APPENDIXB
    • Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073
    • (954) 895-2949 matthewlalla3
    • March 11 2016
    • Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022
    • Dear Wazir
    • Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016
    • I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors
    • ~~
    • Matthew Lalla
    • cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources
Page 8: BROWARD OFFICE OF THE INSPECTOR GENERAL€¦ · Broward Office of the Inspector General Page 2 . 1. Heightened Awareness, Expectations and Standards of Performance . The senior management

May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4

The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter

Attachments

c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors

ATTACHMENT 1

ATTACHMENT 1

PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195

Phone 954 816-4737 Fax 352 821-4737 On the Web wwwhrdrnet Email philrosenbergearthlinknet

Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045

March 3 2016

Dear Messrs Keller and Standley

The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one

The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues

1 Was the conduct of any of the persons mentioned by the Inspector General who report through the City Managers chain of command and are still employed by the City of Hollywood sufficient to support disciplinary action

2 If so what factors should the City Manager consider in determining the level of such action

3 To what degree was an organizational culture present in the City of Hollywood which may have given rise to or supported the inappropriate actions which occurred

4 To what degree might the Citys personnel policies and practices have been contributing factors

5 In response to opinions to be rendered by The HR Doctor Inc in each of the foregoing areas what recommendations should be considered to prevent or mitigate risks of subsequent failures of the types presented in the Inspector Generals report

The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not

designed to provide ideas to strengthen the organization against future liabilities as are these recommendations This broader background of the context of the situation led to wide-ranging recommendations for improvement These recommendations can be implemented in a rather short timeframe at relatively low cost and primarily with internal resources

Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement

Sincerely

Phil Rosenberg President The HR Doctorreg Inc philrosenbergearthlinknet 954 816-4 737

attachment

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Phil Rosenberg President PO Box 268 Weirsdale FL 32195

Phone 954 816-4737 Fax 352 821-4737 On the Web wwwhrdrnet Email philrosenbergearthlinknet

March 3 2016

IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES

BACKGROUND

The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in this case Fiscal Year 2014 ) The report concludes that these services were procured in an improper manner in relation to the Citys procurement ordinance rules and policies

With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whether there was evidence of criminal misconduct grounds for disciplinary action or how City Administration might better seNe the City Commission and by extension the citizens of Hollywood by improved practices

City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in the past and to seek out and implement progressive change

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The Inspector Generals report is being taken very seriously by the City It is a call to action and catalyst to go beyond the limited and narrow scope of the report in the interest of making broader administrative improvements

As part of the response to the report the City engaged the services of The HR Doctor Inc on January 19 2016 to investigate the background of what occurred and offer opinions and recommendations The deliverable in this situation is the presentation of a written report to the City Manager within 30 calendar days of the date of the approval of the engagement (ie January 19 2016) to address the following issues

1 Was the conduct of any of the persons mentioned by the Inspector General who report through the City Managers chain of command and are still employed by the City of Hollywood sufficient to support disciplinary action

2 If so what factors should the City Manager consider in determining the level of such action

3 To what degree was an organizational culture present in the City of Hollywood which may have given rise to or supported the inappropriate actions which occurred

4 To what degree might the Citys personnel policies and practices have been contributing factors

5 In response to opinions to be rendered by The HR Doctor Inc in each of the foregoing areas what recommendations should be considered to prevent or mitigate risks of subsequent failures of the types presented in the Inspector Generals report

The HR Doctor Inc was authorized and directed by the City Manager to also provide a broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processes better in the future than they were in this 2014 case

METHODOLOGY

The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information

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The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employees were interviewed

To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot

FINDINGS AND CONCLUSIONS

Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positions long experienced in public service They are Assistant City Managers George Keller Mel Standley and Contract Compliance Manager Paul Bassa r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work

1 The Inspector Generals report focused on events associated with one vendor and one type of service provision - that of temporary help during a particular time frame However it would be not be in the spirit of the City Managers direction to comment only on the narrow chain of administrative actions which led to the procurement failures upon which the IG focused In fact this case alone is not really the primary issue the City faces Rather the greater value to the City is a review of the broader circumstances the organizational culture and wider background which resulted in the failures described in the Inspector Generals report Only in that way can a prescription be considered for overall improvement The specific activities detailed in the IG report are a symptom of larger issues Those larger issues constitute the greater scope of the review by the HR Doctor Inc and the larger concern of the City Manager

2 The lack of adherence to procurement regulations rules and ordinance and the lack of earlier recognition of the problem are important However the context and factors which contributed to the situation are of even greater significance because they apply to many other areas of administration If not dealt with comprehensively and in a relatively brief time frame notwithstanding their

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complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur

3 This Reviewer found no evidence to suggest that what happened in the procurement of temporary services in this case was the result of criminal misconduct Had this not been the case this Reviewer as well as I am sure the IG would have taken the steps to share the matter with appropriate law enforcement agencies such as the State Attorneys Office for its consideration By teleconference the supervisor of the investigation confirmed that no such referrals were made by the Inspector Generals Office which supports the conclusion that there was also insufficient information to believe that criminal misconduct was involved in the IGs view

4 What happened in this situation is the direct result of a cascading series of unprecedented pressures and actions the City was required to take in the prior couple of years The City found itself in a state of extraordinary financial distress born of actions taken in a variety of political and administrative arenas over time - factors well beyond the scope of this report What happened nonetheless was an extraordinary declaration of financial urgency Those actions resulted in the reduction of many positions in a short period of time and considerable labor unrest most especially in law enforcement The departure of employees with literally centuries of public service experience in the City in a short time and a turnover of top management positions also occurred In fact the core of top decision-makers involved in the IG report event who were present in the years 2012 through 2014 are no longer in the City service These include the City Manager Assistant City Manager more than one Police Chief and the Director of Human Resources This departure of top administrators contributed to a knowledge vacuum and a sense of leadership insecurity which compounded the situation

5 Most of the persons interviewed expressed overall frustration that many of the central services policies and practices in the city are outdated and have not been systematically and aggressively reviewed and updated in many years At least one policy void particularly relevant to activities described in the Inspector Generals report is the absence of a clear Whistleblower Protection protocol The general policy weaknesses create frustration in the user community especially in the face of major operational needs The frustration is derived from insufficient investment and direction to the central services over the long term It is the central services after all which enable or disable the success of operating departments such as Police Fire-Rescue Public Works and Utilities The central service organizations include Procurement Financial Services Human Resources Information Technology Budget and Risk Management These core functions require ongoing management support and accountability if they are to be at their best when circumstances in the City government such as financial emergency or a natural disaster are at their worst The turnover in central

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service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement

6 This author notes that it is one of the weaknesses of the Inspector General process that it merely reviews particular transactions without conveying a sense of understanding and appreciation for the larger background issues which are important contributors to a particular circumstance While it is certainly beyond the scope of an IG report to offer recommendations for overall improvement the narrow focus can ironically add to elected and appointed official frustrations

7 The extraordinary financial situation of the City combined with administrative policies and practices which are not up-to-date compounded the very legitimate and extremely time sensitive problem of vacancies in critical Police Department positions There are no departments in any city or county government with greater potential for huge liability when processes and people are not effectively managed than Police Fire-Rescue and as recent water treatment failures in Michigan highlight Public Utilities In the case of the Police Department extraordinary numbers of sworn Police Officers and other employees left the City Many did so based on their eligibility to retire Clearly frustration at the state of affairs in the City caused tremendous frustration as evidenced by the labor relations situation and lack of confidence in City leadership at the time

8 Another factor is the generally high turnover financial urgency notwithstanding in both the sworn and the civilian areas of law enforcement principally 911 Emergency Dispatchers Such turnover and the very significant training and supervision needs for new employees in these areas created a situation in which public safety was directly and seriously threatened Vacancies in these areas not only threaten public safety - the city governments core function - but also created a poor work environment for others in the organization The concept of constant staffing or minimum staffing governs how operations such as Police Fire-Rescue and Utilities operate That is it takes various minimum levels of staffing to keep a rescue vehicle in service for example It takes a minimum complement of staff to operate a 911 Dispatch Center or a minimum number of Certified Treatment Plant Operators in Utilities When a vacancy occurs or even a temporary absence occurs due to illness or vacation the operation will immediately have to require overtime work by other employees This is rarely a significant problem when an organization staffing level is set to recognize this inherent need However when the number of approved positions is too small or remains static for years while population growth and service demands increase the result can be a constant barrage of overtime mandates This places increasingly serious and ongoing stress on staff members This in turn creates harm both in terms of family dysfunction and in terms of fueling a desire to leave the organization

9 In the case of Hollywoods 911 Dispatch service at that time the entire situation was further compounded by the failure of County government to effectively take

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over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a need for rapid action to provide staffing support Such a need places major burdens on central service areas in particular Procurement and Human Resources to meet user needs in an emergency The Inspector Generals report itself recognizes as legitimate and urgent the staffing situation which led to the use of temporary personnel as described in this report This Reviewer certainly concurs with that finding and goes on to note that these needs could have and should have been anticipated and controlled for That was not done - a circumstance which also contributed to the cascading problems that occurred

1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be organizational pride at the level where people work every day This can contribute to a healthy morale building and mutually supportive environment However it can also lead to a situation in which the displayed loyalty may foster defensiveness and reduced accountability for an overall City need When policies in central services are old when training is ineffective and when no specific chain of accountability is present and understood by all statements will emerge such as what happened was not our fault We only did what this or that other department called for I assumed that other people had checked transactions for rule compliance etc

11 This kind of loyalty displacement is compounded when administrative practices are not kept up-to-date adequate training is not provided in a compelling ongoing and accountable way and when top leadership changes occur repeatedly There must be a continuous reinforcement by the elected officials and the appointed leaders reporting to the City Manager of a mandate for unity An appreciation that the employer fundamentally is the City government as a whole must be reinforced and that no employee is to be allowed to walk by something wrong Rather employees are to be individually accountable to take steps to verify procedural compliance They are to have the courage and the responsibility to act when they question whether behavior or performance might be improved The organizational culture must include a strong appreciation that the organizations overall needs must be supported and that leaders sincerely want suggestions for improvement

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12 The Civil Service system of the City of Hollywood is a rather classic model enshrining the principles put in place to combat the spoils system in the federal system in 1885 The intentions are honorable and very appropriate to the maintenance of a City service in which appointments result from competitive jobshyrelated and public recruitment and testing processes Even though the Civil Service Ordinance was reviewed in 2010 the core elements were reflected two generations ago in the 1970s They contain rules regulations and procedures which are restrictive and process oriented as much or more than they are outcome oriented

13 Civil Service practices predate union representation of local government employees However today the City workforce contains nearly 1500 full time employees of which less than about one hundred are unrepresented (ie less than seven percent) Therefore the large majority of employees are covered under the provisions of collective bargaining agreements which supersede the Civil Service Rules in key matters such as vested rights and disciplinary appeals These agreements also establish an array of procedural rights and safeguards against management capriciousness in personnel actions These include provisions for binding and compulsory review of terminations demotions and suspensions on appeal by outside third-party decision-makers It is also not unusual for collective bargaining agreements to contain restrictions on appointment decisions by management - formerly the exclusive and core component along with disciplinary action of Civil Service These changes and overlapping coverages developed over decades create precedents time constraints and restrictions on management flexibility especially regarding the employment of top executives

14 The extent of Civil Service property rights for senior management positions coverage can result in significant restrictions on the ability of the City Manager to take effective disciplinary or corrective action In Hollywood Civil Service coverage extends to employees below the rank of department head The result is that the ability of the City Manager to shape a top management team can be significantly and adversely affected In modern public and private business administration there is a critical need for a leadership team responsive to innovation and the overall management direction and philosophy of the top elected and appointed executives Around the country there are efforts underway to review the less than responsive and timely portions of Civil Service to better balance the need for such flexibility with the traditional safeguards provided by the system Hollywood would be well served by undertaking such a rebalancing review

15 In a system where restrictions and safeguards are out of balance with the needs for flexible and timely actions the result is management reluctance or inability in many cases to take the actions necessary to improve efficiency flexibility innovation and positive public service attitudes Though only a minority of employees may consistently perform or behave weakly nonetheless

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managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to ensure the most competent possible workforce If performance evaluations job descriptions and personnel files generally do not reflect written and on-going efforts to document performance excellence weakness and corrective action even those top managers with property rights (ie those covered by Civil Service) can become less willing to take the risks associated with innovation Clients or customers become frustrated by what they regard as excessive delays and lack of responsiveness

16 The relatively recent hires of Department Heads in Information Technology Human Resources Fire-Rescue and Police are well regarded as signs and opportunities that progressive and positive changes can be made These rather new department heads will need active support and direction from the City Manager and encouragement from the City Commission to create and implement aggressive agendas and client focused practices Such support will help the other Directors create similar agendas and help the City Manager succeed in the development of an accountable team

17 The inertia and difficulty in instituting progressive change in performance or behavior is the result of a build up over years of circumstances in which precedents and rules can be confusing The ability to hold individuals especially managers directly and specifically accountable is exemplified by comments and opinions offered during interviews and suggested in what the Inspector Generals findings laid out They are exemplified by paraphrased interview comments such as the following

bull Departments operate separately bull There is a sense of frustration with centralized services bull Workarounds are needed to continue with operational work bull Procurement recommendations are based on practices that involve constant

delays and disagreements bull Recommendations may be based on best procurement practices but not on

whats best for making the operation successful bull There is a continuous uphill battle bull More willingness is needed to find common ground between operational

efficiency and process frustration with Finance involving budget and clarity in understanding how much money is available

bull Operational problems are compounded by personnel not willing to change and not solution driven

bull Operational departments more so than central services feel that there are tribes or silos

bull The priority should be on what operational functions are trying to accomplish bull More central functioning as a team is needed especially in the among the

centralized departments

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bull There is a sense that Payroll Budget IT Procurement and HR systems are antiquated leading to workarounds and frustration

bull Procurement is regarded as a delaying culprit bull Some top managers feel that they do not have a sufficient say in the formulation

of their department budgets and that information needs fall on deaf ears bull There is considerable hope that the concept of an enterprise resource

management program (ERP) will benefit the City and assist in creating more united efforts

bull There is generally defensiveness among employees whose areas were mentioned in the Inspector General report The sense is that the report created an inaccurate impression with some individuals who regarded as insulting and misleading

All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance

It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The Citys ability to hold staff members accountable evaluate their performance take disciplinary corrective action and recognize and reward performance excellence is critical Those abilities need enhancing as a priority for the City Manager They need elected official support

RECOMMENDATIONS

1 Conduct an HR Diagnostic Review presided over by the Director of Human Resources The review constitutes a stakeholder staff Civil Service Commissioner and union process assessment The outcome will be a strategic blueprint for process improvement in the form of a report to the City Manager

2 As a result of the Diagnostic create a Human Resources Business Plan to assign specific How Many By When responsibility to implement the improvements identified in the Diagnostic The Plan would be led by the Director of Human Resources and would include both those projects general in nature for the City and those more specific to the HR needs of selected operational departments specifically including Police Fireshy

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Rescue and Public Utilities The Plan would assign specific staff accountability for each project with completion dates and completion milestones There would then be monthly or quarterly progress reviews by the City Manager

3 Review and update all position descriptions not already encompassed within the current Compensation work being done by Evergreen Consulting Begin first with those in the Police Department This is a project which can be completed within six months and can be accomplished using internal resources While there are hundreds of positions in the City service most will fall within 10 or fewer job classifications such as Law Enforcement Officer and Firefighter

4 Add to every position description the essential function of effectively and positively representing the City in delivering and performing their work with colleagues and clients irrespective of gender race religion age disability political affiliation or belief or sexual orientation In other words clearly establish the attitudes and behaviors reflected above as essential elements of every City position

5 Add to every position description the essential function of maintaining effective and professional relationships with work colleagues supervisors and managers

6 Select those City policies which are associated with the identification mitigation and control of liabilities and launch a project for the rapid upgrading and modernizing of each of those policies The highest priority would go to the installation of policies such as Whistleblower Protection and use of Social Media which do not currently exist Next would follow the updating of those existing policies associated with liabilities such as bullying sexual-harassment unlawful discrimination workplace violence and effective colleague relationships

7 In the case of a Whistleblower Protection policy the City should consider using an outside receiver for intake of Whistleblower allegations of wrong doing This would permit an initial assessment of the nature of the allegations outside of the chain of command followed by appropriate referral for followup The result would likely be a greater sense of confidence for persons who in good faith feel that something needs addressing within the organization

8 Add as a heavily weighted criterion for all promotions the criteria of actively supporting teamwork organization-wide unity and effective collegial relationships Create behavioral assessment questions accordingly

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9 Add as a significant performance evaluation criterion in all evaluations the assessment of an individuals commitment performance and behavior in actively supporting organization-wide team unity and effective collegial relationships

10 Develop and implement in the Civil Service selection process during initial hiring behavioral challenges to assess the degree to which a candidate demonstrates a commitment to teamwork and positive interpersonal cooperation This could take the form of a focused video scenario-based process similar to the commonly used law enforcement selection tool Behavioral Personnel Assessment Device (BPAD) It could be developed within the Department with involvement by Law Enforcement Officers

11 The grievance procedures in all bargaining units should be amended to include a new step Advisory Opinion of the Director of Human Resources This step would provide that the Director might agree at any step in the process at the request of either party or on her own motion to offer a written or non-written non-binding opinion as to any aspect of the grievance This could include suggestions for mediation or at a minimum offer another viewpoint on the subject The Advisory Opinion would not carry with it specific timeframes nor would it replace any of the decision-makers authority and responsibility in the procedures It would however provide a tool which the City and the employees would find valuable in the future for problem resolution Adding the step of course would follow reviewing the matter with unions involved

12 Prepare a draft of an amended discipline article for the collective bargaining agreements under which a written reprimand would no longer be subject to binding and compulsory arbitration The Amendment would provide in other words that the City Managers decision would be final Appeals could not be further filed to binding and compulsory outside arbitration This draft recognizes that a written reprimand does not result in the loss of property and is therefore not constitutionally protected as a vested right It would recognize that despite this change aggrieved employees who feel that discipline decisions or counseling ~omments are based on unlawful discrimination or retaliation still have other appeal opportunities on that specific basis This draft policy should be shared in writing with the union presidents in advance of collective bargaining and aggressively pursued by the City during upcoming negotiations It is likely that the unions would appreciate the importance of such a streamlining of the disciplinary procedure and would recognize that in and of itself fears that the change would result in a flood of reprimands are unfounded The Police agreement does not provide for appeals when observable behavior results in a written notice Therefore the foregoing recommendation would not apply to the Police bargaining unit

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13 Consider the out-stationing of a current Police Officer position already working on human resources matters such as background investigations or Internal Affairs to be physically located in a private office in the Human Resources Department There would be career development benefits for the Officer team building communications improvement for both departments and additional security readily available for both HR and Risk ManagementLabor Relations The Chief and the Director of Human Resources should have no problem in coordinating workflow or resolving assignment conflicts by joint communications The work is being done already anyway The out-stationed location would only create additional benefits

14 The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candidates can be facilitated via recommendations from graduate programs at local universities such as those involving Public Administration Criminal Justice Human Resources or other relevant academic programs This can also be a tool in the Citys workforce diversity efforts while also enhancing the capacity of the Human Resources Department to manage multiple management issues concurrently Assignment of two Graduate Interns for a period not exceeding one year would be a catalyst in driving some of the recommendations in this report It would also provide some needed relief for the Director of Human Resources to devote the necessary time to actively lead strategic progress

15 Performance evaluation criteria should be augmented to include a section on Representation of the City and the Department This section would assess an employees behavior and performance over the prior year in relation to whether or not it reflected positively within and outside of City Government Every staff member represents the City as well as their Departments As such they have a responsibility to be taken more seriously than ever before to engage in interpersonal skills reflecting in a positive manner on their individual professionalism

16 The work of top leaders in a dynamic City government such as a Police or Fire-Rescue Chief and a Director of Human Resources involves a very substantial amount of time spent in the management of Human Resources issues Often these can be of higher liability than those which might arise in other City departments For example arguably the day-toshy

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day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assistant City Managers fulfill most of that need especially with regard to Police and Fire command staff counseling However a coach for other leaders would be a valuable asset to have in place

SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE

17 Part of an executive development program can be what amounts to an Internal Fellowship in which a newly promoted Manager gets assigned to work as a Special Assistant to the City Manager or an Assistant City Manager for a period such as three to six months This would allow for example a newly promoted executive in the Police Department to play an important role in the overall City budget process in Collective Bargaining with a non-law enforcement bargaining unit or to assist in a high-priority policy matter determined by the City Manager At the end of the Fellowship period the individual would return to their new role in their home Department with a greater appreciation than ever before about the larger issues facing executive leaders in the City

18 The Civil Service Ordinance should be amended to increase the number of positions exempt from Civil Service coverage Employees in such exempt positions would then serve at will Serving at will means that these employees may be disciplined or even terminated for any reason or no reason as long as the actions do not occur because of illegal reasons Current rules are too restrictive for the city to be as flexible as it needs to be in developing accountable and responsive executive staff Division Directors support staff in the City Managers Office as well as those in the City Attorneys Office and Labor Relations and Risk Management areas are appropriate candidates for at will service Current incumbents who enjoy property rights may not have those rights stripped away involuntarily as long as the incumbents are employed However they may voluntarily waive such rights in trade for some quid

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pro quos such as additional benefits In the absence of such voluntary exemption attrition should be used so that future incumbents in selected positions would be hired as at will employees

19 A predictive staffing study should be conducted in departments utilizing a constant staffing structure - typically Police Fire-Rescue and Water and Wastewater Treatment Plant operations The study would make reasonable estimates based primarily on length of service and employee surveys to determine the likely extent and timing of future vacancies From that information the city can prepare in advance to have vacancies filled immediately upon turnover if not before Civil Service eligibility lists can be maintained for immediate use without having to begin recruitments from scratch The staffing needs in the Police Department were major contributing factors to the issues addressed in the Inspector Generals report Predictive staffing actions can reduce the likelihood that that critical situations will happen again

20 As a corollary to predictive staffing the City should consider over staffing in selected areas of the workforce with short-term temporary employees drawn off Civil Service eligible lists These employees would transition immediately into the regular workforce and be given credit for their temporary service as part of their probationary periods The result can be a cadre of employees already trained and ready to assume the regular workforce duties of the positions There will always be some number of vacancies in a city or county workforce as large as Hollywoods These vacancies may be funded in the budget such that hiring some additional Police Officers or Firefighters beyond the allocated limits in the budget might be funded with the salaries of vacant positions providing offsets Currently in conservatively funded constant staffing operations if a vacancy occurs due for example to long-term absences such as illness the staffing void must be filled at a rate of time and a half by overtime mandates This does nothing to prepare new employees to immediately step in as vacancies occur

21 The Civil Service rules currently operate on the basis of a narrow rule of three In this selection rule the Department Director acting for the City Manager is limited to no more than the top three candidates presented from civil service eligible lists In a system where the filling of vacancies may take considerable time or eligible lists may be many months old a rule of three is too limiting Broader certification rules such as a rule of five or a rule of the rank would offer more needed flexibility without sacrificing civil service principles

22 The Citys Information Technology (IT) function is an area often needing particular candidate expertise not generally available within classical Civil Service recruiting methods New projects such as the organization-wide

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Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside over a facilitated focus group of top users and current IT staffs to prioritize projects identify needs and resources and prepare an IT Business Plan for review by the City Manager Likewise in this reviewers opinion being familiar with the installation of new large IT activities overlaid on existing staff requirements adding a graduate intern as an at will employee for one year would provide a new resource to the IT Director to more rapidly implement the programs he will be asked to bring to fruition This would be in addition to whatever staffing or consultant resources are brought to bear for the Enterprise Resource System

23 The City uses the procurement process to solicit a variety of benefit contracts often amended annually for health insurance dental life and other products These represent significant expenditures and cover all full-time employees their dependents and retirees In the face of complex and changing insurance rules deadlines engagements with insurance companies and much more a special expertise is required to look after the City of Hollywoods best interests Monitoring utilization developing innovations and cost containment strategies and being able to negotiate aggressively with insurance providers is best managed by outside expertise engaged by the City Currently the procurement elements of this process are managed by the Human Resources Director - along with_her many other responsibilities - not to mention the process improvements called for in this report The City should use professional procurement practices to select a consultantbroker to represent the City The result can be a tighter control on a very significant area of cost and administration This should be done well in advance of the expiration of benefit contracts in the year to come

24 This Reviewer urges the City to be especially wary of vendor promises with regard to the implementation of an expensive organization-wide enterprise resource program Vendors may make what have previously been called piecrust promises - easily made easily broken The vendor support team may well experience staff turnover Resources will be shifted to other clients The estimated time and cost of system installation may stretch well past the budgeted and anticipated costs originally proposed Aggressive steps under the leadership of the IT director in terms of milestones required of vendors performance penalties built into contracts as well as performance rewards should be considered and implemented If this vigorous enforcement approach does not happen and this large-scale IT project is managed in a way similar to the management of temporary needs reported by the IG the stage will be set

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for another perhaps even more costly organizational problem in the future

25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential services are the ultimate responsibility of every manager With regard to the core area of Procurement however the job description for the Procurement Manager is clear in its requirements that it is this employee who is responsible for the management and oversight of contracts or particular department services Regardless of the past practices and exigencies of staffing needs in 2013 and 2014 this fundamental element of the Procurement responsibility was not met

Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement professional with years of experience Leadership direction

middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in a better position to determine the future reporting relationships for this important function

26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots administration and finance as well as HR and other central services should convene a stakeholder summit to bring out these concerns and address them The primary outcome would be budget

16

process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process

27 Direct payment vouchers related to any procurement and contractorvendor remuneration should be reviewed by and signed off directly by the Contract Compliance Manager This is especially true in what would be his broader role if the recommendation to place Procurement under his management were implemented In reviewing a sampling of such vouchers for temporary services during the IG report period it was noted that many did not have Department Head signatures Even the Procurement Office itself used such services although the clear focus was on the activities in Police

28 Meeting any staffing need through a temporary services company should require a specific review and sign off by the Director of Human Resources She would be asked to attest to the fact that HR is not capable of meeting the needs presented by the operating department and to explain why this need cannot be met through City procedures and practices In the case of what might be an ongoing need the Director would be required to explain whether actions can be instituted to change that scenario so that an ongoing use of temporary help from an outside vendor can be reduced if not eliminated

29 Finally this Reviewer notes that recommendations to the City Manager concerning the prospects of disciplinary action were part of this engagement Those recommendations will following consultation with the City Manager be presented as a verbal briefing to him so that his ability to respond to organizational needs is not compromised unduly in the very sensitive areas of staff relations

No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and managed assertively formally and consistently by their managers If the warnings and corrective action opportunities do not change the weak behavior these employees should be demoted or terminated If such actions become necessary it will ironically not be the City which acts it will in reality be the employee him or herself who provokes the action

It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees - that they are the Citys

17

vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances

OVERALL IMPRESSION

The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading managers to feel that the systems in place could meet their needs With a strong past sense of inertia rather than innovation and process improvement factoring into what occurred the City is best and most constructively served by the City Manager acting aggressively to improve internal processes make the improvements more visible and make those now responsible for the Procurement and utilization of services more accountable He is well able to use his strong communications skills and sense of ethics to deliver clear messages of professional expectation and enforce those expectations going into the future

18

ATTACHMENT 2

ATTACHMENT 2

CITY of HOLLYWOOD FLORIDA Office of the City Manager

02600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045 Phone (95 4) 921 -3201 bull Fax (95-1) 921 -3314 deg wwwhullywoodflorg

Wazir A Ishmael PhD City Manager

March 18 2016

The Honorable Mayor Vice Mayor and Members of the City Commission

City of Hollywood Hollywood FL 33020

Mayor Vice Mayor and City Commissioners

This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016

We thank him for his services and wish him well in his future endeavors

Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller

Should you have any questions I am available at your convenience

Sincere I

DtJJ~tr A Ishmael Ciey(Janager

c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director

Our Mission Y l arc dcdic 11 t d lO proiding municip1 l scrvictS for our diverse co mrnuni ry in an atn1osphL rl of tOOperal ion courtesy and respect

Xie do 1h is hy ensu ri ng gtII who li ve work and pby in die C it) of l o ll )~VOoJ enjoy a high qnli l of lifo

hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood Florida 33020

Dr Ishmael

As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities

In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life

Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and capital improvements

Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices

I wish the City of Hollywood and the dedicated employees much luck with their future endeavors

Sincerely

faL--shyJocent Wasserman Director Procurement Services

ATTACHMENT 3

City of Hollywood Florida - Class Specification Bulletin Page 1of3

ATTACHMENT 3

Contract Compliance Officer Class Code

1138

Bargaining Unit Management CITY OF HOLLYWOOD FLORIDA Revision Date Apr 29 2015

SALARY RANGE

$3310 - $5296 Hourly $264809 - $423694 Biweekly

$6885030 - $11016048 Annually

JOB DESCRIPTION

This is advanced responsible professional and administrative work involving contract certification contract compliance and management for all vendors bidders and proposers conducting business with the City coordination of procurement activities and office and field monitoring Work involves providing managerial assistance to the Assistant City Manager for Finance and Administration in managing and monitoring contracts for compliance developing policies procedures rules and regulations for Citywide purchasing and coordinating the resolution of problems with vendors bidders and proposers

The incumbent exercises a considerable degree of independent judgment Employee is expected to make independent decisions in conformance with applicable laws rules and regulations governing the public purchase of commodities and services as well as standard public purchasing policies and procedures

EXAMPLES OF DUTIES

Reviews all City contracts for compliance and adherence to proper procedures including but not limited to confirmation of proper authority adherence to appropriate procurement procedures identification of time frames satisfaction of insurance requirements verification of available funding review of scope of services and notification of upcoming expiration

Assists in developing new and improved procedures concerning City purchasing activities Recommends corrective actions where applicable

Advises City departmentspersonnel on purchasing procedures to ensure proper compliance with Citys purchasing policies and procedures

Assists user departments in the informal competitive negotiated process for acquisition of professionalpersonal services

Reviews specifications from departments to procure goods and services of a complex andor technical nature

Monitors the evaluation andor negotiation process for acquisition of professionalpersonal services to ensure that proposals have been evaluated andor negotiated in accordance with solicitation document and city purchasing policies and procedures

Conducts preliminary investigations and make finding-of-fact reports on contractual bid disputes bid protests proposed debarment bidder non-responsibility and vendor nonshy

https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 2of3

performance

May represent the Director at various meetings within the city and the business community

Performs other job duties as assigned

THE REQUIREMENTS Required Possession of a Bachelors degree with major coursework in business or public administration or a related field

Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration

Be a Certified Professional Contracts Manager (CPCM )

Preferred Masters degree with major coursework in business or public administration or a related field

Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements

KNOWLEDGE SKILLS AND ABILITIES Extensive knowledge of principles practices and techniques of large scale government purchasing

Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing

Extensive knowledge of approved purchasing methods including recording buying inspection and shipping methods

Extensive knowledge of the techniques and requirements of specifications preparation

Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased

Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served

Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing

Some knowledge of insurance as it pertains to property liability and surety bonds

Considerable knowledge of Microsoft Word and Excel and the use of office equipment

Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to

httpsagencygovernmentjobscomhollywoodfldefaultcfmaction=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 3of3

other workers accurately and concisely

Skills in application of systems analysis techniques and procedures including consulting with users to determine hardware so~ware or system functional specifications

Ability to communicate effectively both orally and in writing

Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices

Ability to deal effectively with administrative officials and vendors

Ability to obtain and interpret market prices and trends and apply these to procurement problems

https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016

ATTACHMENT 4

ATTACHMENT 4

Jeane Carver-St Luce

From George Keller Sent Monday March 14 2016 328 PM To Chuck Ellis Clay Milan Eric Busenbarrick George Keller Gus Zambrano Jaye Epstein

Jeffrey Sheffel Lorie Mertens-Black Mel Standley Patricia Cerny Philip Sauer Raelin

Storey Raheem Seecharan Raquel Elejabarrieta Shiv Newaldass Steve Joseph Sylvia

Glazer Tammie Hechler Tomas Sanchez Tamikia Bacon Paul Bassar Cc Jeane Carver-St Luce Subject FW MCL Informational Email for Distribution

Importance High

At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations funding expenditures and Points of Contact Other helpful features will include executed copies of contract documents and invoice summaries

Two important take-away from this email

1 If you havent seen the fVICL demonstration please tune into the next City Commission meeting

2 Preliminary planning for a iVICL anticipation go live date--on or about 442016

middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed

middotmiddot Identify and maintain copies of all your award documents and invoices

bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files

The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines

After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support

George

George R heJcr Jr middotLsisrunt Cinmiddot funllltJcI

City of Hollywood ()Ill follrmind R1111tl1UlaquoI VU Bn_rl_)lt)l-f5

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Master Contract List (MCL)

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Agenda

o What is the MCL

D MCL Data

D Demonstration of an Electronic Contract File

o MCL Next Steps v 0 v

o Questions

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What is the MCL bull Summary

o An electronic standardized comprehensive Management Tool-A One Stop Shop For all stakeholders who have a role with contract administration

o Useful real time information such as automatic daily countdowns of days for contracts and insurance expirations funding expenditures and Points of Contact

o Executed copies of contract documents and invoice bullsummaries

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MCL-Next Steps

bull Implementation o The MCL is a priority initiative

bull Continue gatheringupdating all contractual information bull Establishing POCs permission rights

o Coordinating with Financial Services Department in obtaining all invoices

o Working with the Procurement Division with keeping contractual documents updated

o Training Administrative Personnel who will have a procurement role

bull Execution After the City Commission presentation and feedback final developmenttraining sessions-anticipating a go live date April 2016

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ATTACHMENT 5

ATTACHMENT 5

George Keller

From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde

Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney

Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra

Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris

Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz

Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel

Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie

Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran Holycross

Cc Paul Bassar Directors Subject Master Contract List Training

Good Afternoon

The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times

bull Thursday May 26 at lOOpm 200pm 300pm bull Tuesday May 31 at 900am lOOOam l lOOam lOOpm 200pm 300pm bull Wednesday June 1 at 900am lOOOam 11 OOam bull Thursday June 2 at 900am lOOOam l lOOam lOOpm 200pm 300pm

Please let me know what suits you best also the training will be held at room 303

Thank you

Maryury Collier Administrative Specialist II City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 PO Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MColl ierholl ywoodflorg C 11 middot o f ~

H~QQQ Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record

Jeane Carver-St Luce

From Maryury Collier Sent Monday May 02 2016 1024 AM To Administrative Assistant II Cc Directors Paul Bassar Subject Training for the Master Contract List

Good Day

As some ofyou may be aware the City will be implementing an Electronic Contract File- AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed

For your convenience we will be having one h our training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule- Not later than Thursday (552016)

Friday May 6 from 330pm to 430pm

Monday May 9 at 900am to lOOOam bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam

Thank you

Maryury Collier Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 P 0 Box 229045 Hollywood FL 33020 Offi ce 954-921-3221 E-mail MCollierhollywoodflorq Cbullty of ~

H L WOOD t i O~IOA

Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mai l may be subject to disclosure as a matter of public record

ATTACHMENT 6

ATTACHMENT 6City ojJfoywootf PCoritfa DPV

DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT

Date 5252016 Pay to Vendor No Amount of Payment

Name Account No Address Separate Check Requested D City Invoice Number StateZip

Explanation of Payment

Date

Date

Date

Date

Contract InfoNumber Contract Expiration Date

Item Budget Item Description Line Item

l SubscriotionDuesMemberships Fees 2 Postage MeterStamps 3 Host Account Reimbursements 4 LicensesPermitsCertificates 5 Court CostOther Govt AgencvTaxes 6 Real Estate Closing - Attach Stmt 7 Advertising - attach tearsheet 8 Education CoursesSeminars 9 EducationReimbursementsBooks 10 RecordsSlidesFilmsGov Publication 11 Deferred ComoBank Pavments 12 MedicalVeterinarv Pavments 13 Insurance Premiums 14 Grant Disbursements 15 UtilitiesDump Fees 16 Refunds 17 CourierFreight 18 Pettv Cash Reimbursement 19 Other Professional Services 20 Soecial EventsRecr Performances 21 Temoorarv Emolovment Services 22 MealParkinQNiileaQe (1 dav tri-countv)

Unit Quantity

Originated by Dept Head Printed Name

DeptDiv Dept Head Signature

Procurement TypeDoc ---------------- Procurement Appr _

Finance Approval __________ Date Budget Approval

City Commission or City Manager Action Resolution

Unit Price

Total

ExtensionTotal

$000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000

Original Contract Amount Total This Invoice

Amendments Adjustment Total Previous Invoices

Total Contract Amount Total to Date --------------shy

City Manager Signature (if required)

Distribution List Finance Procurement Services Depmtment Copy dpv (rev3l02015)

APPENDIXB

Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073 (954) 895-2949 matthewlal la32 7 5comcastnet

March 11 2016

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022

Dear Wazir

Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016

I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors

~~ Matthew Lalla

cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources

  • Structure Bookmarks
    • BROWARD OFFICE OF THE INSPECTOR GENERAL
    • To and Members City of Hollywood C
    • From John W Scott Inspector General
    • Date June 6 2016
    • Subject Status Report-OIG Final Report Re Misconduct and Gross Mismanagement by the City ofHollywood in the Procurement of Temporary Employment Services Ref OIG 14-027
    • On March 2 2014 the Broward Office of the Inspector General (OIG) issued a final report finding that City of Hollywood officials violated numerous city ordinances policies and procedures to pay approximately $1 million for the services of temporary employees (temps) Specifically we found that the officials
    • At the conclusion of the report the OIG acknowledged the initial remedial steps taken by the city but recommended additional action including-given the potential for further abuse of the DPV payment method-a full audit of DPV payments
    • John W Scol1 Inspector General One North University Drive Suite 11 1 bull Planlalion Florida 33324 bull (954) 357-7873 bull Fax (954) 357-7857 4) 357-TIPS
    • As requested City Administrator Wazir Ishmael has now provided the OIG a status report with attachments which is attached as Appendix A The city states that it s senior management team has communicated publicly and individually that the inappropriate actions that occurred in the past were clearly wrong and unacceptable The city has now implemented numerous protocols and procedures in response to the OIGs investigation Of particular significance the city has created and implemented a contract com
    • The city has also restructured the Procurement Division and reformed oversight of the procurement process The finance director and procurement director overseeing the activities discussed in the final report have since resigned from the city Former Procurement Director Joel Wasserman s resignation is attached at Appendix A and former Finance Director Matthew Lallas resignation is attached as Appendix B The city also provided a repo1i it commissioned from a human resources specialist in response to the
    • However the city failed to address our recommendation that the DPV payments be audited in light of the significant misuse of the mechanism and the corresponding vulnerability to fraud waste and abuse Accordingly the OIG requests that we be provided a supplemental status report within 90 days or by September 5 2016 regarding a DPV audit
    • Attachment
    • cc Wazir Ishmael City Administrator
    • From To Cc
    • Subject Date Attachments
    • MaY Johns InsoectorGeneral Wazir Ishmael City of Hollywoods 90 Day Progress Report Regarding TransHire Tuesday May 31 2016 42804 PM 05 31 16 Letter to Inspector Scott re TransHire 90 Day Progress Reportpdf
    • 05 31 16 Letter to Inspector Scott Attachment lpdf 05 31 16 Letter to Inspector Scott Attachment 2pdf 05 31 16 Letter to Inspector Scott Attachment 3pdf 05 31 16 Letter to Inspector Scott Attachment 4pdf 05 31 16 Letter to Inspector Scott Attachment 5pdf 05 31 16 Letter to Inspector Scott Attachment 6pdf
    • Good afternoon Inspector General shy
    • The City Manager asked that I forward you the City of Hollywoods 90 day progress report that you requested in your final report regarding TransHire
    • Thank you Dr Wazir Ishmael City Manager
    • Executive Assistant City of Hollywood Office of the City Manager 2600 Hollywood Blvd Suite 419
    • PO Box 229045 Hollywood FL 33022-9045 Office 954-921-3201 E-mail
    • fjj
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Office of the City Manager
    • 2600 Hollywood Blvd bull PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (954) 92 1-33 14 bull rg
    • Wazir A Ishmael PhD City Manager
    • SENT VIA EMAIL amp US MAIL
    • May 31 2016
    • Mr John W Scott Inspector General Broward Office of the Inspector General
    • One North University Drive Suite 111 Plantation FL 3324
    • Re Broward Office of the Inspector General Report on Transhire 90 Day Progress Report
    • Dear Mr Scott
    • Please accept this response from the City of Hollywood as the 90 Day Progress Report that you requested in your final report on the above matter First let me assure you that your information findings and recommendations have been fully received acknowledged and communicated widely throughout the City staff Secondly I have discussed the serious nature of the issues identified directly with the Mayor City Commission senior management team staff and members of the public reinforcing that those inap
    • Finally we have collectively implemented and followed a broad spectrum of improvements actions resources training and policies to continue forward the lessons learned in progress of the organization The initiatives we have undertaken exist at the policy level and administrative oversight as well as day to day operations The below information describes those steps in more detail along with the attached documentation and the derived benefit for each Your contribution to stimulating these improveme
    • Our Mission Ve are dedicmcd to providing municipal services for our diverse community in an atmosphere ofcooperation courtesy and respect Yc do this by ensuring all who live work and play in the City of Hollywood enjoy a high quality of life
    • An Equa l Opportunity a nd Serv i ce Provide r Ag e nc y
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2
    • 1 Heightened Awareness Expectations and Standards of Performance
    • The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures
    • 2 Services of an External Consulting Professional (Attachment 1)
    • The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many
    • 3 Organizational Modifications and Reform (Attachment 2)
    • The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have be
    • 4 Human Resources Policy Review and Reform
    • Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced
    • 5 WorkflowBusiness Policies and Procedures Modifications
    • The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3
    • The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions
    • 10 Direct Payment Voucher Procedural Modifications (Attachment 6)
    • The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4
    • The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter
    • Attachments
    • c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors
    • ATTACHMENT 1
    • ATTACHMENT 1
    • PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737
    • Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045
    • March 3 2016
    • Dear Messrs Keller and Standley
    • The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one
    • The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues
    • The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not
    • Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement
    • Sincerely
    • Phil Rosenberg President The HR Doctorreg Inc 954 816-4 737
    • attachment
    • Phil Rosenberg President PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737 On
    • March 3 2016
    • IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES
    • BACKGROUND
    • The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in t
    • With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whet
    • City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in th
    • 1
    • The Inspector Generals report is being taken very seriously by the City It is a call to
    • action and catalyst to go beyond the limited and narrow scope of the report in the
    • interest of making broader administrative improvements
    • As part of the response to the report the City engaged the services of The HR Doctor
    • Inc on January 19 2016 to investigate the background of what occurred and offer
    • opinions and recommendations The deliverable in this situation is the presentation of
    • a written report to the City Manager within 30 calendar days of the date of the approval
    • of the engagement (ie January 19 2016) to address the following issues
    • The HR Doctor Inc was authorized and directed by the City Manager to also provide a
    • broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processe
    • METHODOLOGY
    • The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information
    • 2
    • The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employee
    • To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot
    • FINDINGS AND CONCLUSIONS
    • Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positio
    • r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work
    • 3
    • complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur
    • 4
    • service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement
    • 5
    • over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a n
    • 1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be org
    • 6
    • 7
    • managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to
    • ensure the most competent possible workforce If performance evaluations job
    • descriptions and personnel files generally do not reflect written and on-going
    • efforts to document performance excellence weakness and corrective action
    • even those top managers with property rights (ie those covered by Civil
    • Service) can become less willing to take the risks associated with innovation
    • Clients or customers become frustrated by what they regard as excessive
    • delays and lack of responsiveness
    • 8
    • All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance
    • It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The City
    • RECOMMENDATIONS
    • 9
    • Rescue and Public Utilities The Plan would assign specific staff
    • accountability for each project with completion dates and completion
    • milestones There would then be monthly or quarterly progress reviews
    • by the City Manager
    • 10
    • 11
    • 14The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candi
    • 12
    • day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assis
    • SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING
    • PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION
    • THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS
    • SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE
    • ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK
    • ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR
    • THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY
    • CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE
    • 13
    • pro quos such as additional benefits In the absence of such voluntary
    • exemption attrition should be used so that future incumbents in selected
    • positions would be hired as at will employees
    • 14
    • Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside
    • over a facilitated focus group of top users and current IT staffs to
    • prioritize projects identify needs and resources and prepare an IT
    • Business Plan for review by the City Manager Likewise in this reviewers
    • opinion being familiar with the installation of new large IT activities
    • overlaid on existing staff requirements adding a graduate intern as an at
    • will employee for one year would provide a new resource to the IT
    • Director to more rapidly implement the programs he will be asked to bring
    • to fruition This would be in addition to whatever staffing or consultant
    • resources are brought to bear for the Enterprise Resource System
    • 15
    • for another perhaps even more costly organizational problem in the
    • future
    • 25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential s
    • Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement pr
    • middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in
    • 26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots adm
    • 16
    • process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process
    • No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and mana
    • It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees -that they are the Citys
    • 17
    • vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances
    • The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading manager
    • 18
    • ATTACHMENT 2
    • ATTACHMENT 2
    • CITY of HOLLYWOOD FLORIDA
    • Office of the City Manager
    • 0
    • 2600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (95-1) 921-3314 deg
    • Wazir A Ishmael PhD City Manager
    • March 18 2016
    • The Honorable Mayor Vice Mayor
    • and Members of the City Commission City of Hollywood Hollywood FL 33020
    • Mayor Vice Mayor and City Commissioners
    • This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016
    • We thank him for his services and wish him well in his future endeavors
    • Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller
    • Should you have any questions I am available at your convenience
    • Sincere I
    • Dt~tr A Ishmael Ciey(Janager
    • c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director
    • Our Mission Yl arc dcdic 11td lO proiding municip1l scrvictS for our diverse co mrnuniry in an atn1osphLrl of tOOperalion courtesy and respect
    • Xie do 1his hy ensu ring gtII who live work and pby in die Cit) of loll)~VOoJ enjoy a high qnlil oflifo
    • hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y
    • Dr Wazir Ishmael
    • City Manager City of Hollywood
    • 2600 Hollywood Blvd
    • Hollywood Florida 33020
    • Dr Ishmael
    • As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities
    • In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life
    • Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and cap
    • Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices
    • I wish the City of Hollywood and the dedicated employees much luck with their future endeavors
    • Sincerely
    • Jocent Wasserman Director Procurement Services
    • ATTACHMENT 3
    • City of Hollywood Florida -Class Specification Bulletin Page 1of3 ATTACHMENT 3
    • https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016
    • performance
    • May represent the Director at various meetings within the city and the business community
    • Performs other job duties as assigned
    • Required Possession of a Bachelors degree with major coursework in business or public
    • administration or a related field
    • Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration
    • Be a Certified Professional Contracts Manager (CPCM )
    • Preferred Masters degree with major coursework in business or public administration or a related field
    • Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements
    • Extensive knowledge of principles practices and techniques of large scale government purchasing
    • Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing
    • Extensive knowledge of approved purchasing methods including
    • recording buying inspection and shipping methods
    • Extensive knowledge of the techniques and requirements of specifications preparation
    • Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased
    • Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served
    • Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing
    • Some knowledge of insurance as it pertains to property liability and surety bonds
    • Considerable knowledge of Microsoft Word and Excel and the use of office equipment
    • Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to
    • 5252016
    • City of Hollywood Florida -Class Specification Bulletin Page 3of3
    • other workers accurately and concisely Skills in application of systems analysis techniques and
    • procedures including consulting with users to determine hardware so~ware or system functional specifications
    • Ability to communicate effectively both orally and in writing
    • Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices
    • Ability to deal effectively with administrative officials and vendors
    • Ability to obtain and interpret market prices and trends and apply these to procurement problems
    • https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016
    • ATTACHMENT 4
    • ATTACHMENT 4
    • Jeane Carver-St Luce
    • At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations fun
    • Two important take-away from this email
    • middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed
    • middotmiddot Identify and maintain copies of all your award documents and invoices
    • bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files
    • The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines
    • After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support
    • George
    • George R Jr middotLsisrunt Cinmiddot funllltJcI
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    • FLORIDA
    • Master Contract List (MCL)
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    • What is the MCL
    • bull Summary
    • bull
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    • Deinonstration
    • bull TCITY MANAGERMCL Demo
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    • MCL-Next Steps
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    • ATTACHMENT 5
    • ATTACHMENT 5
    • George Keller
    • From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde
    • Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice
    • Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris
    • Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick
    • Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz
    • Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel
    • Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie
    • Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran
    • Holycross
    • Cc Paul Bassar Directors Subject Master Contract List Training
    • Good Afternoon
    • The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times
    • Please let me know what suits you best also the training will be held at room 303
    • Thank you
    • Maryury Collier
    • Administrative Specialist II
    • City of Hollywood
    • Financial Services
    • 2600 Hollywood Blvd Suite 303
    • PO Box 229045 Hollywood FL 33020 Office 954-921-3221
    • C 11 middot of ~
    • H~QQQ
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Jeane Carver-St Luce
    • Good Day
    • As some ofyou may be aware the City will be implementing an Electronic Contract File-AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed
    • For your convenience we will be having one hour training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule-Not later than Thursday (552016)
    • Friday May 6 from 330pm to 430pm Monday May 9 at 900am to lOOOam
    • bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam
    • Thank you
    • Maryury Collier
    • Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303
    • P 0 Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MCollierhollywoodflorq
    • Cbullty of ~
    • H L WOOD
    • t i O~IOA
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • ATTACHMENT 6
    • ATTACHMENT 6
    • City ojJfoywootf PCoritfa
    • DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT
    • Date Date Date Date Contract InfoNumber Contract Expiration Date
    • Original Contract Amount Total This Invoice
    • Amendments Adjustment Total Previous Invoices
    • APPENDIXB
    • Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073
    • (954) 895-2949 matthewlalla3
    • March 11 2016
    • Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022
    • Dear Wazir
    • Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016
    • I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors
    • ~~
    • Matthew Lalla
    • cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources
Page 9: BROWARD OFFICE OF THE INSPECTOR GENERAL€¦ · Broward Office of the Inspector General Page 2 . 1. Heightened Awareness, Expectations and Standards of Performance . The senior management

ATTACHMENT 1

ATTACHMENT 1

PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195

Phone 954 816-4737 Fax 352 821-4737 On the Web wwwhrdrnet Email philrosenbergearthlinknet

Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045

March 3 2016

Dear Messrs Keller and Standley

The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one

The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues

1 Was the conduct of any of the persons mentioned by the Inspector General who report through the City Managers chain of command and are still employed by the City of Hollywood sufficient to support disciplinary action

2 If so what factors should the City Manager consider in determining the level of such action

3 To what degree was an organizational culture present in the City of Hollywood which may have given rise to or supported the inappropriate actions which occurred

4 To what degree might the Citys personnel policies and practices have been contributing factors

5 In response to opinions to be rendered by The HR Doctor Inc in each of the foregoing areas what recommendations should be considered to prevent or mitigate risks of subsequent failures of the types presented in the Inspector Generals report

The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not

designed to provide ideas to strengthen the organization against future liabilities as are these recommendations This broader background of the context of the situation led to wide-ranging recommendations for improvement These recommendations can be implemented in a rather short timeframe at relatively low cost and primarily with internal resources

Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement

Sincerely

Phil Rosenberg President The HR Doctorreg Inc philrosenbergearthlinknet 954 816-4 737

attachment

2

Phil Rosenberg President PO Box 268 Weirsdale FL 32195

Phone 954 816-4737 Fax 352 821-4737 On the Web wwwhrdrnet Email philrosenbergearthlinknet

March 3 2016

IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES

BACKGROUND

The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in this case Fiscal Year 2014 ) The report concludes that these services were procured in an improper manner in relation to the Citys procurement ordinance rules and policies

With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whether there was evidence of criminal misconduct grounds for disciplinary action or how City Administration might better seNe the City Commission and by extension the citizens of Hollywood by improved practices

City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in the past and to seek out and implement progressive change

1

The Inspector Generals report is being taken very seriously by the City It is a call to action and catalyst to go beyond the limited and narrow scope of the report in the interest of making broader administrative improvements

As part of the response to the report the City engaged the services of The HR Doctor Inc on January 19 2016 to investigate the background of what occurred and offer opinions and recommendations The deliverable in this situation is the presentation of a written report to the City Manager within 30 calendar days of the date of the approval of the engagement (ie January 19 2016) to address the following issues

1 Was the conduct of any of the persons mentioned by the Inspector General who report through the City Managers chain of command and are still employed by the City of Hollywood sufficient to support disciplinary action

2 If so what factors should the City Manager consider in determining the level of such action

3 To what degree was an organizational culture present in the City of Hollywood which may have given rise to or supported the inappropriate actions which occurred

4 To what degree might the Citys personnel policies and practices have been contributing factors

5 In response to opinions to be rendered by The HR Doctor Inc in each of the foregoing areas what recommendations should be considered to prevent or mitigate risks of subsequent failures of the types presented in the Inspector Generals report

The HR Doctor Inc was authorized and directed by the City Manager to also provide a broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processes better in the future than they were in this 2014 case

METHODOLOGY

The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information

2

The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employees were interviewed

To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot

FINDINGS AND CONCLUSIONS

Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positions long experienced in public service They are Assistant City Managers George Keller Mel Standley and Contract Compliance Manager Paul Bassa r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work

1 The Inspector Generals report focused on events associated with one vendor and one type of service provision - that of temporary help during a particular time frame However it would be not be in the spirit of the City Managers direction to comment only on the narrow chain of administrative actions which led to the procurement failures upon which the IG focused In fact this case alone is not really the primary issue the City faces Rather the greater value to the City is a review of the broader circumstances the organizational culture and wider background which resulted in the failures described in the Inspector Generals report Only in that way can a prescription be considered for overall improvement The specific activities detailed in the IG report are a symptom of larger issues Those larger issues constitute the greater scope of the review by the HR Doctor Inc and the larger concern of the City Manager

2 The lack of adherence to procurement regulations rules and ordinance and the lack of earlier recognition of the problem are important However the context and factors which contributed to the situation are of even greater significance because they apply to many other areas of administration If not dealt with comprehensively and in a relatively brief time frame notwithstanding their

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complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur

3 This Reviewer found no evidence to suggest that what happened in the procurement of temporary services in this case was the result of criminal misconduct Had this not been the case this Reviewer as well as I am sure the IG would have taken the steps to share the matter with appropriate law enforcement agencies such as the State Attorneys Office for its consideration By teleconference the supervisor of the investigation confirmed that no such referrals were made by the Inspector Generals Office which supports the conclusion that there was also insufficient information to believe that criminal misconduct was involved in the IGs view

4 What happened in this situation is the direct result of a cascading series of unprecedented pressures and actions the City was required to take in the prior couple of years The City found itself in a state of extraordinary financial distress born of actions taken in a variety of political and administrative arenas over time - factors well beyond the scope of this report What happened nonetheless was an extraordinary declaration of financial urgency Those actions resulted in the reduction of many positions in a short period of time and considerable labor unrest most especially in law enforcement The departure of employees with literally centuries of public service experience in the City in a short time and a turnover of top management positions also occurred In fact the core of top decision-makers involved in the IG report event who were present in the years 2012 through 2014 are no longer in the City service These include the City Manager Assistant City Manager more than one Police Chief and the Director of Human Resources This departure of top administrators contributed to a knowledge vacuum and a sense of leadership insecurity which compounded the situation

5 Most of the persons interviewed expressed overall frustration that many of the central services policies and practices in the city are outdated and have not been systematically and aggressively reviewed and updated in many years At least one policy void particularly relevant to activities described in the Inspector Generals report is the absence of a clear Whistleblower Protection protocol The general policy weaknesses create frustration in the user community especially in the face of major operational needs The frustration is derived from insufficient investment and direction to the central services over the long term It is the central services after all which enable or disable the success of operating departments such as Police Fire-Rescue Public Works and Utilities The central service organizations include Procurement Financial Services Human Resources Information Technology Budget and Risk Management These core functions require ongoing management support and accountability if they are to be at their best when circumstances in the City government such as financial emergency or a natural disaster are at their worst The turnover in central

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service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement

6 This author notes that it is one of the weaknesses of the Inspector General process that it merely reviews particular transactions without conveying a sense of understanding and appreciation for the larger background issues which are important contributors to a particular circumstance While it is certainly beyond the scope of an IG report to offer recommendations for overall improvement the narrow focus can ironically add to elected and appointed official frustrations

7 The extraordinary financial situation of the City combined with administrative policies and practices which are not up-to-date compounded the very legitimate and extremely time sensitive problem of vacancies in critical Police Department positions There are no departments in any city or county government with greater potential for huge liability when processes and people are not effectively managed than Police Fire-Rescue and as recent water treatment failures in Michigan highlight Public Utilities In the case of the Police Department extraordinary numbers of sworn Police Officers and other employees left the City Many did so based on their eligibility to retire Clearly frustration at the state of affairs in the City caused tremendous frustration as evidenced by the labor relations situation and lack of confidence in City leadership at the time

8 Another factor is the generally high turnover financial urgency notwithstanding in both the sworn and the civilian areas of law enforcement principally 911 Emergency Dispatchers Such turnover and the very significant training and supervision needs for new employees in these areas created a situation in which public safety was directly and seriously threatened Vacancies in these areas not only threaten public safety - the city governments core function - but also created a poor work environment for others in the organization The concept of constant staffing or minimum staffing governs how operations such as Police Fire-Rescue and Utilities operate That is it takes various minimum levels of staffing to keep a rescue vehicle in service for example It takes a minimum complement of staff to operate a 911 Dispatch Center or a minimum number of Certified Treatment Plant Operators in Utilities When a vacancy occurs or even a temporary absence occurs due to illness or vacation the operation will immediately have to require overtime work by other employees This is rarely a significant problem when an organization staffing level is set to recognize this inherent need However when the number of approved positions is too small or remains static for years while population growth and service demands increase the result can be a constant barrage of overtime mandates This places increasingly serious and ongoing stress on staff members This in turn creates harm both in terms of family dysfunction and in terms of fueling a desire to leave the organization

9 In the case of Hollywoods 911 Dispatch service at that time the entire situation was further compounded by the failure of County government to effectively take

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over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a need for rapid action to provide staffing support Such a need places major burdens on central service areas in particular Procurement and Human Resources to meet user needs in an emergency The Inspector Generals report itself recognizes as legitimate and urgent the staffing situation which led to the use of temporary personnel as described in this report This Reviewer certainly concurs with that finding and goes on to note that these needs could have and should have been anticipated and controlled for That was not done - a circumstance which also contributed to the cascading problems that occurred

1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be organizational pride at the level where people work every day This can contribute to a healthy morale building and mutually supportive environment However it can also lead to a situation in which the displayed loyalty may foster defensiveness and reduced accountability for an overall City need When policies in central services are old when training is ineffective and when no specific chain of accountability is present and understood by all statements will emerge such as what happened was not our fault We only did what this or that other department called for I assumed that other people had checked transactions for rule compliance etc

11 This kind of loyalty displacement is compounded when administrative practices are not kept up-to-date adequate training is not provided in a compelling ongoing and accountable way and when top leadership changes occur repeatedly There must be a continuous reinforcement by the elected officials and the appointed leaders reporting to the City Manager of a mandate for unity An appreciation that the employer fundamentally is the City government as a whole must be reinforced and that no employee is to be allowed to walk by something wrong Rather employees are to be individually accountable to take steps to verify procedural compliance They are to have the courage and the responsibility to act when they question whether behavior or performance might be improved The organizational culture must include a strong appreciation that the organizations overall needs must be supported and that leaders sincerely want suggestions for improvement

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12 The Civil Service system of the City of Hollywood is a rather classic model enshrining the principles put in place to combat the spoils system in the federal system in 1885 The intentions are honorable and very appropriate to the maintenance of a City service in which appointments result from competitive jobshyrelated and public recruitment and testing processes Even though the Civil Service Ordinance was reviewed in 2010 the core elements were reflected two generations ago in the 1970s They contain rules regulations and procedures which are restrictive and process oriented as much or more than they are outcome oriented

13 Civil Service practices predate union representation of local government employees However today the City workforce contains nearly 1500 full time employees of which less than about one hundred are unrepresented (ie less than seven percent) Therefore the large majority of employees are covered under the provisions of collective bargaining agreements which supersede the Civil Service Rules in key matters such as vested rights and disciplinary appeals These agreements also establish an array of procedural rights and safeguards against management capriciousness in personnel actions These include provisions for binding and compulsory review of terminations demotions and suspensions on appeal by outside third-party decision-makers It is also not unusual for collective bargaining agreements to contain restrictions on appointment decisions by management - formerly the exclusive and core component along with disciplinary action of Civil Service These changes and overlapping coverages developed over decades create precedents time constraints and restrictions on management flexibility especially regarding the employment of top executives

14 The extent of Civil Service property rights for senior management positions coverage can result in significant restrictions on the ability of the City Manager to take effective disciplinary or corrective action In Hollywood Civil Service coverage extends to employees below the rank of department head The result is that the ability of the City Manager to shape a top management team can be significantly and adversely affected In modern public and private business administration there is a critical need for a leadership team responsive to innovation and the overall management direction and philosophy of the top elected and appointed executives Around the country there are efforts underway to review the less than responsive and timely portions of Civil Service to better balance the need for such flexibility with the traditional safeguards provided by the system Hollywood would be well served by undertaking such a rebalancing review

15 In a system where restrictions and safeguards are out of balance with the needs for flexible and timely actions the result is management reluctance or inability in many cases to take the actions necessary to improve efficiency flexibility innovation and positive public service attitudes Though only a minority of employees may consistently perform or behave weakly nonetheless

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managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to ensure the most competent possible workforce If performance evaluations job descriptions and personnel files generally do not reflect written and on-going efforts to document performance excellence weakness and corrective action even those top managers with property rights (ie those covered by Civil Service) can become less willing to take the risks associated with innovation Clients or customers become frustrated by what they regard as excessive delays and lack of responsiveness

16 The relatively recent hires of Department Heads in Information Technology Human Resources Fire-Rescue and Police are well regarded as signs and opportunities that progressive and positive changes can be made These rather new department heads will need active support and direction from the City Manager and encouragement from the City Commission to create and implement aggressive agendas and client focused practices Such support will help the other Directors create similar agendas and help the City Manager succeed in the development of an accountable team

17 The inertia and difficulty in instituting progressive change in performance or behavior is the result of a build up over years of circumstances in which precedents and rules can be confusing The ability to hold individuals especially managers directly and specifically accountable is exemplified by comments and opinions offered during interviews and suggested in what the Inspector Generals findings laid out They are exemplified by paraphrased interview comments such as the following

bull Departments operate separately bull There is a sense of frustration with centralized services bull Workarounds are needed to continue with operational work bull Procurement recommendations are based on practices that involve constant

delays and disagreements bull Recommendations may be based on best procurement practices but not on

whats best for making the operation successful bull There is a continuous uphill battle bull More willingness is needed to find common ground between operational

efficiency and process frustration with Finance involving budget and clarity in understanding how much money is available

bull Operational problems are compounded by personnel not willing to change and not solution driven

bull Operational departments more so than central services feel that there are tribes or silos

bull The priority should be on what operational functions are trying to accomplish bull More central functioning as a team is needed especially in the among the

centralized departments

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bull There is a sense that Payroll Budget IT Procurement and HR systems are antiquated leading to workarounds and frustration

bull Procurement is regarded as a delaying culprit bull Some top managers feel that they do not have a sufficient say in the formulation

of their department budgets and that information needs fall on deaf ears bull There is considerable hope that the concept of an enterprise resource

management program (ERP) will benefit the City and assist in creating more united efforts

bull There is generally defensiveness among employees whose areas were mentioned in the Inspector General report The sense is that the report created an inaccurate impression with some individuals who regarded as insulting and misleading

All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance

It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The Citys ability to hold staff members accountable evaluate their performance take disciplinary corrective action and recognize and reward performance excellence is critical Those abilities need enhancing as a priority for the City Manager They need elected official support

RECOMMENDATIONS

1 Conduct an HR Diagnostic Review presided over by the Director of Human Resources The review constitutes a stakeholder staff Civil Service Commissioner and union process assessment The outcome will be a strategic blueprint for process improvement in the form of a report to the City Manager

2 As a result of the Diagnostic create a Human Resources Business Plan to assign specific How Many By When responsibility to implement the improvements identified in the Diagnostic The Plan would be led by the Director of Human Resources and would include both those projects general in nature for the City and those more specific to the HR needs of selected operational departments specifically including Police Fireshy

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Rescue and Public Utilities The Plan would assign specific staff accountability for each project with completion dates and completion milestones There would then be monthly or quarterly progress reviews by the City Manager

3 Review and update all position descriptions not already encompassed within the current Compensation work being done by Evergreen Consulting Begin first with those in the Police Department This is a project which can be completed within six months and can be accomplished using internal resources While there are hundreds of positions in the City service most will fall within 10 or fewer job classifications such as Law Enforcement Officer and Firefighter

4 Add to every position description the essential function of effectively and positively representing the City in delivering and performing their work with colleagues and clients irrespective of gender race religion age disability political affiliation or belief or sexual orientation In other words clearly establish the attitudes and behaviors reflected above as essential elements of every City position

5 Add to every position description the essential function of maintaining effective and professional relationships with work colleagues supervisors and managers

6 Select those City policies which are associated with the identification mitigation and control of liabilities and launch a project for the rapid upgrading and modernizing of each of those policies The highest priority would go to the installation of policies such as Whistleblower Protection and use of Social Media which do not currently exist Next would follow the updating of those existing policies associated with liabilities such as bullying sexual-harassment unlawful discrimination workplace violence and effective colleague relationships

7 In the case of a Whistleblower Protection policy the City should consider using an outside receiver for intake of Whistleblower allegations of wrong doing This would permit an initial assessment of the nature of the allegations outside of the chain of command followed by appropriate referral for followup The result would likely be a greater sense of confidence for persons who in good faith feel that something needs addressing within the organization

8 Add as a heavily weighted criterion for all promotions the criteria of actively supporting teamwork organization-wide unity and effective collegial relationships Create behavioral assessment questions accordingly

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9 Add as a significant performance evaluation criterion in all evaluations the assessment of an individuals commitment performance and behavior in actively supporting organization-wide team unity and effective collegial relationships

10 Develop and implement in the Civil Service selection process during initial hiring behavioral challenges to assess the degree to which a candidate demonstrates a commitment to teamwork and positive interpersonal cooperation This could take the form of a focused video scenario-based process similar to the commonly used law enforcement selection tool Behavioral Personnel Assessment Device (BPAD) It could be developed within the Department with involvement by Law Enforcement Officers

11 The grievance procedures in all bargaining units should be amended to include a new step Advisory Opinion of the Director of Human Resources This step would provide that the Director might agree at any step in the process at the request of either party or on her own motion to offer a written or non-written non-binding opinion as to any aspect of the grievance This could include suggestions for mediation or at a minimum offer another viewpoint on the subject The Advisory Opinion would not carry with it specific timeframes nor would it replace any of the decision-makers authority and responsibility in the procedures It would however provide a tool which the City and the employees would find valuable in the future for problem resolution Adding the step of course would follow reviewing the matter with unions involved

12 Prepare a draft of an amended discipline article for the collective bargaining agreements under which a written reprimand would no longer be subject to binding and compulsory arbitration The Amendment would provide in other words that the City Managers decision would be final Appeals could not be further filed to binding and compulsory outside arbitration This draft recognizes that a written reprimand does not result in the loss of property and is therefore not constitutionally protected as a vested right It would recognize that despite this change aggrieved employees who feel that discipline decisions or counseling ~omments are based on unlawful discrimination or retaliation still have other appeal opportunities on that specific basis This draft policy should be shared in writing with the union presidents in advance of collective bargaining and aggressively pursued by the City during upcoming negotiations It is likely that the unions would appreciate the importance of such a streamlining of the disciplinary procedure and would recognize that in and of itself fears that the change would result in a flood of reprimands are unfounded The Police agreement does not provide for appeals when observable behavior results in a written notice Therefore the foregoing recommendation would not apply to the Police bargaining unit

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13 Consider the out-stationing of a current Police Officer position already working on human resources matters such as background investigations or Internal Affairs to be physically located in a private office in the Human Resources Department There would be career development benefits for the Officer team building communications improvement for both departments and additional security readily available for both HR and Risk ManagementLabor Relations The Chief and the Director of Human Resources should have no problem in coordinating workflow or resolving assignment conflicts by joint communications The work is being done already anyway The out-stationed location would only create additional benefits

14 The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candidates can be facilitated via recommendations from graduate programs at local universities such as those involving Public Administration Criminal Justice Human Resources or other relevant academic programs This can also be a tool in the Citys workforce diversity efforts while also enhancing the capacity of the Human Resources Department to manage multiple management issues concurrently Assignment of two Graduate Interns for a period not exceeding one year would be a catalyst in driving some of the recommendations in this report It would also provide some needed relief for the Director of Human Resources to devote the necessary time to actively lead strategic progress

15 Performance evaluation criteria should be augmented to include a section on Representation of the City and the Department This section would assess an employees behavior and performance over the prior year in relation to whether or not it reflected positively within and outside of City Government Every staff member represents the City as well as their Departments As such they have a responsibility to be taken more seriously than ever before to engage in interpersonal skills reflecting in a positive manner on their individual professionalism

16 The work of top leaders in a dynamic City government such as a Police or Fire-Rescue Chief and a Director of Human Resources involves a very substantial amount of time spent in the management of Human Resources issues Often these can be of higher liability than those which might arise in other City departments For example arguably the day-toshy

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day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assistant City Managers fulfill most of that need especially with regard to Police and Fire command staff counseling However a coach for other leaders would be a valuable asset to have in place

SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE

17 Part of an executive development program can be what amounts to an Internal Fellowship in which a newly promoted Manager gets assigned to work as a Special Assistant to the City Manager or an Assistant City Manager for a period such as three to six months This would allow for example a newly promoted executive in the Police Department to play an important role in the overall City budget process in Collective Bargaining with a non-law enforcement bargaining unit or to assist in a high-priority policy matter determined by the City Manager At the end of the Fellowship period the individual would return to their new role in their home Department with a greater appreciation than ever before about the larger issues facing executive leaders in the City

18 The Civil Service Ordinance should be amended to increase the number of positions exempt from Civil Service coverage Employees in such exempt positions would then serve at will Serving at will means that these employees may be disciplined or even terminated for any reason or no reason as long as the actions do not occur because of illegal reasons Current rules are too restrictive for the city to be as flexible as it needs to be in developing accountable and responsive executive staff Division Directors support staff in the City Managers Office as well as those in the City Attorneys Office and Labor Relations and Risk Management areas are appropriate candidates for at will service Current incumbents who enjoy property rights may not have those rights stripped away involuntarily as long as the incumbents are employed However they may voluntarily waive such rights in trade for some quid

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pro quos such as additional benefits In the absence of such voluntary exemption attrition should be used so that future incumbents in selected positions would be hired as at will employees

19 A predictive staffing study should be conducted in departments utilizing a constant staffing structure - typically Police Fire-Rescue and Water and Wastewater Treatment Plant operations The study would make reasonable estimates based primarily on length of service and employee surveys to determine the likely extent and timing of future vacancies From that information the city can prepare in advance to have vacancies filled immediately upon turnover if not before Civil Service eligibility lists can be maintained for immediate use without having to begin recruitments from scratch The staffing needs in the Police Department were major contributing factors to the issues addressed in the Inspector Generals report Predictive staffing actions can reduce the likelihood that that critical situations will happen again

20 As a corollary to predictive staffing the City should consider over staffing in selected areas of the workforce with short-term temporary employees drawn off Civil Service eligible lists These employees would transition immediately into the regular workforce and be given credit for their temporary service as part of their probationary periods The result can be a cadre of employees already trained and ready to assume the regular workforce duties of the positions There will always be some number of vacancies in a city or county workforce as large as Hollywoods These vacancies may be funded in the budget such that hiring some additional Police Officers or Firefighters beyond the allocated limits in the budget might be funded with the salaries of vacant positions providing offsets Currently in conservatively funded constant staffing operations if a vacancy occurs due for example to long-term absences such as illness the staffing void must be filled at a rate of time and a half by overtime mandates This does nothing to prepare new employees to immediately step in as vacancies occur

21 The Civil Service rules currently operate on the basis of a narrow rule of three In this selection rule the Department Director acting for the City Manager is limited to no more than the top three candidates presented from civil service eligible lists In a system where the filling of vacancies may take considerable time or eligible lists may be many months old a rule of three is too limiting Broader certification rules such as a rule of five or a rule of the rank would offer more needed flexibility without sacrificing civil service principles

22 The Citys Information Technology (IT) function is an area often needing particular candidate expertise not generally available within classical Civil Service recruiting methods New projects such as the organization-wide

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Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside over a facilitated focus group of top users and current IT staffs to prioritize projects identify needs and resources and prepare an IT Business Plan for review by the City Manager Likewise in this reviewers opinion being familiar with the installation of new large IT activities overlaid on existing staff requirements adding a graduate intern as an at will employee for one year would provide a new resource to the IT Director to more rapidly implement the programs he will be asked to bring to fruition This would be in addition to whatever staffing or consultant resources are brought to bear for the Enterprise Resource System

23 The City uses the procurement process to solicit a variety of benefit contracts often amended annually for health insurance dental life and other products These represent significant expenditures and cover all full-time employees their dependents and retirees In the face of complex and changing insurance rules deadlines engagements with insurance companies and much more a special expertise is required to look after the City of Hollywoods best interests Monitoring utilization developing innovations and cost containment strategies and being able to negotiate aggressively with insurance providers is best managed by outside expertise engaged by the City Currently the procurement elements of this process are managed by the Human Resources Director - along with_her many other responsibilities - not to mention the process improvements called for in this report The City should use professional procurement practices to select a consultantbroker to represent the City The result can be a tighter control on a very significant area of cost and administration This should be done well in advance of the expiration of benefit contracts in the year to come

24 This Reviewer urges the City to be especially wary of vendor promises with regard to the implementation of an expensive organization-wide enterprise resource program Vendors may make what have previously been called piecrust promises - easily made easily broken The vendor support team may well experience staff turnover Resources will be shifted to other clients The estimated time and cost of system installation may stretch well past the budgeted and anticipated costs originally proposed Aggressive steps under the leadership of the IT director in terms of milestones required of vendors performance penalties built into contracts as well as performance rewards should be considered and implemented If this vigorous enforcement approach does not happen and this large-scale IT project is managed in a way similar to the management of temporary needs reported by the IG the stage will be set

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for another perhaps even more costly organizational problem in the future

25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential services are the ultimate responsibility of every manager With regard to the core area of Procurement however the job description for the Procurement Manager is clear in its requirements that it is this employee who is responsible for the management and oversight of contracts or particular department services Regardless of the past practices and exigencies of staffing needs in 2013 and 2014 this fundamental element of the Procurement responsibility was not met

Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement professional with years of experience Leadership direction

middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in a better position to determine the future reporting relationships for this important function

26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots administration and finance as well as HR and other central services should convene a stakeholder summit to bring out these concerns and address them The primary outcome would be budget

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process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process

27 Direct payment vouchers related to any procurement and contractorvendor remuneration should be reviewed by and signed off directly by the Contract Compliance Manager This is especially true in what would be his broader role if the recommendation to place Procurement under his management were implemented In reviewing a sampling of such vouchers for temporary services during the IG report period it was noted that many did not have Department Head signatures Even the Procurement Office itself used such services although the clear focus was on the activities in Police

28 Meeting any staffing need through a temporary services company should require a specific review and sign off by the Director of Human Resources She would be asked to attest to the fact that HR is not capable of meeting the needs presented by the operating department and to explain why this need cannot be met through City procedures and practices In the case of what might be an ongoing need the Director would be required to explain whether actions can be instituted to change that scenario so that an ongoing use of temporary help from an outside vendor can be reduced if not eliminated

29 Finally this Reviewer notes that recommendations to the City Manager concerning the prospects of disciplinary action were part of this engagement Those recommendations will following consultation with the City Manager be presented as a verbal briefing to him so that his ability to respond to organizational needs is not compromised unduly in the very sensitive areas of staff relations

No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and managed assertively formally and consistently by their managers If the warnings and corrective action opportunities do not change the weak behavior these employees should be demoted or terminated If such actions become necessary it will ironically not be the City which acts it will in reality be the employee him or herself who provokes the action

It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees - that they are the Citys

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vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances

OVERALL IMPRESSION

The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading managers to feel that the systems in place could meet their needs With a strong past sense of inertia rather than innovation and process improvement factoring into what occurred the City is best and most constructively served by the City Manager acting aggressively to improve internal processes make the improvements more visible and make those now responsible for the Procurement and utilization of services more accountable He is well able to use his strong communications skills and sense of ethics to deliver clear messages of professional expectation and enforce those expectations going into the future

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ATTACHMENT 2

ATTACHMENT 2

CITY of HOLLYWOOD FLORIDA Office of the City Manager

02600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045 Phone (95 4) 921 -3201 bull Fax (95-1) 921 -3314 deg wwwhullywoodflorg

Wazir A Ishmael PhD City Manager

March 18 2016

The Honorable Mayor Vice Mayor and Members of the City Commission

City of Hollywood Hollywood FL 33020

Mayor Vice Mayor and City Commissioners

This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016

We thank him for his services and wish him well in his future endeavors

Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller

Should you have any questions I am available at your convenience

Sincere I

DtJJ~tr A Ishmael Ciey(Janager

c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director

Our Mission Y l arc dcdic 11 t d lO proiding municip1 l scrvictS for our diverse co mrnuni ry in an atn1osphL rl of tOOperal ion courtesy and respect

Xie do 1h is hy ensu ri ng gtII who li ve work and pby in die C it) of l o ll )~VOoJ enjoy a high qnli l of lifo

hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood Florida 33020

Dr Ishmael

As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities

In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life

Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and capital improvements

Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices

I wish the City of Hollywood and the dedicated employees much luck with their future endeavors

Sincerely

faL--shyJocent Wasserman Director Procurement Services

ATTACHMENT 3

City of Hollywood Florida - Class Specification Bulletin Page 1of3

ATTACHMENT 3

Contract Compliance Officer Class Code

1138

Bargaining Unit Management CITY OF HOLLYWOOD FLORIDA Revision Date Apr 29 2015

SALARY RANGE

$3310 - $5296 Hourly $264809 - $423694 Biweekly

$6885030 - $11016048 Annually

JOB DESCRIPTION

This is advanced responsible professional and administrative work involving contract certification contract compliance and management for all vendors bidders and proposers conducting business with the City coordination of procurement activities and office and field monitoring Work involves providing managerial assistance to the Assistant City Manager for Finance and Administration in managing and monitoring contracts for compliance developing policies procedures rules and regulations for Citywide purchasing and coordinating the resolution of problems with vendors bidders and proposers

The incumbent exercises a considerable degree of independent judgment Employee is expected to make independent decisions in conformance with applicable laws rules and regulations governing the public purchase of commodities and services as well as standard public purchasing policies and procedures

EXAMPLES OF DUTIES

Reviews all City contracts for compliance and adherence to proper procedures including but not limited to confirmation of proper authority adherence to appropriate procurement procedures identification of time frames satisfaction of insurance requirements verification of available funding review of scope of services and notification of upcoming expiration

Assists in developing new and improved procedures concerning City purchasing activities Recommends corrective actions where applicable

Advises City departmentspersonnel on purchasing procedures to ensure proper compliance with Citys purchasing policies and procedures

Assists user departments in the informal competitive negotiated process for acquisition of professionalpersonal services

Reviews specifications from departments to procure goods and services of a complex andor technical nature

Monitors the evaluation andor negotiation process for acquisition of professionalpersonal services to ensure that proposals have been evaluated andor negotiated in accordance with solicitation document and city purchasing policies and procedures

Conducts preliminary investigations and make finding-of-fact reports on contractual bid disputes bid protests proposed debarment bidder non-responsibility and vendor nonshy

https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 2of3

performance

May represent the Director at various meetings within the city and the business community

Performs other job duties as assigned

THE REQUIREMENTS Required Possession of a Bachelors degree with major coursework in business or public administration or a related field

Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration

Be a Certified Professional Contracts Manager (CPCM )

Preferred Masters degree with major coursework in business or public administration or a related field

Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements

KNOWLEDGE SKILLS AND ABILITIES Extensive knowledge of principles practices and techniques of large scale government purchasing

Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing

Extensive knowledge of approved purchasing methods including recording buying inspection and shipping methods

Extensive knowledge of the techniques and requirements of specifications preparation

Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased

Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served

Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing

Some knowledge of insurance as it pertains to property liability and surety bonds

Considerable knowledge of Microsoft Word and Excel and the use of office equipment

Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to

httpsagencygovernmentjobscomhollywoodfldefaultcfmaction=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 3of3

other workers accurately and concisely

Skills in application of systems analysis techniques and procedures including consulting with users to determine hardware so~ware or system functional specifications

Ability to communicate effectively both orally and in writing

Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices

Ability to deal effectively with administrative officials and vendors

Ability to obtain and interpret market prices and trends and apply these to procurement problems

https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016

ATTACHMENT 4

ATTACHMENT 4

Jeane Carver-St Luce

From George Keller Sent Monday March 14 2016 328 PM To Chuck Ellis Clay Milan Eric Busenbarrick George Keller Gus Zambrano Jaye Epstein

Jeffrey Sheffel Lorie Mertens-Black Mel Standley Patricia Cerny Philip Sauer Raelin

Storey Raheem Seecharan Raquel Elejabarrieta Shiv Newaldass Steve Joseph Sylvia

Glazer Tammie Hechler Tomas Sanchez Tamikia Bacon Paul Bassar Cc Jeane Carver-St Luce Subject FW MCL Informational Email for Distribution

Importance High

At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations funding expenditures and Points of Contact Other helpful features will include executed copies of contract documents and invoice summaries

Two important take-away from this email

1 If you havent seen the fVICL demonstration please tune into the next City Commission meeting

2 Preliminary planning for a iVICL anticipation go live date--on or about 442016

middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed

middotmiddot Identify and maintain copies of all your award documents and invoices

bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files

The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines

After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support

George

George R heJcr Jr middotLsisrunt Cinmiddot funllltJcI

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Master Contract List (MCL)

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Agenda

o What is the MCL

D MCL Data

D Demonstration of an Electronic Contract File

o MCL Next Steps v 0 v

o Questions

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What is the MCL bull Summary

o An electronic standardized comprehensive Management Tool-A One Stop Shop For all stakeholders who have a role with contract administration

o Useful real time information such as automatic daily countdowns of days for contracts and insurance expirations funding expenditures and Points of Contact

o Executed copies of contract documents and invoice bullsummaries

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MCL-Next Steps

bull Implementation o The MCL is a priority initiative

bull Continue gatheringupdating all contractual information bull Establishing POCs permission rights

o Coordinating with Financial Services Department in obtaining all invoices

o Working with the Procurement Division with keeping contractual documents updated

o Training Administrative Personnel who will have a procurement role

bull Execution After the City Commission presentation and feedback final developmenttraining sessions-anticipating a go live date April 2016

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ATTACHMENT 5

ATTACHMENT 5

George Keller

From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde

Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney

Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra

Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris

Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz

Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel

Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie

Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran Holycross

Cc Paul Bassar Directors Subject Master Contract List Training

Good Afternoon

The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times

bull Thursday May 26 at lOOpm 200pm 300pm bull Tuesday May 31 at 900am lOOOam l lOOam lOOpm 200pm 300pm bull Wednesday June 1 at 900am lOOOam 11 OOam bull Thursday June 2 at 900am lOOOam l lOOam lOOpm 200pm 300pm

Please let me know what suits you best also the training will be held at room 303

Thank you

Maryury Collier Administrative Specialist II City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 PO Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MColl ierholl ywoodflorg C 11 middot o f ~

H~QQQ Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record

Jeane Carver-St Luce

From Maryury Collier Sent Monday May 02 2016 1024 AM To Administrative Assistant II Cc Directors Paul Bassar Subject Training for the Master Contract List

Good Day

As some ofyou may be aware the City will be implementing an Electronic Contract File- AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed

For your convenience we will be having one h our training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule- Not later than Thursday (552016)

Friday May 6 from 330pm to 430pm

Monday May 9 at 900am to lOOOam bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam

Thank you

Maryury Collier Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 P 0 Box 229045 Hollywood FL 33020 Offi ce 954-921-3221 E-mail MCollierhollywoodflorq Cbullty of ~

H L WOOD t i O~IOA

Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mai l may be subject to disclosure as a matter of public record

ATTACHMENT 6

ATTACHMENT 6City ojJfoywootf PCoritfa DPV

DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT

Date 5252016 Pay to Vendor No Amount of Payment

Name Account No Address Separate Check Requested D City Invoice Number StateZip

Explanation of Payment

Date

Date

Date

Date

Contract InfoNumber Contract Expiration Date

Item Budget Item Description Line Item

l SubscriotionDuesMemberships Fees 2 Postage MeterStamps 3 Host Account Reimbursements 4 LicensesPermitsCertificates 5 Court CostOther Govt AgencvTaxes 6 Real Estate Closing - Attach Stmt 7 Advertising - attach tearsheet 8 Education CoursesSeminars 9 EducationReimbursementsBooks 10 RecordsSlidesFilmsGov Publication 11 Deferred ComoBank Pavments 12 MedicalVeterinarv Pavments 13 Insurance Premiums 14 Grant Disbursements 15 UtilitiesDump Fees 16 Refunds 17 CourierFreight 18 Pettv Cash Reimbursement 19 Other Professional Services 20 Soecial EventsRecr Performances 21 Temoorarv Emolovment Services 22 MealParkinQNiileaQe (1 dav tri-countv)

Unit Quantity

Originated by Dept Head Printed Name

DeptDiv Dept Head Signature

Procurement TypeDoc ---------------- Procurement Appr _

Finance Approval __________ Date Budget Approval

City Commission or City Manager Action Resolution

Unit Price

Total

ExtensionTotal

$000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000

Original Contract Amount Total This Invoice

Amendments Adjustment Total Previous Invoices

Total Contract Amount Total to Date --------------shy

City Manager Signature (if required)

Distribution List Finance Procurement Services Depmtment Copy dpv (rev3l02015)

APPENDIXB

Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073 (954) 895-2949 matthewlal la32 7 5comcastnet

March 11 2016

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022

Dear Wazir

Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016

I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors

~~ Matthew Lalla

cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources

  • Structure Bookmarks
    • BROWARD OFFICE OF THE INSPECTOR GENERAL
    • To and Members City of Hollywood C
    • From John W Scott Inspector General
    • Date June 6 2016
    • Subject Status Report-OIG Final Report Re Misconduct and Gross Mismanagement by the City ofHollywood in the Procurement of Temporary Employment Services Ref OIG 14-027
    • On March 2 2014 the Broward Office of the Inspector General (OIG) issued a final report finding that City of Hollywood officials violated numerous city ordinances policies and procedures to pay approximately $1 million for the services of temporary employees (temps) Specifically we found that the officials
    • At the conclusion of the report the OIG acknowledged the initial remedial steps taken by the city but recommended additional action including-given the potential for further abuse of the DPV payment method-a full audit of DPV payments
    • John W Scol1 Inspector General One North University Drive Suite 11 1 bull Planlalion Florida 33324 bull (954) 357-7873 bull Fax (954) 357-7857 4) 357-TIPS
    • As requested City Administrator Wazir Ishmael has now provided the OIG a status report with attachments which is attached as Appendix A The city states that it s senior management team has communicated publicly and individually that the inappropriate actions that occurred in the past were clearly wrong and unacceptable The city has now implemented numerous protocols and procedures in response to the OIGs investigation Of particular significance the city has created and implemented a contract com
    • The city has also restructured the Procurement Division and reformed oversight of the procurement process The finance director and procurement director overseeing the activities discussed in the final report have since resigned from the city Former Procurement Director Joel Wasserman s resignation is attached at Appendix A and former Finance Director Matthew Lallas resignation is attached as Appendix B The city also provided a repo1i it commissioned from a human resources specialist in response to the
    • However the city failed to address our recommendation that the DPV payments be audited in light of the significant misuse of the mechanism and the corresponding vulnerability to fraud waste and abuse Accordingly the OIG requests that we be provided a supplemental status report within 90 days or by September 5 2016 regarding a DPV audit
    • Attachment
    • cc Wazir Ishmael City Administrator
    • From To Cc
    • Subject Date Attachments
    • MaY Johns InsoectorGeneral Wazir Ishmael City of Hollywoods 90 Day Progress Report Regarding TransHire Tuesday May 31 2016 42804 PM 05 31 16 Letter to Inspector Scott re TransHire 90 Day Progress Reportpdf
    • 05 31 16 Letter to Inspector Scott Attachment lpdf 05 31 16 Letter to Inspector Scott Attachment 2pdf 05 31 16 Letter to Inspector Scott Attachment 3pdf 05 31 16 Letter to Inspector Scott Attachment 4pdf 05 31 16 Letter to Inspector Scott Attachment 5pdf 05 31 16 Letter to Inspector Scott Attachment 6pdf
    • Good afternoon Inspector General shy
    • The City Manager asked that I forward you the City of Hollywoods 90 day progress report that you requested in your final report regarding TransHire
    • Thank you Dr Wazir Ishmael City Manager
    • Executive Assistant City of Hollywood Office of the City Manager 2600 Hollywood Blvd Suite 419
    • PO Box 229045 Hollywood FL 33022-9045 Office 954-921-3201 E-mail
    • fjj
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Office of the City Manager
    • 2600 Hollywood Blvd bull PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (954) 92 1-33 14 bull rg
    • Wazir A Ishmael PhD City Manager
    • SENT VIA EMAIL amp US MAIL
    • May 31 2016
    • Mr John W Scott Inspector General Broward Office of the Inspector General
    • One North University Drive Suite 111 Plantation FL 3324
    • Re Broward Office of the Inspector General Report on Transhire 90 Day Progress Report
    • Dear Mr Scott
    • Please accept this response from the City of Hollywood as the 90 Day Progress Report that you requested in your final report on the above matter First let me assure you that your information findings and recommendations have been fully received acknowledged and communicated widely throughout the City staff Secondly I have discussed the serious nature of the issues identified directly with the Mayor City Commission senior management team staff and members of the public reinforcing that those inap
    • Finally we have collectively implemented and followed a broad spectrum of improvements actions resources training and policies to continue forward the lessons learned in progress of the organization The initiatives we have undertaken exist at the policy level and administrative oversight as well as day to day operations The below information describes those steps in more detail along with the attached documentation and the derived benefit for each Your contribution to stimulating these improveme
    • Our Mission Ve are dedicmcd to providing municipal services for our diverse community in an atmosphere ofcooperation courtesy and respect Yc do this by ensuring all who live work and play in the City of Hollywood enjoy a high quality of life
    • An Equa l Opportunity a nd Serv i ce Provide r Ag e nc y
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2
    • 1 Heightened Awareness Expectations and Standards of Performance
    • The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures
    • 2 Services of an External Consulting Professional (Attachment 1)
    • The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many
    • 3 Organizational Modifications and Reform (Attachment 2)
    • The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have be
    • 4 Human Resources Policy Review and Reform
    • Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced
    • 5 WorkflowBusiness Policies and Procedures Modifications
    • The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3
    • The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions
    • 10 Direct Payment Voucher Procedural Modifications (Attachment 6)
    • The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4
    • The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter
    • Attachments
    • c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors
    • ATTACHMENT 1
    • ATTACHMENT 1
    • PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737
    • Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045
    • March 3 2016
    • Dear Messrs Keller and Standley
    • The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one
    • The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues
    • The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not
    • Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement
    • Sincerely
    • Phil Rosenberg President The HR Doctorreg Inc 954 816-4 737
    • attachment
    • Phil Rosenberg President PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737 On
    • March 3 2016
    • IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES
    • BACKGROUND
    • The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in t
    • With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whet
    • City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in th
    • 1
    • The Inspector Generals report is being taken very seriously by the City It is a call to
    • action and catalyst to go beyond the limited and narrow scope of the report in the
    • interest of making broader administrative improvements
    • As part of the response to the report the City engaged the services of The HR Doctor
    • Inc on January 19 2016 to investigate the background of what occurred and offer
    • opinions and recommendations The deliverable in this situation is the presentation of
    • a written report to the City Manager within 30 calendar days of the date of the approval
    • of the engagement (ie January 19 2016) to address the following issues
    • The HR Doctor Inc was authorized and directed by the City Manager to also provide a
    • broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processe
    • METHODOLOGY
    • The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information
    • 2
    • The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employee
    • To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot
    • FINDINGS AND CONCLUSIONS
    • Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positio
    • r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work
    • 3
    • complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur
    • 4
    • service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement
    • 5
    • over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a n
    • 1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be org
    • 6
    • 7
    • managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to
    • ensure the most competent possible workforce If performance evaluations job
    • descriptions and personnel files generally do not reflect written and on-going
    • efforts to document performance excellence weakness and corrective action
    • even those top managers with property rights (ie those covered by Civil
    • Service) can become less willing to take the risks associated with innovation
    • Clients or customers become frustrated by what they regard as excessive
    • delays and lack of responsiveness
    • 8
    • All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance
    • It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The City
    • RECOMMENDATIONS
    • 9
    • Rescue and Public Utilities The Plan would assign specific staff
    • accountability for each project with completion dates and completion
    • milestones There would then be monthly or quarterly progress reviews
    • by the City Manager
    • 10
    • 11
    • 14The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candi
    • 12
    • day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assis
    • SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING
    • PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION
    • THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS
    • SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE
    • ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK
    • ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR
    • THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY
    • CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE
    • 13
    • pro quos such as additional benefits In the absence of such voluntary
    • exemption attrition should be used so that future incumbents in selected
    • positions would be hired as at will employees
    • 14
    • Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside
    • over a facilitated focus group of top users and current IT staffs to
    • prioritize projects identify needs and resources and prepare an IT
    • Business Plan for review by the City Manager Likewise in this reviewers
    • opinion being familiar with the installation of new large IT activities
    • overlaid on existing staff requirements adding a graduate intern as an at
    • will employee for one year would provide a new resource to the IT
    • Director to more rapidly implement the programs he will be asked to bring
    • to fruition This would be in addition to whatever staffing or consultant
    • resources are brought to bear for the Enterprise Resource System
    • 15
    • for another perhaps even more costly organizational problem in the
    • future
    • 25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential s
    • Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement pr
    • middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in
    • 26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots adm
    • 16
    • process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process
    • No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and mana
    • It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees -that they are the Citys
    • 17
    • vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances
    • The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading manager
    • 18
    • ATTACHMENT 2
    • ATTACHMENT 2
    • CITY of HOLLYWOOD FLORIDA
    • Office of the City Manager
    • 0
    • 2600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (95-1) 921-3314 deg
    • Wazir A Ishmael PhD City Manager
    • March 18 2016
    • The Honorable Mayor Vice Mayor
    • and Members of the City Commission City of Hollywood Hollywood FL 33020
    • Mayor Vice Mayor and City Commissioners
    • This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016
    • We thank him for his services and wish him well in his future endeavors
    • Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller
    • Should you have any questions I am available at your convenience
    • Sincere I
    • Dt~tr A Ishmael Ciey(Janager
    • c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director
    • Our Mission Yl arc dcdic 11td lO proiding municip1l scrvictS for our diverse co mrnuniry in an atn1osphLrl of tOOperalion courtesy and respect
    • Xie do 1his hy ensu ring gtII who live work and pby in die Cit) of loll)~VOoJ enjoy a high qnlil oflifo
    • hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y
    • Dr Wazir Ishmael
    • City Manager City of Hollywood
    • 2600 Hollywood Blvd
    • Hollywood Florida 33020
    • Dr Ishmael
    • As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities
    • In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life
    • Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and cap
    • Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices
    • I wish the City of Hollywood and the dedicated employees much luck with their future endeavors
    • Sincerely
    • Jocent Wasserman Director Procurement Services
    • ATTACHMENT 3
    • City of Hollywood Florida -Class Specification Bulletin Page 1of3 ATTACHMENT 3
    • https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016
    • performance
    • May represent the Director at various meetings within the city and the business community
    • Performs other job duties as assigned
    • Required Possession of a Bachelors degree with major coursework in business or public
    • administration or a related field
    • Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration
    • Be a Certified Professional Contracts Manager (CPCM )
    • Preferred Masters degree with major coursework in business or public administration or a related field
    • Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements
    • Extensive knowledge of principles practices and techniques of large scale government purchasing
    • Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing
    • Extensive knowledge of approved purchasing methods including
    • recording buying inspection and shipping methods
    • Extensive knowledge of the techniques and requirements of specifications preparation
    • Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased
    • Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served
    • Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing
    • Some knowledge of insurance as it pertains to property liability and surety bonds
    • Considerable knowledge of Microsoft Word and Excel and the use of office equipment
    • Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to
    • 5252016
    • City of Hollywood Florida -Class Specification Bulletin Page 3of3
    • other workers accurately and concisely Skills in application of systems analysis techniques and
    • procedures including consulting with users to determine hardware so~ware or system functional specifications
    • Ability to communicate effectively both orally and in writing
    • Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices
    • Ability to deal effectively with administrative officials and vendors
    • Ability to obtain and interpret market prices and trends and apply these to procurement problems
    • https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016
    • ATTACHMENT 4
    • ATTACHMENT 4
    • Jeane Carver-St Luce
    • At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations fun
    • Two important take-away from this email
    • middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed
    • middotmiddot Identify and maintain copies of all your award documents and invoices
    • bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files
    • The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines
    • After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support
    • George
    • George R Jr middotLsisrunt Cinmiddot funllltJcI
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    • FLORIDA
    • Master Contract List (MCL)
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    • What is the MCL
    • bull Summary
    • bull
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    • Deinonstration
    • bull TCITY MANAGERMCL Demo
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    • MCL-Next Steps
    • oYWOo)
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    • ATTACHMENT 5
    • ATTACHMENT 5
    • George Keller
    • From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde
    • Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice
    • Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris
    • Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick
    • Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz
    • Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel
    • Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie
    • Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran
    • Holycross
    • Cc Paul Bassar Directors Subject Master Contract List Training
    • Good Afternoon
    • The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times
    • Please let me know what suits you best also the training will be held at room 303
    • Thank you
    • Maryury Collier
    • Administrative Specialist II
    • City of Hollywood
    • Financial Services
    • 2600 Hollywood Blvd Suite 303
    • PO Box 229045 Hollywood FL 33020 Office 954-921-3221
    • C 11 middot of ~
    • H~QQQ
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Jeane Carver-St Luce
    • Good Day
    • As some ofyou may be aware the City will be implementing an Electronic Contract File-AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed
    • For your convenience we will be having one hour training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule-Not later than Thursday (552016)
    • Friday May 6 from 330pm to 430pm Monday May 9 at 900am to lOOOam
    • bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam
    • Thank you
    • Maryury Collier
    • Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303
    • P 0 Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MCollierhollywoodflorq
    • Cbullty of ~
    • H L WOOD
    • t i O~IOA
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • ATTACHMENT 6
    • ATTACHMENT 6
    • City ojJfoywootf PCoritfa
    • DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT
    • Date Date Date Date Contract InfoNumber Contract Expiration Date
    • Original Contract Amount Total This Invoice
    • Amendments Adjustment Total Previous Invoices
    • APPENDIXB
    • Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073
    • (954) 895-2949 matthewlalla3
    • March 11 2016
    • Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022
    • Dear Wazir
    • Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016
    • I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors
    • ~~
    • Matthew Lalla
    • cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources
Page 10: BROWARD OFFICE OF THE INSPECTOR GENERAL€¦ · Broward Office of the Inspector General Page 2 . 1. Heightened Awareness, Expectations and Standards of Performance . The senior management

ATTACHMENT 1

PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195

Phone 954 816-4737 Fax 352 821-4737 On the Web wwwhrdrnet Email philrosenbergearthlinknet

Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045

March 3 2016

Dear Messrs Keller and Standley

The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one

The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues

1 Was the conduct of any of the persons mentioned by the Inspector General who report through the City Managers chain of command and are still employed by the City of Hollywood sufficient to support disciplinary action

2 If so what factors should the City Manager consider in determining the level of such action

3 To what degree was an organizational culture present in the City of Hollywood which may have given rise to or supported the inappropriate actions which occurred

4 To what degree might the Citys personnel policies and practices have been contributing factors

5 In response to opinions to be rendered by The HR Doctor Inc in each of the foregoing areas what recommendations should be considered to prevent or mitigate risks of subsequent failures of the types presented in the Inspector Generals report

The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not

designed to provide ideas to strengthen the organization against future liabilities as are these recommendations This broader background of the context of the situation led to wide-ranging recommendations for improvement These recommendations can be implemented in a rather short timeframe at relatively low cost and primarily with internal resources

Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement

Sincerely

Phil Rosenberg President The HR Doctorreg Inc philrosenbergearthlinknet 954 816-4 737

attachment

2

Phil Rosenberg President PO Box 268 Weirsdale FL 32195

Phone 954 816-4737 Fax 352 821-4737 On the Web wwwhrdrnet Email philrosenbergearthlinknet

March 3 2016

IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES

BACKGROUND

The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in this case Fiscal Year 2014 ) The report concludes that these services were procured in an improper manner in relation to the Citys procurement ordinance rules and policies

With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whether there was evidence of criminal misconduct grounds for disciplinary action or how City Administration might better seNe the City Commission and by extension the citizens of Hollywood by improved practices

City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in the past and to seek out and implement progressive change

1

The Inspector Generals report is being taken very seriously by the City It is a call to action and catalyst to go beyond the limited and narrow scope of the report in the interest of making broader administrative improvements

As part of the response to the report the City engaged the services of The HR Doctor Inc on January 19 2016 to investigate the background of what occurred and offer opinions and recommendations The deliverable in this situation is the presentation of a written report to the City Manager within 30 calendar days of the date of the approval of the engagement (ie January 19 2016) to address the following issues

1 Was the conduct of any of the persons mentioned by the Inspector General who report through the City Managers chain of command and are still employed by the City of Hollywood sufficient to support disciplinary action

2 If so what factors should the City Manager consider in determining the level of such action

3 To what degree was an organizational culture present in the City of Hollywood which may have given rise to or supported the inappropriate actions which occurred

4 To what degree might the Citys personnel policies and practices have been contributing factors

5 In response to opinions to be rendered by The HR Doctor Inc in each of the foregoing areas what recommendations should be considered to prevent or mitigate risks of subsequent failures of the types presented in the Inspector Generals report

The HR Doctor Inc was authorized and directed by the City Manager to also provide a broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processes better in the future than they were in this 2014 case

METHODOLOGY

The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information

2

The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employees were interviewed

To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot

FINDINGS AND CONCLUSIONS

Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positions long experienced in public service They are Assistant City Managers George Keller Mel Standley and Contract Compliance Manager Paul Bassa r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work

1 The Inspector Generals report focused on events associated with one vendor and one type of service provision - that of temporary help during a particular time frame However it would be not be in the spirit of the City Managers direction to comment only on the narrow chain of administrative actions which led to the procurement failures upon which the IG focused In fact this case alone is not really the primary issue the City faces Rather the greater value to the City is a review of the broader circumstances the organizational culture and wider background which resulted in the failures described in the Inspector Generals report Only in that way can a prescription be considered for overall improvement The specific activities detailed in the IG report are a symptom of larger issues Those larger issues constitute the greater scope of the review by the HR Doctor Inc and the larger concern of the City Manager

2 The lack of adherence to procurement regulations rules and ordinance and the lack of earlier recognition of the problem are important However the context and factors which contributed to the situation are of even greater significance because they apply to many other areas of administration If not dealt with comprehensively and in a relatively brief time frame notwithstanding their

3

complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur

3 This Reviewer found no evidence to suggest that what happened in the procurement of temporary services in this case was the result of criminal misconduct Had this not been the case this Reviewer as well as I am sure the IG would have taken the steps to share the matter with appropriate law enforcement agencies such as the State Attorneys Office for its consideration By teleconference the supervisor of the investigation confirmed that no such referrals were made by the Inspector Generals Office which supports the conclusion that there was also insufficient information to believe that criminal misconduct was involved in the IGs view

4 What happened in this situation is the direct result of a cascading series of unprecedented pressures and actions the City was required to take in the prior couple of years The City found itself in a state of extraordinary financial distress born of actions taken in a variety of political and administrative arenas over time - factors well beyond the scope of this report What happened nonetheless was an extraordinary declaration of financial urgency Those actions resulted in the reduction of many positions in a short period of time and considerable labor unrest most especially in law enforcement The departure of employees with literally centuries of public service experience in the City in a short time and a turnover of top management positions also occurred In fact the core of top decision-makers involved in the IG report event who were present in the years 2012 through 2014 are no longer in the City service These include the City Manager Assistant City Manager more than one Police Chief and the Director of Human Resources This departure of top administrators contributed to a knowledge vacuum and a sense of leadership insecurity which compounded the situation

5 Most of the persons interviewed expressed overall frustration that many of the central services policies and practices in the city are outdated and have not been systematically and aggressively reviewed and updated in many years At least one policy void particularly relevant to activities described in the Inspector Generals report is the absence of a clear Whistleblower Protection protocol The general policy weaknesses create frustration in the user community especially in the face of major operational needs The frustration is derived from insufficient investment and direction to the central services over the long term It is the central services after all which enable or disable the success of operating departments such as Police Fire-Rescue Public Works and Utilities The central service organizations include Procurement Financial Services Human Resources Information Technology Budget and Risk Management These core functions require ongoing management support and accountability if they are to be at their best when circumstances in the City government such as financial emergency or a natural disaster are at their worst The turnover in central

4

service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement

6 This author notes that it is one of the weaknesses of the Inspector General process that it merely reviews particular transactions without conveying a sense of understanding and appreciation for the larger background issues which are important contributors to a particular circumstance While it is certainly beyond the scope of an IG report to offer recommendations for overall improvement the narrow focus can ironically add to elected and appointed official frustrations

7 The extraordinary financial situation of the City combined with administrative policies and practices which are not up-to-date compounded the very legitimate and extremely time sensitive problem of vacancies in critical Police Department positions There are no departments in any city or county government with greater potential for huge liability when processes and people are not effectively managed than Police Fire-Rescue and as recent water treatment failures in Michigan highlight Public Utilities In the case of the Police Department extraordinary numbers of sworn Police Officers and other employees left the City Many did so based on their eligibility to retire Clearly frustration at the state of affairs in the City caused tremendous frustration as evidenced by the labor relations situation and lack of confidence in City leadership at the time

8 Another factor is the generally high turnover financial urgency notwithstanding in both the sworn and the civilian areas of law enforcement principally 911 Emergency Dispatchers Such turnover and the very significant training and supervision needs for new employees in these areas created a situation in which public safety was directly and seriously threatened Vacancies in these areas not only threaten public safety - the city governments core function - but also created a poor work environment for others in the organization The concept of constant staffing or minimum staffing governs how operations such as Police Fire-Rescue and Utilities operate That is it takes various minimum levels of staffing to keep a rescue vehicle in service for example It takes a minimum complement of staff to operate a 911 Dispatch Center or a minimum number of Certified Treatment Plant Operators in Utilities When a vacancy occurs or even a temporary absence occurs due to illness or vacation the operation will immediately have to require overtime work by other employees This is rarely a significant problem when an organization staffing level is set to recognize this inherent need However when the number of approved positions is too small or remains static for years while population growth and service demands increase the result can be a constant barrage of overtime mandates This places increasingly serious and ongoing stress on staff members This in turn creates harm both in terms of family dysfunction and in terms of fueling a desire to leave the organization

9 In the case of Hollywoods 911 Dispatch service at that time the entire situation was further compounded by the failure of County government to effectively take

5

over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a need for rapid action to provide staffing support Such a need places major burdens on central service areas in particular Procurement and Human Resources to meet user needs in an emergency The Inspector Generals report itself recognizes as legitimate and urgent the staffing situation which led to the use of temporary personnel as described in this report This Reviewer certainly concurs with that finding and goes on to note that these needs could have and should have been anticipated and controlled for That was not done - a circumstance which also contributed to the cascading problems that occurred

1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be organizational pride at the level where people work every day This can contribute to a healthy morale building and mutually supportive environment However it can also lead to a situation in which the displayed loyalty may foster defensiveness and reduced accountability for an overall City need When policies in central services are old when training is ineffective and when no specific chain of accountability is present and understood by all statements will emerge such as what happened was not our fault We only did what this or that other department called for I assumed that other people had checked transactions for rule compliance etc

11 This kind of loyalty displacement is compounded when administrative practices are not kept up-to-date adequate training is not provided in a compelling ongoing and accountable way and when top leadership changes occur repeatedly There must be a continuous reinforcement by the elected officials and the appointed leaders reporting to the City Manager of a mandate for unity An appreciation that the employer fundamentally is the City government as a whole must be reinforced and that no employee is to be allowed to walk by something wrong Rather employees are to be individually accountable to take steps to verify procedural compliance They are to have the courage and the responsibility to act when they question whether behavior or performance might be improved The organizational culture must include a strong appreciation that the organizations overall needs must be supported and that leaders sincerely want suggestions for improvement

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12 The Civil Service system of the City of Hollywood is a rather classic model enshrining the principles put in place to combat the spoils system in the federal system in 1885 The intentions are honorable and very appropriate to the maintenance of a City service in which appointments result from competitive jobshyrelated and public recruitment and testing processes Even though the Civil Service Ordinance was reviewed in 2010 the core elements were reflected two generations ago in the 1970s They contain rules regulations and procedures which are restrictive and process oriented as much or more than they are outcome oriented

13 Civil Service practices predate union representation of local government employees However today the City workforce contains nearly 1500 full time employees of which less than about one hundred are unrepresented (ie less than seven percent) Therefore the large majority of employees are covered under the provisions of collective bargaining agreements which supersede the Civil Service Rules in key matters such as vested rights and disciplinary appeals These agreements also establish an array of procedural rights and safeguards against management capriciousness in personnel actions These include provisions for binding and compulsory review of terminations demotions and suspensions on appeal by outside third-party decision-makers It is also not unusual for collective bargaining agreements to contain restrictions on appointment decisions by management - formerly the exclusive and core component along with disciplinary action of Civil Service These changes and overlapping coverages developed over decades create precedents time constraints and restrictions on management flexibility especially regarding the employment of top executives

14 The extent of Civil Service property rights for senior management positions coverage can result in significant restrictions on the ability of the City Manager to take effective disciplinary or corrective action In Hollywood Civil Service coverage extends to employees below the rank of department head The result is that the ability of the City Manager to shape a top management team can be significantly and adversely affected In modern public and private business administration there is a critical need for a leadership team responsive to innovation and the overall management direction and philosophy of the top elected and appointed executives Around the country there are efforts underway to review the less than responsive and timely portions of Civil Service to better balance the need for such flexibility with the traditional safeguards provided by the system Hollywood would be well served by undertaking such a rebalancing review

15 In a system where restrictions and safeguards are out of balance with the needs for flexible and timely actions the result is management reluctance or inability in many cases to take the actions necessary to improve efficiency flexibility innovation and positive public service attitudes Though only a minority of employees may consistently perform or behave weakly nonetheless

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managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to ensure the most competent possible workforce If performance evaluations job descriptions and personnel files generally do not reflect written and on-going efforts to document performance excellence weakness and corrective action even those top managers with property rights (ie those covered by Civil Service) can become less willing to take the risks associated with innovation Clients or customers become frustrated by what they regard as excessive delays and lack of responsiveness

16 The relatively recent hires of Department Heads in Information Technology Human Resources Fire-Rescue and Police are well regarded as signs and opportunities that progressive and positive changes can be made These rather new department heads will need active support and direction from the City Manager and encouragement from the City Commission to create and implement aggressive agendas and client focused practices Such support will help the other Directors create similar agendas and help the City Manager succeed in the development of an accountable team

17 The inertia and difficulty in instituting progressive change in performance or behavior is the result of a build up over years of circumstances in which precedents and rules can be confusing The ability to hold individuals especially managers directly and specifically accountable is exemplified by comments and opinions offered during interviews and suggested in what the Inspector Generals findings laid out They are exemplified by paraphrased interview comments such as the following

bull Departments operate separately bull There is a sense of frustration with centralized services bull Workarounds are needed to continue with operational work bull Procurement recommendations are based on practices that involve constant

delays and disagreements bull Recommendations may be based on best procurement practices but not on

whats best for making the operation successful bull There is a continuous uphill battle bull More willingness is needed to find common ground between operational

efficiency and process frustration with Finance involving budget and clarity in understanding how much money is available

bull Operational problems are compounded by personnel not willing to change and not solution driven

bull Operational departments more so than central services feel that there are tribes or silos

bull The priority should be on what operational functions are trying to accomplish bull More central functioning as a team is needed especially in the among the

centralized departments

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bull There is a sense that Payroll Budget IT Procurement and HR systems are antiquated leading to workarounds and frustration

bull Procurement is regarded as a delaying culprit bull Some top managers feel that they do not have a sufficient say in the formulation

of their department budgets and that information needs fall on deaf ears bull There is considerable hope that the concept of an enterprise resource

management program (ERP) will benefit the City and assist in creating more united efforts

bull There is generally defensiveness among employees whose areas were mentioned in the Inspector General report The sense is that the report created an inaccurate impression with some individuals who regarded as insulting and misleading

All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance

It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The Citys ability to hold staff members accountable evaluate their performance take disciplinary corrective action and recognize and reward performance excellence is critical Those abilities need enhancing as a priority for the City Manager They need elected official support

RECOMMENDATIONS

1 Conduct an HR Diagnostic Review presided over by the Director of Human Resources The review constitutes a stakeholder staff Civil Service Commissioner and union process assessment The outcome will be a strategic blueprint for process improvement in the form of a report to the City Manager

2 As a result of the Diagnostic create a Human Resources Business Plan to assign specific How Many By When responsibility to implement the improvements identified in the Diagnostic The Plan would be led by the Director of Human Resources and would include both those projects general in nature for the City and those more specific to the HR needs of selected operational departments specifically including Police Fireshy

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Rescue and Public Utilities The Plan would assign specific staff accountability for each project with completion dates and completion milestones There would then be monthly or quarterly progress reviews by the City Manager

3 Review and update all position descriptions not already encompassed within the current Compensation work being done by Evergreen Consulting Begin first with those in the Police Department This is a project which can be completed within six months and can be accomplished using internal resources While there are hundreds of positions in the City service most will fall within 10 or fewer job classifications such as Law Enforcement Officer and Firefighter

4 Add to every position description the essential function of effectively and positively representing the City in delivering and performing their work with colleagues and clients irrespective of gender race religion age disability political affiliation or belief or sexual orientation In other words clearly establish the attitudes and behaviors reflected above as essential elements of every City position

5 Add to every position description the essential function of maintaining effective and professional relationships with work colleagues supervisors and managers

6 Select those City policies which are associated with the identification mitigation and control of liabilities and launch a project for the rapid upgrading and modernizing of each of those policies The highest priority would go to the installation of policies such as Whistleblower Protection and use of Social Media which do not currently exist Next would follow the updating of those existing policies associated with liabilities such as bullying sexual-harassment unlawful discrimination workplace violence and effective colleague relationships

7 In the case of a Whistleblower Protection policy the City should consider using an outside receiver for intake of Whistleblower allegations of wrong doing This would permit an initial assessment of the nature of the allegations outside of the chain of command followed by appropriate referral for followup The result would likely be a greater sense of confidence for persons who in good faith feel that something needs addressing within the organization

8 Add as a heavily weighted criterion for all promotions the criteria of actively supporting teamwork organization-wide unity and effective collegial relationships Create behavioral assessment questions accordingly

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9 Add as a significant performance evaluation criterion in all evaluations the assessment of an individuals commitment performance and behavior in actively supporting organization-wide team unity and effective collegial relationships

10 Develop and implement in the Civil Service selection process during initial hiring behavioral challenges to assess the degree to which a candidate demonstrates a commitment to teamwork and positive interpersonal cooperation This could take the form of a focused video scenario-based process similar to the commonly used law enforcement selection tool Behavioral Personnel Assessment Device (BPAD) It could be developed within the Department with involvement by Law Enforcement Officers

11 The grievance procedures in all bargaining units should be amended to include a new step Advisory Opinion of the Director of Human Resources This step would provide that the Director might agree at any step in the process at the request of either party or on her own motion to offer a written or non-written non-binding opinion as to any aspect of the grievance This could include suggestions for mediation or at a minimum offer another viewpoint on the subject The Advisory Opinion would not carry with it specific timeframes nor would it replace any of the decision-makers authority and responsibility in the procedures It would however provide a tool which the City and the employees would find valuable in the future for problem resolution Adding the step of course would follow reviewing the matter with unions involved

12 Prepare a draft of an amended discipline article for the collective bargaining agreements under which a written reprimand would no longer be subject to binding and compulsory arbitration The Amendment would provide in other words that the City Managers decision would be final Appeals could not be further filed to binding and compulsory outside arbitration This draft recognizes that a written reprimand does not result in the loss of property and is therefore not constitutionally protected as a vested right It would recognize that despite this change aggrieved employees who feel that discipline decisions or counseling ~omments are based on unlawful discrimination or retaliation still have other appeal opportunities on that specific basis This draft policy should be shared in writing with the union presidents in advance of collective bargaining and aggressively pursued by the City during upcoming negotiations It is likely that the unions would appreciate the importance of such a streamlining of the disciplinary procedure and would recognize that in and of itself fears that the change would result in a flood of reprimands are unfounded The Police agreement does not provide for appeals when observable behavior results in a written notice Therefore the foregoing recommendation would not apply to the Police bargaining unit

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13 Consider the out-stationing of a current Police Officer position already working on human resources matters such as background investigations or Internal Affairs to be physically located in a private office in the Human Resources Department There would be career development benefits for the Officer team building communications improvement for both departments and additional security readily available for both HR and Risk ManagementLabor Relations The Chief and the Director of Human Resources should have no problem in coordinating workflow or resolving assignment conflicts by joint communications The work is being done already anyway The out-stationed location would only create additional benefits

14 The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candidates can be facilitated via recommendations from graduate programs at local universities such as those involving Public Administration Criminal Justice Human Resources or other relevant academic programs This can also be a tool in the Citys workforce diversity efforts while also enhancing the capacity of the Human Resources Department to manage multiple management issues concurrently Assignment of two Graduate Interns for a period not exceeding one year would be a catalyst in driving some of the recommendations in this report It would also provide some needed relief for the Director of Human Resources to devote the necessary time to actively lead strategic progress

15 Performance evaluation criteria should be augmented to include a section on Representation of the City and the Department This section would assess an employees behavior and performance over the prior year in relation to whether or not it reflected positively within and outside of City Government Every staff member represents the City as well as their Departments As such they have a responsibility to be taken more seriously than ever before to engage in interpersonal skills reflecting in a positive manner on their individual professionalism

16 The work of top leaders in a dynamic City government such as a Police or Fire-Rescue Chief and a Director of Human Resources involves a very substantial amount of time spent in the management of Human Resources issues Often these can be of higher liability than those which might arise in other City departments For example arguably the day-toshy

12

day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assistant City Managers fulfill most of that need especially with regard to Police and Fire command staff counseling However a coach for other leaders would be a valuable asset to have in place

SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE

17 Part of an executive development program can be what amounts to an Internal Fellowship in which a newly promoted Manager gets assigned to work as a Special Assistant to the City Manager or an Assistant City Manager for a period such as three to six months This would allow for example a newly promoted executive in the Police Department to play an important role in the overall City budget process in Collective Bargaining with a non-law enforcement bargaining unit or to assist in a high-priority policy matter determined by the City Manager At the end of the Fellowship period the individual would return to their new role in their home Department with a greater appreciation than ever before about the larger issues facing executive leaders in the City

18 The Civil Service Ordinance should be amended to increase the number of positions exempt from Civil Service coverage Employees in such exempt positions would then serve at will Serving at will means that these employees may be disciplined or even terminated for any reason or no reason as long as the actions do not occur because of illegal reasons Current rules are too restrictive for the city to be as flexible as it needs to be in developing accountable and responsive executive staff Division Directors support staff in the City Managers Office as well as those in the City Attorneys Office and Labor Relations and Risk Management areas are appropriate candidates for at will service Current incumbents who enjoy property rights may not have those rights stripped away involuntarily as long as the incumbents are employed However they may voluntarily waive such rights in trade for some quid

13

pro quos such as additional benefits In the absence of such voluntary exemption attrition should be used so that future incumbents in selected positions would be hired as at will employees

19 A predictive staffing study should be conducted in departments utilizing a constant staffing structure - typically Police Fire-Rescue and Water and Wastewater Treatment Plant operations The study would make reasonable estimates based primarily on length of service and employee surveys to determine the likely extent and timing of future vacancies From that information the city can prepare in advance to have vacancies filled immediately upon turnover if not before Civil Service eligibility lists can be maintained for immediate use without having to begin recruitments from scratch The staffing needs in the Police Department were major contributing factors to the issues addressed in the Inspector Generals report Predictive staffing actions can reduce the likelihood that that critical situations will happen again

20 As a corollary to predictive staffing the City should consider over staffing in selected areas of the workforce with short-term temporary employees drawn off Civil Service eligible lists These employees would transition immediately into the regular workforce and be given credit for their temporary service as part of their probationary periods The result can be a cadre of employees already trained and ready to assume the regular workforce duties of the positions There will always be some number of vacancies in a city or county workforce as large as Hollywoods These vacancies may be funded in the budget such that hiring some additional Police Officers or Firefighters beyond the allocated limits in the budget might be funded with the salaries of vacant positions providing offsets Currently in conservatively funded constant staffing operations if a vacancy occurs due for example to long-term absences such as illness the staffing void must be filled at a rate of time and a half by overtime mandates This does nothing to prepare new employees to immediately step in as vacancies occur

21 The Civil Service rules currently operate on the basis of a narrow rule of three In this selection rule the Department Director acting for the City Manager is limited to no more than the top three candidates presented from civil service eligible lists In a system where the filling of vacancies may take considerable time or eligible lists may be many months old a rule of three is too limiting Broader certification rules such as a rule of five or a rule of the rank would offer more needed flexibility without sacrificing civil service principles

22 The Citys Information Technology (IT) function is an area often needing particular candidate expertise not generally available within classical Civil Service recruiting methods New projects such as the organization-wide

14

Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside over a facilitated focus group of top users and current IT staffs to prioritize projects identify needs and resources and prepare an IT Business Plan for review by the City Manager Likewise in this reviewers opinion being familiar with the installation of new large IT activities overlaid on existing staff requirements adding a graduate intern as an at will employee for one year would provide a new resource to the IT Director to more rapidly implement the programs he will be asked to bring to fruition This would be in addition to whatever staffing or consultant resources are brought to bear for the Enterprise Resource System

23 The City uses the procurement process to solicit a variety of benefit contracts often amended annually for health insurance dental life and other products These represent significant expenditures and cover all full-time employees their dependents and retirees In the face of complex and changing insurance rules deadlines engagements with insurance companies and much more a special expertise is required to look after the City of Hollywoods best interests Monitoring utilization developing innovations and cost containment strategies and being able to negotiate aggressively with insurance providers is best managed by outside expertise engaged by the City Currently the procurement elements of this process are managed by the Human Resources Director - along with_her many other responsibilities - not to mention the process improvements called for in this report The City should use professional procurement practices to select a consultantbroker to represent the City The result can be a tighter control on a very significant area of cost and administration This should be done well in advance of the expiration of benefit contracts in the year to come

24 This Reviewer urges the City to be especially wary of vendor promises with regard to the implementation of an expensive organization-wide enterprise resource program Vendors may make what have previously been called piecrust promises - easily made easily broken The vendor support team may well experience staff turnover Resources will be shifted to other clients The estimated time and cost of system installation may stretch well past the budgeted and anticipated costs originally proposed Aggressive steps under the leadership of the IT director in terms of milestones required of vendors performance penalties built into contracts as well as performance rewards should be considered and implemented If this vigorous enforcement approach does not happen and this large-scale IT project is managed in a way similar to the management of temporary needs reported by the IG the stage will be set

15

for another perhaps even more costly organizational problem in the future

25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential services are the ultimate responsibility of every manager With regard to the core area of Procurement however the job description for the Procurement Manager is clear in its requirements that it is this employee who is responsible for the management and oversight of contracts or particular department services Regardless of the past practices and exigencies of staffing needs in 2013 and 2014 this fundamental element of the Procurement responsibility was not met

Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement professional with years of experience Leadership direction

middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in a better position to determine the future reporting relationships for this important function

26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots administration and finance as well as HR and other central services should convene a stakeholder summit to bring out these concerns and address them The primary outcome would be budget

16

process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process

27 Direct payment vouchers related to any procurement and contractorvendor remuneration should be reviewed by and signed off directly by the Contract Compliance Manager This is especially true in what would be his broader role if the recommendation to place Procurement under his management were implemented In reviewing a sampling of such vouchers for temporary services during the IG report period it was noted that many did not have Department Head signatures Even the Procurement Office itself used such services although the clear focus was on the activities in Police

28 Meeting any staffing need through a temporary services company should require a specific review and sign off by the Director of Human Resources She would be asked to attest to the fact that HR is not capable of meeting the needs presented by the operating department and to explain why this need cannot be met through City procedures and practices In the case of what might be an ongoing need the Director would be required to explain whether actions can be instituted to change that scenario so that an ongoing use of temporary help from an outside vendor can be reduced if not eliminated

29 Finally this Reviewer notes that recommendations to the City Manager concerning the prospects of disciplinary action were part of this engagement Those recommendations will following consultation with the City Manager be presented as a verbal briefing to him so that his ability to respond to organizational needs is not compromised unduly in the very sensitive areas of staff relations

No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and managed assertively formally and consistently by their managers If the warnings and corrective action opportunities do not change the weak behavior these employees should be demoted or terminated If such actions become necessary it will ironically not be the City which acts it will in reality be the employee him or herself who provokes the action

It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees - that they are the Citys

17

vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances

OVERALL IMPRESSION

The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading managers to feel that the systems in place could meet their needs With a strong past sense of inertia rather than innovation and process improvement factoring into what occurred the City is best and most constructively served by the City Manager acting aggressively to improve internal processes make the improvements more visible and make those now responsible for the Procurement and utilization of services more accountable He is well able to use his strong communications skills and sense of ethics to deliver clear messages of professional expectation and enforce those expectations going into the future

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ATTACHMENT 2

ATTACHMENT 2

CITY of HOLLYWOOD FLORIDA Office of the City Manager

02600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045 Phone (95 4) 921 -3201 bull Fax (95-1) 921 -3314 deg wwwhullywoodflorg

Wazir A Ishmael PhD City Manager

March 18 2016

The Honorable Mayor Vice Mayor and Members of the City Commission

City of Hollywood Hollywood FL 33020

Mayor Vice Mayor and City Commissioners

This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016

We thank him for his services and wish him well in his future endeavors

Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller

Should you have any questions I am available at your convenience

Sincere I

DtJJ~tr A Ishmael Ciey(Janager

c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director

Our Mission Y l arc dcdic 11 t d lO proiding municip1 l scrvictS for our diverse co mrnuni ry in an atn1osphL rl of tOOperal ion courtesy and respect

Xie do 1h is hy ensu ri ng gtII who li ve work and pby in die C it) of l o ll )~VOoJ enjoy a high qnli l of lifo

hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood Florida 33020

Dr Ishmael

As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities

In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life

Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and capital improvements

Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices

I wish the City of Hollywood and the dedicated employees much luck with their future endeavors

Sincerely

faL--shyJocent Wasserman Director Procurement Services

ATTACHMENT 3

City of Hollywood Florida - Class Specification Bulletin Page 1of3

ATTACHMENT 3

Contract Compliance Officer Class Code

1138

Bargaining Unit Management CITY OF HOLLYWOOD FLORIDA Revision Date Apr 29 2015

SALARY RANGE

$3310 - $5296 Hourly $264809 - $423694 Biweekly

$6885030 - $11016048 Annually

JOB DESCRIPTION

This is advanced responsible professional and administrative work involving contract certification contract compliance and management for all vendors bidders and proposers conducting business with the City coordination of procurement activities and office and field monitoring Work involves providing managerial assistance to the Assistant City Manager for Finance and Administration in managing and monitoring contracts for compliance developing policies procedures rules and regulations for Citywide purchasing and coordinating the resolution of problems with vendors bidders and proposers

The incumbent exercises a considerable degree of independent judgment Employee is expected to make independent decisions in conformance with applicable laws rules and regulations governing the public purchase of commodities and services as well as standard public purchasing policies and procedures

EXAMPLES OF DUTIES

Reviews all City contracts for compliance and adherence to proper procedures including but not limited to confirmation of proper authority adherence to appropriate procurement procedures identification of time frames satisfaction of insurance requirements verification of available funding review of scope of services and notification of upcoming expiration

Assists in developing new and improved procedures concerning City purchasing activities Recommends corrective actions where applicable

Advises City departmentspersonnel on purchasing procedures to ensure proper compliance with Citys purchasing policies and procedures

Assists user departments in the informal competitive negotiated process for acquisition of professionalpersonal services

Reviews specifications from departments to procure goods and services of a complex andor technical nature

Monitors the evaluation andor negotiation process for acquisition of professionalpersonal services to ensure that proposals have been evaluated andor negotiated in accordance with solicitation document and city purchasing policies and procedures

Conducts preliminary investigations and make finding-of-fact reports on contractual bid disputes bid protests proposed debarment bidder non-responsibility and vendor nonshy

https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 2of3

performance

May represent the Director at various meetings within the city and the business community

Performs other job duties as assigned

THE REQUIREMENTS Required Possession of a Bachelors degree with major coursework in business or public administration or a related field

Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration

Be a Certified Professional Contracts Manager (CPCM )

Preferred Masters degree with major coursework in business or public administration or a related field

Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements

KNOWLEDGE SKILLS AND ABILITIES Extensive knowledge of principles practices and techniques of large scale government purchasing

Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing

Extensive knowledge of approved purchasing methods including recording buying inspection and shipping methods

Extensive knowledge of the techniques and requirements of specifications preparation

Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased

Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served

Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing

Some knowledge of insurance as it pertains to property liability and surety bonds

Considerable knowledge of Microsoft Word and Excel and the use of office equipment

Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to

httpsagencygovernmentjobscomhollywoodfldefaultcfmaction=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 3of3

other workers accurately and concisely

Skills in application of systems analysis techniques and procedures including consulting with users to determine hardware so~ware or system functional specifications

Ability to communicate effectively both orally and in writing

Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices

Ability to deal effectively with administrative officials and vendors

Ability to obtain and interpret market prices and trends and apply these to procurement problems

https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016

ATTACHMENT 4

ATTACHMENT 4

Jeane Carver-St Luce

From George Keller Sent Monday March 14 2016 328 PM To Chuck Ellis Clay Milan Eric Busenbarrick George Keller Gus Zambrano Jaye Epstein

Jeffrey Sheffel Lorie Mertens-Black Mel Standley Patricia Cerny Philip Sauer Raelin

Storey Raheem Seecharan Raquel Elejabarrieta Shiv Newaldass Steve Joseph Sylvia

Glazer Tammie Hechler Tomas Sanchez Tamikia Bacon Paul Bassar Cc Jeane Carver-St Luce Subject FW MCL Informational Email for Distribution

Importance High

At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations funding expenditures and Points of Contact Other helpful features will include executed copies of contract documents and invoice summaries

Two important take-away from this email

1 If you havent seen the fVICL demonstration please tune into the next City Commission meeting

2 Preliminary planning for a iVICL anticipation go live date--on or about 442016

middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed

middotmiddot Identify and maintain copies of all your award documents and invoices

bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files

The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines

After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support

George

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Master Contract List (MCL)

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Agenda

o What is the MCL

D MCL Data

D Demonstration of an Electronic Contract File

o MCL Next Steps v 0 v

o Questions

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What is the MCL bull Summary

o An electronic standardized comprehensive Management Tool-A One Stop Shop For all stakeholders who have a role with contract administration

o Useful real time information such as automatic daily countdowns of days for contracts and insurance expirations funding expenditures and Points of Contact

o Executed copies of contract documents and invoice bullsummaries

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MCL-Next Steps

bull Implementation o The MCL is a priority initiative

bull Continue gatheringupdating all contractual information bull Establishing POCs permission rights

o Coordinating with Financial Services Department in obtaining all invoices

o Working with the Procurement Division with keeping contractual documents updated

o Training Administrative Personnel who will have a procurement role

bull Execution After the City Commission presentation and feedback final developmenttraining sessions-anticipating a go live date April 2016

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ATTACHMENT 5

ATTACHMENT 5

George Keller

From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde

Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney

Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra

Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris

Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz

Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel

Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie

Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran Holycross

Cc Paul Bassar Directors Subject Master Contract List Training

Good Afternoon

The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times

bull Thursday May 26 at lOOpm 200pm 300pm bull Tuesday May 31 at 900am lOOOam l lOOam lOOpm 200pm 300pm bull Wednesday June 1 at 900am lOOOam 11 OOam bull Thursday June 2 at 900am lOOOam l lOOam lOOpm 200pm 300pm

Please let me know what suits you best also the training will be held at room 303

Thank you

Maryury Collier Administrative Specialist II City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 PO Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MColl ierholl ywoodflorg C 11 middot o f ~

H~QQQ Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record

Jeane Carver-St Luce

From Maryury Collier Sent Monday May 02 2016 1024 AM To Administrative Assistant II Cc Directors Paul Bassar Subject Training for the Master Contract List

Good Day

As some ofyou may be aware the City will be implementing an Electronic Contract File- AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed

For your convenience we will be having one h our training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule- Not later than Thursday (552016)

Friday May 6 from 330pm to 430pm

Monday May 9 at 900am to lOOOam bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam

Thank you

Maryury Collier Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 P 0 Box 229045 Hollywood FL 33020 Offi ce 954-921-3221 E-mail MCollierhollywoodflorq Cbullty of ~

H L WOOD t i O~IOA

Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mai l may be subject to disclosure as a matter of public record

ATTACHMENT 6

ATTACHMENT 6City ojJfoywootf PCoritfa DPV

DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT

Date 5252016 Pay to Vendor No Amount of Payment

Name Account No Address Separate Check Requested D City Invoice Number StateZip

Explanation of Payment

Date

Date

Date

Date

Contract InfoNumber Contract Expiration Date

Item Budget Item Description Line Item

l SubscriotionDuesMemberships Fees 2 Postage MeterStamps 3 Host Account Reimbursements 4 LicensesPermitsCertificates 5 Court CostOther Govt AgencvTaxes 6 Real Estate Closing - Attach Stmt 7 Advertising - attach tearsheet 8 Education CoursesSeminars 9 EducationReimbursementsBooks 10 RecordsSlidesFilmsGov Publication 11 Deferred ComoBank Pavments 12 MedicalVeterinarv Pavments 13 Insurance Premiums 14 Grant Disbursements 15 UtilitiesDump Fees 16 Refunds 17 CourierFreight 18 Pettv Cash Reimbursement 19 Other Professional Services 20 Soecial EventsRecr Performances 21 Temoorarv Emolovment Services 22 MealParkinQNiileaQe (1 dav tri-countv)

Unit Quantity

Originated by Dept Head Printed Name

DeptDiv Dept Head Signature

Procurement TypeDoc ---------------- Procurement Appr _

Finance Approval __________ Date Budget Approval

City Commission or City Manager Action Resolution

Unit Price

Total

ExtensionTotal

$000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000

Original Contract Amount Total This Invoice

Amendments Adjustment Total Previous Invoices

Total Contract Amount Total to Date --------------shy

City Manager Signature (if required)

Distribution List Finance Procurement Services Depmtment Copy dpv (rev3l02015)

APPENDIXB

Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073 (954) 895-2949 matthewlal la32 7 5comcastnet

March 11 2016

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022

Dear Wazir

Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016

I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors

~~ Matthew Lalla

cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources

  • Structure Bookmarks
    • BROWARD OFFICE OF THE INSPECTOR GENERAL
    • To and Members City of Hollywood C
    • From John W Scott Inspector General
    • Date June 6 2016
    • Subject Status Report-OIG Final Report Re Misconduct and Gross Mismanagement by the City ofHollywood in the Procurement of Temporary Employment Services Ref OIG 14-027
    • On March 2 2014 the Broward Office of the Inspector General (OIG) issued a final report finding that City of Hollywood officials violated numerous city ordinances policies and procedures to pay approximately $1 million for the services of temporary employees (temps) Specifically we found that the officials
    • At the conclusion of the report the OIG acknowledged the initial remedial steps taken by the city but recommended additional action including-given the potential for further abuse of the DPV payment method-a full audit of DPV payments
    • John W Scol1 Inspector General One North University Drive Suite 11 1 bull Planlalion Florida 33324 bull (954) 357-7873 bull Fax (954) 357-7857 4) 357-TIPS
    • As requested City Administrator Wazir Ishmael has now provided the OIG a status report with attachments which is attached as Appendix A The city states that it s senior management team has communicated publicly and individually that the inappropriate actions that occurred in the past were clearly wrong and unacceptable The city has now implemented numerous protocols and procedures in response to the OIGs investigation Of particular significance the city has created and implemented a contract com
    • The city has also restructured the Procurement Division and reformed oversight of the procurement process The finance director and procurement director overseeing the activities discussed in the final report have since resigned from the city Former Procurement Director Joel Wasserman s resignation is attached at Appendix A and former Finance Director Matthew Lallas resignation is attached as Appendix B The city also provided a repo1i it commissioned from a human resources specialist in response to the
    • However the city failed to address our recommendation that the DPV payments be audited in light of the significant misuse of the mechanism and the corresponding vulnerability to fraud waste and abuse Accordingly the OIG requests that we be provided a supplemental status report within 90 days or by September 5 2016 regarding a DPV audit
    • Attachment
    • cc Wazir Ishmael City Administrator
    • From To Cc
    • Subject Date Attachments
    • MaY Johns InsoectorGeneral Wazir Ishmael City of Hollywoods 90 Day Progress Report Regarding TransHire Tuesday May 31 2016 42804 PM 05 31 16 Letter to Inspector Scott re TransHire 90 Day Progress Reportpdf
    • 05 31 16 Letter to Inspector Scott Attachment lpdf 05 31 16 Letter to Inspector Scott Attachment 2pdf 05 31 16 Letter to Inspector Scott Attachment 3pdf 05 31 16 Letter to Inspector Scott Attachment 4pdf 05 31 16 Letter to Inspector Scott Attachment 5pdf 05 31 16 Letter to Inspector Scott Attachment 6pdf
    • Good afternoon Inspector General shy
    • The City Manager asked that I forward you the City of Hollywoods 90 day progress report that you requested in your final report regarding TransHire
    • Thank you Dr Wazir Ishmael City Manager
    • Executive Assistant City of Hollywood Office of the City Manager 2600 Hollywood Blvd Suite 419
    • PO Box 229045 Hollywood FL 33022-9045 Office 954-921-3201 E-mail
    • fjj
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Office of the City Manager
    • 2600 Hollywood Blvd bull PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (954) 92 1-33 14 bull rg
    • Wazir A Ishmael PhD City Manager
    • SENT VIA EMAIL amp US MAIL
    • May 31 2016
    • Mr John W Scott Inspector General Broward Office of the Inspector General
    • One North University Drive Suite 111 Plantation FL 3324
    • Re Broward Office of the Inspector General Report on Transhire 90 Day Progress Report
    • Dear Mr Scott
    • Please accept this response from the City of Hollywood as the 90 Day Progress Report that you requested in your final report on the above matter First let me assure you that your information findings and recommendations have been fully received acknowledged and communicated widely throughout the City staff Secondly I have discussed the serious nature of the issues identified directly with the Mayor City Commission senior management team staff and members of the public reinforcing that those inap
    • Finally we have collectively implemented and followed a broad spectrum of improvements actions resources training and policies to continue forward the lessons learned in progress of the organization The initiatives we have undertaken exist at the policy level and administrative oversight as well as day to day operations The below information describes those steps in more detail along with the attached documentation and the derived benefit for each Your contribution to stimulating these improveme
    • Our Mission Ve are dedicmcd to providing municipal services for our diverse community in an atmosphere ofcooperation courtesy and respect Yc do this by ensuring all who live work and play in the City of Hollywood enjoy a high quality of life
    • An Equa l Opportunity a nd Serv i ce Provide r Ag e nc y
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2
    • 1 Heightened Awareness Expectations and Standards of Performance
    • The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures
    • 2 Services of an External Consulting Professional (Attachment 1)
    • The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many
    • 3 Organizational Modifications and Reform (Attachment 2)
    • The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have be
    • 4 Human Resources Policy Review and Reform
    • Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced
    • 5 WorkflowBusiness Policies and Procedures Modifications
    • The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3
    • The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions
    • 10 Direct Payment Voucher Procedural Modifications (Attachment 6)
    • The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4
    • The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter
    • Attachments
    • c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors
    • ATTACHMENT 1
    • ATTACHMENT 1
    • PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737
    • Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045
    • March 3 2016
    • Dear Messrs Keller and Standley
    • The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one
    • The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues
    • The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not
    • Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement
    • Sincerely
    • Phil Rosenberg President The HR Doctorreg Inc 954 816-4 737
    • attachment
    • Phil Rosenberg President PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737 On
    • March 3 2016
    • IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES
    • BACKGROUND
    • The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in t
    • With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whet
    • City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in th
    • 1
    • The Inspector Generals report is being taken very seriously by the City It is a call to
    • action and catalyst to go beyond the limited and narrow scope of the report in the
    • interest of making broader administrative improvements
    • As part of the response to the report the City engaged the services of The HR Doctor
    • Inc on January 19 2016 to investigate the background of what occurred and offer
    • opinions and recommendations The deliverable in this situation is the presentation of
    • a written report to the City Manager within 30 calendar days of the date of the approval
    • of the engagement (ie January 19 2016) to address the following issues
    • The HR Doctor Inc was authorized and directed by the City Manager to also provide a
    • broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processe
    • METHODOLOGY
    • The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information
    • 2
    • The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employee
    • To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot
    • FINDINGS AND CONCLUSIONS
    • Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positio
    • r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work
    • 3
    • complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur
    • 4
    • service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement
    • 5
    • over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a n
    • 1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be org
    • 6
    • 7
    • managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to
    • ensure the most competent possible workforce If performance evaluations job
    • descriptions and personnel files generally do not reflect written and on-going
    • efforts to document performance excellence weakness and corrective action
    • even those top managers with property rights (ie those covered by Civil
    • Service) can become less willing to take the risks associated with innovation
    • Clients or customers become frustrated by what they regard as excessive
    • delays and lack of responsiveness
    • 8
    • All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance
    • It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The City
    • RECOMMENDATIONS
    • 9
    • Rescue and Public Utilities The Plan would assign specific staff
    • accountability for each project with completion dates and completion
    • milestones There would then be monthly or quarterly progress reviews
    • by the City Manager
    • 10
    • 11
    • 14The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candi
    • 12
    • day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assis
    • SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING
    • PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION
    • THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS
    • SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE
    • ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK
    • ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR
    • THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY
    • CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE
    • 13
    • pro quos such as additional benefits In the absence of such voluntary
    • exemption attrition should be used so that future incumbents in selected
    • positions would be hired as at will employees
    • 14
    • Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside
    • over a facilitated focus group of top users and current IT staffs to
    • prioritize projects identify needs and resources and prepare an IT
    • Business Plan for review by the City Manager Likewise in this reviewers
    • opinion being familiar with the installation of new large IT activities
    • overlaid on existing staff requirements adding a graduate intern as an at
    • will employee for one year would provide a new resource to the IT
    • Director to more rapidly implement the programs he will be asked to bring
    • to fruition This would be in addition to whatever staffing or consultant
    • resources are brought to bear for the Enterprise Resource System
    • 15
    • for another perhaps even more costly organizational problem in the
    • future
    • 25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential s
    • Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement pr
    • middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in
    • 26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots adm
    • 16
    • process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process
    • No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and mana
    • It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees -that they are the Citys
    • 17
    • vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances
    • The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading manager
    • 18
    • ATTACHMENT 2
    • ATTACHMENT 2
    • CITY of HOLLYWOOD FLORIDA
    • Office of the City Manager
    • 0
    • 2600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (95-1) 921-3314 deg
    • Wazir A Ishmael PhD City Manager
    • March 18 2016
    • The Honorable Mayor Vice Mayor
    • and Members of the City Commission City of Hollywood Hollywood FL 33020
    • Mayor Vice Mayor and City Commissioners
    • This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016
    • We thank him for his services and wish him well in his future endeavors
    • Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller
    • Should you have any questions I am available at your convenience
    • Sincere I
    • Dt~tr A Ishmael Ciey(Janager
    • c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director
    • Our Mission Yl arc dcdic 11td lO proiding municip1l scrvictS for our diverse co mrnuniry in an atn1osphLrl of tOOperalion courtesy and respect
    • Xie do 1his hy ensu ring gtII who live work and pby in die Cit) of loll)~VOoJ enjoy a high qnlil oflifo
    • hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y
    • Dr Wazir Ishmael
    • City Manager City of Hollywood
    • 2600 Hollywood Blvd
    • Hollywood Florida 33020
    • Dr Ishmael
    • As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities
    • In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life
    • Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and cap
    • Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices
    • I wish the City of Hollywood and the dedicated employees much luck with their future endeavors
    • Sincerely
    • Jocent Wasserman Director Procurement Services
    • ATTACHMENT 3
    • City of Hollywood Florida -Class Specification Bulletin Page 1of3 ATTACHMENT 3
    • https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016
    • performance
    • May represent the Director at various meetings within the city and the business community
    • Performs other job duties as assigned
    • Required Possession of a Bachelors degree with major coursework in business or public
    • administration or a related field
    • Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration
    • Be a Certified Professional Contracts Manager (CPCM )
    • Preferred Masters degree with major coursework in business or public administration or a related field
    • Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements
    • Extensive knowledge of principles practices and techniques of large scale government purchasing
    • Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing
    • Extensive knowledge of approved purchasing methods including
    • recording buying inspection and shipping methods
    • Extensive knowledge of the techniques and requirements of specifications preparation
    • Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased
    • Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served
    • Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing
    • Some knowledge of insurance as it pertains to property liability and surety bonds
    • Considerable knowledge of Microsoft Word and Excel and the use of office equipment
    • Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to
    • 5252016
    • City of Hollywood Florida -Class Specification Bulletin Page 3of3
    • other workers accurately and concisely Skills in application of systems analysis techniques and
    • procedures including consulting with users to determine hardware so~ware or system functional specifications
    • Ability to communicate effectively both orally and in writing
    • Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices
    • Ability to deal effectively with administrative officials and vendors
    • Ability to obtain and interpret market prices and trends and apply these to procurement problems
    • https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016
    • ATTACHMENT 4
    • ATTACHMENT 4
    • Jeane Carver-St Luce
    • At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations fun
    • Two important take-away from this email
    • middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed
    • middotmiddot Identify and maintain copies of all your award documents and invoices
    • bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files
    • The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines
    • After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support
    • George
    • George R Jr middotLsisrunt Cinmiddot funllltJcI
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    • ATTACHMENT 5
    • ATTACHMENT 5
    • George Keller
    • From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde
    • Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice
    • Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris
    • Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick
    • Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz
    • Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel
    • Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie
    • Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran
    • Holycross
    • Cc Paul Bassar Directors Subject Master Contract List Training
    • Good Afternoon
    • The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times
    • Please let me know what suits you best also the training will be held at room 303
    • Thank you
    • Maryury Collier
    • Administrative Specialist II
    • City of Hollywood
    • Financial Services
    • 2600 Hollywood Blvd Suite 303
    • PO Box 229045 Hollywood FL 33020 Office 954-921-3221
    • C 11 middot of ~
    • H~QQQ
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Jeane Carver-St Luce
    • Good Day
    • As some ofyou may be aware the City will be implementing an Electronic Contract File-AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed
    • For your convenience we will be having one hour training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule-Not later than Thursday (552016)
    • Friday May 6 from 330pm to 430pm Monday May 9 at 900am to lOOOam
    • bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam
    • Thank you
    • Maryury Collier
    • Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303
    • P 0 Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MCollierhollywoodflorq
    • Cbullty of ~
    • H L WOOD
    • t i O~IOA
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • ATTACHMENT 6
    • ATTACHMENT 6
    • City ojJfoywootf PCoritfa
    • DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT
    • Date Date Date Date Contract InfoNumber Contract Expiration Date
    • Original Contract Amount Total This Invoice
    • Amendments Adjustment Total Previous Invoices
    • APPENDIXB
    • Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073
    • (954) 895-2949 matthewlalla3
    • March 11 2016
    • Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022
    • Dear Wazir
    • Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016
    • I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors
    • ~~
    • Matthew Lalla
    • cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources
Page 11: BROWARD OFFICE OF THE INSPECTOR GENERAL€¦ · Broward Office of the Inspector General Page 2 . 1. Heightened Awareness, Expectations and Standards of Performance . The senior management

designed to provide ideas to strengthen the organization against future liabilities as are these recommendations This broader background of the context of the situation led to wide-ranging recommendations for improvement These recommendations can be implemented in a rather short timeframe at relatively low cost and primarily with internal resources

Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement

Sincerely

Phil Rosenberg President The HR Doctorreg Inc philrosenbergearthlinknet 954 816-4 737

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Phil Rosenberg President PO Box 268 Weirsdale FL 32195

Phone 954 816-4737 Fax 352 821-4737 On the Web wwwhrdrnet Email philrosenbergearthlinknet

March 3 2016

IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES

BACKGROUND

The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in this case Fiscal Year 2014 ) The report concludes that these services were procured in an improper manner in relation to the Citys procurement ordinance rules and policies

With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whether there was evidence of criminal misconduct grounds for disciplinary action or how City Administration might better seNe the City Commission and by extension the citizens of Hollywood by improved practices

City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in the past and to seek out and implement progressive change

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The Inspector Generals report is being taken very seriously by the City It is a call to action and catalyst to go beyond the limited and narrow scope of the report in the interest of making broader administrative improvements

As part of the response to the report the City engaged the services of The HR Doctor Inc on January 19 2016 to investigate the background of what occurred and offer opinions and recommendations The deliverable in this situation is the presentation of a written report to the City Manager within 30 calendar days of the date of the approval of the engagement (ie January 19 2016) to address the following issues

1 Was the conduct of any of the persons mentioned by the Inspector General who report through the City Managers chain of command and are still employed by the City of Hollywood sufficient to support disciplinary action

2 If so what factors should the City Manager consider in determining the level of such action

3 To what degree was an organizational culture present in the City of Hollywood which may have given rise to or supported the inappropriate actions which occurred

4 To what degree might the Citys personnel policies and practices have been contributing factors

5 In response to opinions to be rendered by The HR Doctor Inc in each of the foregoing areas what recommendations should be considered to prevent or mitigate risks of subsequent failures of the types presented in the Inspector Generals report

The HR Doctor Inc was authorized and directed by the City Manager to also provide a broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processes better in the future than they were in this 2014 case

METHODOLOGY

The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information

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The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employees were interviewed

To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot

FINDINGS AND CONCLUSIONS

Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positions long experienced in public service They are Assistant City Managers George Keller Mel Standley and Contract Compliance Manager Paul Bassa r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work

1 The Inspector Generals report focused on events associated with one vendor and one type of service provision - that of temporary help during a particular time frame However it would be not be in the spirit of the City Managers direction to comment only on the narrow chain of administrative actions which led to the procurement failures upon which the IG focused In fact this case alone is not really the primary issue the City faces Rather the greater value to the City is a review of the broader circumstances the organizational culture and wider background which resulted in the failures described in the Inspector Generals report Only in that way can a prescription be considered for overall improvement The specific activities detailed in the IG report are a symptom of larger issues Those larger issues constitute the greater scope of the review by the HR Doctor Inc and the larger concern of the City Manager

2 The lack of adherence to procurement regulations rules and ordinance and the lack of earlier recognition of the problem are important However the context and factors which contributed to the situation are of even greater significance because they apply to many other areas of administration If not dealt with comprehensively and in a relatively brief time frame notwithstanding their

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complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur

3 This Reviewer found no evidence to suggest that what happened in the procurement of temporary services in this case was the result of criminal misconduct Had this not been the case this Reviewer as well as I am sure the IG would have taken the steps to share the matter with appropriate law enforcement agencies such as the State Attorneys Office for its consideration By teleconference the supervisor of the investigation confirmed that no such referrals were made by the Inspector Generals Office which supports the conclusion that there was also insufficient information to believe that criminal misconduct was involved in the IGs view

4 What happened in this situation is the direct result of a cascading series of unprecedented pressures and actions the City was required to take in the prior couple of years The City found itself in a state of extraordinary financial distress born of actions taken in a variety of political and administrative arenas over time - factors well beyond the scope of this report What happened nonetheless was an extraordinary declaration of financial urgency Those actions resulted in the reduction of many positions in a short period of time and considerable labor unrest most especially in law enforcement The departure of employees with literally centuries of public service experience in the City in a short time and a turnover of top management positions also occurred In fact the core of top decision-makers involved in the IG report event who were present in the years 2012 through 2014 are no longer in the City service These include the City Manager Assistant City Manager more than one Police Chief and the Director of Human Resources This departure of top administrators contributed to a knowledge vacuum and a sense of leadership insecurity which compounded the situation

5 Most of the persons interviewed expressed overall frustration that many of the central services policies and practices in the city are outdated and have not been systematically and aggressively reviewed and updated in many years At least one policy void particularly relevant to activities described in the Inspector Generals report is the absence of a clear Whistleblower Protection protocol The general policy weaknesses create frustration in the user community especially in the face of major operational needs The frustration is derived from insufficient investment and direction to the central services over the long term It is the central services after all which enable or disable the success of operating departments such as Police Fire-Rescue Public Works and Utilities The central service organizations include Procurement Financial Services Human Resources Information Technology Budget and Risk Management These core functions require ongoing management support and accountability if they are to be at their best when circumstances in the City government such as financial emergency or a natural disaster are at their worst The turnover in central

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service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement

6 This author notes that it is one of the weaknesses of the Inspector General process that it merely reviews particular transactions without conveying a sense of understanding and appreciation for the larger background issues which are important contributors to a particular circumstance While it is certainly beyond the scope of an IG report to offer recommendations for overall improvement the narrow focus can ironically add to elected and appointed official frustrations

7 The extraordinary financial situation of the City combined with administrative policies and practices which are not up-to-date compounded the very legitimate and extremely time sensitive problem of vacancies in critical Police Department positions There are no departments in any city or county government with greater potential for huge liability when processes and people are not effectively managed than Police Fire-Rescue and as recent water treatment failures in Michigan highlight Public Utilities In the case of the Police Department extraordinary numbers of sworn Police Officers and other employees left the City Many did so based on their eligibility to retire Clearly frustration at the state of affairs in the City caused tremendous frustration as evidenced by the labor relations situation and lack of confidence in City leadership at the time

8 Another factor is the generally high turnover financial urgency notwithstanding in both the sworn and the civilian areas of law enforcement principally 911 Emergency Dispatchers Such turnover and the very significant training and supervision needs for new employees in these areas created a situation in which public safety was directly and seriously threatened Vacancies in these areas not only threaten public safety - the city governments core function - but also created a poor work environment for others in the organization The concept of constant staffing or minimum staffing governs how operations such as Police Fire-Rescue and Utilities operate That is it takes various minimum levels of staffing to keep a rescue vehicle in service for example It takes a minimum complement of staff to operate a 911 Dispatch Center or a minimum number of Certified Treatment Plant Operators in Utilities When a vacancy occurs or even a temporary absence occurs due to illness or vacation the operation will immediately have to require overtime work by other employees This is rarely a significant problem when an organization staffing level is set to recognize this inherent need However when the number of approved positions is too small or remains static for years while population growth and service demands increase the result can be a constant barrage of overtime mandates This places increasingly serious and ongoing stress on staff members This in turn creates harm both in terms of family dysfunction and in terms of fueling a desire to leave the organization

9 In the case of Hollywoods 911 Dispatch service at that time the entire situation was further compounded by the failure of County government to effectively take

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over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a need for rapid action to provide staffing support Such a need places major burdens on central service areas in particular Procurement and Human Resources to meet user needs in an emergency The Inspector Generals report itself recognizes as legitimate and urgent the staffing situation which led to the use of temporary personnel as described in this report This Reviewer certainly concurs with that finding and goes on to note that these needs could have and should have been anticipated and controlled for That was not done - a circumstance which also contributed to the cascading problems that occurred

1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be organizational pride at the level where people work every day This can contribute to a healthy morale building and mutually supportive environment However it can also lead to a situation in which the displayed loyalty may foster defensiveness and reduced accountability for an overall City need When policies in central services are old when training is ineffective and when no specific chain of accountability is present and understood by all statements will emerge such as what happened was not our fault We only did what this or that other department called for I assumed that other people had checked transactions for rule compliance etc

11 This kind of loyalty displacement is compounded when administrative practices are not kept up-to-date adequate training is not provided in a compelling ongoing and accountable way and when top leadership changes occur repeatedly There must be a continuous reinforcement by the elected officials and the appointed leaders reporting to the City Manager of a mandate for unity An appreciation that the employer fundamentally is the City government as a whole must be reinforced and that no employee is to be allowed to walk by something wrong Rather employees are to be individually accountable to take steps to verify procedural compliance They are to have the courage and the responsibility to act when they question whether behavior or performance might be improved The organizational culture must include a strong appreciation that the organizations overall needs must be supported and that leaders sincerely want suggestions for improvement

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12 The Civil Service system of the City of Hollywood is a rather classic model enshrining the principles put in place to combat the spoils system in the federal system in 1885 The intentions are honorable and very appropriate to the maintenance of a City service in which appointments result from competitive jobshyrelated and public recruitment and testing processes Even though the Civil Service Ordinance was reviewed in 2010 the core elements were reflected two generations ago in the 1970s They contain rules regulations and procedures which are restrictive and process oriented as much or more than they are outcome oriented

13 Civil Service practices predate union representation of local government employees However today the City workforce contains nearly 1500 full time employees of which less than about one hundred are unrepresented (ie less than seven percent) Therefore the large majority of employees are covered under the provisions of collective bargaining agreements which supersede the Civil Service Rules in key matters such as vested rights and disciplinary appeals These agreements also establish an array of procedural rights and safeguards against management capriciousness in personnel actions These include provisions for binding and compulsory review of terminations demotions and suspensions on appeal by outside third-party decision-makers It is also not unusual for collective bargaining agreements to contain restrictions on appointment decisions by management - formerly the exclusive and core component along with disciplinary action of Civil Service These changes and overlapping coverages developed over decades create precedents time constraints and restrictions on management flexibility especially regarding the employment of top executives

14 The extent of Civil Service property rights for senior management positions coverage can result in significant restrictions on the ability of the City Manager to take effective disciplinary or corrective action In Hollywood Civil Service coverage extends to employees below the rank of department head The result is that the ability of the City Manager to shape a top management team can be significantly and adversely affected In modern public and private business administration there is a critical need for a leadership team responsive to innovation and the overall management direction and philosophy of the top elected and appointed executives Around the country there are efforts underway to review the less than responsive and timely portions of Civil Service to better balance the need for such flexibility with the traditional safeguards provided by the system Hollywood would be well served by undertaking such a rebalancing review

15 In a system where restrictions and safeguards are out of balance with the needs for flexible and timely actions the result is management reluctance or inability in many cases to take the actions necessary to improve efficiency flexibility innovation and positive public service attitudes Though only a minority of employees may consistently perform or behave weakly nonetheless

7

managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to ensure the most competent possible workforce If performance evaluations job descriptions and personnel files generally do not reflect written and on-going efforts to document performance excellence weakness and corrective action even those top managers with property rights (ie those covered by Civil Service) can become less willing to take the risks associated with innovation Clients or customers become frustrated by what they regard as excessive delays and lack of responsiveness

16 The relatively recent hires of Department Heads in Information Technology Human Resources Fire-Rescue and Police are well regarded as signs and opportunities that progressive and positive changes can be made These rather new department heads will need active support and direction from the City Manager and encouragement from the City Commission to create and implement aggressive agendas and client focused practices Such support will help the other Directors create similar agendas and help the City Manager succeed in the development of an accountable team

17 The inertia and difficulty in instituting progressive change in performance or behavior is the result of a build up over years of circumstances in which precedents and rules can be confusing The ability to hold individuals especially managers directly and specifically accountable is exemplified by comments and opinions offered during interviews and suggested in what the Inspector Generals findings laid out They are exemplified by paraphrased interview comments such as the following

bull Departments operate separately bull There is a sense of frustration with centralized services bull Workarounds are needed to continue with operational work bull Procurement recommendations are based on practices that involve constant

delays and disagreements bull Recommendations may be based on best procurement practices but not on

whats best for making the operation successful bull There is a continuous uphill battle bull More willingness is needed to find common ground between operational

efficiency and process frustration with Finance involving budget and clarity in understanding how much money is available

bull Operational problems are compounded by personnel not willing to change and not solution driven

bull Operational departments more so than central services feel that there are tribes or silos

bull The priority should be on what operational functions are trying to accomplish bull More central functioning as a team is needed especially in the among the

centralized departments

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bull There is a sense that Payroll Budget IT Procurement and HR systems are antiquated leading to workarounds and frustration

bull Procurement is regarded as a delaying culprit bull Some top managers feel that they do not have a sufficient say in the formulation

of their department budgets and that information needs fall on deaf ears bull There is considerable hope that the concept of an enterprise resource

management program (ERP) will benefit the City and assist in creating more united efforts

bull There is generally defensiveness among employees whose areas were mentioned in the Inspector General report The sense is that the report created an inaccurate impression with some individuals who regarded as insulting and misleading

All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance

It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The Citys ability to hold staff members accountable evaluate their performance take disciplinary corrective action and recognize and reward performance excellence is critical Those abilities need enhancing as a priority for the City Manager They need elected official support

RECOMMENDATIONS

1 Conduct an HR Diagnostic Review presided over by the Director of Human Resources The review constitutes a stakeholder staff Civil Service Commissioner and union process assessment The outcome will be a strategic blueprint for process improvement in the form of a report to the City Manager

2 As a result of the Diagnostic create a Human Resources Business Plan to assign specific How Many By When responsibility to implement the improvements identified in the Diagnostic The Plan would be led by the Director of Human Resources and would include both those projects general in nature for the City and those more specific to the HR needs of selected operational departments specifically including Police Fireshy

9

Rescue and Public Utilities The Plan would assign specific staff accountability for each project with completion dates and completion milestones There would then be monthly or quarterly progress reviews by the City Manager

3 Review and update all position descriptions not already encompassed within the current Compensation work being done by Evergreen Consulting Begin first with those in the Police Department This is a project which can be completed within six months and can be accomplished using internal resources While there are hundreds of positions in the City service most will fall within 10 or fewer job classifications such as Law Enforcement Officer and Firefighter

4 Add to every position description the essential function of effectively and positively representing the City in delivering and performing their work with colleagues and clients irrespective of gender race religion age disability political affiliation or belief or sexual orientation In other words clearly establish the attitudes and behaviors reflected above as essential elements of every City position

5 Add to every position description the essential function of maintaining effective and professional relationships with work colleagues supervisors and managers

6 Select those City policies which are associated with the identification mitigation and control of liabilities and launch a project for the rapid upgrading and modernizing of each of those policies The highest priority would go to the installation of policies such as Whistleblower Protection and use of Social Media which do not currently exist Next would follow the updating of those existing policies associated with liabilities such as bullying sexual-harassment unlawful discrimination workplace violence and effective colleague relationships

7 In the case of a Whistleblower Protection policy the City should consider using an outside receiver for intake of Whistleblower allegations of wrong doing This would permit an initial assessment of the nature of the allegations outside of the chain of command followed by appropriate referral for followup The result would likely be a greater sense of confidence for persons who in good faith feel that something needs addressing within the organization

8 Add as a heavily weighted criterion for all promotions the criteria of actively supporting teamwork organization-wide unity and effective collegial relationships Create behavioral assessment questions accordingly

10

9 Add as a significant performance evaluation criterion in all evaluations the assessment of an individuals commitment performance and behavior in actively supporting organization-wide team unity and effective collegial relationships

10 Develop and implement in the Civil Service selection process during initial hiring behavioral challenges to assess the degree to which a candidate demonstrates a commitment to teamwork and positive interpersonal cooperation This could take the form of a focused video scenario-based process similar to the commonly used law enforcement selection tool Behavioral Personnel Assessment Device (BPAD) It could be developed within the Department with involvement by Law Enforcement Officers

11 The grievance procedures in all bargaining units should be amended to include a new step Advisory Opinion of the Director of Human Resources This step would provide that the Director might agree at any step in the process at the request of either party or on her own motion to offer a written or non-written non-binding opinion as to any aspect of the grievance This could include suggestions for mediation or at a minimum offer another viewpoint on the subject The Advisory Opinion would not carry with it specific timeframes nor would it replace any of the decision-makers authority and responsibility in the procedures It would however provide a tool which the City and the employees would find valuable in the future for problem resolution Adding the step of course would follow reviewing the matter with unions involved

12 Prepare a draft of an amended discipline article for the collective bargaining agreements under which a written reprimand would no longer be subject to binding and compulsory arbitration The Amendment would provide in other words that the City Managers decision would be final Appeals could not be further filed to binding and compulsory outside arbitration This draft recognizes that a written reprimand does not result in the loss of property and is therefore not constitutionally protected as a vested right It would recognize that despite this change aggrieved employees who feel that discipline decisions or counseling ~omments are based on unlawful discrimination or retaliation still have other appeal opportunities on that specific basis This draft policy should be shared in writing with the union presidents in advance of collective bargaining and aggressively pursued by the City during upcoming negotiations It is likely that the unions would appreciate the importance of such a streamlining of the disciplinary procedure and would recognize that in and of itself fears that the change would result in a flood of reprimands are unfounded The Police agreement does not provide for appeals when observable behavior results in a written notice Therefore the foregoing recommendation would not apply to the Police bargaining unit

11

13 Consider the out-stationing of a current Police Officer position already working on human resources matters such as background investigations or Internal Affairs to be physically located in a private office in the Human Resources Department There would be career development benefits for the Officer team building communications improvement for both departments and additional security readily available for both HR and Risk ManagementLabor Relations The Chief and the Director of Human Resources should have no problem in coordinating workflow or resolving assignment conflicts by joint communications The work is being done already anyway The out-stationed location would only create additional benefits

14 The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candidates can be facilitated via recommendations from graduate programs at local universities such as those involving Public Administration Criminal Justice Human Resources or other relevant academic programs This can also be a tool in the Citys workforce diversity efforts while also enhancing the capacity of the Human Resources Department to manage multiple management issues concurrently Assignment of two Graduate Interns for a period not exceeding one year would be a catalyst in driving some of the recommendations in this report It would also provide some needed relief for the Director of Human Resources to devote the necessary time to actively lead strategic progress

15 Performance evaluation criteria should be augmented to include a section on Representation of the City and the Department This section would assess an employees behavior and performance over the prior year in relation to whether or not it reflected positively within and outside of City Government Every staff member represents the City as well as their Departments As such they have a responsibility to be taken more seriously than ever before to engage in interpersonal skills reflecting in a positive manner on their individual professionalism

16 The work of top leaders in a dynamic City government such as a Police or Fire-Rescue Chief and a Director of Human Resources involves a very substantial amount of time spent in the management of Human Resources issues Often these can be of higher liability than those which might arise in other City departments For example arguably the day-toshy

12

day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assistant City Managers fulfill most of that need especially with regard to Police and Fire command staff counseling However a coach for other leaders would be a valuable asset to have in place

SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE

17 Part of an executive development program can be what amounts to an Internal Fellowship in which a newly promoted Manager gets assigned to work as a Special Assistant to the City Manager or an Assistant City Manager for a period such as three to six months This would allow for example a newly promoted executive in the Police Department to play an important role in the overall City budget process in Collective Bargaining with a non-law enforcement bargaining unit or to assist in a high-priority policy matter determined by the City Manager At the end of the Fellowship period the individual would return to their new role in their home Department with a greater appreciation than ever before about the larger issues facing executive leaders in the City

18 The Civil Service Ordinance should be amended to increase the number of positions exempt from Civil Service coverage Employees in such exempt positions would then serve at will Serving at will means that these employees may be disciplined or even terminated for any reason or no reason as long as the actions do not occur because of illegal reasons Current rules are too restrictive for the city to be as flexible as it needs to be in developing accountable and responsive executive staff Division Directors support staff in the City Managers Office as well as those in the City Attorneys Office and Labor Relations and Risk Management areas are appropriate candidates for at will service Current incumbents who enjoy property rights may not have those rights stripped away involuntarily as long as the incumbents are employed However they may voluntarily waive such rights in trade for some quid

13

pro quos such as additional benefits In the absence of such voluntary exemption attrition should be used so that future incumbents in selected positions would be hired as at will employees

19 A predictive staffing study should be conducted in departments utilizing a constant staffing structure - typically Police Fire-Rescue and Water and Wastewater Treatment Plant operations The study would make reasonable estimates based primarily on length of service and employee surveys to determine the likely extent and timing of future vacancies From that information the city can prepare in advance to have vacancies filled immediately upon turnover if not before Civil Service eligibility lists can be maintained for immediate use without having to begin recruitments from scratch The staffing needs in the Police Department were major contributing factors to the issues addressed in the Inspector Generals report Predictive staffing actions can reduce the likelihood that that critical situations will happen again

20 As a corollary to predictive staffing the City should consider over staffing in selected areas of the workforce with short-term temporary employees drawn off Civil Service eligible lists These employees would transition immediately into the regular workforce and be given credit for their temporary service as part of their probationary periods The result can be a cadre of employees already trained and ready to assume the regular workforce duties of the positions There will always be some number of vacancies in a city or county workforce as large as Hollywoods These vacancies may be funded in the budget such that hiring some additional Police Officers or Firefighters beyond the allocated limits in the budget might be funded with the salaries of vacant positions providing offsets Currently in conservatively funded constant staffing operations if a vacancy occurs due for example to long-term absences such as illness the staffing void must be filled at a rate of time and a half by overtime mandates This does nothing to prepare new employees to immediately step in as vacancies occur

21 The Civil Service rules currently operate on the basis of a narrow rule of three In this selection rule the Department Director acting for the City Manager is limited to no more than the top three candidates presented from civil service eligible lists In a system where the filling of vacancies may take considerable time or eligible lists may be many months old a rule of three is too limiting Broader certification rules such as a rule of five or a rule of the rank would offer more needed flexibility without sacrificing civil service principles

22 The Citys Information Technology (IT) function is an area often needing particular candidate expertise not generally available within classical Civil Service recruiting methods New projects such as the organization-wide

14

Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside over a facilitated focus group of top users and current IT staffs to prioritize projects identify needs and resources and prepare an IT Business Plan for review by the City Manager Likewise in this reviewers opinion being familiar with the installation of new large IT activities overlaid on existing staff requirements adding a graduate intern as an at will employee for one year would provide a new resource to the IT Director to more rapidly implement the programs he will be asked to bring to fruition This would be in addition to whatever staffing or consultant resources are brought to bear for the Enterprise Resource System

23 The City uses the procurement process to solicit a variety of benefit contracts often amended annually for health insurance dental life and other products These represent significant expenditures and cover all full-time employees their dependents and retirees In the face of complex and changing insurance rules deadlines engagements with insurance companies and much more a special expertise is required to look after the City of Hollywoods best interests Monitoring utilization developing innovations and cost containment strategies and being able to negotiate aggressively with insurance providers is best managed by outside expertise engaged by the City Currently the procurement elements of this process are managed by the Human Resources Director - along with_her many other responsibilities - not to mention the process improvements called for in this report The City should use professional procurement practices to select a consultantbroker to represent the City The result can be a tighter control on a very significant area of cost and administration This should be done well in advance of the expiration of benefit contracts in the year to come

24 This Reviewer urges the City to be especially wary of vendor promises with regard to the implementation of an expensive organization-wide enterprise resource program Vendors may make what have previously been called piecrust promises - easily made easily broken The vendor support team may well experience staff turnover Resources will be shifted to other clients The estimated time and cost of system installation may stretch well past the budgeted and anticipated costs originally proposed Aggressive steps under the leadership of the IT director in terms of milestones required of vendors performance penalties built into contracts as well as performance rewards should be considered and implemented If this vigorous enforcement approach does not happen and this large-scale IT project is managed in a way similar to the management of temporary needs reported by the IG the stage will be set

15

for another perhaps even more costly organizational problem in the future

25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential services are the ultimate responsibility of every manager With regard to the core area of Procurement however the job description for the Procurement Manager is clear in its requirements that it is this employee who is responsible for the management and oversight of contracts or particular department services Regardless of the past practices and exigencies of staffing needs in 2013 and 2014 this fundamental element of the Procurement responsibility was not met

Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement professional with years of experience Leadership direction

middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in a better position to determine the future reporting relationships for this important function

26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots administration and finance as well as HR and other central services should convene a stakeholder summit to bring out these concerns and address them The primary outcome would be budget

16

process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process

27 Direct payment vouchers related to any procurement and contractorvendor remuneration should be reviewed by and signed off directly by the Contract Compliance Manager This is especially true in what would be his broader role if the recommendation to place Procurement under his management were implemented In reviewing a sampling of such vouchers for temporary services during the IG report period it was noted that many did not have Department Head signatures Even the Procurement Office itself used such services although the clear focus was on the activities in Police

28 Meeting any staffing need through a temporary services company should require a specific review and sign off by the Director of Human Resources She would be asked to attest to the fact that HR is not capable of meeting the needs presented by the operating department and to explain why this need cannot be met through City procedures and practices In the case of what might be an ongoing need the Director would be required to explain whether actions can be instituted to change that scenario so that an ongoing use of temporary help from an outside vendor can be reduced if not eliminated

29 Finally this Reviewer notes that recommendations to the City Manager concerning the prospects of disciplinary action were part of this engagement Those recommendations will following consultation with the City Manager be presented as a verbal briefing to him so that his ability to respond to organizational needs is not compromised unduly in the very sensitive areas of staff relations

No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and managed assertively formally and consistently by their managers If the warnings and corrective action opportunities do not change the weak behavior these employees should be demoted or terminated If such actions become necessary it will ironically not be the City which acts it will in reality be the employee him or herself who provokes the action

It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees - that they are the Citys

17

vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances

OVERALL IMPRESSION

The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading managers to feel that the systems in place could meet their needs With a strong past sense of inertia rather than innovation and process improvement factoring into what occurred the City is best and most constructively served by the City Manager acting aggressively to improve internal processes make the improvements more visible and make those now responsible for the Procurement and utilization of services more accountable He is well able to use his strong communications skills and sense of ethics to deliver clear messages of professional expectation and enforce those expectations going into the future

18

ATTACHMENT 2

ATTACHMENT 2

CITY of HOLLYWOOD FLORIDA Office of the City Manager

02600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045 Phone (95 4) 921 -3201 bull Fax (95-1) 921 -3314 deg wwwhullywoodflorg

Wazir A Ishmael PhD City Manager

March 18 2016

The Honorable Mayor Vice Mayor and Members of the City Commission

City of Hollywood Hollywood FL 33020

Mayor Vice Mayor and City Commissioners

This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016

We thank him for his services and wish him well in his future endeavors

Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller

Should you have any questions I am available at your convenience

Sincere I

DtJJ~tr A Ishmael Ciey(Janager

c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director

Our Mission Y l arc dcdic 11 t d lO proiding municip1 l scrvictS for our diverse co mrnuni ry in an atn1osphL rl of tOOperal ion courtesy and respect

Xie do 1h is hy ensu ri ng gtII who li ve work and pby in die C it) of l o ll )~VOoJ enjoy a high qnli l of lifo

hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood Florida 33020

Dr Ishmael

As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities

In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life

Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and capital improvements

Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices

I wish the City of Hollywood and the dedicated employees much luck with their future endeavors

Sincerely

faL--shyJocent Wasserman Director Procurement Services

ATTACHMENT 3

City of Hollywood Florida - Class Specification Bulletin Page 1of3

ATTACHMENT 3

Contract Compliance Officer Class Code

1138

Bargaining Unit Management CITY OF HOLLYWOOD FLORIDA Revision Date Apr 29 2015

SALARY RANGE

$3310 - $5296 Hourly $264809 - $423694 Biweekly

$6885030 - $11016048 Annually

JOB DESCRIPTION

This is advanced responsible professional and administrative work involving contract certification contract compliance and management for all vendors bidders and proposers conducting business with the City coordination of procurement activities and office and field monitoring Work involves providing managerial assistance to the Assistant City Manager for Finance and Administration in managing and monitoring contracts for compliance developing policies procedures rules and regulations for Citywide purchasing and coordinating the resolution of problems with vendors bidders and proposers

The incumbent exercises a considerable degree of independent judgment Employee is expected to make independent decisions in conformance with applicable laws rules and regulations governing the public purchase of commodities and services as well as standard public purchasing policies and procedures

EXAMPLES OF DUTIES

Reviews all City contracts for compliance and adherence to proper procedures including but not limited to confirmation of proper authority adherence to appropriate procurement procedures identification of time frames satisfaction of insurance requirements verification of available funding review of scope of services and notification of upcoming expiration

Assists in developing new and improved procedures concerning City purchasing activities Recommends corrective actions where applicable

Advises City departmentspersonnel on purchasing procedures to ensure proper compliance with Citys purchasing policies and procedures

Assists user departments in the informal competitive negotiated process for acquisition of professionalpersonal services

Reviews specifications from departments to procure goods and services of a complex andor technical nature

Monitors the evaluation andor negotiation process for acquisition of professionalpersonal services to ensure that proposals have been evaluated andor negotiated in accordance with solicitation document and city purchasing policies and procedures

Conducts preliminary investigations and make finding-of-fact reports on contractual bid disputes bid protests proposed debarment bidder non-responsibility and vendor nonshy

https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 2of3

performance

May represent the Director at various meetings within the city and the business community

Performs other job duties as assigned

THE REQUIREMENTS Required Possession of a Bachelors degree with major coursework in business or public administration or a related field

Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration

Be a Certified Professional Contracts Manager (CPCM )

Preferred Masters degree with major coursework in business or public administration or a related field

Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements

KNOWLEDGE SKILLS AND ABILITIES Extensive knowledge of principles practices and techniques of large scale government purchasing

Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing

Extensive knowledge of approved purchasing methods including recording buying inspection and shipping methods

Extensive knowledge of the techniques and requirements of specifications preparation

Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased

Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served

Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing

Some knowledge of insurance as it pertains to property liability and surety bonds

Considerable knowledge of Microsoft Word and Excel and the use of office equipment

Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to

httpsagencygovernmentjobscomhollywoodfldefaultcfmaction=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 3of3

other workers accurately and concisely

Skills in application of systems analysis techniques and procedures including consulting with users to determine hardware so~ware or system functional specifications

Ability to communicate effectively both orally and in writing

Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices

Ability to deal effectively with administrative officials and vendors

Ability to obtain and interpret market prices and trends and apply these to procurement problems

https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016

ATTACHMENT 4

ATTACHMENT 4

Jeane Carver-St Luce

From George Keller Sent Monday March 14 2016 328 PM To Chuck Ellis Clay Milan Eric Busenbarrick George Keller Gus Zambrano Jaye Epstein

Jeffrey Sheffel Lorie Mertens-Black Mel Standley Patricia Cerny Philip Sauer Raelin

Storey Raheem Seecharan Raquel Elejabarrieta Shiv Newaldass Steve Joseph Sylvia

Glazer Tammie Hechler Tomas Sanchez Tamikia Bacon Paul Bassar Cc Jeane Carver-St Luce Subject FW MCL Informational Email for Distribution

Importance High

At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations funding expenditures and Points of Contact Other helpful features will include executed copies of contract documents and invoice summaries

Two important take-away from this email

1 If you havent seen the fVICL demonstration please tune into the next City Commission meeting

2 Preliminary planning for a iVICL anticipation go live date--on or about 442016

middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed

middotmiddot Identify and maintain copies of all your award documents and invoices

bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files

The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines

After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support

George

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Master Contract List (MCL)

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Agenda

o What is the MCL

D MCL Data

D Demonstration of an Electronic Contract File

o MCL Next Steps v 0 v

o Questions

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What is the MCL bull Summary

o An electronic standardized comprehensive Management Tool-A One Stop Shop For all stakeholders who have a role with contract administration

o Useful real time information such as automatic daily countdowns of days for contracts and insurance expirations funding expenditures and Points of Contact

o Executed copies of contract documents and invoice bullsummaries

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MCL-Next Steps

bull Implementation o The MCL is a priority initiative

bull Continue gatheringupdating all contractual information bull Establishing POCs permission rights

o Coordinating with Financial Services Department in obtaining all invoices

o Working with the Procurement Division with keeping contractual documents updated

o Training Administrative Personnel who will have a procurement role

bull Execution After the City Commission presentation and feedback final developmenttraining sessions-anticipating a go live date April 2016

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ATTACHMENT 5

ATTACHMENT 5

George Keller

From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde

Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney

Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra

Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris

Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz

Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel

Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie

Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran Holycross

Cc Paul Bassar Directors Subject Master Contract List Training

Good Afternoon

The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times

bull Thursday May 26 at lOOpm 200pm 300pm bull Tuesday May 31 at 900am lOOOam l lOOam lOOpm 200pm 300pm bull Wednesday June 1 at 900am lOOOam 11 OOam bull Thursday June 2 at 900am lOOOam l lOOam lOOpm 200pm 300pm

Please let me know what suits you best also the training will be held at room 303

Thank you

Maryury Collier Administrative Specialist II City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 PO Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MColl ierholl ywoodflorg C 11 middot o f ~

H~QQQ Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record

Jeane Carver-St Luce

From Maryury Collier Sent Monday May 02 2016 1024 AM To Administrative Assistant II Cc Directors Paul Bassar Subject Training for the Master Contract List

Good Day

As some ofyou may be aware the City will be implementing an Electronic Contract File- AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed

For your convenience we will be having one h our training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule- Not later than Thursday (552016)

Friday May 6 from 330pm to 430pm

Monday May 9 at 900am to lOOOam bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam

Thank you

Maryury Collier Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 P 0 Box 229045 Hollywood FL 33020 Offi ce 954-921-3221 E-mail MCollierhollywoodflorq Cbullty of ~

H L WOOD t i O~IOA

Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mai l may be subject to disclosure as a matter of public record

ATTACHMENT 6

ATTACHMENT 6City ojJfoywootf PCoritfa DPV

DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT

Date 5252016 Pay to Vendor No Amount of Payment

Name Account No Address Separate Check Requested D City Invoice Number StateZip

Explanation of Payment

Date

Date

Date

Date

Contract InfoNumber Contract Expiration Date

Item Budget Item Description Line Item

l SubscriotionDuesMemberships Fees 2 Postage MeterStamps 3 Host Account Reimbursements 4 LicensesPermitsCertificates 5 Court CostOther Govt AgencvTaxes 6 Real Estate Closing - Attach Stmt 7 Advertising - attach tearsheet 8 Education CoursesSeminars 9 EducationReimbursementsBooks 10 RecordsSlidesFilmsGov Publication 11 Deferred ComoBank Pavments 12 MedicalVeterinarv Pavments 13 Insurance Premiums 14 Grant Disbursements 15 UtilitiesDump Fees 16 Refunds 17 CourierFreight 18 Pettv Cash Reimbursement 19 Other Professional Services 20 Soecial EventsRecr Performances 21 Temoorarv Emolovment Services 22 MealParkinQNiileaQe (1 dav tri-countv)

Unit Quantity

Originated by Dept Head Printed Name

DeptDiv Dept Head Signature

Procurement TypeDoc ---------------- Procurement Appr _

Finance Approval __________ Date Budget Approval

City Commission or City Manager Action Resolution

Unit Price

Total

ExtensionTotal

$000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000

Original Contract Amount Total This Invoice

Amendments Adjustment Total Previous Invoices

Total Contract Amount Total to Date --------------shy

City Manager Signature (if required)

Distribution List Finance Procurement Services Depmtment Copy dpv (rev3l02015)

APPENDIXB

Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073 (954) 895-2949 matthewlal la32 7 5comcastnet

March 11 2016

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022

Dear Wazir

Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016

I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors

~~ Matthew Lalla

cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources

  • Structure Bookmarks
    • BROWARD OFFICE OF THE INSPECTOR GENERAL
    • To and Members City of Hollywood C
    • From John W Scott Inspector General
    • Date June 6 2016
    • Subject Status Report-OIG Final Report Re Misconduct and Gross Mismanagement by the City ofHollywood in the Procurement of Temporary Employment Services Ref OIG 14-027
    • On March 2 2014 the Broward Office of the Inspector General (OIG) issued a final report finding that City of Hollywood officials violated numerous city ordinances policies and procedures to pay approximately $1 million for the services of temporary employees (temps) Specifically we found that the officials
    • At the conclusion of the report the OIG acknowledged the initial remedial steps taken by the city but recommended additional action including-given the potential for further abuse of the DPV payment method-a full audit of DPV payments
    • John W Scol1 Inspector General One North University Drive Suite 11 1 bull Planlalion Florida 33324 bull (954) 357-7873 bull Fax (954) 357-7857 4) 357-TIPS
    • As requested City Administrator Wazir Ishmael has now provided the OIG a status report with attachments which is attached as Appendix A The city states that it s senior management team has communicated publicly and individually that the inappropriate actions that occurred in the past were clearly wrong and unacceptable The city has now implemented numerous protocols and procedures in response to the OIGs investigation Of particular significance the city has created and implemented a contract com
    • The city has also restructured the Procurement Division and reformed oversight of the procurement process The finance director and procurement director overseeing the activities discussed in the final report have since resigned from the city Former Procurement Director Joel Wasserman s resignation is attached at Appendix A and former Finance Director Matthew Lallas resignation is attached as Appendix B The city also provided a repo1i it commissioned from a human resources specialist in response to the
    • However the city failed to address our recommendation that the DPV payments be audited in light of the significant misuse of the mechanism and the corresponding vulnerability to fraud waste and abuse Accordingly the OIG requests that we be provided a supplemental status report within 90 days or by September 5 2016 regarding a DPV audit
    • Attachment
    • cc Wazir Ishmael City Administrator
    • From To Cc
    • Subject Date Attachments
    • MaY Johns InsoectorGeneral Wazir Ishmael City of Hollywoods 90 Day Progress Report Regarding TransHire Tuesday May 31 2016 42804 PM 05 31 16 Letter to Inspector Scott re TransHire 90 Day Progress Reportpdf
    • 05 31 16 Letter to Inspector Scott Attachment lpdf 05 31 16 Letter to Inspector Scott Attachment 2pdf 05 31 16 Letter to Inspector Scott Attachment 3pdf 05 31 16 Letter to Inspector Scott Attachment 4pdf 05 31 16 Letter to Inspector Scott Attachment 5pdf 05 31 16 Letter to Inspector Scott Attachment 6pdf
    • Good afternoon Inspector General shy
    • The City Manager asked that I forward you the City of Hollywoods 90 day progress report that you requested in your final report regarding TransHire
    • Thank you Dr Wazir Ishmael City Manager
    • Executive Assistant City of Hollywood Office of the City Manager 2600 Hollywood Blvd Suite 419
    • PO Box 229045 Hollywood FL 33022-9045 Office 954-921-3201 E-mail
    • fjj
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Office of the City Manager
    • 2600 Hollywood Blvd bull PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (954) 92 1-33 14 bull rg
    • Wazir A Ishmael PhD City Manager
    • SENT VIA EMAIL amp US MAIL
    • May 31 2016
    • Mr John W Scott Inspector General Broward Office of the Inspector General
    • One North University Drive Suite 111 Plantation FL 3324
    • Re Broward Office of the Inspector General Report on Transhire 90 Day Progress Report
    • Dear Mr Scott
    • Please accept this response from the City of Hollywood as the 90 Day Progress Report that you requested in your final report on the above matter First let me assure you that your information findings and recommendations have been fully received acknowledged and communicated widely throughout the City staff Secondly I have discussed the serious nature of the issues identified directly with the Mayor City Commission senior management team staff and members of the public reinforcing that those inap
    • Finally we have collectively implemented and followed a broad spectrum of improvements actions resources training and policies to continue forward the lessons learned in progress of the organization The initiatives we have undertaken exist at the policy level and administrative oversight as well as day to day operations The below information describes those steps in more detail along with the attached documentation and the derived benefit for each Your contribution to stimulating these improveme
    • Our Mission Ve are dedicmcd to providing municipal services for our diverse community in an atmosphere ofcooperation courtesy and respect Yc do this by ensuring all who live work and play in the City of Hollywood enjoy a high quality of life
    • An Equa l Opportunity a nd Serv i ce Provide r Ag e nc y
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2
    • 1 Heightened Awareness Expectations and Standards of Performance
    • The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures
    • 2 Services of an External Consulting Professional (Attachment 1)
    • The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many
    • 3 Organizational Modifications and Reform (Attachment 2)
    • The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have be
    • 4 Human Resources Policy Review and Reform
    • Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced
    • 5 WorkflowBusiness Policies and Procedures Modifications
    • The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3
    • The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions
    • 10 Direct Payment Voucher Procedural Modifications (Attachment 6)
    • The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4
    • The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter
    • Attachments
    • c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors
    • ATTACHMENT 1
    • ATTACHMENT 1
    • PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737
    • Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045
    • March 3 2016
    • Dear Messrs Keller and Standley
    • The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one
    • The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues
    • The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not
    • Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement
    • Sincerely
    • Phil Rosenberg President The HR Doctorreg Inc 954 816-4 737
    • attachment
    • Phil Rosenberg President PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737 On
    • March 3 2016
    • IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES
    • BACKGROUND
    • The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in t
    • With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whet
    • City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in th
    • 1
    • The Inspector Generals report is being taken very seriously by the City It is a call to
    • action and catalyst to go beyond the limited and narrow scope of the report in the
    • interest of making broader administrative improvements
    • As part of the response to the report the City engaged the services of The HR Doctor
    • Inc on January 19 2016 to investigate the background of what occurred and offer
    • opinions and recommendations The deliverable in this situation is the presentation of
    • a written report to the City Manager within 30 calendar days of the date of the approval
    • of the engagement (ie January 19 2016) to address the following issues
    • The HR Doctor Inc was authorized and directed by the City Manager to also provide a
    • broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processe
    • METHODOLOGY
    • The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information
    • 2
    • The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employee
    • To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot
    • FINDINGS AND CONCLUSIONS
    • Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positio
    • r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work
    • 3
    • complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur
    • 4
    • service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement
    • 5
    • over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a n
    • 1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be org
    • 6
    • 7
    • managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to
    • ensure the most competent possible workforce If performance evaluations job
    • descriptions and personnel files generally do not reflect written and on-going
    • efforts to document performance excellence weakness and corrective action
    • even those top managers with property rights (ie those covered by Civil
    • Service) can become less willing to take the risks associated with innovation
    • Clients or customers become frustrated by what they regard as excessive
    • delays and lack of responsiveness
    • 8
    • All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance
    • It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The City
    • RECOMMENDATIONS
    • 9
    • Rescue and Public Utilities The Plan would assign specific staff
    • accountability for each project with completion dates and completion
    • milestones There would then be monthly or quarterly progress reviews
    • by the City Manager
    • 10
    • 11
    • 14The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candi
    • 12
    • day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assis
    • SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING
    • PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION
    • THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS
    • SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE
    • ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK
    • ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR
    • THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY
    • CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE
    • 13
    • pro quos such as additional benefits In the absence of such voluntary
    • exemption attrition should be used so that future incumbents in selected
    • positions would be hired as at will employees
    • 14
    • Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside
    • over a facilitated focus group of top users and current IT staffs to
    • prioritize projects identify needs and resources and prepare an IT
    • Business Plan for review by the City Manager Likewise in this reviewers
    • opinion being familiar with the installation of new large IT activities
    • overlaid on existing staff requirements adding a graduate intern as an at
    • will employee for one year would provide a new resource to the IT
    • Director to more rapidly implement the programs he will be asked to bring
    • to fruition This would be in addition to whatever staffing or consultant
    • resources are brought to bear for the Enterprise Resource System
    • 15
    • for another perhaps even more costly organizational problem in the
    • future
    • 25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential s
    • Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement pr
    • middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in
    • 26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots adm
    • 16
    • process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process
    • No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and mana
    • It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees -that they are the Citys
    • 17
    • vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances
    • The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading manager
    • 18
    • ATTACHMENT 2
    • ATTACHMENT 2
    • CITY of HOLLYWOOD FLORIDA
    • Office of the City Manager
    • 0
    • 2600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (95-1) 921-3314 deg
    • Wazir A Ishmael PhD City Manager
    • March 18 2016
    • The Honorable Mayor Vice Mayor
    • and Members of the City Commission City of Hollywood Hollywood FL 33020
    • Mayor Vice Mayor and City Commissioners
    • This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016
    • We thank him for his services and wish him well in his future endeavors
    • Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller
    • Should you have any questions I am available at your convenience
    • Sincere I
    • Dt~tr A Ishmael Ciey(Janager
    • c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director
    • Our Mission Yl arc dcdic 11td lO proiding municip1l scrvictS for our diverse co mrnuniry in an atn1osphLrl of tOOperalion courtesy and respect
    • Xie do 1his hy ensu ring gtII who live work and pby in die Cit) of loll)~VOoJ enjoy a high qnlil oflifo
    • hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y
    • Dr Wazir Ishmael
    • City Manager City of Hollywood
    • 2600 Hollywood Blvd
    • Hollywood Florida 33020
    • Dr Ishmael
    • As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities
    • In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life
    • Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and cap
    • Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices
    • I wish the City of Hollywood and the dedicated employees much luck with their future endeavors
    • Sincerely
    • Jocent Wasserman Director Procurement Services
    • ATTACHMENT 3
    • City of Hollywood Florida -Class Specification Bulletin Page 1of3 ATTACHMENT 3
    • https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016
    • performance
    • May represent the Director at various meetings within the city and the business community
    • Performs other job duties as assigned
    • Required Possession of a Bachelors degree with major coursework in business or public
    • administration or a related field
    • Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration
    • Be a Certified Professional Contracts Manager (CPCM )
    • Preferred Masters degree with major coursework in business or public administration or a related field
    • Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements
    • Extensive knowledge of principles practices and techniques of large scale government purchasing
    • Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing
    • Extensive knowledge of approved purchasing methods including
    • recording buying inspection and shipping methods
    • Extensive knowledge of the techniques and requirements of specifications preparation
    • Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased
    • Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served
    • Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing
    • Some knowledge of insurance as it pertains to property liability and surety bonds
    • Considerable knowledge of Microsoft Word and Excel and the use of office equipment
    • Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to
    • 5252016
    • City of Hollywood Florida -Class Specification Bulletin Page 3of3
    • other workers accurately and concisely Skills in application of systems analysis techniques and
    • procedures including consulting with users to determine hardware so~ware or system functional specifications
    • Ability to communicate effectively both orally and in writing
    • Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices
    • Ability to deal effectively with administrative officials and vendors
    • Ability to obtain and interpret market prices and trends and apply these to procurement problems
    • https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016
    • ATTACHMENT 4
    • ATTACHMENT 4
    • Jeane Carver-St Luce
    • At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations fun
    • Two important take-away from this email
    • middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed
    • middotmiddot Identify and maintain copies of all your award documents and invoices
    • bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files
    • The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines
    • After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support
    • George
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    • ATTACHMENT 5
    • ATTACHMENT 5
    • George Keller
    • From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde
    • Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice
    • Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris
    • Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick
    • Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz
    • Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel
    • Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie
    • Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran
    • Holycross
    • Cc Paul Bassar Directors Subject Master Contract List Training
    • Good Afternoon
    • The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times
    • Please let me know what suits you best also the training will be held at room 303
    • Thank you
    • Maryury Collier
    • Administrative Specialist II
    • City of Hollywood
    • Financial Services
    • 2600 Hollywood Blvd Suite 303
    • PO Box 229045 Hollywood FL 33020 Office 954-921-3221
    • C 11 middot of ~
    • H~QQQ
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Jeane Carver-St Luce
    • Good Day
    • As some ofyou may be aware the City will be implementing an Electronic Contract File-AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed
    • For your convenience we will be having one hour training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule-Not later than Thursday (552016)
    • Friday May 6 from 330pm to 430pm Monday May 9 at 900am to lOOOam
    • bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam
    • Thank you
    • Maryury Collier
    • Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303
    • P 0 Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MCollierhollywoodflorq
    • Cbullty of ~
    • H L WOOD
    • t i O~IOA
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • ATTACHMENT 6
    • ATTACHMENT 6
    • City ojJfoywootf PCoritfa
    • DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT
    • Date Date Date Date Contract InfoNumber Contract Expiration Date
    • Original Contract Amount Total This Invoice
    • Amendments Adjustment Total Previous Invoices
    • APPENDIXB
    • Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073
    • (954) 895-2949 matthewlalla3
    • March 11 2016
    • Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022
    • Dear Wazir
    • Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016
    • I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors
    • ~~
    • Matthew Lalla
    • cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources
Page 12: BROWARD OFFICE OF THE INSPECTOR GENERAL€¦ · Broward Office of the Inspector General Page 2 . 1. Heightened Awareness, Expectations and Standards of Performance . The senior management

Phil Rosenberg President PO Box 268 Weirsdale FL 32195

Phone 954 816-4737 Fax 352 821-4737 On the Web wwwhrdrnet Email philrosenbergearthlinknet

March 3 2016

IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES

BACKGROUND

The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in this case Fiscal Year 2014 ) The report concludes that these services were procured in an improper manner in relation to the Citys procurement ordinance rules and policies

With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whether there was evidence of criminal misconduct grounds for disciplinary action or how City Administration might better seNe the City Commission and by extension the citizens of Hollywood by improved practices

City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in the past and to seek out and implement progressive change

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The Inspector Generals report is being taken very seriously by the City It is a call to action and catalyst to go beyond the limited and narrow scope of the report in the interest of making broader administrative improvements

As part of the response to the report the City engaged the services of The HR Doctor Inc on January 19 2016 to investigate the background of what occurred and offer opinions and recommendations The deliverable in this situation is the presentation of a written report to the City Manager within 30 calendar days of the date of the approval of the engagement (ie January 19 2016) to address the following issues

1 Was the conduct of any of the persons mentioned by the Inspector General who report through the City Managers chain of command and are still employed by the City of Hollywood sufficient to support disciplinary action

2 If so what factors should the City Manager consider in determining the level of such action

3 To what degree was an organizational culture present in the City of Hollywood which may have given rise to or supported the inappropriate actions which occurred

4 To what degree might the Citys personnel policies and practices have been contributing factors

5 In response to opinions to be rendered by The HR Doctor Inc in each of the foregoing areas what recommendations should be considered to prevent or mitigate risks of subsequent failures of the types presented in the Inspector Generals report

The HR Doctor Inc was authorized and directed by the City Manager to also provide a broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processes better in the future than they were in this 2014 case

METHODOLOGY

The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information

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The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employees were interviewed

To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot

FINDINGS AND CONCLUSIONS

Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positions long experienced in public service They are Assistant City Managers George Keller Mel Standley and Contract Compliance Manager Paul Bassa r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work

1 The Inspector Generals report focused on events associated with one vendor and one type of service provision - that of temporary help during a particular time frame However it would be not be in the spirit of the City Managers direction to comment only on the narrow chain of administrative actions which led to the procurement failures upon which the IG focused In fact this case alone is not really the primary issue the City faces Rather the greater value to the City is a review of the broader circumstances the organizational culture and wider background which resulted in the failures described in the Inspector Generals report Only in that way can a prescription be considered for overall improvement The specific activities detailed in the IG report are a symptom of larger issues Those larger issues constitute the greater scope of the review by the HR Doctor Inc and the larger concern of the City Manager

2 The lack of adherence to procurement regulations rules and ordinance and the lack of earlier recognition of the problem are important However the context and factors which contributed to the situation are of even greater significance because they apply to many other areas of administration If not dealt with comprehensively and in a relatively brief time frame notwithstanding their

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complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur

3 This Reviewer found no evidence to suggest that what happened in the procurement of temporary services in this case was the result of criminal misconduct Had this not been the case this Reviewer as well as I am sure the IG would have taken the steps to share the matter with appropriate law enforcement agencies such as the State Attorneys Office for its consideration By teleconference the supervisor of the investigation confirmed that no such referrals were made by the Inspector Generals Office which supports the conclusion that there was also insufficient information to believe that criminal misconduct was involved in the IGs view

4 What happened in this situation is the direct result of a cascading series of unprecedented pressures and actions the City was required to take in the prior couple of years The City found itself in a state of extraordinary financial distress born of actions taken in a variety of political and administrative arenas over time - factors well beyond the scope of this report What happened nonetheless was an extraordinary declaration of financial urgency Those actions resulted in the reduction of many positions in a short period of time and considerable labor unrest most especially in law enforcement The departure of employees with literally centuries of public service experience in the City in a short time and a turnover of top management positions also occurred In fact the core of top decision-makers involved in the IG report event who were present in the years 2012 through 2014 are no longer in the City service These include the City Manager Assistant City Manager more than one Police Chief and the Director of Human Resources This departure of top administrators contributed to a knowledge vacuum and a sense of leadership insecurity which compounded the situation

5 Most of the persons interviewed expressed overall frustration that many of the central services policies and practices in the city are outdated and have not been systematically and aggressively reviewed and updated in many years At least one policy void particularly relevant to activities described in the Inspector Generals report is the absence of a clear Whistleblower Protection protocol The general policy weaknesses create frustration in the user community especially in the face of major operational needs The frustration is derived from insufficient investment and direction to the central services over the long term It is the central services after all which enable or disable the success of operating departments such as Police Fire-Rescue Public Works and Utilities The central service organizations include Procurement Financial Services Human Resources Information Technology Budget and Risk Management These core functions require ongoing management support and accountability if they are to be at their best when circumstances in the City government such as financial emergency or a natural disaster are at their worst The turnover in central

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service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement

6 This author notes that it is one of the weaknesses of the Inspector General process that it merely reviews particular transactions without conveying a sense of understanding and appreciation for the larger background issues which are important contributors to a particular circumstance While it is certainly beyond the scope of an IG report to offer recommendations for overall improvement the narrow focus can ironically add to elected and appointed official frustrations

7 The extraordinary financial situation of the City combined with administrative policies and practices which are not up-to-date compounded the very legitimate and extremely time sensitive problem of vacancies in critical Police Department positions There are no departments in any city or county government with greater potential for huge liability when processes and people are not effectively managed than Police Fire-Rescue and as recent water treatment failures in Michigan highlight Public Utilities In the case of the Police Department extraordinary numbers of sworn Police Officers and other employees left the City Many did so based on their eligibility to retire Clearly frustration at the state of affairs in the City caused tremendous frustration as evidenced by the labor relations situation and lack of confidence in City leadership at the time

8 Another factor is the generally high turnover financial urgency notwithstanding in both the sworn and the civilian areas of law enforcement principally 911 Emergency Dispatchers Such turnover and the very significant training and supervision needs for new employees in these areas created a situation in which public safety was directly and seriously threatened Vacancies in these areas not only threaten public safety - the city governments core function - but also created a poor work environment for others in the organization The concept of constant staffing or minimum staffing governs how operations such as Police Fire-Rescue and Utilities operate That is it takes various minimum levels of staffing to keep a rescue vehicle in service for example It takes a minimum complement of staff to operate a 911 Dispatch Center or a minimum number of Certified Treatment Plant Operators in Utilities When a vacancy occurs or even a temporary absence occurs due to illness or vacation the operation will immediately have to require overtime work by other employees This is rarely a significant problem when an organization staffing level is set to recognize this inherent need However when the number of approved positions is too small or remains static for years while population growth and service demands increase the result can be a constant barrage of overtime mandates This places increasingly serious and ongoing stress on staff members This in turn creates harm both in terms of family dysfunction and in terms of fueling a desire to leave the organization

9 In the case of Hollywoods 911 Dispatch service at that time the entire situation was further compounded by the failure of County government to effectively take

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over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a need for rapid action to provide staffing support Such a need places major burdens on central service areas in particular Procurement and Human Resources to meet user needs in an emergency The Inspector Generals report itself recognizes as legitimate and urgent the staffing situation which led to the use of temporary personnel as described in this report This Reviewer certainly concurs with that finding and goes on to note that these needs could have and should have been anticipated and controlled for That was not done - a circumstance which also contributed to the cascading problems that occurred

1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be organizational pride at the level where people work every day This can contribute to a healthy morale building and mutually supportive environment However it can also lead to a situation in which the displayed loyalty may foster defensiveness and reduced accountability for an overall City need When policies in central services are old when training is ineffective and when no specific chain of accountability is present and understood by all statements will emerge such as what happened was not our fault We only did what this or that other department called for I assumed that other people had checked transactions for rule compliance etc

11 This kind of loyalty displacement is compounded when administrative practices are not kept up-to-date adequate training is not provided in a compelling ongoing and accountable way and when top leadership changes occur repeatedly There must be a continuous reinforcement by the elected officials and the appointed leaders reporting to the City Manager of a mandate for unity An appreciation that the employer fundamentally is the City government as a whole must be reinforced and that no employee is to be allowed to walk by something wrong Rather employees are to be individually accountable to take steps to verify procedural compliance They are to have the courage and the responsibility to act when they question whether behavior or performance might be improved The organizational culture must include a strong appreciation that the organizations overall needs must be supported and that leaders sincerely want suggestions for improvement

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12 The Civil Service system of the City of Hollywood is a rather classic model enshrining the principles put in place to combat the spoils system in the federal system in 1885 The intentions are honorable and very appropriate to the maintenance of a City service in which appointments result from competitive jobshyrelated and public recruitment and testing processes Even though the Civil Service Ordinance was reviewed in 2010 the core elements were reflected two generations ago in the 1970s They contain rules regulations and procedures which are restrictive and process oriented as much or more than they are outcome oriented

13 Civil Service practices predate union representation of local government employees However today the City workforce contains nearly 1500 full time employees of which less than about one hundred are unrepresented (ie less than seven percent) Therefore the large majority of employees are covered under the provisions of collective bargaining agreements which supersede the Civil Service Rules in key matters such as vested rights and disciplinary appeals These agreements also establish an array of procedural rights and safeguards against management capriciousness in personnel actions These include provisions for binding and compulsory review of terminations demotions and suspensions on appeal by outside third-party decision-makers It is also not unusual for collective bargaining agreements to contain restrictions on appointment decisions by management - formerly the exclusive and core component along with disciplinary action of Civil Service These changes and overlapping coverages developed over decades create precedents time constraints and restrictions on management flexibility especially regarding the employment of top executives

14 The extent of Civil Service property rights for senior management positions coverage can result in significant restrictions on the ability of the City Manager to take effective disciplinary or corrective action In Hollywood Civil Service coverage extends to employees below the rank of department head The result is that the ability of the City Manager to shape a top management team can be significantly and adversely affected In modern public and private business administration there is a critical need for a leadership team responsive to innovation and the overall management direction and philosophy of the top elected and appointed executives Around the country there are efforts underway to review the less than responsive and timely portions of Civil Service to better balance the need for such flexibility with the traditional safeguards provided by the system Hollywood would be well served by undertaking such a rebalancing review

15 In a system where restrictions and safeguards are out of balance with the needs for flexible and timely actions the result is management reluctance or inability in many cases to take the actions necessary to improve efficiency flexibility innovation and positive public service attitudes Though only a minority of employees may consistently perform or behave weakly nonetheless

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managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to ensure the most competent possible workforce If performance evaluations job descriptions and personnel files generally do not reflect written and on-going efforts to document performance excellence weakness and corrective action even those top managers with property rights (ie those covered by Civil Service) can become less willing to take the risks associated with innovation Clients or customers become frustrated by what they regard as excessive delays and lack of responsiveness

16 The relatively recent hires of Department Heads in Information Technology Human Resources Fire-Rescue and Police are well regarded as signs and opportunities that progressive and positive changes can be made These rather new department heads will need active support and direction from the City Manager and encouragement from the City Commission to create and implement aggressive agendas and client focused practices Such support will help the other Directors create similar agendas and help the City Manager succeed in the development of an accountable team

17 The inertia and difficulty in instituting progressive change in performance or behavior is the result of a build up over years of circumstances in which precedents and rules can be confusing The ability to hold individuals especially managers directly and specifically accountable is exemplified by comments and opinions offered during interviews and suggested in what the Inspector Generals findings laid out They are exemplified by paraphrased interview comments such as the following

bull Departments operate separately bull There is a sense of frustration with centralized services bull Workarounds are needed to continue with operational work bull Procurement recommendations are based on practices that involve constant

delays and disagreements bull Recommendations may be based on best procurement practices but not on

whats best for making the operation successful bull There is a continuous uphill battle bull More willingness is needed to find common ground between operational

efficiency and process frustration with Finance involving budget and clarity in understanding how much money is available

bull Operational problems are compounded by personnel not willing to change and not solution driven

bull Operational departments more so than central services feel that there are tribes or silos

bull The priority should be on what operational functions are trying to accomplish bull More central functioning as a team is needed especially in the among the

centralized departments

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bull There is a sense that Payroll Budget IT Procurement and HR systems are antiquated leading to workarounds and frustration

bull Procurement is regarded as a delaying culprit bull Some top managers feel that they do not have a sufficient say in the formulation

of their department budgets and that information needs fall on deaf ears bull There is considerable hope that the concept of an enterprise resource

management program (ERP) will benefit the City and assist in creating more united efforts

bull There is generally defensiveness among employees whose areas were mentioned in the Inspector General report The sense is that the report created an inaccurate impression with some individuals who regarded as insulting and misleading

All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance

It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The Citys ability to hold staff members accountable evaluate their performance take disciplinary corrective action and recognize and reward performance excellence is critical Those abilities need enhancing as a priority for the City Manager They need elected official support

RECOMMENDATIONS

1 Conduct an HR Diagnostic Review presided over by the Director of Human Resources The review constitutes a stakeholder staff Civil Service Commissioner and union process assessment The outcome will be a strategic blueprint for process improvement in the form of a report to the City Manager

2 As a result of the Diagnostic create a Human Resources Business Plan to assign specific How Many By When responsibility to implement the improvements identified in the Diagnostic The Plan would be led by the Director of Human Resources and would include both those projects general in nature for the City and those more specific to the HR needs of selected operational departments specifically including Police Fireshy

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Rescue and Public Utilities The Plan would assign specific staff accountability for each project with completion dates and completion milestones There would then be monthly or quarterly progress reviews by the City Manager

3 Review and update all position descriptions not already encompassed within the current Compensation work being done by Evergreen Consulting Begin first with those in the Police Department This is a project which can be completed within six months and can be accomplished using internal resources While there are hundreds of positions in the City service most will fall within 10 or fewer job classifications such as Law Enforcement Officer and Firefighter

4 Add to every position description the essential function of effectively and positively representing the City in delivering and performing their work with colleagues and clients irrespective of gender race religion age disability political affiliation or belief or sexual orientation In other words clearly establish the attitudes and behaviors reflected above as essential elements of every City position

5 Add to every position description the essential function of maintaining effective and professional relationships with work colleagues supervisors and managers

6 Select those City policies which are associated with the identification mitigation and control of liabilities and launch a project for the rapid upgrading and modernizing of each of those policies The highest priority would go to the installation of policies such as Whistleblower Protection and use of Social Media which do not currently exist Next would follow the updating of those existing policies associated with liabilities such as bullying sexual-harassment unlawful discrimination workplace violence and effective colleague relationships

7 In the case of a Whistleblower Protection policy the City should consider using an outside receiver for intake of Whistleblower allegations of wrong doing This would permit an initial assessment of the nature of the allegations outside of the chain of command followed by appropriate referral for followup The result would likely be a greater sense of confidence for persons who in good faith feel that something needs addressing within the organization

8 Add as a heavily weighted criterion for all promotions the criteria of actively supporting teamwork organization-wide unity and effective collegial relationships Create behavioral assessment questions accordingly

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9 Add as a significant performance evaluation criterion in all evaluations the assessment of an individuals commitment performance and behavior in actively supporting organization-wide team unity and effective collegial relationships

10 Develop and implement in the Civil Service selection process during initial hiring behavioral challenges to assess the degree to which a candidate demonstrates a commitment to teamwork and positive interpersonal cooperation This could take the form of a focused video scenario-based process similar to the commonly used law enforcement selection tool Behavioral Personnel Assessment Device (BPAD) It could be developed within the Department with involvement by Law Enforcement Officers

11 The grievance procedures in all bargaining units should be amended to include a new step Advisory Opinion of the Director of Human Resources This step would provide that the Director might agree at any step in the process at the request of either party or on her own motion to offer a written or non-written non-binding opinion as to any aspect of the grievance This could include suggestions for mediation or at a minimum offer another viewpoint on the subject The Advisory Opinion would not carry with it specific timeframes nor would it replace any of the decision-makers authority and responsibility in the procedures It would however provide a tool which the City and the employees would find valuable in the future for problem resolution Adding the step of course would follow reviewing the matter with unions involved

12 Prepare a draft of an amended discipline article for the collective bargaining agreements under which a written reprimand would no longer be subject to binding and compulsory arbitration The Amendment would provide in other words that the City Managers decision would be final Appeals could not be further filed to binding and compulsory outside arbitration This draft recognizes that a written reprimand does not result in the loss of property and is therefore not constitutionally protected as a vested right It would recognize that despite this change aggrieved employees who feel that discipline decisions or counseling ~omments are based on unlawful discrimination or retaliation still have other appeal opportunities on that specific basis This draft policy should be shared in writing with the union presidents in advance of collective bargaining and aggressively pursued by the City during upcoming negotiations It is likely that the unions would appreciate the importance of such a streamlining of the disciplinary procedure and would recognize that in and of itself fears that the change would result in a flood of reprimands are unfounded The Police agreement does not provide for appeals when observable behavior results in a written notice Therefore the foregoing recommendation would not apply to the Police bargaining unit

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13 Consider the out-stationing of a current Police Officer position already working on human resources matters such as background investigations or Internal Affairs to be physically located in a private office in the Human Resources Department There would be career development benefits for the Officer team building communications improvement for both departments and additional security readily available for both HR and Risk ManagementLabor Relations The Chief and the Director of Human Resources should have no problem in coordinating workflow or resolving assignment conflicts by joint communications The work is being done already anyway The out-stationed location would only create additional benefits

14 The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candidates can be facilitated via recommendations from graduate programs at local universities such as those involving Public Administration Criminal Justice Human Resources or other relevant academic programs This can also be a tool in the Citys workforce diversity efforts while also enhancing the capacity of the Human Resources Department to manage multiple management issues concurrently Assignment of two Graduate Interns for a period not exceeding one year would be a catalyst in driving some of the recommendations in this report It would also provide some needed relief for the Director of Human Resources to devote the necessary time to actively lead strategic progress

15 Performance evaluation criteria should be augmented to include a section on Representation of the City and the Department This section would assess an employees behavior and performance over the prior year in relation to whether or not it reflected positively within and outside of City Government Every staff member represents the City as well as their Departments As such they have a responsibility to be taken more seriously than ever before to engage in interpersonal skills reflecting in a positive manner on their individual professionalism

16 The work of top leaders in a dynamic City government such as a Police or Fire-Rescue Chief and a Director of Human Resources involves a very substantial amount of time spent in the management of Human Resources issues Often these can be of higher liability than those which might arise in other City departments For example arguably the day-toshy

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day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assistant City Managers fulfill most of that need especially with regard to Police and Fire command staff counseling However a coach for other leaders would be a valuable asset to have in place

SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE

17 Part of an executive development program can be what amounts to an Internal Fellowship in which a newly promoted Manager gets assigned to work as a Special Assistant to the City Manager or an Assistant City Manager for a period such as three to six months This would allow for example a newly promoted executive in the Police Department to play an important role in the overall City budget process in Collective Bargaining with a non-law enforcement bargaining unit or to assist in a high-priority policy matter determined by the City Manager At the end of the Fellowship period the individual would return to their new role in their home Department with a greater appreciation than ever before about the larger issues facing executive leaders in the City

18 The Civil Service Ordinance should be amended to increase the number of positions exempt from Civil Service coverage Employees in such exempt positions would then serve at will Serving at will means that these employees may be disciplined or even terminated for any reason or no reason as long as the actions do not occur because of illegal reasons Current rules are too restrictive for the city to be as flexible as it needs to be in developing accountable and responsive executive staff Division Directors support staff in the City Managers Office as well as those in the City Attorneys Office and Labor Relations and Risk Management areas are appropriate candidates for at will service Current incumbents who enjoy property rights may not have those rights stripped away involuntarily as long as the incumbents are employed However they may voluntarily waive such rights in trade for some quid

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pro quos such as additional benefits In the absence of such voluntary exemption attrition should be used so that future incumbents in selected positions would be hired as at will employees

19 A predictive staffing study should be conducted in departments utilizing a constant staffing structure - typically Police Fire-Rescue and Water and Wastewater Treatment Plant operations The study would make reasonable estimates based primarily on length of service and employee surveys to determine the likely extent and timing of future vacancies From that information the city can prepare in advance to have vacancies filled immediately upon turnover if not before Civil Service eligibility lists can be maintained for immediate use without having to begin recruitments from scratch The staffing needs in the Police Department were major contributing factors to the issues addressed in the Inspector Generals report Predictive staffing actions can reduce the likelihood that that critical situations will happen again

20 As a corollary to predictive staffing the City should consider over staffing in selected areas of the workforce with short-term temporary employees drawn off Civil Service eligible lists These employees would transition immediately into the regular workforce and be given credit for their temporary service as part of their probationary periods The result can be a cadre of employees already trained and ready to assume the regular workforce duties of the positions There will always be some number of vacancies in a city or county workforce as large as Hollywoods These vacancies may be funded in the budget such that hiring some additional Police Officers or Firefighters beyond the allocated limits in the budget might be funded with the salaries of vacant positions providing offsets Currently in conservatively funded constant staffing operations if a vacancy occurs due for example to long-term absences such as illness the staffing void must be filled at a rate of time and a half by overtime mandates This does nothing to prepare new employees to immediately step in as vacancies occur

21 The Civil Service rules currently operate on the basis of a narrow rule of three In this selection rule the Department Director acting for the City Manager is limited to no more than the top three candidates presented from civil service eligible lists In a system where the filling of vacancies may take considerable time or eligible lists may be many months old a rule of three is too limiting Broader certification rules such as a rule of five or a rule of the rank would offer more needed flexibility without sacrificing civil service principles

22 The Citys Information Technology (IT) function is an area often needing particular candidate expertise not generally available within classical Civil Service recruiting methods New projects such as the organization-wide

14

Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside over a facilitated focus group of top users and current IT staffs to prioritize projects identify needs and resources and prepare an IT Business Plan for review by the City Manager Likewise in this reviewers opinion being familiar with the installation of new large IT activities overlaid on existing staff requirements adding a graduate intern as an at will employee for one year would provide a new resource to the IT Director to more rapidly implement the programs he will be asked to bring to fruition This would be in addition to whatever staffing or consultant resources are brought to bear for the Enterprise Resource System

23 The City uses the procurement process to solicit a variety of benefit contracts often amended annually for health insurance dental life and other products These represent significant expenditures and cover all full-time employees their dependents and retirees In the face of complex and changing insurance rules deadlines engagements with insurance companies and much more a special expertise is required to look after the City of Hollywoods best interests Monitoring utilization developing innovations and cost containment strategies and being able to negotiate aggressively with insurance providers is best managed by outside expertise engaged by the City Currently the procurement elements of this process are managed by the Human Resources Director - along with_her many other responsibilities - not to mention the process improvements called for in this report The City should use professional procurement practices to select a consultantbroker to represent the City The result can be a tighter control on a very significant area of cost and administration This should be done well in advance of the expiration of benefit contracts in the year to come

24 This Reviewer urges the City to be especially wary of vendor promises with regard to the implementation of an expensive organization-wide enterprise resource program Vendors may make what have previously been called piecrust promises - easily made easily broken The vendor support team may well experience staff turnover Resources will be shifted to other clients The estimated time and cost of system installation may stretch well past the budgeted and anticipated costs originally proposed Aggressive steps under the leadership of the IT director in terms of milestones required of vendors performance penalties built into contracts as well as performance rewards should be considered and implemented If this vigorous enforcement approach does not happen and this large-scale IT project is managed in a way similar to the management of temporary needs reported by the IG the stage will be set

15

for another perhaps even more costly organizational problem in the future

25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential services are the ultimate responsibility of every manager With regard to the core area of Procurement however the job description for the Procurement Manager is clear in its requirements that it is this employee who is responsible for the management and oversight of contracts or particular department services Regardless of the past practices and exigencies of staffing needs in 2013 and 2014 this fundamental element of the Procurement responsibility was not met

Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement professional with years of experience Leadership direction

middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in a better position to determine the future reporting relationships for this important function

26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots administration and finance as well as HR and other central services should convene a stakeholder summit to bring out these concerns and address them The primary outcome would be budget

16

process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process

27 Direct payment vouchers related to any procurement and contractorvendor remuneration should be reviewed by and signed off directly by the Contract Compliance Manager This is especially true in what would be his broader role if the recommendation to place Procurement under his management were implemented In reviewing a sampling of such vouchers for temporary services during the IG report period it was noted that many did not have Department Head signatures Even the Procurement Office itself used such services although the clear focus was on the activities in Police

28 Meeting any staffing need through a temporary services company should require a specific review and sign off by the Director of Human Resources She would be asked to attest to the fact that HR is not capable of meeting the needs presented by the operating department and to explain why this need cannot be met through City procedures and practices In the case of what might be an ongoing need the Director would be required to explain whether actions can be instituted to change that scenario so that an ongoing use of temporary help from an outside vendor can be reduced if not eliminated

29 Finally this Reviewer notes that recommendations to the City Manager concerning the prospects of disciplinary action were part of this engagement Those recommendations will following consultation with the City Manager be presented as a verbal briefing to him so that his ability to respond to organizational needs is not compromised unduly in the very sensitive areas of staff relations

No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and managed assertively formally and consistently by their managers If the warnings and corrective action opportunities do not change the weak behavior these employees should be demoted or terminated If such actions become necessary it will ironically not be the City which acts it will in reality be the employee him or herself who provokes the action

It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees - that they are the Citys

17

vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances

OVERALL IMPRESSION

The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading managers to feel that the systems in place could meet their needs With a strong past sense of inertia rather than innovation and process improvement factoring into what occurred the City is best and most constructively served by the City Manager acting aggressively to improve internal processes make the improvements more visible and make those now responsible for the Procurement and utilization of services more accountable He is well able to use his strong communications skills and sense of ethics to deliver clear messages of professional expectation and enforce those expectations going into the future

18

ATTACHMENT 2

ATTACHMENT 2

CITY of HOLLYWOOD FLORIDA Office of the City Manager

02600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045 Phone (95 4) 921 -3201 bull Fax (95-1) 921 -3314 deg wwwhullywoodflorg

Wazir A Ishmael PhD City Manager

March 18 2016

The Honorable Mayor Vice Mayor and Members of the City Commission

City of Hollywood Hollywood FL 33020

Mayor Vice Mayor and City Commissioners

This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016

We thank him for his services and wish him well in his future endeavors

Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller

Should you have any questions I am available at your convenience

Sincere I

DtJJ~tr A Ishmael Ciey(Janager

c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director

Our Mission Y l arc dcdic 11 t d lO proiding municip1 l scrvictS for our diverse co mrnuni ry in an atn1osphL rl of tOOperal ion courtesy and respect

Xie do 1h is hy ensu ri ng gtII who li ve work and pby in die C it) of l o ll )~VOoJ enjoy a high qnli l of lifo

hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood Florida 33020

Dr Ishmael

As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities

In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life

Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and capital improvements

Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices

I wish the City of Hollywood and the dedicated employees much luck with their future endeavors

Sincerely

faL--shyJocent Wasserman Director Procurement Services

ATTACHMENT 3

City of Hollywood Florida - Class Specification Bulletin Page 1of3

ATTACHMENT 3

Contract Compliance Officer Class Code

1138

Bargaining Unit Management CITY OF HOLLYWOOD FLORIDA Revision Date Apr 29 2015

SALARY RANGE

$3310 - $5296 Hourly $264809 - $423694 Biweekly

$6885030 - $11016048 Annually

JOB DESCRIPTION

This is advanced responsible professional and administrative work involving contract certification contract compliance and management for all vendors bidders and proposers conducting business with the City coordination of procurement activities and office and field monitoring Work involves providing managerial assistance to the Assistant City Manager for Finance and Administration in managing and monitoring contracts for compliance developing policies procedures rules and regulations for Citywide purchasing and coordinating the resolution of problems with vendors bidders and proposers

The incumbent exercises a considerable degree of independent judgment Employee is expected to make independent decisions in conformance with applicable laws rules and regulations governing the public purchase of commodities and services as well as standard public purchasing policies and procedures

EXAMPLES OF DUTIES

Reviews all City contracts for compliance and adherence to proper procedures including but not limited to confirmation of proper authority adherence to appropriate procurement procedures identification of time frames satisfaction of insurance requirements verification of available funding review of scope of services and notification of upcoming expiration

Assists in developing new and improved procedures concerning City purchasing activities Recommends corrective actions where applicable

Advises City departmentspersonnel on purchasing procedures to ensure proper compliance with Citys purchasing policies and procedures

Assists user departments in the informal competitive negotiated process for acquisition of professionalpersonal services

Reviews specifications from departments to procure goods and services of a complex andor technical nature

Monitors the evaluation andor negotiation process for acquisition of professionalpersonal services to ensure that proposals have been evaluated andor negotiated in accordance with solicitation document and city purchasing policies and procedures

Conducts preliminary investigations and make finding-of-fact reports on contractual bid disputes bid protests proposed debarment bidder non-responsibility and vendor nonshy

https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 2of3

performance

May represent the Director at various meetings within the city and the business community

Performs other job duties as assigned

THE REQUIREMENTS Required Possession of a Bachelors degree with major coursework in business or public administration or a related field

Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration

Be a Certified Professional Contracts Manager (CPCM )

Preferred Masters degree with major coursework in business or public administration or a related field

Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements

KNOWLEDGE SKILLS AND ABILITIES Extensive knowledge of principles practices and techniques of large scale government purchasing

Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing

Extensive knowledge of approved purchasing methods including recording buying inspection and shipping methods

Extensive knowledge of the techniques and requirements of specifications preparation

Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased

Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served

Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing

Some knowledge of insurance as it pertains to property liability and surety bonds

Considerable knowledge of Microsoft Word and Excel and the use of office equipment

Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to

httpsagencygovernmentjobscomhollywoodfldefaultcfmaction=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 3of3

other workers accurately and concisely

Skills in application of systems analysis techniques and procedures including consulting with users to determine hardware so~ware or system functional specifications

Ability to communicate effectively both orally and in writing

Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices

Ability to deal effectively with administrative officials and vendors

Ability to obtain and interpret market prices and trends and apply these to procurement problems

https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016

ATTACHMENT 4

ATTACHMENT 4

Jeane Carver-St Luce

From George Keller Sent Monday March 14 2016 328 PM To Chuck Ellis Clay Milan Eric Busenbarrick George Keller Gus Zambrano Jaye Epstein

Jeffrey Sheffel Lorie Mertens-Black Mel Standley Patricia Cerny Philip Sauer Raelin

Storey Raheem Seecharan Raquel Elejabarrieta Shiv Newaldass Steve Joseph Sylvia

Glazer Tammie Hechler Tomas Sanchez Tamikia Bacon Paul Bassar Cc Jeane Carver-St Luce Subject FW MCL Informational Email for Distribution

Importance High

At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations funding expenditures and Points of Contact Other helpful features will include executed copies of contract documents and invoice summaries

Two important take-away from this email

1 If you havent seen the fVICL demonstration please tune into the next City Commission meeting

2 Preliminary planning for a iVICL anticipation go live date--on or about 442016

middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed

middotmiddot Identify and maintain copies of all your award documents and invoices

bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files

The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines

After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support

George

George R heJcr Jr middotLsisrunt Cinmiddot funllltJcI

City of Hollywood ()Ill follrmind R1111tl1UlaquoI VU Bn_rl_)lt)l-f5

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Master Contract List (MCL)

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Agenda

o What is the MCL

D MCL Data

D Demonstration of an Electronic Contract File

o MCL Next Steps v 0 v

o Questions

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What is the MCL bull Summary

o An electronic standardized comprehensive Management Tool-A One Stop Shop For all stakeholders who have a role with contract administration

o Useful real time information such as automatic daily countdowns of days for contracts and insurance expirations funding expenditures and Points of Contact

o Executed copies of contract documents and invoice bullsummaries

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MCL-Next Steps

bull Implementation o The MCL is a priority initiative

bull Continue gatheringupdating all contractual information bull Establishing POCs permission rights

o Coordinating with Financial Services Department in obtaining all invoices

o Working with the Procurement Division with keeping contractual documents updated

o Training Administrative Personnel who will have a procurement role

bull Execution After the City Commission presentation and feedback final developmenttraining sessions-anticipating a go live date April 2016

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ATTACHMENT 5

ATTACHMENT 5

George Keller

From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde

Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney

Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra

Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris

Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz

Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel

Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie

Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran Holycross

Cc Paul Bassar Directors Subject Master Contract List Training

Good Afternoon

The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times

bull Thursday May 26 at lOOpm 200pm 300pm bull Tuesday May 31 at 900am lOOOam l lOOam lOOpm 200pm 300pm bull Wednesday June 1 at 900am lOOOam 11 OOam bull Thursday June 2 at 900am lOOOam l lOOam lOOpm 200pm 300pm

Please let me know what suits you best also the training will be held at room 303

Thank you

Maryury Collier Administrative Specialist II City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 PO Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MColl ierholl ywoodflorg C 11 middot o f ~

H~QQQ Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record

Jeane Carver-St Luce

From Maryury Collier Sent Monday May 02 2016 1024 AM To Administrative Assistant II Cc Directors Paul Bassar Subject Training for the Master Contract List

Good Day

As some ofyou may be aware the City will be implementing an Electronic Contract File- AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed

For your convenience we will be having one h our training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule- Not later than Thursday (552016)

Friday May 6 from 330pm to 430pm

Monday May 9 at 900am to lOOOam bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam

Thank you

Maryury Collier Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 P 0 Box 229045 Hollywood FL 33020 Offi ce 954-921-3221 E-mail MCollierhollywoodflorq Cbullty of ~

H L WOOD t i O~IOA

Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mai l may be subject to disclosure as a matter of public record

ATTACHMENT 6

ATTACHMENT 6City ojJfoywootf PCoritfa DPV

DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT

Date 5252016 Pay to Vendor No Amount of Payment

Name Account No Address Separate Check Requested D City Invoice Number StateZip

Explanation of Payment

Date

Date

Date

Date

Contract InfoNumber Contract Expiration Date

Item Budget Item Description Line Item

l SubscriotionDuesMemberships Fees 2 Postage MeterStamps 3 Host Account Reimbursements 4 LicensesPermitsCertificates 5 Court CostOther Govt AgencvTaxes 6 Real Estate Closing - Attach Stmt 7 Advertising - attach tearsheet 8 Education CoursesSeminars 9 EducationReimbursementsBooks 10 RecordsSlidesFilmsGov Publication 11 Deferred ComoBank Pavments 12 MedicalVeterinarv Pavments 13 Insurance Premiums 14 Grant Disbursements 15 UtilitiesDump Fees 16 Refunds 17 CourierFreight 18 Pettv Cash Reimbursement 19 Other Professional Services 20 Soecial EventsRecr Performances 21 Temoorarv Emolovment Services 22 MealParkinQNiileaQe (1 dav tri-countv)

Unit Quantity

Originated by Dept Head Printed Name

DeptDiv Dept Head Signature

Procurement TypeDoc ---------------- Procurement Appr _

Finance Approval __________ Date Budget Approval

City Commission or City Manager Action Resolution

Unit Price

Total

ExtensionTotal

$000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000

Original Contract Amount Total This Invoice

Amendments Adjustment Total Previous Invoices

Total Contract Amount Total to Date --------------shy

City Manager Signature (if required)

Distribution List Finance Procurement Services Depmtment Copy dpv (rev3l02015)

APPENDIXB

Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073 (954) 895-2949 matthewlal la32 7 5comcastnet

March 11 2016

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022

Dear Wazir

Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016

I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors

~~ Matthew Lalla

cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources

  • Structure Bookmarks
    • BROWARD OFFICE OF THE INSPECTOR GENERAL
    • To and Members City of Hollywood C
    • From John W Scott Inspector General
    • Date June 6 2016
    • Subject Status Report-OIG Final Report Re Misconduct and Gross Mismanagement by the City ofHollywood in the Procurement of Temporary Employment Services Ref OIG 14-027
    • On March 2 2014 the Broward Office of the Inspector General (OIG) issued a final report finding that City of Hollywood officials violated numerous city ordinances policies and procedures to pay approximately $1 million for the services of temporary employees (temps) Specifically we found that the officials
    • At the conclusion of the report the OIG acknowledged the initial remedial steps taken by the city but recommended additional action including-given the potential for further abuse of the DPV payment method-a full audit of DPV payments
    • John W Scol1 Inspector General One North University Drive Suite 11 1 bull Planlalion Florida 33324 bull (954) 357-7873 bull Fax (954) 357-7857 4) 357-TIPS
    • As requested City Administrator Wazir Ishmael has now provided the OIG a status report with attachments which is attached as Appendix A The city states that it s senior management team has communicated publicly and individually that the inappropriate actions that occurred in the past were clearly wrong and unacceptable The city has now implemented numerous protocols and procedures in response to the OIGs investigation Of particular significance the city has created and implemented a contract com
    • The city has also restructured the Procurement Division and reformed oversight of the procurement process The finance director and procurement director overseeing the activities discussed in the final report have since resigned from the city Former Procurement Director Joel Wasserman s resignation is attached at Appendix A and former Finance Director Matthew Lallas resignation is attached as Appendix B The city also provided a repo1i it commissioned from a human resources specialist in response to the
    • However the city failed to address our recommendation that the DPV payments be audited in light of the significant misuse of the mechanism and the corresponding vulnerability to fraud waste and abuse Accordingly the OIG requests that we be provided a supplemental status report within 90 days or by September 5 2016 regarding a DPV audit
    • Attachment
    • cc Wazir Ishmael City Administrator
    • From To Cc
    • Subject Date Attachments
    • MaY Johns InsoectorGeneral Wazir Ishmael City of Hollywoods 90 Day Progress Report Regarding TransHire Tuesday May 31 2016 42804 PM 05 31 16 Letter to Inspector Scott re TransHire 90 Day Progress Reportpdf
    • 05 31 16 Letter to Inspector Scott Attachment lpdf 05 31 16 Letter to Inspector Scott Attachment 2pdf 05 31 16 Letter to Inspector Scott Attachment 3pdf 05 31 16 Letter to Inspector Scott Attachment 4pdf 05 31 16 Letter to Inspector Scott Attachment 5pdf 05 31 16 Letter to Inspector Scott Attachment 6pdf
    • Good afternoon Inspector General shy
    • The City Manager asked that I forward you the City of Hollywoods 90 day progress report that you requested in your final report regarding TransHire
    • Thank you Dr Wazir Ishmael City Manager
    • Executive Assistant City of Hollywood Office of the City Manager 2600 Hollywood Blvd Suite 419
    • PO Box 229045 Hollywood FL 33022-9045 Office 954-921-3201 E-mail
    • fjj
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Office of the City Manager
    • 2600 Hollywood Blvd bull PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (954) 92 1-33 14 bull rg
    • Wazir A Ishmael PhD City Manager
    • SENT VIA EMAIL amp US MAIL
    • May 31 2016
    • Mr John W Scott Inspector General Broward Office of the Inspector General
    • One North University Drive Suite 111 Plantation FL 3324
    • Re Broward Office of the Inspector General Report on Transhire 90 Day Progress Report
    • Dear Mr Scott
    • Please accept this response from the City of Hollywood as the 90 Day Progress Report that you requested in your final report on the above matter First let me assure you that your information findings and recommendations have been fully received acknowledged and communicated widely throughout the City staff Secondly I have discussed the serious nature of the issues identified directly with the Mayor City Commission senior management team staff and members of the public reinforcing that those inap
    • Finally we have collectively implemented and followed a broad spectrum of improvements actions resources training and policies to continue forward the lessons learned in progress of the organization The initiatives we have undertaken exist at the policy level and administrative oversight as well as day to day operations The below information describes those steps in more detail along with the attached documentation and the derived benefit for each Your contribution to stimulating these improveme
    • Our Mission Ve are dedicmcd to providing municipal services for our diverse community in an atmosphere ofcooperation courtesy and respect Yc do this by ensuring all who live work and play in the City of Hollywood enjoy a high quality of life
    • An Equa l Opportunity a nd Serv i ce Provide r Ag e nc y
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2
    • 1 Heightened Awareness Expectations and Standards of Performance
    • The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures
    • 2 Services of an External Consulting Professional (Attachment 1)
    • The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many
    • 3 Organizational Modifications and Reform (Attachment 2)
    • The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have be
    • 4 Human Resources Policy Review and Reform
    • Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced
    • 5 WorkflowBusiness Policies and Procedures Modifications
    • The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3
    • The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions
    • 10 Direct Payment Voucher Procedural Modifications (Attachment 6)
    • The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4
    • The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter
    • Attachments
    • c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors
    • ATTACHMENT 1
    • ATTACHMENT 1
    • PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737
    • Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045
    • March 3 2016
    • Dear Messrs Keller and Standley
    • The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one
    • The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues
    • The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not
    • Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement
    • Sincerely
    • Phil Rosenberg President The HR Doctorreg Inc 954 816-4 737
    • attachment
    • Phil Rosenberg President PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737 On
    • March 3 2016
    • IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES
    • BACKGROUND
    • The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in t
    • With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whet
    • City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in th
    • 1
    • The Inspector Generals report is being taken very seriously by the City It is a call to
    • action and catalyst to go beyond the limited and narrow scope of the report in the
    • interest of making broader administrative improvements
    • As part of the response to the report the City engaged the services of The HR Doctor
    • Inc on January 19 2016 to investigate the background of what occurred and offer
    • opinions and recommendations The deliverable in this situation is the presentation of
    • a written report to the City Manager within 30 calendar days of the date of the approval
    • of the engagement (ie January 19 2016) to address the following issues
    • The HR Doctor Inc was authorized and directed by the City Manager to also provide a
    • broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processe
    • METHODOLOGY
    • The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information
    • 2
    • The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employee
    • To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot
    • FINDINGS AND CONCLUSIONS
    • Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positio
    • r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work
    • 3
    • complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur
    • 4
    • service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement
    • 5
    • over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a n
    • 1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be org
    • 6
    • 7
    • managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to
    • ensure the most competent possible workforce If performance evaluations job
    • descriptions and personnel files generally do not reflect written and on-going
    • efforts to document performance excellence weakness and corrective action
    • even those top managers with property rights (ie those covered by Civil
    • Service) can become less willing to take the risks associated with innovation
    • Clients or customers become frustrated by what they regard as excessive
    • delays and lack of responsiveness
    • 8
    • All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance
    • It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The City
    • RECOMMENDATIONS
    • 9
    • Rescue and Public Utilities The Plan would assign specific staff
    • accountability for each project with completion dates and completion
    • milestones There would then be monthly or quarterly progress reviews
    • by the City Manager
    • 10
    • 11
    • 14The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candi
    • 12
    • day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assis
    • SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING
    • PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION
    • THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS
    • SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE
    • ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK
    • ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR
    • THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY
    • CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE
    • 13
    • pro quos such as additional benefits In the absence of such voluntary
    • exemption attrition should be used so that future incumbents in selected
    • positions would be hired as at will employees
    • 14
    • Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside
    • over a facilitated focus group of top users and current IT staffs to
    • prioritize projects identify needs and resources and prepare an IT
    • Business Plan for review by the City Manager Likewise in this reviewers
    • opinion being familiar with the installation of new large IT activities
    • overlaid on existing staff requirements adding a graduate intern as an at
    • will employee for one year would provide a new resource to the IT
    • Director to more rapidly implement the programs he will be asked to bring
    • to fruition This would be in addition to whatever staffing or consultant
    • resources are brought to bear for the Enterprise Resource System
    • 15
    • for another perhaps even more costly organizational problem in the
    • future
    • 25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential s
    • Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement pr
    • middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in
    • 26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots adm
    • 16
    • process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process
    • No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and mana
    • It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees -that they are the Citys
    • 17
    • vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances
    • The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading manager
    • 18
    • ATTACHMENT 2
    • ATTACHMENT 2
    • CITY of HOLLYWOOD FLORIDA
    • Office of the City Manager
    • 0
    • 2600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (95-1) 921-3314 deg
    • Wazir A Ishmael PhD City Manager
    • March 18 2016
    • The Honorable Mayor Vice Mayor
    • and Members of the City Commission City of Hollywood Hollywood FL 33020
    • Mayor Vice Mayor and City Commissioners
    • This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016
    • We thank him for his services and wish him well in his future endeavors
    • Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller
    • Should you have any questions I am available at your convenience
    • Sincere I
    • Dt~tr A Ishmael Ciey(Janager
    • c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director
    • Our Mission Yl arc dcdic 11td lO proiding municip1l scrvictS for our diverse co mrnuniry in an atn1osphLrl of tOOperalion courtesy and respect
    • Xie do 1his hy ensu ring gtII who live work and pby in die Cit) of loll)~VOoJ enjoy a high qnlil oflifo
    • hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y
    • Dr Wazir Ishmael
    • City Manager City of Hollywood
    • 2600 Hollywood Blvd
    • Hollywood Florida 33020
    • Dr Ishmael
    • As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities
    • In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life
    • Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and cap
    • Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices
    • I wish the City of Hollywood and the dedicated employees much luck with their future endeavors
    • Sincerely
    • Jocent Wasserman Director Procurement Services
    • ATTACHMENT 3
    • City of Hollywood Florida -Class Specification Bulletin Page 1of3 ATTACHMENT 3
    • https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016
    • performance
    • May represent the Director at various meetings within the city and the business community
    • Performs other job duties as assigned
    • Required Possession of a Bachelors degree with major coursework in business or public
    • administration or a related field
    • Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration
    • Be a Certified Professional Contracts Manager (CPCM )
    • Preferred Masters degree with major coursework in business or public administration or a related field
    • Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements
    • Extensive knowledge of principles practices and techniques of large scale government purchasing
    • Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing
    • Extensive knowledge of approved purchasing methods including
    • recording buying inspection and shipping methods
    • Extensive knowledge of the techniques and requirements of specifications preparation
    • Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased
    • Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served
    • Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing
    • Some knowledge of insurance as it pertains to property liability and surety bonds
    • Considerable knowledge of Microsoft Word and Excel and the use of office equipment
    • Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to
    • 5252016
    • City of Hollywood Florida -Class Specification Bulletin Page 3of3
    • other workers accurately and concisely Skills in application of systems analysis techniques and
    • procedures including consulting with users to determine hardware so~ware or system functional specifications
    • Ability to communicate effectively both orally and in writing
    • Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices
    • Ability to deal effectively with administrative officials and vendors
    • Ability to obtain and interpret market prices and trends and apply these to procurement problems
    • https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016
    • ATTACHMENT 4
    • ATTACHMENT 4
    • Jeane Carver-St Luce
    • At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations fun
    • Two important take-away from this email
    • middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed
    • middotmiddot Identify and maintain copies of all your award documents and invoices
    • bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files
    • The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines
    • After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support
    • George
    • George R Jr middotLsisrunt Cinmiddot funllltJcI
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    • FLORIDA
    • Master Contract List (MCL)
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    • bull Summary
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    • ATTACHMENT 5
    • ATTACHMENT 5
    • George Keller
    • From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde
    • Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice
    • Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris
    • Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick
    • Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz
    • Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel
    • Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie
    • Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran
    • Holycross
    • Cc Paul Bassar Directors Subject Master Contract List Training
    • Good Afternoon
    • The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times
    • Please let me know what suits you best also the training will be held at room 303
    • Thank you
    • Maryury Collier
    • Administrative Specialist II
    • City of Hollywood
    • Financial Services
    • 2600 Hollywood Blvd Suite 303
    • PO Box 229045 Hollywood FL 33020 Office 954-921-3221
    • C 11 middot of ~
    • H~QQQ
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Jeane Carver-St Luce
    • Good Day
    • As some ofyou may be aware the City will be implementing an Electronic Contract File-AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed
    • For your convenience we will be having one hour training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule-Not later than Thursday (552016)
    • Friday May 6 from 330pm to 430pm Monday May 9 at 900am to lOOOam
    • bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam
    • Thank you
    • Maryury Collier
    • Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303
    • P 0 Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MCollierhollywoodflorq
    • Cbullty of ~
    • H L WOOD
    • t i O~IOA
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • ATTACHMENT 6
    • ATTACHMENT 6
    • City ojJfoywootf PCoritfa
    • DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT
    • Date Date Date Date Contract InfoNumber Contract Expiration Date
    • Original Contract Amount Total This Invoice
    • Amendments Adjustment Total Previous Invoices
    • APPENDIXB
    • Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073
    • (954) 895-2949 matthewlalla3
    • March 11 2016
    • Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022
    • Dear Wazir
    • Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016
    • I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors
    • ~~
    • Matthew Lalla
    • cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources
Page 13: BROWARD OFFICE OF THE INSPECTOR GENERAL€¦ · Broward Office of the Inspector General Page 2 . 1. Heightened Awareness, Expectations and Standards of Performance . The senior management

The Inspector Generals report is being taken very seriously by the City It is a call to action and catalyst to go beyond the limited and narrow scope of the report in the interest of making broader administrative improvements

As part of the response to the report the City engaged the services of The HR Doctor Inc on January 19 2016 to investigate the background of what occurred and offer opinions and recommendations The deliverable in this situation is the presentation of a written report to the City Manager within 30 calendar days of the date of the approval of the engagement (ie January 19 2016) to address the following issues

1 Was the conduct of any of the persons mentioned by the Inspector General who report through the City Managers chain of command and are still employed by the City of Hollywood sufficient to support disciplinary action

2 If so what factors should the City Manager consider in determining the level of such action

3 To what degree was an organizational culture present in the City of Hollywood which may have given rise to or supported the inappropriate actions which occurred

4 To what degree might the Citys personnel policies and practices have been contributing factors

5 In response to opinions to be rendered by The HR Doctor Inc in each of the foregoing areas what recommendations should be considered to prevent or mitigate risks of subsequent failures of the types presented in the Inspector Generals report

The HR Doctor Inc was authorized and directed by the City Manager to also provide a broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processes better in the future than they were in this 2014 case

METHODOLOGY

The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information

2

The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employees were interviewed

To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot

FINDINGS AND CONCLUSIONS

Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positions long experienced in public service They are Assistant City Managers George Keller Mel Standley and Contract Compliance Manager Paul Bassa r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work

1 The Inspector Generals report focused on events associated with one vendor and one type of service provision - that of temporary help during a particular time frame However it would be not be in the spirit of the City Managers direction to comment only on the narrow chain of administrative actions which led to the procurement failures upon which the IG focused In fact this case alone is not really the primary issue the City faces Rather the greater value to the City is a review of the broader circumstances the organizational culture and wider background which resulted in the failures described in the Inspector Generals report Only in that way can a prescription be considered for overall improvement The specific activities detailed in the IG report are a symptom of larger issues Those larger issues constitute the greater scope of the review by the HR Doctor Inc and the larger concern of the City Manager

2 The lack of adherence to procurement regulations rules and ordinance and the lack of earlier recognition of the problem are important However the context and factors which contributed to the situation are of even greater significance because they apply to many other areas of administration If not dealt with comprehensively and in a relatively brief time frame notwithstanding their

3

complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur

3 This Reviewer found no evidence to suggest that what happened in the procurement of temporary services in this case was the result of criminal misconduct Had this not been the case this Reviewer as well as I am sure the IG would have taken the steps to share the matter with appropriate law enforcement agencies such as the State Attorneys Office for its consideration By teleconference the supervisor of the investigation confirmed that no such referrals were made by the Inspector Generals Office which supports the conclusion that there was also insufficient information to believe that criminal misconduct was involved in the IGs view

4 What happened in this situation is the direct result of a cascading series of unprecedented pressures and actions the City was required to take in the prior couple of years The City found itself in a state of extraordinary financial distress born of actions taken in a variety of political and administrative arenas over time - factors well beyond the scope of this report What happened nonetheless was an extraordinary declaration of financial urgency Those actions resulted in the reduction of many positions in a short period of time and considerable labor unrest most especially in law enforcement The departure of employees with literally centuries of public service experience in the City in a short time and a turnover of top management positions also occurred In fact the core of top decision-makers involved in the IG report event who were present in the years 2012 through 2014 are no longer in the City service These include the City Manager Assistant City Manager more than one Police Chief and the Director of Human Resources This departure of top administrators contributed to a knowledge vacuum and a sense of leadership insecurity which compounded the situation

5 Most of the persons interviewed expressed overall frustration that many of the central services policies and practices in the city are outdated and have not been systematically and aggressively reviewed and updated in many years At least one policy void particularly relevant to activities described in the Inspector Generals report is the absence of a clear Whistleblower Protection protocol The general policy weaknesses create frustration in the user community especially in the face of major operational needs The frustration is derived from insufficient investment and direction to the central services over the long term It is the central services after all which enable or disable the success of operating departments such as Police Fire-Rescue Public Works and Utilities The central service organizations include Procurement Financial Services Human Resources Information Technology Budget and Risk Management These core functions require ongoing management support and accountability if they are to be at their best when circumstances in the City government such as financial emergency or a natural disaster are at their worst The turnover in central

4

service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement

6 This author notes that it is one of the weaknesses of the Inspector General process that it merely reviews particular transactions without conveying a sense of understanding and appreciation for the larger background issues which are important contributors to a particular circumstance While it is certainly beyond the scope of an IG report to offer recommendations for overall improvement the narrow focus can ironically add to elected and appointed official frustrations

7 The extraordinary financial situation of the City combined with administrative policies and practices which are not up-to-date compounded the very legitimate and extremely time sensitive problem of vacancies in critical Police Department positions There are no departments in any city or county government with greater potential for huge liability when processes and people are not effectively managed than Police Fire-Rescue and as recent water treatment failures in Michigan highlight Public Utilities In the case of the Police Department extraordinary numbers of sworn Police Officers and other employees left the City Many did so based on their eligibility to retire Clearly frustration at the state of affairs in the City caused tremendous frustration as evidenced by the labor relations situation and lack of confidence in City leadership at the time

8 Another factor is the generally high turnover financial urgency notwithstanding in both the sworn and the civilian areas of law enforcement principally 911 Emergency Dispatchers Such turnover and the very significant training and supervision needs for new employees in these areas created a situation in which public safety was directly and seriously threatened Vacancies in these areas not only threaten public safety - the city governments core function - but also created a poor work environment for others in the organization The concept of constant staffing or minimum staffing governs how operations such as Police Fire-Rescue and Utilities operate That is it takes various minimum levels of staffing to keep a rescue vehicle in service for example It takes a minimum complement of staff to operate a 911 Dispatch Center or a minimum number of Certified Treatment Plant Operators in Utilities When a vacancy occurs or even a temporary absence occurs due to illness or vacation the operation will immediately have to require overtime work by other employees This is rarely a significant problem when an organization staffing level is set to recognize this inherent need However when the number of approved positions is too small or remains static for years while population growth and service demands increase the result can be a constant barrage of overtime mandates This places increasingly serious and ongoing stress on staff members This in turn creates harm both in terms of family dysfunction and in terms of fueling a desire to leave the organization

9 In the case of Hollywoods 911 Dispatch service at that time the entire situation was further compounded by the failure of County government to effectively take

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over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a need for rapid action to provide staffing support Such a need places major burdens on central service areas in particular Procurement and Human Resources to meet user needs in an emergency The Inspector Generals report itself recognizes as legitimate and urgent the staffing situation which led to the use of temporary personnel as described in this report This Reviewer certainly concurs with that finding and goes on to note that these needs could have and should have been anticipated and controlled for That was not done - a circumstance which also contributed to the cascading problems that occurred

1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be organizational pride at the level where people work every day This can contribute to a healthy morale building and mutually supportive environment However it can also lead to a situation in which the displayed loyalty may foster defensiveness and reduced accountability for an overall City need When policies in central services are old when training is ineffective and when no specific chain of accountability is present and understood by all statements will emerge such as what happened was not our fault We only did what this or that other department called for I assumed that other people had checked transactions for rule compliance etc

11 This kind of loyalty displacement is compounded when administrative practices are not kept up-to-date adequate training is not provided in a compelling ongoing and accountable way and when top leadership changes occur repeatedly There must be a continuous reinforcement by the elected officials and the appointed leaders reporting to the City Manager of a mandate for unity An appreciation that the employer fundamentally is the City government as a whole must be reinforced and that no employee is to be allowed to walk by something wrong Rather employees are to be individually accountable to take steps to verify procedural compliance They are to have the courage and the responsibility to act when they question whether behavior or performance might be improved The organizational culture must include a strong appreciation that the organizations overall needs must be supported and that leaders sincerely want suggestions for improvement

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12 The Civil Service system of the City of Hollywood is a rather classic model enshrining the principles put in place to combat the spoils system in the federal system in 1885 The intentions are honorable and very appropriate to the maintenance of a City service in which appointments result from competitive jobshyrelated and public recruitment and testing processes Even though the Civil Service Ordinance was reviewed in 2010 the core elements were reflected two generations ago in the 1970s They contain rules regulations and procedures which are restrictive and process oriented as much or more than they are outcome oriented

13 Civil Service practices predate union representation of local government employees However today the City workforce contains nearly 1500 full time employees of which less than about one hundred are unrepresented (ie less than seven percent) Therefore the large majority of employees are covered under the provisions of collective bargaining agreements which supersede the Civil Service Rules in key matters such as vested rights and disciplinary appeals These agreements also establish an array of procedural rights and safeguards against management capriciousness in personnel actions These include provisions for binding and compulsory review of terminations demotions and suspensions on appeal by outside third-party decision-makers It is also not unusual for collective bargaining agreements to contain restrictions on appointment decisions by management - formerly the exclusive and core component along with disciplinary action of Civil Service These changes and overlapping coverages developed over decades create precedents time constraints and restrictions on management flexibility especially regarding the employment of top executives

14 The extent of Civil Service property rights for senior management positions coverage can result in significant restrictions on the ability of the City Manager to take effective disciplinary or corrective action In Hollywood Civil Service coverage extends to employees below the rank of department head The result is that the ability of the City Manager to shape a top management team can be significantly and adversely affected In modern public and private business administration there is a critical need for a leadership team responsive to innovation and the overall management direction and philosophy of the top elected and appointed executives Around the country there are efforts underway to review the less than responsive and timely portions of Civil Service to better balance the need for such flexibility with the traditional safeguards provided by the system Hollywood would be well served by undertaking such a rebalancing review

15 In a system where restrictions and safeguards are out of balance with the needs for flexible and timely actions the result is management reluctance or inability in many cases to take the actions necessary to improve efficiency flexibility innovation and positive public service attitudes Though only a minority of employees may consistently perform or behave weakly nonetheless

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managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to ensure the most competent possible workforce If performance evaluations job descriptions and personnel files generally do not reflect written and on-going efforts to document performance excellence weakness and corrective action even those top managers with property rights (ie those covered by Civil Service) can become less willing to take the risks associated with innovation Clients or customers become frustrated by what they regard as excessive delays and lack of responsiveness

16 The relatively recent hires of Department Heads in Information Technology Human Resources Fire-Rescue and Police are well regarded as signs and opportunities that progressive and positive changes can be made These rather new department heads will need active support and direction from the City Manager and encouragement from the City Commission to create and implement aggressive agendas and client focused practices Such support will help the other Directors create similar agendas and help the City Manager succeed in the development of an accountable team

17 The inertia and difficulty in instituting progressive change in performance or behavior is the result of a build up over years of circumstances in which precedents and rules can be confusing The ability to hold individuals especially managers directly and specifically accountable is exemplified by comments and opinions offered during interviews and suggested in what the Inspector Generals findings laid out They are exemplified by paraphrased interview comments such as the following

bull Departments operate separately bull There is a sense of frustration with centralized services bull Workarounds are needed to continue with operational work bull Procurement recommendations are based on practices that involve constant

delays and disagreements bull Recommendations may be based on best procurement practices but not on

whats best for making the operation successful bull There is a continuous uphill battle bull More willingness is needed to find common ground between operational

efficiency and process frustration with Finance involving budget and clarity in understanding how much money is available

bull Operational problems are compounded by personnel not willing to change and not solution driven

bull Operational departments more so than central services feel that there are tribes or silos

bull The priority should be on what operational functions are trying to accomplish bull More central functioning as a team is needed especially in the among the

centralized departments

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bull There is a sense that Payroll Budget IT Procurement and HR systems are antiquated leading to workarounds and frustration

bull Procurement is regarded as a delaying culprit bull Some top managers feel that they do not have a sufficient say in the formulation

of their department budgets and that information needs fall on deaf ears bull There is considerable hope that the concept of an enterprise resource

management program (ERP) will benefit the City and assist in creating more united efforts

bull There is generally defensiveness among employees whose areas were mentioned in the Inspector General report The sense is that the report created an inaccurate impression with some individuals who regarded as insulting and misleading

All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance

It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The Citys ability to hold staff members accountable evaluate their performance take disciplinary corrective action and recognize and reward performance excellence is critical Those abilities need enhancing as a priority for the City Manager They need elected official support

RECOMMENDATIONS

1 Conduct an HR Diagnostic Review presided over by the Director of Human Resources The review constitutes a stakeholder staff Civil Service Commissioner and union process assessment The outcome will be a strategic blueprint for process improvement in the form of a report to the City Manager

2 As a result of the Diagnostic create a Human Resources Business Plan to assign specific How Many By When responsibility to implement the improvements identified in the Diagnostic The Plan would be led by the Director of Human Resources and would include both those projects general in nature for the City and those more specific to the HR needs of selected operational departments specifically including Police Fireshy

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Rescue and Public Utilities The Plan would assign specific staff accountability for each project with completion dates and completion milestones There would then be monthly or quarterly progress reviews by the City Manager

3 Review and update all position descriptions not already encompassed within the current Compensation work being done by Evergreen Consulting Begin first with those in the Police Department This is a project which can be completed within six months and can be accomplished using internal resources While there are hundreds of positions in the City service most will fall within 10 or fewer job classifications such as Law Enforcement Officer and Firefighter

4 Add to every position description the essential function of effectively and positively representing the City in delivering and performing their work with colleagues and clients irrespective of gender race religion age disability political affiliation or belief or sexual orientation In other words clearly establish the attitudes and behaviors reflected above as essential elements of every City position

5 Add to every position description the essential function of maintaining effective and professional relationships with work colleagues supervisors and managers

6 Select those City policies which are associated with the identification mitigation and control of liabilities and launch a project for the rapid upgrading and modernizing of each of those policies The highest priority would go to the installation of policies such as Whistleblower Protection and use of Social Media which do not currently exist Next would follow the updating of those existing policies associated with liabilities such as bullying sexual-harassment unlawful discrimination workplace violence and effective colleague relationships

7 In the case of a Whistleblower Protection policy the City should consider using an outside receiver for intake of Whistleblower allegations of wrong doing This would permit an initial assessment of the nature of the allegations outside of the chain of command followed by appropriate referral for followup The result would likely be a greater sense of confidence for persons who in good faith feel that something needs addressing within the organization

8 Add as a heavily weighted criterion for all promotions the criteria of actively supporting teamwork organization-wide unity and effective collegial relationships Create behavioral assessment questions accordingly

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9 Add as a significant performance evaluation criterion in all evaluations the assessment of an individuals commitment performance and behavior in actively supporting organization-wide team unity and effective collegial relationships

10 Develop and implement in the Civil Service selection process during initial hiring behavioral challenges to assess the degree to which a candidate demonstrates a commitment to teamwork and positive interpersonal cooperation This could take the form of a focused video scenario-based process similar to the commonly used law enforcement selection tool Behavioral Personnel Assessment Device (BPAD) It could be developed within the Department with involvement by Law Enforcement Officers

11 The grievance procedures in all bargaining units should be amended to include a new step Advisory Opinion of the Director of Human Resources This step would provide that the Director might agree at any step in the process at the request of either party or on her own motion to offer a written or non-written non-binding opinion as to any aspect of the grievance This could include suggestions for mediation or at a minimum offer another viewpoint on the subject The Advisory Opinion would not carry with it specific timeframes nor would it replace any of the decision-makers authority and responsibility in the procedures It would however provide a tool which the City and the employees would find valuable in the future for problem resolution Adding the step of course would follow reviewing the matter with unions involved

12 Prepare a draft of an amended discipline article for the collective bargaining agreements under which a written reprimand would no longer be subject to binding and compulsory arbitration The Amendment would provide in other words that the City Managers decision would be final Appeals could not be further filed to binding and compulsory outside arbitration This draft recognizes that a written reprimand does not result in the loss of property and is therefore not constitutionally protected as a vested right It would recognize that despite this change aggrieved employees who feel that discipline decisions or counseling ~omments are based on unlawful discrimination or retaliation still have other appeal opportunities on that specific basis This draft policy should be shared in writing with the union presidents in advance of collective bargaining and aggressively pursued by the City during upcoming negotiations It is likely that the unions would appreciate the importance of such a streamlining of the disciplinary procedure and would recognize that in and of itself fears that the change would result in a flood of reprimands are unfounded The Police agreement does not provide for appeals when observable behavior results in a written notice Therefore the foregoing recommendation would not apply to the Police bargaining unit

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13 Consider the out-stationing of a current Police Officer position already working on human resources matters such as background investigations or Internal Affairs to be physically located in a private office in the Human Resources Department There would be career development benefits for the Officer team building communications improvement for both departments and additional security readily available for both HR and Risk ManagementLabor Relations The Chief and the Director of Human Resources should have no problem in coordinating workflow or resolving assignment conflicts by joint communications The work is being done already anyway The out-stationed location would only create additional benefits

14 The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candidates can be facilitated via recommendations from graduate programs at local universities such as those involving Public Administration Criminal Justice Human Resources or other relevant academic programs This can also be a tool in the Citys workforce diversity efforts while also enhancing the capacity of the Human Resources Department to manage multiple management issues concurrently Assignment of two Graduate Interns for a period not exceeding one year would be a catalyst in driving some of the recommendations in this report It would also provide some needed relief for the Director of Human Resources to devote the necessary time to actively lead strategic progress

15 Performance evaluation criteria should be augmented to include a section on Representation of the City and the Department This section would assess an employees behavior and performance over the prior year in relation to whether or not it reflected positively within and outside of City Government Every staff member represents the City as well as their Departments As such they have a responsibility to be taken more seriously than ever before to engage in interpersonal skills reflecting in a positive manner on their individual professionalism

16 The work of top leaders in a dynamic City government such as a Police or Fire-Rescue Chief and a Director of Human Resources involves a very substantial amount of time spent in the management of Human Resources issues Often these can be of higher liability than those which might arise in other City departments For example arguably the day-toshy

12

day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assistant City Managers fulfill most of that need especially with regard to Police and Fire command staff counseling However a coach for other leaders would be a valuable asset to have in place

SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE

17 Part of an executive development program can be what amounts to an Internal Fellowship in which a newly promoted Manager gets assigned to work as a Special Assistant to the City Manager or an Assistant City Manager for a period such as three to six months This would allow for example a newly promoted executive in the Police Department to play an important role in the overall City budget process in Collective Bargaining with a non-law enforcement bargaining unit or to assist in a high-priority policy matter determined by the City Manager At the end of the Fellowship period the individual would return to their new role in their home Department with a greater appreciation than ever before about the larger issues facing executive leaders in the City

18 The Civil Service Ordinance should be amended to increase the number of positions exempt from Civil Service coverage Employees in such exempt positions would then serve at will Serving at will means that these employees may be disciplined or even terminated for any reason or no reason as long as the actions do not occur because of illegal reasons Current rules are too restrictive for the city to be as flexible as it needs to be in developing accountable and responsive executive staff Division Directors support staff in the City Managers Office as well as those in the City Attorneys Office and Labor Relations and Risk Management areas are appropriate candidates for at will service Current incumbents who enjoy property rights may not have those rights stripped away involuntarily as long as the incumbents are employed However they may voluntarily waive such rights in trade for some quid

13

pro quos such as additional benefits In the absence of such voluntary exemption attrition should be used so that future incumbents in selected positions would be hired as at will employees

19 A predictive staffing study should be conducted in departments utilizing a constant staffing structure - typically Police Fire-Rescue and Water and Wastewater Treatment Plant operations The study would make reasonable estimates based primarily on length of service and employee surveys to determine the likely extent and timing of future vacancies From that information the city can prepare in advance to have vacancies filled immediately upon turnover if not before Civil Service eligibility lists can be maintained for immediate use without having to begin recruitments from scratch The staffing needs in the Police Department were major contributing factors to the issues addressed in the Inspector Generals report Predictive staffing actions can reduce the likelihood that that critical situations will happen again

20 As a corollary to predictive staffing the City should consider over staffing in selected areas of the workforce with short-term temporary employees drawn off Civil Service eligible lists These employees would transition immediately into the regular workforce and be given credit for their temporary service as part of their probationary periods The result can be a cadre of employees already trained and ready to assume the regular workforce duties of the positions There will always be some number of vacancies in a city or county workforce as large as Hollywoods These vacancies may be funded in the budget such that hiring some additional Police Officers or Firefighters beyond the allocated limits in the budget might be funded with the salaries of vacant positions providing offsets Currently in conservatively funded constant staffing operations if a vacancy occurs due for example to long-term absences such as illness the staffing void must be filled at a rate of time and a half by overtime mandates This does nothing to prepare new employees to immediately step in as vacancies occur

21 The Civil Service rules currently operate on the basis of a narrow rule of three In this selection rule the Department Director acting for the City Manager is limited to no more than the top three candidates presented from civil service eligible lists In a system where the filling of vacancies may take considerable time or eligible lists may be many months old a rule of three is too limiting Broader certification rules such as a rule of five or a rule of the rank would offer more needed flexibility without sacrificing civil service principles

22 The Citys Information Technology (IT) function is an area often needing particular candidate expertise not generally available within classical Civil Service recruiting methods New projects such as the organization-wide

14

Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside over a facilitated focus group of top users and current IT staffs to prioritize projects identify needs and resources and prepare an IT Business Plan for review by the City Manager Likewise in this reviewers opinion being familiar with the installation of new large IT activities overlaid on existing staff requirements adding a graduate intern as an at will employee for one year would provide a new resource to the IT Director to more rapidly implement the programs he will be asked to bring to fruition This would be in addition to whatever staffing or consultant resources are brought to bear for the Enterprise Resource System

23 The City uses the procurement process to solicit a variety of benefit contracts often amended annually for health insurance dental life and other products These represent significant expenditures and cover all full-time employees their dependents and retirees In the face of complex and changing insurance rules deadlines engagements with insurance companies and much more a special expertise is required to look after the City of Hollywoods best interests Monitoring utilization developing innovations and cost containment strategies and being able to negotiate aggressively with insurance providers is best managed by outside expertise engaged by the City Currently the procurement elements of this process are managed by the Human Resources Director - along with_her many other responsibilities - not to mention the process improvements called for in this report The City should use professional procurement practices to select a consultantbroker to represent the City The result can be a tighter control on a very significant area of cost and administration This should be done well in advance of the expiration of benefit contracts in the year to come

24 This Reviewer urges the City to be especially wary of vendor promises with regard to the implementation of an expensive organization-wide enterprise resource program Vendors may make what have previously been called piecrust promises - easily made easily broken The vendor support team may well experience staff turnover Resources will be shifted to other clients The estimated time and cost of system installation may stretch well past the budgeted and anticipated costs originally proposed Aggressive steps under the leadership of the IT director in terms of milestones required of vendors performance penalties built into contracts as well as performance rewards should be considered and implemented If this vigorous enforcement approach does not happen and this large-scale IT project is managed in a way similar to the management of temporary needs reported by the IG the stage will be set

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for another perhaps even more costly organizational problem in the future

25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential services are the ultimate responsibility of every manager With regard to the core area of Procurement however the job description for the Procurement Manager is clear in its requirements that it is this employee who is responsible for the management and oversight of contracts or particular department services Regardless of the past practices and exigencies of staffing needs in 2013 and 2014 this fundamental element of the Procurement responsibility was not met

Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement professional with years of experience Leadership direction

middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in a better position to determine the future reporting relationships for this important function

26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots administration and finance as well as HR and other central services should convene a stakeholder summit to bring out these concerns and address them The primary outcome would be budget

16

process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process

27 Direct payment vouchers related to any procurement and contractorvendor remuneration should be reviewed by and signed off directly by the Contract Compliance Manager This is especially true in what would be his broader role if the recommendation to place Procurement under his management were implemented In reviewing a sampling of such vouchers for temporary services during the IG report period it was noted that many did not have Department Head signatures Even the Procurement Office itself used such services although the clear focus was on the activities in Police

28 Meeting any staffing need through a temporary services company should require a specific review and sign off by the Director of Human Resources She would be asked to attest to the fact that HR is not capable of meeting the needs presented by the operating department and to explain why this need cannot be met through City procedures and practices In the case of what might be an ongoing need the Director would be required to explain whether actions can be instituted to change that scenario so that an ongoing use of temporary help from an outside vendor can be reduced if not eliminated

29 Finally this Reviewer notes that recommendations to the City Manager concerning the prospects of disciplinary action were part of this engagement Those recommendations will following consultation with the City Manager be presented as a verbal briefing to him so that his ability to respond to organizational needs is not compromised unduly in the very sensitive areas of staff relations

No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and managed assertively formally and consistently by their managers If the warnings and corrective action opportunities do not change the weak behavior these employees should be demoted or terminated If such actions become necessary it will ironically not be the City which acts it will in reality be the employee him or herself who provokes the action

It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees - that they are the Citys

17

vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances

OVERALL IMPRESSION

The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading managers to feel that the systems in place could meet their needs With a strong past sense of inertia rather than innovation and process improvement factoring into what occurred the City is best and most constructively served by the City Manager acting aggressively to improve internal processes make the improvements more visible and make those now responsible for the Procurement and utilization of services more accountable He is well able to use his strong communications skills and sense of ethics to deliver clear messages of professional expectation and enforce those expectations going into the future

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ATTACHMENT 2

ATTACHMENT 2

CITY of HOLLYWOOD FLORIDA Office of the City Manager

02600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045 Phone (95 4) 921 -3201 bull Fax (95-1) 921 -3314 deg wwwhullywoodflorg

Wazir A Ishmael PhD City Manager

March 18 2016

The Honorable Mayor Vice Mayor and Members of the City Commission

City of Hollywood Hollywood FL 33020

Mayor Vice Mayor and City Commissioners

This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016

We thank him for his services and wish him well in his future endeavors

Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller

Should you have any questions I am available at your convenience

Sincere I

DtJJ~tr A Ishmael Ciey(Janager

c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director

Our Mission Y l arc dcdic 11 t d lO proiding municip1 l scrvictS for our diverse co mrnuni ry in an atn1osphL rl of tOOperal ion courtesy and respect

Xie do 1h is hy ensu ri ng gtII who li ve work and pby in die C it) of l o ll )~VOoJ enjoy a high qnli l of lifo

hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood Florida 33020

Dr Ishmael

As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities

In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life

Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and capital improvements

Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices

I wish the City of Hollywood and the dedicated employees much luck with their future endeavors

Sincerely

faL--shyJocent Wasserman Director Procurement Services

ATTACHMENT 3

City of Hollywood Florida - Class Specification Bulletin Page 1of3

ATTACHMENT 3

Contract Compliance Officer Class Code

1138

Bargaining Unit Management CITY OF HOLLYWOOD FLORIDA Revision Date Apr 29 2015

SALARY RANGE

$3310 - $5296 Hourly $264809 - $423694 Biweekly

$6885030 - $11016048 Annually

JOB DESCRIPTION

This is advanced responsible professional and administrative work involving contract certification contract compliance and management for all vendors bidders and proposers conducting business with the City coordination of procurement activities and office and field monitoring Work involves providing managerial assistance to the Assistant City Manager for Finance and Administration in managing and monitoring contracts for compliance developing policies procedures rules and regulations for Citywide purchasing and coordinating the resolution of problems with vendors bidders and proposers

The incumbent exercises a considerable degree of independent judgment Employee is expected to make independent decisions in conformance with applicable laws rules and regulations governing the public purchase of commodities and services as well as standard public purchasing policies and procedures

EXAMPLES OF DUTIES

Reviews all City contracts for compliance and adherence to proper procedures including but not limited to confirmation of proper authority adherence to appropriate procurement procedures identification of time frames satisfaction of insurance requirements verification of available funding review of scope of services and notification of upcoming expiration

Assists in developing new and improved procedures concerning City purchasing activities Recommends corrective actions where applicable

Advises City departmentspersonnel on purchasing procedures to ensure proper compliance with Citys purchasing policies and procedures

Assists user departments in the informal competitive negotiated process for acquisition of professionalpersonal services

Reviews specifications from departments to procure goods and services of a complex andor technical nature

Monitors the evaluation andor negotiation process for acquisition of professionalpersonal services to ensure that proposals have been evaluated andor negotiated in accordance with solicitation document and city purchasing policies and procedures

Conducts preliminary investigations and make finding-of-fact reports on contractual bid disputes bid protests proposed debarment bidder non-responsibility and vendor nonshy

https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 2of3

performance

May represent the Director at various meetings within the city and the business community

Performs other job duties as assigned

THE REQUIREMENTS Required Possession of a Bachelors degree with major coursework in business or public administration or a related field

Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration

Be a Certified Professional Contracts Manager (CPCM )

Preferred Masters degree with major coursework in business or public administration or a related field

Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements

KNOWLEDGE SKILLS AND ABILITIES Extensive knowledge of principles practices and techniques of large scale government purchasing

Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing

Extensive knowledge of approved purchasing methods including recording buying inspection and shipping methods

Extensive knowledge of the techniques and requirements of specifications preparation

Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased

Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served

Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing

Some knowledge of insurance as it pertains to property liability and surety bonds

Considerable knowledge of Microsoft Word and Excel and the use of office equipment

Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to

httpsagencygovernmentjobscomhollywoodfldefaultcfmaction=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 3of3

other workers accurately and concisely

Skills in application of systems analysis techniques and procedures including consulting with users to determine hardware so~ware or system functional specifications

Ability to communicate effectively both orally and in writing

Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices

Ability to deal effectively with administrative officials and vendors

Ability to obtain and interpret market prices and trends and apply these to procurement problems

https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016

ATTACHMENT 4

ATTACHMENT 4

Jeane Carver-St Luce

From George Keller Sent Monday March 14 2016 328 PM To Chuck Ellis Clay Milan Eric Busenbarrick George Keller Gus Zambrano Jaye Epstein

Jeffrey Sheffel Lorie Mertens-Black Mel Standley Patricia Cerny Philip Sauer Raelin

Storey Raheem Seecharan Raquel Elejabarrieta Shiv Newaldass Steve Joseph Sylvia

Glazer Tammie Hechler Tomas Sanchez Tamikia Bacon Paul Bassar Cc Jeane Carver-St Luce Subject FW MCL Informational Email for Distribution

Importance High

At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations funding expenditures and Points of Contact Other helpful features will include executed copies of contract documents and invoice summaries

Two important take-away from this email

1 If you havent seen the fVICL demonstration please tune into the next City Commission meeting

2 Preliminary planning for a iVICL anticipation go live date--on or about 442016

middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed

middotmiddot Identify and maintain copies of all your award documents and invoices

bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files

The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines

After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support

George

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Master Contract List (MCL)

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o What is the MCL

D MCL Data

D Demonstration of an Electronic Contract File

o MCL Next Steps v 0 v

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What is the MCL bull Summary

o An electronic standardized comprehensive Management Tool-A One Stop Shop For all stakeholders who have a role with contract administration

o Useful real time information such as automatic daily countdowns of days for contracts and insurance expirations funding expenditures and Points of Contact

o Executed copies of contract documents and invoice bullsummaries

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MCL-Next Steps

bull Implementation o The MCL is a priority initiative

bull Continue gatheringupdating all contractual information bull Establishing POCs permission rights

o Coordinating with Financial Services Department in obtaining all invoices

o Working with the Procurement Division with keeping contractual documents updated

o Training Administrative Personnel who will have a procurement role

bull Execution After the City Commission presentation and feedback final developmenttraining sessions-anticipating a go live date April 2016

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ATTACHMENT 5

ATTACHMENT 5

George Keller

From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde

Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney

Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra

Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris

Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz

Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel

Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie

Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran Holycross

Cc Paul Bassar Directors Subject Master Contract List Training

Good Afternoon

The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times

bull Thursday May 26 at lOOpm 200pm 300pm bull Tuesday May 31 at 900am lOOOam l lOOam lOOpm 200pm 300pm bull Wednesday June 1 at 900am lOOOam 11 OOam bull Thursday June 2 at 900am lOOOam l lOOam lOOpm 200pm 300pm

Please let me know what suits you best also the training will be held at room 303

Thank you

Maryury Collier Administrative Specialist II City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 PO Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MColl ierholl ywoodflorg C 11 middot o f ~

H~QQQ Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record

Jeane Carver-St Luce

From Maryury Collier Sent Monday May 02 2016 1024 AM To Administrative Assistant II Cc Directors Paul Bassar Subject Training for the Master Contract List

Good Day

As some ofyou may be aware the City will be implementing an Electronic Contract File- AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed

For your convenience we will be having one h our training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule- Not later than Thursday (552016)

Friday May 6 from 330pm to 430pm

Monday May 9 at 900am to lOOOam bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam

Thank you

Maryury Collier Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 P 0 Box 229045 Hollywood FL 33020 Offi ce 954-921-3221 E-mail MCollierhollywoodflorq Cbullty of ~

H L WOOD t i O~IOA

Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mai l may be subject to disclosure as a matter of public record

ATTACHMENT 6

ATTACHMENT 6City ojJfoywootf PCoritfa DPV

DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT

Date 5252016 Pay to Vendor No Amount of Payment

Name Account No Address Separate Check Requested D City Invoice Number StateZip

Explanation of Payment

Date

Date

Date

Date

Contract InfoNumber Contract Expiration Date

Item Budget Item Description Line Item

l SubscriotionDuesMemberships Fees 2 Postage MeterStamps 3 Host Account Reimbursements 4 LicensesPermitsCertificates 5 Court CostOther Govt AgencvTaxes 6 Real Estate Closing - Attach Stmt 7 Advertising - attach tearsheet 8 Education CoursesSeminars 9 EducationReimbursementsBooks 10 RecordsSlidesFilmsGov Publication 11 Deferred ComoBank Pavments 12 MedicalVeterinarv Pavments 13 Insurance Premiums 14 Grant Disbursements 15 UtilitiesDump Fees 16 Refunds 17 CourierFreight 18 Pettv Cash Reimbursement 19 Other Professional Services 20 Soecial EventsRecr Performances 21 Temoorarv Emolovment Services 22 MealParkinQNiileaQe (1 dav tri-countv)

Unit Quantity

Originated by Dept Head Printed Name

DeptDiv Dept Head Signature

Procurement TypeDoc ---------------- Procurement Appr _

Finance Approval __________ Date Budget Approval

City Commission or City Manager Action Resolution

Unit Price

Total

ExtensionTotal

$000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000

Original Contract Amount Total This Invoice

Amendments Adjustment Total Previous Invoices

Total Contract Amount Total to Date --------------shy

City Manager Signature (if required)

Distribution List Finance Procurement Services Depmtment Copy dpv (rev3l02015)

APPENDIXB

Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073 (954) 895-2949 matthewlal la32 7 5comcastnet

March 11 2016

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022

Dear Wazir

Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016

I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors

~~ Matthew Lalla

cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources

  • Structure Bookmarks
    • BROWARD OFFICE OF THE INSPECTOR GENERAL
    • To and Members City of Hollywood C
    • From John W Scott Inspector General
    • Date June 6 2016
    • Subject Status Report-OIG Final Report Re Misconduct and Gross Mismanagement by the City ofHollywood in the Procurement of Temporary Employment Services Ref OIG 14-027
    • On March 2 2014 the Broward Office of the Inspector General (OIG) issued a final report finding that City of Hollywood officials violated numerous city ordinances policies and procedures to pay approximately $1 million for the services of temporary employees (temps) Specifically we found that the officials
    • At the conclusion of the report the OIG acknowledged the initial remedial steps taken by the city but recommended additional action including-given the potential for further abuse of the DPV payment method-a full audit of DPV payments
    • John W Scol1 Inspector General One North University Drive Suite 11 1 bull Planlalion Florida 33324 bull (954) 357-7873 bull Fax (954) 357-7857 4) 357-TIPS
    • As requested City Administrator Wazir Ishmael has now provided the OIG a status report with attachments which is attached as Appendix A The city states that it s senior management team has communicated publicly and individually that the inappropriate actions that occurred in the past were clearly wrong and unacceptable The city has now implemented numerous protocols and procedures in response to the OIGs investigation Of particular significance the city has created and implemented a contract com
    • The city has also restructured the Procurement Division and reformed oversight of the procurement process The finance director and procurement director overseeing the activities discussed in the final report have since resigned from the city Former Procurement Director Joel Wasserman s resignation is attached at Appendix A and former Finance Director Matthew Lallas resignation is attached as Appendix B The city also provided a repo1i it commissioned from a human resources specialist in response to the
    • However the city failed to address our recommendation that the DPV payments be audited in light of the significant misuse of the mechanism and the corresponding vulnerability to fraud waste and abuse Accordingly the OIG requests that we be provided a supplemental status report within 90 days or by September 5 2016 regarding a DPV audit
    • Attachment
    • cc Wazir Ishmael City Administrator
    • From To Cc
    • Subject Date Attachments
    • MaY Johns InsoectorGeneral Wazir Ishmael City of Hollywoods 90 Day Progress Report Regarding TransHire Tuesday May 31 2016 42804 PM 05 31 16 Letter to Inspector Scott re TransHire 90 Day Progress Reportpdf
    • 05 31 16 Letter to Inspector Scott Attachment lpdf 05 31 16 Letter to Inspector Scott Attachment 2pdf 05 31 16 Letter to Inspector Scott Attachment 3pdf 05 31 16 Letter to Inspector Scott Attachment 4pdf 05 31 16 Letter to Inspector Scott Attachment 5pdf 05 31 16 Letter to Inspector Scott Attachment 6pdf
    • Good afternoon Inspector General shy
    • The City Manager asked that I forward you the City of Hollywoods 90 day progress report that you requested in your final report regarding TransHire
    • Thank you Dr Wazir Ishmael City Manager
    • Executive Assistant City of Hollywood Office of the City Manager 2600 Hollywood Blvd Suite 419
    • PO Box 229045 Hollywood FL 33022-9045 Office 954-921-3201 E-mail
    • fjj
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Office of the City Manager
    • 2600 Hollywood Blvd bull PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (954) 92 1-33 14 bull rg
    • Wazir A Ishmael PhD City Manager
    • SENT VIA EMAIL amp US MAIL
    • May 31 2016
    • Mr John W Scott Inspector General Broward Office of the Inspector General
    • One North University Drive Suite 111 Plantation FL 3324
    • Re Broward Office of the Inspector General Report on Transhire 90 Day Progress Report
    • Dear Mr Scott
    • Please accept this response from the City of Hollywood as the 90 Day Progress Report that you requested in your final report on the above matter First let me assure you that your information findings and recommendations have been fully received acknowledged and communicated widely throughout the City staff Secondly I have discussed the serious nature of the issues identified directly with the Mayor City Commission senior management team staff and members of the public reinforcing that those inap
    • Finally we have collectively implemented and followed a broad spectrum of improvements actions resources training and policies to continue forward the lessons learned in progress of the organization The initiatives we have undertaken exist at the policy level and administrative oversight as well as day to day operations The below information describes those steps in more detail along with the attached documentation and the derived benefit for each Your contribution to stimulating these improveme
    • Our Mission Ve are dedicmcd to providing municipal services for our diverse community in an atmosphere ofcooperation courtesy and respect Yc do this by ensuring all who live work and play in the City of Hollywood enjoy a high quality of life
    • An Equa l Opportunity a nd Serv i ce Provide r Ag e nc y
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2
    • 1 Heightened Awareness Expectations and Standards of Performance
    • The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures
    • 2 Services of an External Consulting Professional (Attachment 1)
    • The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many
    • 3 Organizational Modifications and Reform (Attachment 2)
    • The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have be
    • 4 Human Resources Policy Review and Reform
    • Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced
    • 5 WorkflowBusiness Policies and Procedures Modifications
    • The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3
    • The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions
    • 10 Direct Payment Voucher Procedural Modifications (Attachment 6)
    • The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4
    • The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter
    • Attachments
    • c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors
    • ATTACHMENT 1
    • ATTACHMENT 1
    • PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737
    • Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045
    • March 3 2016
    • Dear Messrs Keller and Standley
    • The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one
    • The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues
    • The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not
    • Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement
    • Sincerely
    • Phil Rosenberg President The HR Doctorreg Inc 954 816-4 737
    • attachment
    • Phil Rosenberg President PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737 On
    • March 3 2016
    • IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES
    • BACKGROUND
    • The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in t
    • With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whet
    • City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in th
    • 1
    • The Inspector Generals report is being taken very seriously by the City It is a call to
    • action and catalyst to go beyond the limited and narrow scope of the report in the
    • interest of making broader administrative improvements
    • As part of the response to the report the City engaged the services of The HR Doctor
    • Inc on January 19 2016 to investigate the background of what occurred and offer
    • opinions and recommendations The deliverable in this situation is the presentation of
    • a written report to the City Manager within 30 calendar days of the date of the approval
    • of the engagement (ie January 19 2016) to address the following issues
    • The HR Doctor Inc was authorized and directed by the City Manager to also provide a
    • broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processe
    • METHODOLOGY
    • The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information
    • 2
    • The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employee
    • To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot
    • FINDINGS AND CONCLUSIONS
    • Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positio
    • r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work
    • 3
    • complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur
    • 4
    • service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement
    • 5
    • over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a n
    • 1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be org
    • 6
    • 7
    • managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to
    • ensure the most competent possible workforce If performance evaluations job
    • descriptions and personnel files generally do not reflect written and on-going
    • efforts to document performance excellence weakness and corrective action
    • even those top managers with property rights (ie those covered by Civil
    • Service) can become less willing to take the risks associated with innovation
    • Clients or customers become frustrated by what they regard as excessive
    • delays and lack of responsiveness
    • 8
    • All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance
    • It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The City
    • RECOMMENDATIONS
    • 9
    • Rescue and Public Utilities The Plan would assign specific staff
    • accountability for each project with completion dates and completion
    • milestones There would then be monthly or quarterly progress reviews
    • by the City Manager
    • 10
    • 11
    • 14The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candi
    • 12
    • day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assis
    • SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING
    • PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION
    • THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS
    • SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE
    • ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK
    • ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR
    • THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY
    • CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE
    • 13
    • pro quos such as additional benefits In the absence of such voluntary
    • exemption attrition should be used so that future incumbents in selected
    • positions would be hired as at will employees
    • 14
    • Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside
    • over a facilitated focus group of top users and current IT staffs to
    • prioritize projects identify needs and resources and prepare an IT
    • Business Plan for review by the City Manager Likewise in this reviewers
    • opinion being familiar with the installation of new large IT activities
    • overlaid on existing staff requirements adding a graduate intern as an at
    • will employee for one year would provide a new resource to the IT
    • Director to more rapidly implement the programs he will be asked to bring
    • to fruition This would be in addition to whatever staffing or consultant
    • resources are brought to bear for the Enterprise Resource System
    • 15
    • for another perhaps even more costly organizational problem in the
    • future
    • 25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential s
    • Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement pr
    • middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in
    • 26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots adm
    • 16
    • process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process
    • No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and mana
    • It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees -that they are the Citys
    • 17
    • vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances
    • The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading manager
    • 18
    • ATTACHMENT 2
    • ATTACHMENT 2
    • CITY of HOLLYWOOD FLORIDA
    • Office of the City Manager
    • 0
    • 2600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (95-1) 921-3314 deg
    • Wazir A Ishmael PhD City Manager
    • March 18 2016
    • The Honorable Mayor Vice Mayor
    • and Members of the City Commission City of Hollywood Hollywood FL 33020
    • Mayor Vice Mayor and City Commissioners
    • This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016
    • We thank him for his services and wish him well in his future endeavors
    • Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller
    • Should you have any questions I am available at your convenience
    • Sincere I
    • Dt~tr A Ishmael Ciey(Janager
    • c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director
    • Our Mission Yl arc dcdic 11td lO proiding municip1l scrvictS for our diverse co mrnuniry in an atn1osphLrl of tOOperalion courtesy and respect
    • Xie do 1his hy ensu ring gtII who live work and pby in die Cit) of loll)~VOoJ enjoy a high qnlil oflifo
    • hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y
    • Dr Wazir Ishmael
    • City Manager City of Hollywood
    • 2600 Hollywood Blvd
    • Hollywood Florida 33020
    • Dr Ishmael
    • As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities
    • In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life
    • Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and cap
    • Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices
    • I wish the City of Hollywood and the dedicated employees much luck with their future endeavors
    • Sincerely
    • Jocent Wasserman Director Procurement Services
    • ATTACHMENT 3
    • City of Hollywood Florida -Class Specification Bulletin Page 1of3 ATTACHMENT 3
    • https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016
    • performance
    • May represent the Director at various meetings within the city and the business community
    • Performs other job duties as assigned
    • Required Possession of a Bachelors degree with major coursework in business or public
    • administration or a related field
    • Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration
    • Be a Certified Professional Contracts Manager (CPCM )
    • Preferred Masters degree with major coursework in business or public administration or a related field
    • Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements
    • Extensive knowledge of principles practices and techniques of large scale government purchasing
    • Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing
    • Extensive knowledge of approved purchasing methods including
    • recording buying inspection and shipping methods
    • Extensive knowledge of the techniques and requirements of specifications preparation
    • Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased
    • Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served
    • Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing
    • Some knowledge of insurance as it pertains to property liability and surety bonds
    • Considerable knowledge of Microsoft Word and Excel and the use of office equipment
    • Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to
    • 5252016
    • City of Hollywood Florida -Class Specification Bulletin Page 3of3
    • other workers accurately and concisely Skills in application of systems analysis techniques and
    • procedures including consulting with users to determine hardware so~ware or system functional specifications
    • Ability to communicate effectively both orally and in writing
    • Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices
    • Ability to deal effectively with administrative officials and vendors
    • Ability to obtain and interpret market prices and trends and apply these to procurement problems
    • https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016
    • ATTACHMENT 4
    • ATTACHMENT 4
    • Jeane Carver-St Luce
    • At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations fun
    • Two important take-away from this email
    • middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed
    • middotmiddot Identify and maintain copies of all your award documents and invoices
    • bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files
    • The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines
    • After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support
    • George
    • George R Jr middotLsisrunt Cinmiddot funllltJcI
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    • bull Summary
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    • ATTACHMENT 5
    • ATTACHMENT 5
    • George Keller
    • From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde
    • Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice
    • Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris
    • Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick
    • Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz
    • Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel
    • Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie
    • Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran
    • Holycross
    • Cc Paul Bassar Directors Subject Master Contract List Training
    • Good Afternoon
    • The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times
    • Please let me know what suits you best also the training will be held at room 303
    • Thank you
    • Maryury Collier
    • Administrative Specialist II
    • City of Hollywood
    • Financial Services
    • 2600 Hollywood Blvd Suite 303
    • PO Box 229045 Hollywood FL 33020 Office 954-921-3221
    • C 11 middot of ~
    • H~QQQ
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Jeane Carver-St Luce
    • Good Day
    • As some ofyou may be aware the City will be implementing an Electronic Contract File-AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed
    • For your convenience we will be having one hour training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule-Not later than Thursday (552016)
    • Friday May 6 from 330pm to 430pm Monday May 9 at 900am to lOOOam
    • bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam
    • Thank you
    • Maryury Collier
    • Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303
    • P 0 Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MCollierhollywoodflorq
    • Cbullty of ~
    • H L WOOD
    • t i O~IOA
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • ATTACHMENT 6
    • ATTACHMENT 6
    • City ojJfoywootf PCoritfa
    • DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT
    • Date Date Date Date Contract InfoNumber Contract Expiration Date
    • Original Contract Amount Total This Invoice
    • Amendments Adjustment Total Previous Invoices
    • APPENDIXB
    • Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073
    • (954) 895-2949 matthewlalla3
    • March 11 2016
    • Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022
    • Dear Wazir
    • Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016
    • I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors
    • ~~
    • Matthew Lalla
    • cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources
Page 14: BROWARD OFFICE OF THE INSPECTOR GENERAL€¦ · Broward Office of the Inspector General Page 2 . 1. Heightened Awareness, Expectations and Standards of Performance . The senior management

The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employees were interviewed

To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot

FINDINGS AND CONCLUSIONS

Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positions long experienced in public service They are Assistant City Managers George Keller Mel Standley and Contract Compliance Manager Paul Bassa r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work

1 The Inspector Generals report focused on events associated with one vendor and one type of service provision - that of temporary help during a particular time frame However it would be not be in the spirit of the City Managers direction to comment only on the narrow chain of administrative actions which led to the procurement failures upon which the IG focused In fact this case alone is not really the primary issue the City faces Rather the greater value to the City is a review of the broader circumstances the organizational culture and wider background which resulted in the failures described in the Inspector Generals report Only in that way can a prescription be considered for overall improvement The specific activities detailed in the IG report are a symptom of larger issues Those larger issues constitute the greater scope of the review by the HR Doctor Inc and the larger concern of the City Manager

2 The lack of adherence to procurement regulations rules and ordinance and the lack of earlier recognition of the problem are important However the context and factors which contributed to the situation are of even greater significance because they apply to many other areas of administration If not dealt with comprehensively and in a relatively brief time frame notwithstanding their

3

complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur

3 This Reviewer found no evidence to suggest that what happened in the procurement of temporary services in this case was the result of criminal misconduct Had this not been the case this Reviewer as well as I am sure the IG would have taken the steps to share the matter with appropriate law enforcement agencies such as the State Attorneys Office for its consideration By teleconference the supervisor of the investigation confirmed that no such referrals were made by the Inspector Generals Office which supports the conclusion that there was also insufficient information to believe that criminal misconduct was involved in the IGs view

4 What happened in this situation is the direct result of a cascading series of unprecedented pressures and actions the City was required to take in the prior couple of years The City found itself in a state of extraordinary financial distress born of actions taken in a variety of political and administrative arenas over time - factors well beyond the scope of this report What happened nonetheless was an extraordinary declaration of financial urgency Those actions resulted in the reduction of many positions in a short period of time and considerable labor unrest most especially in law enforcement The departure of employees with literally centuries of public service experience in the City in a short time and a turnover of top management positions also occurred In fact the core of top decision-makers involved in the IG report event who were present in the years 2012 through 2014 are no longer in the City service These include the City Manager Assistant City Manager more than one Police Chief and the Director of Human Resources This departure of top administrators contributed to a knowledge vacuum and a sense of leadership insecurity which compounded the situation

5 Most of the persons interviewed expressed overall frustration that many of the central services policies and practices in the city are outdated and have not been systematically and aggressively reviewed and updated in many years At least one policy void particularly relevant to activities described in the Inspector Generals report is the absence of a clear Whistleblower Protection protocol The general policy weaknesses create frustration in the user community especially in the face of major operational needs The frustration is derived from insufficient investment and direction to the central services over the long term It is the central services after all which enable or disable the success of operating departments such as Police Fire-Rescue Public Works and Utilities The central service organizations include Procurement Financial Services Human Resources Information Technology Budget and Risk Management These core functions require ongoing management support and accountability if they are to be at their best when circumstances in the City government such as financial emergency or a natural disaster are at their worst The turnover in central

4

service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement

6 This author notes that it is one of the weaknesses of the Inspector General process that it merely reviews particular transactions without conveying a sense of understanding and appreciation for the larger background issues which are important contributors to a particular circumstance While it is certainly beyond the scope of an IG report to offer recommendations for overall improvement the narrow focus can ironically add to elected and appointed official frustrations

7 The extraordinary financial situation of the City combined with administrative policies and practices which are not up-to-date compounded the very legitimate and extremely time sensitive problem of vacancies in critical Police Department positions There are no departments in any city or county government with greater potential for huge liability when processes and people are not effectively managed than Police Fire-Rescue and as recent water treatment failures in Michigan highlight Public Utilities In the case of the Police Department extraordinary numbers of sworn Police Officers and other employees left the City Many did so based on their eligibility to retire Clearly frustration at the state of affairs in the City caused tremendous frustration as evidenced by the labor relations situation and lack of confidence in City leadership at the time

8 Another factor is the generally high turnover financial urgency notwithstanding in both the sworn and the civilian areas of law enforcement principally 911 Emergency Dispatchers Such turnover and the very significant training and supervision needs for new employees in these areas created a situation in which public safety was directly and seriously threatened Vacancies in these areas not only threaten public safety - the city governments core function - but also created a poor work environment for others in the organization The concept of constant staffing or minimum staffing governs how operations such as Police Fire-Rescue and Utilities operate That is it takes various minimum levels of staffing to keep a rescue vehicle in service for example It takes a minimum complement of staff to operate a 911 Dispatch Center or a minimum number of Certified Treatment Plant Operators in Utilities When a vacancy occurs or even a temporary absence occurs due to illness or vacation the operation will immediately have to require overtime work by other employees This is rarely a significant problem when an organization staffing level is set to recognize this inherent need However when the number of approved positions is too small or remains static for years while population growth and service demands increase the result can be a constant barrage of overtime mandates This places increasingly serious and ongoing stress on staff members This in turn creates harm both in terms of family dysfunction and in terms of fueling a desire to leave the organization

9 In the case of Hollywoods 911 Dispatch service at that time the entire situation was further compounded by the failure of County government to effectively take

5

over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a need for rapid action to provide staffing support Such a need places major burdens on central service areas in particular Procurement and Human Resources to meet user needs in an emergency The Inspector Generals report itself recognizes as legitimate and urgent the staffing situation which led to the use of temporary personnel as described in this report This Reviewer certainly concurs with that finding and goes on to note that these needs could have and should have been anticipated and controlled for That was not done - a circumstance which also contributed to the cascading problems that occurred

1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be organizational pride at the level where people work every day This can contribute to a healthy morale building and mutually supportive environment However it can also lead to a situation in which the displayed loyalty may foster defensiveness and reduced accountability for an overall City need When policies in central services are old when training is ineffective and when no specific chain of accountability is present and understood by all statements will emerge such as what happened was not our fault We only did what this or that other department called for I assumed that other people had checked transactions for rule compliance etc

11 This kind of loyalty displacement is compounded when administrative practices are not kept up-to-date adequate training is not provided in a compelling ongoing and accountable way and when top leadership changes occur repeatedly There must be a continuous reinforcement by the elected officials and the appointed leaders reporting to the City Manager of a mandate for unity An appreciation that the employer fundamentally is the City government as a whole must be reinforced and that no employee is to be allowed to walk by something wrong Rather employees are to be individually accountable to take steps to verify procedural compliance They are to have the courage and the responsibility to act when they question whether behavior or performance might be improved The organizational culture must include a strong appreciation that the organizations overall needs must be supported and that leaders sincerely want suggestions for improvement

6

12 The Civil Service system of the City of Hollywood is a rather classic model enshrining the principles put in place to combat the spoils system in the federal system in 1885 The intentions are honorable and very appropriate to the maintenance of a City service in which appointments result from competitive jobshyrelated and public recruitment and testing processes Even though the Civil Service Ordinance was reviewed in 2010 the core elements were reflected two generations ago in the 1970s They contain rules regulations and procedures which are restrictive and process oriented as much or more than they are outcome oriented

13 Civil Service practices predate union representation of local government employees However today the City workforce contains nearly 1500 full time employees of which less than about one hundred are unrepresented (ie less than seven percent) Therefore the large majority of employees are covered under the provisions of collective bargaining agreements which supersede the Civil Service Rules in key matters such as vested rights and disciplinary appeals These agreements also establish an array of procedural rights and safeguards against management capriciousness in personnel actions These include provisions for binding and compulsory review of terminations demotions and suspensions on appeal by outside third-party decision-makers It is also not unusual for collective bargaining agreements to contain restrictions on appointment decisions by management - formerly the exclusive and core component along with disciplinary action of Civil Service These changes and overlapping coverages developed over decades create precedents time constraints and restrictions on management flexibility especially regarding the employment of top executives

14 The extent of Civil Service property rights for senior management positions coverage can result in significant restrictions on the ability of the City Manager to take effective disciplinary or corrective action In Hollywood Civil Service coverage extends to employees below the rank of department head The result is that the ability of the City Manager to shape a top management team can be significantly and adversely affected In modern public and private business administration there is a critical need for a leadership team responsive to innovation and the overall management direction and philosophy of the top elected and appointed executives Around the country there are efforts underway to review the less than responsive and timely portions of Civil Service to better balance the need for such flexibility with the traditional safeguards provided by the system Hollywood would be well served by undertaking such a rebalancing review

15 In a system where restrictions and safeguards are out of balance with the needs for flexible and timely actions the result is management reluctance or inability in many cases to take the actions necessary to improve efficiency flexibility innovation and positive public service attitudes Though only a minority of employees may consistently perform or behave weakly nonetheless

7

managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to ensure the most competent possible workforce If performance evaluations job descriptions and personnel files generally do not reflect written and on-going efforts to document performance excellence weakness and corrective action even those top managers with property rights (ie those covered by Civil Service) can become less willing to take the risks associated with innovation Clients or customers become frustrated by what they regard as excessive delays and lack of responsiveness

16 The relatively recent hires of Department Heads in Information Technology Human Resources Fire-Rescue and Police are well regarded as signs and opportunities that progressive and positive changes can be made These rather new department heads will need active support and direction from the City Manager and encouragement from the City Commission to create and implement aggressive agendas and client focused practices Such support will help the other Directors create similar agendas and help the City Manager succeed in the development of an accountable team

17 The inertia and difficulty in instituting progressive change in performance or behavior is the result of a build up over years of circumstances in which precedents and rules can be confusing The ability to hold individuals especially managers directly and specifically accountable is exemplified by comments and opinions offered during interviews and suggested in what the Inspector Generals findings laid out They are exemplified by paraphrased interview comments such as the following

bull Departments operate separately bull There is a sense of frustration with centralized services bull Workarounds are needed to continue with operational work bull Procurement recommendations are based on practices that involve constant

delays and disagreements bull Recommendations may be based on best procurement practices but not on

whats best for making the operation successful bull There is a continuous uphill battle bull More willingness is needed to find common ground between operational

efficiency and process frustration with Finance involving budget and clarity in understanding how much money is available

bull Operational problems are compounded by personnel not willing to change and not solution driven

bull Operational departments more so than central services feel that there are tribes or silos

bull The priority should be on what operational functions are trying to accomplish bull More central functioning as a team is needed especially in the among the

centralized departments

8

bull There is a sense that Payroll Budget IT Procurement and HR systems are antiquated leading to workarounds and frustration

bull Procurement is regarded as a delaying culprit bull Some top managers feel that they do not have a sufficient say in the formulation

of their department budgets and that information needs fall on deaf ears bull There is considerable hope that the concept of an enterprise resource

management program (ERP) will benefit the City and assist in creating more united efforts

bull There is generally defensiveness among employees whose areas were mentioned in the Inspector General report The sense is that the report created an inaccurate impression with some individuals who regarded as insulting and misleading

All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance

It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The Citys ability to hold staff members accountable evaluate their performance take disciplinary corrective action and recognize and reward performance excellence is critical Those abilities need enhancing as a priority for the City Manager They need elected official support

RECOMMENDATIONS

1 Conduct an HR Diagnostic Review presided over by the Director of Human Resources The review constitutes a stakeholder staff Civil Service Commissioner and union process assessment The outcome will be a strategic blueprint for process improvement in the form of a report to the City Manager

2 As a result of the Diagnostic create a Human Resources Business Plan to assign specific How Many By When responsibility to implement the improvements identified in the Diagnostic The Plan would be led by the Director of Human Resources and would include both those projects general in nature for the City and those more specific to the HR needs of selected operational departments specifically including Police Fireshy

9

Rescue and Public Utilities The Plan would assign specific staff accountability for each project with completion dates and completion milestones There would then be monthly or quarterly progress reviews by the City Manager

3 Review and update all position descriptions not already encompassed within the current Compensation work being done by Evergreen Consulting Begin first with those in the Police Department This is a project which can be completed within six months and can be accomplished using internal resources While there are hundreds of positions in the City service most will fall within 10 or fewer job classifications such as Law Enforcement Officer and Firefighter

4 Add to every position description the essential function of effectively and positively representing the City in delivering and performing their work with colleagues and clients irrespective of gender race religion age disability political affiliation or belief or sexual orientation In other words clearly establish the attitudes and behaviors reflected above as essential elements of every City position

5 Add to every position description the essential function of maintaining effective and professional relationships with work colleagues supervisors and managers

6 Select those City policies which are associated with the identification mitigation and control of liabilities and launch a project for the rapid upgrading and modernizing of each of those policies The highest priority would go to the installation of policies such as Whistleblower Protection and use of Social Media which do not currently exist Next would follow the updating of those existing policies associated with liabilities such as bullying sexual-harassment unlawful discrimination workplace violence and effective colleague relationships

7 In the case of a Whistleblower Protection policy the City should consider using an outside receiver for intake of Whistleblower allegations of wrong doing This would permit an initial assessment of the nature of the allegations outside of the chain of command followed by appropriate referral for followup The result would likely be a greater sense of confidence for persons who in good faith feel that something needs addressing within the organization

8 Add as a heavily weighted criterion for all promotions the criteria of actively supporting teamwork organization-wide unity and effective collegial relationships Create behavioral assessment questions accordingly

10

9 Add as a significant performance evaluation criterion in all evaluations the assessment of an individuals commitment performance and behavior in actively supporting organization-wide team unity and effective collegial relationships

10 Develop and implement in the Civil Service selection process during initial hiring behavioral challenges to assess the degree to which a candidate demonstrates a commitment to teamwork and positive interpersonal cooperation This could take the form of a focused video scenario-based process similar to the commonly used law enforcement selection tool Behavioral Personnel Assessment Device (BPAD) It could be developed within the Department with involvement by Law Enforcement Officers

11 The grievance procedures in all bargaining units should be amended to include a new step Advisory Opinion of the Director of Human Resources This step would provide that the Director might agree at any step in the process at the request of either party or on her own motion to offer a written or non-written non-binding opinion as to any aspect of the grievance This could include suggestions for mediation or at a minimum offer another viewpoint on the subject The Advisory Opinion would not carry with it specific timeframes nor would it replace any of the decision-makers authority and responsibility in the procedures It would however provide a tool which the City and the employees would find valuable in the future for problem resolution Adding the step of course would follow reviewing the matter with unions involved

12 Prepare a draft of an amended discipline article for the collective bargaining agreements under which a written reprimand would no longer be subject to binding and compulsory arbitration The Amendment would provide in other words that the City Managers decision would be final Appeals could not be further filed to binding and compulsory outside arbitration This draft recognizes that a written reprimand does not result in the loss of property and is therefore not constitutionally protected as a vested right It would recognize that despite this change aggrieved employees who feel that discipline decisions or counseling ~omments are based on unlawful discrimination or retaliation still have other appeal opportunities on that specific basis This draft policy should be shared in writing with the union presidents in advance of collective bargaining and aggressively pursued by the City during upcoming negotiations It is likely that the unions would appreciate the importance of such a streamlining of the disciplinary procedure and would recognize that in and of itself fears that the change would result in a flood of reprimands are unfounded The Police agreement does not provide for appeals when observable behavior results in a written notice Therefore the foregoing recommendation would not apply to the Police bargaining unit

11

13 Consider the out-stationing of a current Police Officer position already working on human resources matters such as background investigations or Internal Affairs to be physically located in a private office in the Human Resources Department There would be career development benefits for the Officer team building communications improvement for both departments and additional security readily available for both HR and Risk ManagementLabor Relations The Chief and the Director of Human Resources should have no problem in coordinating workflow or resolving assignment conflicts by joint communications The work is being done already anyway The out-stationed location would only create additional benefits

14 The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candidates can be facilitated via recommendations from graduate programs at local universities such as those involving Public Administration Criminal Justice Human Resources or other relevant academic programs This can also be a tool in the Citys workforce diversity efforts while also enhancing the capacity of the Human Resources Department to manage multiple management issues concurrently Assignment of two Graduate Interns for a period not exceeding one year would be a catalyst in driving some of the recommendations in this report It would also provide some needed relief for the Director of Human Resources to devote the necessary time to actively lead strategic progress

15 Performance evaluation criteria should be augmented to include a section on Representation of the City and the Department This section would assess an employees behavior and performance over the prior year in relation to whether or not it reflected positively within and outside of City Government Every staff member represents the City as well as their Departments As such they have a responsibility to be taken more seriously than ever before to engage in interpersonal skills reflecting in a positive manner on their individual professionalism

16 The work of top leaders in a dynamic City government such as a Police or Fire-Rescue Chief and a Director of Human Resources involves a very substantial amount of time spent in the management of Human Resources issues Often these can be of higher liability than those which might arise in other City departments For example arguably the day-toshy

12

day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assistant City Managers fulfill most of that need especially with regard to Police and Fire command staff counseling However a coach for other leaders would be a valuable asset to have in place

SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE

17 Part of an executive development program can be what amounts to an Internal Fellowship in which a newly promoted Manager gets assigned to work as a Special Assistant to the City Manager or an Assistant City Manager for a period such as three to six months This would allow for example a newly promoted executive in the Police Department to play an important role in the overall City budget process in Collective Bargaining with a non-law enforcement bargaining unit or to assist in a high-priority policy matter determined by the City Manager At the end of the Fellowship period the individual would return to their new role in their home Department with a greater appreciation than ever before about the larger issues facing executive leaders in the City

18 The Civil Service Ordinance should be amended to increase the number of positions exempt from Civil Service coverage Employees in such exempt positions would then serve at will Serving at will means that these employees may be disciplined or even terminated for any reason or no reason as long as the actions do not occur because of illegal reasons Current rules are too restrictive for the city to be as flexible as it needs to be in developing accountable and responsive executive staff Division Directors support staff in the City Managers Office as well as those in the City Attorneys Office and Labor Relations and Risk Management areas are appropriate candidates for at will service Current incumbents who enjoy property rights may not have those rights stripped away involuntarily as long as the incumbents are employed However they may voluntarily waive such rights in trade for some quid

13

pro quos such as additional benefits In the absence of such voluntary exemption attrition should be used so that future incumbents in selected positions would be hired as at will employees

19 A predictive staffing study should be conducted in departments utilizing a constant staffing structure - typically Police Fire-Rescue and Water and Wastewater Treatment Plant operations The study would make reasonable estimates based primarily on length of service and employee surveys to determine the likely extent and timing of future vacancies From that information the city can prepare in advance to have vacancies filled immediately upon turnover if not before Civil Service eligibility lists can be maintained for immediate use without having to begin recruitments from scratch The staffing needs in the Police Department were major contributing factors to the issues addressed in the Inspector Generals report Predictive staffing actions can reduce the likelihood that that critical situations will happen again

20 As a corollary to predictive staffing the City should consider over staffing in selected areas of the workforce with short-term temporary employees drawn off Civil Service eligible lists These employees would transition immediately into the regular workforce and be given credit for their temporary service as part of their probationary periods The result can be a cadre of employees already trained and ready to assume the regular workforce duties of the positions There will always be some number of vacancies in a city or county workforce as large as Hollywoods These vacancies may be funded in the budget such that hiring some additional Police Officers or Firefighters beyond the allocated limits in the budget might be funded with the salaries of vacant positions providing offsets Currently in conservatively funded constant staffing operations if a vacancy occurs due for example to long-term absences such as illness the staffing void must be filled at a rate of time and a half by overtime mandates This does nothing to prepare new employees to immediately step in as vacancies occur

21 The Civil Service rules currently operate on the basis of a narrow rule of three In this selection rule the Department Director acting for the City Manager is limited to no more than the top three candidates presented from civil service eligible lists In a system where the filling of vacancies may take considerable time or eligible lists may be many months old a rule of three is too limiting Broader certification rules such as a rule of five or a rule of the rank would offer more needed flexibility without sacrificing civil service principles

22 The Citys Information Technology (IT) function is an area often needing particular candidate expertise not generally available within classical Civil Service recruiting methods New projects such as the organization-wide

14

Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside over a facilitated focus group of top users and current IT staffs to prioritize projects identify needs and resources and prepare an IT Business Plan for review by the City Manager Likewise in this reviewers opinion being familiar with the installation of new large IT activities overlaid on existing staff requirements adding a graduate intern as an at will employee for one year would provide a new resource to the IT Director to more rapidly implement the programs he will be asked to bring to fruition This would be in addition to whatever staffing or consultant resources are brought to bear for the Enterprise Resource System

23 The City uses the procurement process to solicit a variety of benefit contracts often amended annually for health insurance dental life and other products These represent significant expenditures and cover all full-time employees their dependents and retirees In the face of complex and changing insurance rules deadlines engagements with insurance companies and much more a special expertise is required to look after the City of Hollywoods best interests Monitoring utilization developing innovations and cost containment strategies and being able to negotiate aggressively with insurance providers is best managed by outside expertise engaged by the City Currently the procurement elements of this process are managed by the Human Resources Director - along with_her many other responsibilities - not to mention the process improvements called for in this report The City should use professional procurement practices to select a consultantbroker to represent the City The result can be a tighter control on a very significant area of cost and administration This should be done well in advance of the expiration of benefit contracts in the year to come

24 This Reviewer urges the City to be especially wary of vendor promises with regard to the implementation of an expensive organization-wide enterprise resource program Vendors may make what have previously been called piecrust promises - easily made easily broken The vendor support team may well experience staff turnover Resources will be shifted to other clients The estimated time and cost of system installation may stretch well past the budgeted and anticipated costs originally proposed Aggressive steps under the leadership of the IT director in terms of milestones required of vendors performance penalties built into contracts as well as performance rewards should be considered and implemented If this vigorous enforcement approach does not happen and this large-scale IT project is managed in a way similar to the management of temporary needs reported by the IG the stage will be set

15

for another perhaps even more costly organizational problem in the future

25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential services are the ultimate responsibility of every manager With regard to the core area of Procurement however the job description for the Procurement Manager is clear in its requirements that it is this employee who is responsible for the management and oversight of contracts or particular department services Regardless of the past practices and exigencies of staffing needs in 2013 and 2014 this fundamental element of the Procurement responsibility was not met

Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement professional with years of experience Leadership direction

middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in a better position to determine the future reporting relationships for this important function

26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots administration and finance as well as HR and other central services should convene a stakeholder summit to bring out these concerns and address them The primary outcome would be budget

16

process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process

27 Direct payment vouchers related to any procurement and contractorvendor remuneration should be reviewed by and signed off directly by the Contract Compliance Manager This is especially true in what would be his broader role if the recommendation to place Procurement under his management were implemented In reviewing a sampling of such vouchers for temporary services during the IG report period it was noted that many did not have Department Head signatures Even the Procurement Office itself used such services although the clear focus was on the activities in Police

28 Meeting any staffing need through a temporary services company should require a specific review and sign off by the Director of Human Resources She would be asked to attest to the fact that HR is not capable of meeting the needs presented by the operating department and to explain why this need cannot be met through City procedures and practices In the case of what might be an ongoing need the Director would be required to explain whether actions can be instituted to change that scenario so that an ongoing use of temporary help from an outside vendor can be reduced if not eliminated

29 Finally this Reviewer notes that recommendations to the City Manager concerning the prospects of disciplinary action were part of this engagement Those recommendations will following consultation with the City Manager be presented as a verbal briefing to him so that his ability to respond to organizational needs is not compromised unduly in the very sensitive areas of staff relations

No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and managed assertively formally and consistently by their managers If the warnings and corrective action opportunities do not change the weak behavior these employees should be demoted or terminated If such actions become necessary it will ironically not be the City which acts it will in reality be the employee him or herself who provokes the action

It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees - that they are the Citys

17

vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances

OVERALL IMPRESSION

The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading managers to feel that the systems in place could meet their needs With a strong past sense of inertia rather than innovation and process improvement factoring into what occurred the City is best and most constructively served by the City Manager acting aggressively to improve internal processes make the improvements more visible and make those now responsible for the Procurement and utilization of services more accountable He is well able to use his strong communications skills and sense of ethics to deliver clear messages of professional expectation and enforce those expectations going into the future

18

ATTACHMENT 2

ATTACHMENT 2

CITY of HOLLYWOOD FLORIDA Office of the City Manager

02600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045 Phone (95 4) 921 -3201 bull Fax (95-1) 921 -3314 deg wwwhullywoodflorg

Wazir A Ishmael PhD City Manager

March 18 2016

The Honorable Mayor Vice Mayor and Members of the City Commission

City of Hollywood Hollywood FL 33020

Mayor Vice Mayor and City Commissioners

This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016

We thank him for his services and wish him well in his future endeavors

Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller

Should you have any questions I am available at your convenience

Sincere I

DtJJ~tr A Ishmael Ciey(Janager

c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director

Our Mission Y l arc dcdic 11 t d lO proiding municip1 l scrvictS for our diverse co mrnuni ry in an atn1osphL rl of tOOperal ion courtesy and respect

Xie do 1h is hy ensu ri ng gtII who li ve work and pby in die C it) of l o ll )~VOoJ enjoy a high qnli l of lifo

hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood Florida 33020

Dr Ishmael

As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities

In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life

Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and capital improvements

Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices

I wish the City of Hollywood and the dedicated employees much luck with their future endeavors

Sincerely

faL--shyJocent Wasserman Director Procurement Services

ATTACHMENT 3

City of Hollywood Florida - Class Specification Bulletin Page 1of3

ATTACHMENT 3

Contract Compliance Officer Class Code

1138

Bargaining Unit Management CITY OF HOLLYWOOD FLORIDA Revision Date Apr 29 2015

SALARY RANGE

$3310 - $5296 Hourly $264809 - $423694 Biweekly

$6885030 - $11016048 Annually

JOB DESCRIPTION

This is advanced responsible professional and administrative work involving contract certification contract compliance and management for all vendors bidders and proposers conducting business with the City coordination of procurement activities and office and field monitoring Work involves providing managerial assistance to the Assistant City Manager for Finance and Administration in managing and monitoring contracts for compliance developing policies procedures rules and regulations for Citywide purchasing and coordinating the resolution of problems with vendors bidders and proposers

The incumbent exercises a considerable degree of independent judgment Employee is expected to make independent decisions in conformance with applicable laws rules and regulations governing the public purchase of commodities and services as well as standard public purchasing policies and procedures

EXAMPLES OF DUTIES

Reviews all City contracts for compliance and adherence to proper procedures including but not limited to confirmation of proper authority adherence to appropriate procurement procedures identification of time frames satisfaction of insurance requirements verification of available funding review of scope of services and notification of upcoming expiration

Assists in developing new and improved procedures concerning City purchasing activities Recommends corrective actions where applicable

Advises City departmentspersonnel on purchasing procedures to ensure proper compliance with Citys purchasing policies and procedures

Assists user departments in the informal competitive negotiated process for acquisition of professionalpersonal services

Reviews specifications from departments to procure goods and services of a complex andor technical nature

Monitors the evaluation andor negotiation process for acquisition of professionalpersonal services to ensure that proposals have been evaluated andor negotiated in accordance with solicitation document and city purchasing policies and procedures

Conducts preliminary investigations and make finding-of-fact reports on contractual bid disputes bid protests proposed debarment bidder non-responsibility and vendor nonshy

https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 2of3

performance

May represent the Director at various meetings within the city and the business community

Performs other job duties as assigned

THE REQUIREMENTS Required Possession of a Bachelors degree with major coursework in business or public administration or a related field

Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration

Be a Certified Professional Contracts Manager (CPCM )

Preferred Masters degree with major coursework in business or public administration or a related field

Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements

KNOWLEDGE SKILLS AND ABILITIES Extensive knowledge of principles practices and techniques of large scale government purchasing

Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing

Extensive knowledge of approved purchasing methods including recording buying inspection and shipping methods

Extensive knowledge of the techniques and requirements of specifications preparation

Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased

Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served

Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing

Some knowledge of insurance as it pertains to property liability and surety bonds

Considerable knowledge of Microsoft Word and Excel and the use of office equipment

Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to

httpsagencygovernmentjobscomhollywoodfldefaultcfmaction=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 3of3

other workers accurately and concisely

Skills in application of systems analysis techniques and procedures including consulting with users to determine hardware so~ware or system functional specifications

Ability to communicate effectively both orally and in writing

Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices

Ability to deal effectively with administrative officials and vendors

Ability to obtain and interpret market prices and trends and apply these to procurement problems

https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016

ATTACHMENT 4

ATTACHMENT 4

Jeane Carver-St Luce

From George Keller Sent Monday March 14 2016 328 PM To Chuck Ellis Clay Milan Eric Busenbarrick George Keller Gus Zambrano Jaye Epstein

Jeffrey Sheffel Lorie Mertens-Black Mel Standley Patricia Cerny Philip Sauer Raelin

Storey Raheem Seecharan Raquel Elejabarrieta Shiv Newaldass Steve Joseph Sylvia

Glazer Tammie Hechler Tomas Sanchez Tamikia Bacon Paul Bassar Cc Jeane Carver-St Luce Subject FW MCL Informational Email for Distribution

Importance High

At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations funding expenditures and Points of Contact Other helpful features will include executed copies of contract documents and invoice summaries

Two important take-away from this email

1 If you havent seen the fVICL demonstration please tune into the next City Commission meeting

2 Preliminary planning for a iVICL anticipation go live date--on or about 442016

middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed

middotmiddot Identify and maintain copies of all your award documents and invoices

bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files

The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines

After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support

George

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Master Contract List (MCL)

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Agenda

o What is the MCL

D MCL Data

D Demonstration of an Electronic Contract File

o MCL Next Steps v 0 v

o Questions

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What is the MCL bull Summary

o An electronic standardized comprehensive Management Tool-A One Stop Shop For all stakeholders who have a role with contract administration

o Useful real time information such as automatic daily countdowns of days for contracts and insurance expirations funding expenditures and Points of Contact

o Executed copies of contract documents and invoice bullsummaries

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MCL-Next Steps

bull Implementation o The MCL is a priority initiative

bull Continue gatheringupdating all contractual information bull Establishing POCs permission rights

o Coordinating with Financial Services Department in obtaining all invoices

o Working with the Procurement Division with keeping contractual documents updated

o Training Administrative Personnel who will have a procurement role

bull Execution After the City Commission presentation and feedback final developmenttraining sessions-anticipating a go live date April 2016

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ATTACHMENT 5

ATTACHMENT 5

George Keller

From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde

Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney

Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra

Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris

Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz

Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel

Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie

Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran Holycross

Cc Paul Bassar Directors Subject Master Contract List Training

Good Afternoon

The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times

bull Thursday May 26 at lOOpm 200pm 300pm bull Tuesday May 31 at 900am lOOOam l lOOam lOOpm 200pm 300pm bull Wednesday June 1 at 900am lOOOam 11 OOam bull Thursday June 2 at 900am lOOOam l lOOam lOOpm 200pm 300pm

Please let me know what suits you best also the training will be held at room 303

Thank you

Maryury Collier Administrative Specialist II City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 PO Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MColl ierholl ywoodflorg C 11 middot o f ~

H~QQQ Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record

Jeane Carver-St Luce

From Maryury Collier Sent Monday May 02 2016 1024 AM To Administrative Assistant II Cc Directors Paul Bassar Subject Training for the Master Contract List

Good Day

As some ofyou may be aware the City will be implementing an Electronic Contract File- AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed

For your convenience we will be having one h our training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule- Not later than Thursday (552016)

Friday May 6 from 330pm to 430pm

Monday May 9 at 900am to lOOOam bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam

Thank you

Maryury Collier Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 P 0 Box 229045 Hollywood FL 33020 Offi ce 954-921-3221 E-mail MCollierhollywoodflorq Cbullty of ~

H L WOOD t i O~IOA

Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mai l may be subject to disclosure as a matter of public record

ATTACHMENT 6

ATTACHMENT 6City ojJfoywootf PCoritfa DPV

DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT

Date 5252016 Pay to Vendor No Amount of Payment

Name Account No Address Separate Check Requested D City Invoice Number StateZip

Explanation of Payment

Date

Date

Date

Date

Contract InfoNumber Contract Expiration Date

Item Budget Item Description Line Item

l SubscriotionDuesMemberships Fees 2 Postage MeterStamps 3 Host Account Reimbursements 4 LicensesPermitsCertificates 5 Court CostOther Govt AgencvTaxes 6 Real Estate Closing - Attach Stmt 7 Advertising - attach tearsheet 8 Education CoursesSeminars 9 EducationReimbursementsBooks 10 RecordsSlidesFilmsGov Publication 11 Deferred ComoBank Pavments 12 MedicalVeterinarv Pavments 13 Insurance Premiums 14 Grant Disbursements 15 UtilitiesDump Fees 16 Refunds 17 CourierFreight 18 Pettv Cash Reimbursement 19 Other Professional Services 20 Soecial EventsRecr Performances 21 Temoorarv Emolovment Services 22 MealParkinQNiileaQe (1 dav tri-countv)

Unit Quantity

Originated by Dept Head Printed Name

DeptDiv Dept Head Signature

Procurement TypeDoc ---------------- Procurement Appr _

Finance Approval __________ Date Budget Approval

City Commission or City Manager Action Resolution

Unit Price

Total

ExtensionTotal

$000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000

Original Contract Amount Total This Invoice

Amendments Adjustment Total Previous Invoices

Total Contract Amount Total to Date --------------shy

City Manager Signature (if required)

Distribution List Finance Procurement Services Depmtment Copy dpv (rev3l02015)

APPENDIXB

Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073 (954) 895-2949 matthewlal la32 7 5comcastnet

March 11 2016

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022

Dear Wazir

Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016

I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors

~~ Matthew Lalla

cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources

  • Structure Bookmarks
    • BROWARD OFFICE OF THE INSPECTOR GENERAL
    • To and Members City of Hollywood C
    • From John W Scott Inspector General
    • Date June 6 2016
    • Subject Status Report-OIG Final Report Re Misconduct and Gross Mismanagement by the City ofHollywood in the Procurement of Temporary Employment Services Ref OIG 14-027
    • On March 2 2014 the Broward Office of the Inspector General (OIG) issued a final report finding that City of Hollywood officials violated numerous city ordinances policies and procedures to pay approximately $1 million for the services of temporary employees (temps) Specifically we found that the officials
    • At the conclusion of the report the OIG acknowledged the initial remedial steps taken by the city but recommended additional action including-given the potential for further abuse of the DPV payment method-a full audit of DPV payments
    • John W Scol1 Inspector General One North University Drive Suite 11 1 bull Planlalion Florida 33324 bull (954) 357-7873 bull Fax (954) 357-7857 4) 357-TIPS
    • As requested City Administrator Wazir Ishmael has now provided the OIG a status report with attachments which is attached as Appendix A The city states that it s senior management team has communicated publicly and individually that the inappropriate actions that occurred in the past were clearly wrong and unacceptable The city has now implemented numerous protocols and procedures in response to the OIGs investigation Of particular significance the city has created and implemented a contract com
    • The city has also restructured the Procurement Division and reformed oversight of the procurement process The finance director and procurement director overseeing the activities discussed in the final report have since resigned from the city Former Procurement Director Joel Wasserman s resignation is attached at Appendix A and former Finance Director Matthew Lallas resignation is attached as Appendix B The city also provided a repo1i it commissioned from a human resources specialist in response to the
    • However the city failed to address our recommendation that the DPV payments be audited in light of the significant misuse of the mechanism and the corresponding vulnerability to fraud waste and abuse Accordingly the OIG requests that we be provided a supplemental status report within 90 days or by September 5 2016 regarding a DPV audit
    • Attachment
    • cc Wazir Ishmael City Administrator
    • From To Cc
    • Subject Date Attachments
    • MaY Johns InsoectorGeneral Wazir Ishmael City of Hollywoods 90 Day Progress Report Regarding TransHire Tuesday May 31 2016 42804 PM 05 31 16 Letter to Inspector Scott re TransHire 90 Day Progress Reportpdf
    • 05 31 16 Letter to Inspector Scott Attachment lpdf 05 31 16 Letter to Inspector Scott Attachment 2pdf 05 31 16 Letter to Inspector Scott Attachment 3pdf 05 31 16 Letter to Inspector Scott Attachment 4pdf 05 31 16 Letter to Inspector Scott Attachment 5pdf 05 31 16 Letter to Inspector Scott Attachment 6pdf
    • Good afternoon Inspector General shy
    • The City Manager asked that I forward you the City of Hollywoods 90 day progress report that you requested in your final report regarding TransHire
    • Thank you Dr Wazir Ishmael City Manager
    • Executive Assistant City of Hollywood Office of the City Manager 2600 Hollywood Blvd Suite 419
    • PO Box 229045 Hollywood FL 33022-9045 Office 954-921-3201 E-mail
    • fjj
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Office of the City Manager
    • 2600 Hollywood Blvd bull PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (954) 92 1-33 14 bull rg
    • Wazir A Ishmael PhD City Manager
    • SENT VIA EMAIL amp US MAIL
    • May 31 2016
    • Mr John W Scott Inspector General Broward Office of the Inspector General
    • One North University Drive Suite 111 Plantation FL 3324
    • Re Broward Office of the Inspector General Report on Transhire 90 Day Progress Report
    • Dear Mr Scott
    • Please accept this response from the City of Hollywood as the 90 Day Progress Report that you requested in your final report on the above matter First let me assure you that your information findings and recommendations have been fully received acknowledged and communicated widely throughout the City staff Secondly I have discussed the serious nature of the issues identified directly with the Mayor City Commission senior management team staff and members of the public reinforcing that those inap
    • Finally we have collectively implemented and followed a broad spectrum of improvements actions resources training and policies to continue forward the lessons learned in progress of the organization The initiatives we have undertaken exist at the policy level and administrative oversight as well as day to day operations The below information describes those steps in more detail along with the attached documentation and the derived benefit for each Your contribution to stimulating these improveme
    • Our Mission Ve are dedicmcd to providing municipal services for our diverse community in an atmosphere ofcooperation courtesy and respect Yc do this by ensuring all who live work and play in the City of Hollywood enjoy a high quality of life
    • An Equa l Opportunity a nd Serv i ce Provide r Ag e nc y
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2
    • 1 Heightened Awareness Expectations and Standards of Performance
    • The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures
    • 2 Services of an External Consulting Professional (Attachment 1)
    • The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many
    • 3 Organizational Modifications and Reform (Attachment 2)
    • The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have be
    • 4 Human Resources Policy Review and Reform
    • Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced
    • 5 WorkflowBusiness Policies and Procedures Modifications
    • The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3
    • The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions
    • 10 Direct Payment Voucher Procedural Modifications (Attachment 6)
    • The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4
    • The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter
    • Attachments
    • c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors
    • ATTACHMENT 1
    • ATTACHMENT 1
    • PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737
    • Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045
    • March 3 2016
    • Dear Messrs Keller and Standley
    • The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one
    • The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues
    • The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not
    • Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement
    • Sincerely
    • Phil Rosenberg President The HR Doctorreg Inc 954 816-4 737
    • attachment
    • Phil Rosenberg President PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737 On
    • March 3 2016
    • IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES
    • BACKGROUND
    • The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in t
    • With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whet
    • City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in th
    • 1
    • The Inspector Generals report is being taken very seriously by the City It is a call to
    • action and catalyst to go beyond the limited and narrow scope of the report in the
    • interest of making broader administrative improvements
    • As part of the response to the report the City engaged the services of The HR Doctor
    • Inc on January 19 2016 to investigate the background of what occurred and offer
    • opinions and recommendations The deliverable in this situation is the presentation of
    • a written report to the City Manager within 30 calendar days of the date of the approval
    • of the engagement (ie January 19 2016) to address the following issues
    • The HR Doctor Inc was authorized and directed by the City Manager to also provide a
    • broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processe
    • METHODOLOGY
    • The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information
    • 2
    • The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employee
    • To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot
    • FINDINGS AND CONCLUSIONS
    • Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positio
    • r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work
    • 3
    • complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur
    • 4
    • service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement
    • 5
    • over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a n
    • 1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be org
    • 6
    • 7
    • managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to
    • ensure the most competent possible workforce If performance evaluations job
    • descriptions and personnel files generally do not reflect written and on-going
    • efforts to document performance excellence weakness and corrective action
    • even those top managers with property rights (ie those covered by Civil
    • Service) can become less willing to take the risks associated with innovation
    • Clients or customers become frustrated by what they regard as excessive
    • delays and lack of responsiveness
    • 8
    • All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance
    • It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The City
    • RECOMMENDATIONS
    • 9
    • Rescue and Public Utilities The Plan would assign specific staff
    • accountability for each project with completion dates and completion
    • milestones There would then be monthly or quarterly progress reviews
    • by the City Manager
    • 10
    • 11
    • 14The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candi
    • 12
    • day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assis
    • SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING
    • PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION
    • THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS
    • SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE
    • ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK
    • ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR
    • THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY
    • CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE
    • 13
    • pro quos such as additional benefits In the absence of such voluntary
    • exemption attrition should be used so that future incumbents in selected
    • positions would be hired as at will employees
    • 14
    • Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside
    • over a facilitated focus group of top users and current IT staffs to
    • prioritize projects identify needs and resources and prepare an IT
    • Business Plan for review by the City Manager Likewise in this reviewers
    • opinion being familiar with the installation of new large IT activities
    • overlaid on existing staff requirements adding a graduate intern as an at
    • will employee for one year would provide a new resource to the IT
    • Director to more rapidly implement the programs he will be asked to bring
    • to fruition This would be in addition to whatever staffing or consultant
    • resources are brought to bear for the Enterprise Resource System
    • 15
    • for another perhaps even more costly organizational problem in the
    • future
    • 25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential s
    • Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement pr
    • middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in
    • 26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots adm
    • 16
    • process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process
    • No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and mana
    • It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees -that they are the Citys
    • 17
    • vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances
    • The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading manager
    • 18
    • ATTACHMENT 2
    • ATTACHMENT 2
    • CITY of HOLLYWOOD FLORIDA
    • Office of the City Manager
    • 0
    • 2600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (95-1) 921-3314 deg
    • Wazir A Ishmael PhD City Manager
    • March 18 2016
    • The Honorable Mayor Vice Mayor
    • and Members of the City Commission City of Hollywood Hollywood FL 33020
    • Mayor Vice Mayor and City Commissioners
    • This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016
    • We thank him for his services and wish him well in his future endeavors
    • Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller
    • Should you have any questions I am available at your convenience
    • Sincere I
    • Dt~tr A Ishmael Ciey(Janager
    • c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director
    • Our Mission Yl arc dcdic 11td lO proiding municip1l scrvictS for our diverse co mrnuniry in an atn1osphLrl of tOOperalion courtesy and respect
    • Xie do 1his hy ensu ring gtII who live work and pby in die Cit) of loll)~VOoJ enjoy a high qnlil oflifo
    • hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y
    • Dr Wazir Ishmael
    • City Manager City of Hollywood
    • 2600 Hollywood Blvd
    • Hollywood Florida 33020
    • Dr Ishmael
    • As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities
    • In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life
    • Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and cap
    • Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices
    • I wish the City of Hollywood and the dedicated employees much luck with their future endeavors
    • Sincerely
    • Jocent Wasserman Director Procurement Services
    • ATTACHMENT 3
    • City of Hollywood Florida -Class Specification Bulletin Page 1of3 ATTACHMENT 3
    • https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016
    • performance
    • May represent the Director at various meetings within the city and the business community
    • Performs other job duties as assigned
    • Required Possession of a Bachelors degree with major coursework in business or public
    • administration or a related field
    • Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration
    • Be a Certified Professional Contracts Manager (CPCM )
    • Preferred Masters degree with major coursework in business or public administration or a related field
    • Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements
    • Extensive knowledge of principles practices and techniques of large scale government purchasing
    • Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing
    • Extensive knowledge of approved purchasing methods including
    • recording buying inspection and shipping methods
    • Extensive knowledge of the techniques and requirements of specifications preparation
    • Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased
    • Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served
    • Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing
    • Some knowledge of insurance as it pertains to property liability and surety bonds
    • Considerable knowledge of Microsoft Word and Excel and the use of office equipment
    • Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to
    • 5252016
    • City of Hollywood Florida -Class Specification Bulletin Page 3of3
    • other workers accurately and concisely Skills in application of systems analysis techniques and
    • procedures including consulting with users to determine hardware so~ware or system functional specifications
    • Ability to communicate effectively both orally and in writing
    • Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices
    • Ability to deal effectively with administrative officials and vendors
    • Ability to obtain and interpret market prices and trends and apply these to procurement problems
    • https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016
    • ATTACHMENT 4
    • ATTACHMENT 4
    • Jeane Carver-St Luce
    • At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations fun
    • Two important take-away from this email
    • middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed
    • middotmiddot Identify and maintain copies of all your award documents and invoices
    • bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files
    • The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines
    • After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support
    • George
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    • ATTACHMENT 5
    • ATTACHMENT 5
    • George Keller
    • From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde
    • Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice
    • Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris
    • Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick
    • Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz
    • Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel
    • Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie
    • Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran
    • Holycross
    • Cc Paul Bassar Directors Subject Master Contract List Training
    • Good Afternoon
    • The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times
    • Please let me know what suits you best also the training will be held at room 303
    • Thank you
    • Maryury Collier
    • Administrative Specialist II
    • City of Hollywood
    • Financial Services
    • 2600 Hollywood Blvd Suite 303
    • PO Box 229045 Hollywood FL 33020 Office 954-921-3221
    • C 11 middot of ~
    • H~QQQ
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Jeane Carver-St Luce
    • Good Day
    • As some ofyou may be aware the City will be implementing an Electronic Contract File-AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed
    • For your convenience we will be having one hour training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule-Not later than Thursday (552016)
    • Friday May 6 from 330pm to 430pm Monday May 9 at 900am to lOOOam
    • bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam
    • Thank you
    • Maryury Collier
    • Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303
    • P 0 Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MCollierhollywoodflorq
    • Cbullty of ~
    • H L WOOD
    • t i O~IOA
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • ATTACHMENT 6
    • ATTACHMENT 6
    • City ojJfoywootf PCoritfa
    • DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT
    • Date Date Date Date Contract InfoNumber Contract Expiration Date
    • Original Contract Amount Total This Invoice
    • Amendments Adjustment Total Previous Invoices
    • APPENDIXB
    • Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073
    • (954) 895-2949 matthewlalla3
    • March 11 2016
    • Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022
    • Dear Wazir
    • Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016
    • I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors
    • ~~
    • Matthew Lalla
    • cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources
Page 15: BROWARD OFFICE OF THE INSPECTOR GENERAL€¦ · Broward Office of the Inspector General Page 2 . 1. Heightened Awareness, Expectations and Standards of Performance . The senior management

complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur

3 This Reviewer found no evidence to suggest that what happened in the procurement of temporary services in this case was the result of criminal misconduct Had this not been the case this Reviewer as well as I am sure the IG would have taken the steps to share the matter with appropriate law enforcement agencies such as the State Attorneys Office for its consideration By teleconference the supervisor of the investigation confirmed that no such referrals were made by the Inspector Generals Office which supports the conclusion that there was also insufficient information to believe that criminal misconduct was involved in the IGs view

4 What happened in this situation is the direct result of a cascading series of unprecedented pressures and actions the City was required to take in the prior couple of years The City found itself in a state of extraordinary financial distress born of actions taken in a variety of political and administrative arenas over time - factors well beyond the scope of this report What happened nonetheless was an extraordinary declaration of financial urgency Those actions resulted in the reduction of many positions in a short period of time and considerable labor unrest most especially in law enforcement The departure of employees with literally centuries of public service experience in the City in a short time and a turnover of top management positions also occurred In fact the core of top decision-makers involved in the IG report event who were present in the years 2012 through 2014 are no longer in the City service These include the City Manager Assistant City Manager more than one Police Chief and the Director of Human Resources This departure of top administrators contributed to a knowledge vacuum and a sense of leadership insecurity which compounded the situation

5 Most of the persons interviewed expressed overall frustration that many of the central services policies and practices in the city are outdated and have not been systematically and aggressively reviewed and updated in many years At least one policy void particularly relevant to activities described in the Inspector Generals report is the absence of a clear Whistleblower Protection protocol The general policy weaknesses create frustration in the user community especially in the face of major operational needs The frustration is derived from insufficient investment and direction to the central services over the long term It is the central services after all which enable or disable the success of operating departments such as Police Fire-Rescue Public Works and Utilities The central service organizations include Procurement Financial Services Human Resources Information Technology Budget and Risk Management These core functions require ongoing management support and accountability if they are to be at their best when circumstances in the City government such as financial emergency or a natural disaster are at their worst The turnover in central

4

service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement

6 This author notes that it is one of the weaknesses of the Inspector General process that it merely reviews particular transactions without conveying a sense of understanding and appreciation for the larger background issues which are important contributors to a particular circumstance While it is certainly beyond the scope of an IG report to offer recommendations for overall improvement the narrow focus can ironically add to elected and appointed official frustrations

7 The extraordinary financial situation of the City combined with administrative policies and practices which are not up-to-date compounded the very legitimate and extremely time sensitive problem of vacancies in critical Police Department positions There are no departments in any city or county government with greater potential for huge liability when processes and people are not effectively managed than Police Fire-Rescue and as recent water treatment failures in Michigan highlight Public Utilities In the case of the Police Department extraordinary numbers of sworn Police Officers and other employees left the City Many did so based on their eligibility to retire Clearly frustration at the state of affairs in the City caused tremendous frustration as evidenced by the labor relations situation and lack of confidence in City leadership at the time

8 Another factor is the generally high turnover financial urgency notwithstanding in both the sworn and the civilian areas of law enforcement principally 911 Emergency Dispatchers Such turnover and the very significant training and supervision needs for new employees in these areas created a situation in which public safety was directly and seriously threatened Vacancies in these areas not only threaten public safety - the city governments core function - but also created a poor work environment for others in the organization The concept of constant staffing or minimum staffing governs how operations such as Police Fire-Rescue and Utilities operate That is it takes various minimum levels of staffing to keep a rescue vehicle in service for example It takes a minimum complement of staff to operate a 911 Dispatch Center or a minimum number of Certified Treatment Plant Operators in Utilities When a vacancy occurs or even a temporary absence occurs due to illness or vacation the operation will immediately have to require overtime work by other employees This is rarely a significant problem when an organization staffing level is set to recognize this inherent need However when the number of approved positions is too small or remains static for years while population growth and service demands increase the result can be a constant barrage of overtime mandates This places increasingly serious and ongoing stress on staff members This in turn creates harm both in terms of family dysfunction and in terms of fueling a desire to leave the organization

9 In the case of Hollywoods 911 Dispatch service at that time the entire situation was further compounded by the failure of County government to effectively take

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over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a need for rapid action to provide staffing support Such a need places major burdens on central service areas in particular Procurement and Human Resources to meet user needs in an emergency The Inspector Generals report itself recognizes as legitimate and urgent the staffing situation which led to the use of temporary personnel as described in this report This Reviewer certainly concurs with that finding and goes on to note that these needs could have and should have been anticipated and controlled for That was not done - a circumstance which also contributed to the cascading problems that occurred

1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be organizational pride at the level where people work every day This can contribute to a healthy morale building and mutually supportive environment However it can also lead to a situation in which the displayed loyalty may foster defensiveness and reduced accountability for an overall City need When policies in central services are old when training is ineffective and when no specific chain of accountability is present and understood by all statements will emerge such as what happened was not our fault We only did what this or that other department called for I assumed that other people had checked transactions for rule compliance etc

11 This kind of loyalty displacement is compounded when administrative practices are not kept up-to-date adequate training is not provided in a compelling ongoing and accountable way and when top leadership changes occur repeatedly There must be a continuous reinforcement by the elected officials and the appointed leaders reporting to the City Manager of a mandate for unity An appreciation that the employer fundamentally is the City government as a whole must be reinforced and that no employee is to be allowed to walk by something wrong Rather employees are to be individually accountable to take steps to verify procedural compliance They are to have the courage and the responsibility to act when they question whether behavior or performance might be improved The organizational culture must include a strong appreciation that the organizations overall needs must be supported and that leaders sincerely want suggestions for improvement

6

12 The Civil Service system of the City of Hollywood is a rather classic model enshrining the principles put in place to combat the spoils system in the federal system in 1885 The intentions are honorable and very appropriate to the maintenance of a City service in which appointments result from competitive jobshyrelated and public recruitment and testing processes Even though the Civil Service Ordinance was reviewed in 2010 the core elements were reflected two generations ago in the 1970s They contain rules regulations and procedures which are restrictive and process oriented as much or more than they are outcome oriented

13 Civil Service practices predate union representation of local government employees However today the City workforce contains nearly 1500 full time employees of which less than about one hundred are unrepresented (ie less than seven percent) Therefore the large majority of employees are covered under the provisions of collective bargaining agreements which supersede the Civil Service Rules in key matters such as vested rights and disciplinary appeals These agreements also establish an array of procedural rights and safeguards against management capriciousness in personnel actions These include provisions for binding and compulsory review of terminations demotions and suspensions on appeal by outside third-party decision-makers It is also not unusual for collective bargaining agreements to contain restrictions on appointment decisions by management - formerly the exclusive and core component along with disciplinary action of Civil Service These changes and overlapping coverages developed over decades create precedents time constraints and restrictions on management flexibility especially regarding the employment of top executives

14 The extent of Civil Service property rights for senior management positions coverage can result in significant restrictions on the ability of the City Manager to take effective disciplinary or corrective action In Hollywood Civil Service coverage extends to employees below the rank of department head The result is that the ability of the City Manager to shape a top management team can be significantly and adversely affected In modern public and private business administration there is a critical need for a leadership team responsive to innovation and the overall management direction and philosophy of the top elected and appointed executives Around the country there are efforts underway to review the less than responsive and timely portions of Civil Service to better balance the need for such flexibility with the traditional safeguards provided by the system Hollywood would be well served by undertaking such a rebalancing review

15 In a system where restrictions and safeguards are out of balance with the needs for flexible and timely actions the result is management reluctance or inability in many cases to take the actions necessary to improve efficiency flexibility innovation and positive public service attitudes Though only a minority of employees may consistently perform or behave weakly nonetheless

7

managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to ensure the most competent possible workforce If performance evaluations job descriptions and personnel files generally do not reflect written and on-going efforts to document performance excellence weakness and corrective action even those top managers with property rights (ie those covered by Civil Service) can become less willing to take the risks associated with innovation Clients or customers become frustrated by what they regard as excessive delays and lack of responsiveness

16 The relatively recent hires of Department Heads in Information Technology Human Resources Fire-Rescue and Police are well regarded as signs and opportunities that progressive and positive changes can be made These rather new department heads will need active support and direction from the City Manager and encouragement from the City Commission to create and implement aggressive agendas and client focused practices Such support will help the other Directors create similar agendas and help the City Manager succeed in the development of an accountable team

17 The inertia and difficulty in instituting progressive change in performance or behavior is the result of a build up over years of circumstances in which precedents and rules can be confusing The ability to hold individuals especially managers directly and specifically accountable is exemplified by comments and opinions offered during interviews and suggested in what the Inspector Generals findings laid out They are exemplified by paraphrased interview comments such as the following

bull Departments operate separately bull There is a sense of frustration with centralized services bull Workarounds are needed to continue with operational work bull Procurement recommendations are based on practices that involve constant

delays and disagreements bull Recommendations may be based on best procurement practices but not on

whats best for making the operation successful bull There is a continuous uphill battle bull More willingness is needed to find common ground between operational

efficiency and process frustration with Finance involving budget and clarity in understanding how much money is available

bull Operational problems are compounded by personnel not willing to change and not solution driven

bull Operational departments more so than central services feel that there are tribes or silos

bull The priority should be on what operational functions are trying to accomplish bull More central functioning as a team is needed especially in the among the

centralized departments

8

bull There is a sense that Payroll Budget IT Procurement and HR systems are antiquated leading to workarounds and frustration

bull Procurement is regarded as a delaying culprit bull Some top managers feel that they do not have a sufficient say in the formulation

of their department budgets and that information needs fall on deaf ears bull There is considerable hope that the concept of an enterprise resource

management program (ERP) will benefit the City and assist in creating more united efforts

bull There is generally defensiveness among employees whose areas were mentioned in the Inspector General report The sense is that the report created an inaccurate impression with some individuals who regarded as insulting and misleading

All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance

It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The Citys ability to hold staff members accountable evaluate their performance take disciplinary corrective action and recognize and reward performance excellence is critical Those abilities need enhancing as a priority for the City Manager They need elected official support

RECOMMENDATIONS

1 Conduct an HR Diagnostic Review presided over by the Director of Human Resources The review constitutes a stakeholder staff Civil Service Commissioner and union process assessment The outcome will be a strategic blueprint for process improvement in the form of a report to the City Manager

2 As a result of the Diagnostic create a Human Resources Business Plan to assign specific How Many By When responsibility to implement the improvements identified in the Diagnostic The Plan would be led by the Director of Human Resources and would include both those projects general in nature for the City and those more specific to the HR needs of selected operational departments specifically including Police Fireshy

9

Rescue and Public Utilities The Plan would assign specific staff accountability for each project with completion dates and completion milestones There would then be monthly or quarterly progress reviews by the City Manager

3 Review and update all position descriptions not already encompassed within the current Compensation work being done by Evergreen Consulting Begin first with those in the Police Department This is a project which can be completed within six months and can be accomplished using internal resources While there are hundreds of positions in the City service most will fall within 10 or fewer job classifications such as Law Enforcement Officer and Firefighter

4 Add to every position description the essential function of effectively and positively representing the City in delivering and performing their work with colleagues and clients irrespective of gender race religion age disability political affiliation or belief or sexual orientation In other words clearly establish the attitudes and behaviors reflected above as essential elements of every City position

5 Add to every position description the essential function of maintaining effective and professional relationships with work colleagues supervisors and managers

6 Select those City policies which are associated with the identification mitigation and control of liabilities and launch a project for the rapid upgrading and modernizing of each of those policies The highest priority would go to the installation of policies such as Whistleblower Protection and use of Social Media which do not currently exist Next would follow the updating of those existing policies associated with liabilities such as bullying sexual-harassment unlawful discrimination workplace violence and effective colleague relationships

7 In the case of a Whistleblower Protection policy the City should consider using an outside receiver for intake of Whistleblower allegations of wrong doing This would permit an initial assessment of the nature of the allegations outside of the chain of command followed by appropriate referral for followup The result would likely be a greater sense of confidence for persons who in good faith feel that something needs addressing within the organization

8 Add as a heavily weighted criterion for all promotions the criteria of actively supporting teamwork organization-wide unity and effective collegial relationships Create behavioral assessment questions accordingly

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9 Add as a significant performance evaluation criterion in all evaluations the assessment of an individuals commitment performance and behavior in actively supporting organization-wide team unity and effective collegial relationships

10 Develop and implement in the Civil Service selection process during initial hiring behavioral challenges to assess the degree to which a candidate demonstrates a commitment to teamwork and positive interpersonal cooperation This could take the form of a focused video scenario-based process similar to the commonly used law enforcement selection tool Behavioral Personnel Assessment Device (BPAD) It could be developed within the Department with involvement by Law Enforcement Officers

11 The grievance procedures in all bargaining units should be amended to include a new step Advisory Opinion of the Director of Human Resources This step would provide that the Director might agree at any step in the process at the request of either party or on her own motion to offer a written or non-written non-binding opinion as to any aspect of the grievance This could include suggestions for mediation or at a minimum offer another viewpoint on the subject The Advisory Opinion would not carry with it specific timeframes nor would it replace any of the decision-makers authority and responsibility in the procedures It would however provide a tool which the City and the employees would find valuable in the future for problem resolution Adding the step of course would follow reviewing the matter with unions involved

12 Prepare a draft of an amended discipline article for the collective bargaining agreements under which a written reprimand would no longer be subject to binding and compulsory arbitration The Amendment would provide in other words that the City Managers decision would be final Appeals could not be further filed to binding and compulsory outside arbitration This draft recognizes that a written reprimand does not result in the loss of property and is therefore not constitutionally protected as a vested right It would recognize that despite this change aggrieved employees who feel that discipline decisions or counseling ~omments are based on unlawful discrimination or retaliation still have other appeal opportunities on that specific basis This draft policy should be shared in writing with the union presidents in advance of collective bargaining and aggressively pursued by the City during upcoming negotiations It is likely that the unions would appreciate the importance of such a streamlining of the disciplinary procedure and would recognize that in and of itself fears that the change would result in a flood of reprimands are unfounded The Police agreement does not provide for appeals when observable behavior results in a written notice Therefore the foregoing recommendation would not apply to the Police bargaining unit

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13 Consider the out-stationing of a current Police Officer position already working on human resources matters such as background investigations or Internal Affairs to be physically located in a private office in the Human Resources Department There would be career development benefits for the Officer team building communications improvement for both departments and additional security readily available for both HR and Risk ManagementLabor Relations The Chief and the Director of Human Resources should have no problem in coordinating workflow or resolving assignment conflicts by joint communications The work is being done already anyway The out-stationed location would only create additional benefits

14 The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candidates can be facilitated via recommendations from graduate programs at local universities such as those involving Public Administration Criminal Justice Human Resources or other relevant academic programs This can also be a tool in the Citys workforce diversity efforts while also enhancing the capacity of the Human Resources Department to manage multiple management issues concurrently Assignment of two Graduate Interns for a period not exceeding one year would be a catalyst in driving some of the recommendations in this report It would also provide some needed relief for the Director of Human Resources to devote the necessary time to actively lead strategic progress

15 Performance evaluation criteria should be augmented to include a section on Representation of the City and the Department This section would assess an employees behavior and performance over the prior year in relation to whether or not it reflected positively within and outside of City Government Every staff member represents the City as well as their Departments As such they have a responsibility to be taken more seriously than ever before to engage in interpersonal skills reflecting in a positive manner on their individual professionalism

16 The work of top leaders in a dynamic City government such as a Police or Fire-Rescue Chief and a Director of Human Resources involves a very substantial amount of time spent in the management of Human Resources issues Often these can be of higher liability than those which might arise in other City departments For example arguably the day-toshy

12

day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assistant City Managers fulfill most of that need especially with regard to Police and Fire command staff counseling However a coach for other leaders would be a valuable asset to have in place

SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE

17 Part of an executive development program can be what amounts to an Internal Fellowship in which a newly promoted Manager gets assigned to work as a Special Assistant to the City Manager or an Assistant City Manager for a period such as three to six months This would allow for example a newly promoted executive in the Police Department to play an important role in the overall City budget process in Collective Bargaining with a non-law enforcement bargaining unit or to assist in a high-priority policy matter determined by the City Manager At the end of the Fellowship period the individual would return to their new role in their home Department with a greater appreciation than ever before about the larger issues facing executive leaders in the City

18 The Civil Service Ordinance should be amended to increase the number of positions exempt from Civil Service coverage Employees in such exempt positions would then serve at will Serving at will means that these employees may be disciplined or even terminated for any reason or no reason as long as the actions do not occur because of illegal reasons Current rules are too restrictive for the city to be as flexible as it needs to be in developing accountable and responsive executive staff Division Directors support staff in the City Managers Office as well as those in the City Attorneys Office and Labor Relations and Risk Management areas are appropriate candidates for at will service Current incumbents who enjoy property rights may not have those rights stripped away involuntarily as long as the incumbents are employed However they may voluntarily waive such rights in trade for some quid

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pro quos such as additional benefits In the absence of such voluntary exemption attrition should be used so that future incumbents in selected positions would be hired as at will employees

19 A predictive staffing study should be conducted in departments utilizing a constant staffing structure - typically Police Fire-Rescue and Water and Wastewater Treatment Plant operations The study would make reasonable estimates based primarily on length of service and employee surveys to determine the likely extent and timing of future vacancies From that information the city can prepare in advance to have vacancies filled immediately upon turnover if not before Civil Service eligibility lists can be maintained for immediate use without having to begin recruitments from scratch The staffing needs in the Police Department were major contributing factors to the issues addressed in the Inspector Generals report Predictive staffing actions can reduce the likelihood that that critical situations will happen again

20 As a corollary to predictive staffing the City should consider over staffing in selected areas of the workforce with short-term temporary employees drawn off Civil Service eligible lists These employees would transition immediately into the regular workforce and be given credit for their temporary service as part of their probationary periods The result can be a cadre of employees already trained and ready to assume the regular workforce duties of the positions There will always be some number of vacancies in a city or county workforce as large as Hollywoods These vacancies may be funded in the budget such that hiring some additional Police Officers or Firefighters beyond the allocated limits in the budget might be funded with the salaries of vacant positions providing offsets Currently in conservatively funded constant staffing operations if a vacancy occurs due for example to long-term absences such as illness the staffing void must be filled at a rate of time and a half by overtime mandates This does nothing to prepare new employees to immediately step in as vacancies occur

21 The Civil Service rules currently operate on the basis of a narrow rule of three In this selection rule the Department Director acting for the City Manager is limited to no more than the top three candidates presented from civil service eligible lists In a system where the filling of vacancies may take considerable time or eligible lists may be many months old a rule of three is too limiting Broader certification rules such as a rule of five or a rule of the rank would offer more needed flexibility without sacrificing civil service principles

22 The Citys Information Technology (IT) function is an area often needing particular candidate expertise not generally available within classical Civil Service recruiting methods New projects such as the organization-wide

14

Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside over a facilitated focus group of top users and current IT staffs to prioritize projects identify needs and resources and prepare an IT Business Plan for review by the City Manager Likewise in this reviewers opinion being familiar with the installation of new large IT activities overlaid on existing staff requirements adding a graduate intern as an at will employee for one year would provide a new resource to the IT Director to more rapidly implement the programs he will be asked to bring to fruition This would be in addition to whatever staffing or consultant resources are brought to bear for the Enterprise Resource System

23 The City uses the procurement process to solicit a variety of benefit contracts often amended annually for health insurance dental life and other products These represent significant expenditures and cover all full-time employees their dependents and retirees In the face of complex and changing insurance rules deadlines engagements with insurance companies and much more a special expertise is required to look after the City of Hollywoods best interests Monitoring utilization developing innovations and cost containment strategies and being able to negotiate aggressively with insurance providers is best managed by outside expertise engaged by the City Currently the procurement elements of this process are managed by the Human Resources Director - along with_her many other responsibilities - not to mention the process improvements called for in this report The City should use professional procurement practices to select a consultantbroker to represent the City The result can be a tighter control on a very significant area of cost and administration This should be done well in advance of the expiration of benefit contracts in the year to come

24 This Reviewer urges the City to be especially wary of vendor promises with regard to the implementation of an expensive organization-wide enterprise resource program Vendors may make what have previously been called piecrust promises - easily made easily broken The vendor support team may well experience staff turnover Resources will be shifted to other clients The estimated time and cost of system installation may stretch well past the budgeted and anticipated costs originally proposed Aggressive steps under the leadership of the IT director in terms of milestones required of vendors performance penalties built into contracts as well as performance rewards should be considered and implemented If this vigorous enforcement approach does not happen and this large-scale IT project is managed in a way similar to the management of temporary needs reported by the IG the stage will be set

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for another perhaps even more costly organizational problem in the future

25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential services are the ultimate responsibility of every manager With regard to the core area of Procurement however the job description for the Procurement Manager is clear in its requirements that it is this employee who is responsible for the management and oversight of contracts or particular department services Regardless of the past practices and exigencies of staffing needs in 2013 and 2014 this fundamental element of the Procurement responsibility was not met

Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement professional with years of experience Leadership direction

middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in a better position to determine the future reporting relationships for this important function

26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots administration and finance as well as HR and other central services should convene a stakeholder summit to bring out these concerns and address them The primary outcome would be budget

16

process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process

27 Direct payment vouchers related to any procurement and contractorvendor remuneration should be reviewed by and signed off directly by the Contract Compliance Manager This is especially true in what would be his broader role if the recommendation to place Procurement under his management were implemented In reviewing a sampling of such vouchers for temporary services during the IG report period it was noted that many did not have Department Head signatures Even the Procurement Office itself used such services although the clear focus was on the activities in Police

28 Meeting any staffing need through a temporary services company should require a specific review and sign off by the Director of Human Resources She would be asked to attest to the fact that HR is not capable of meeting the needs presented by the operating department and to explain why this need cannot be met through City procedures and practices In the case of what might be an ongoing need the Director would be required to explain whether actions can be instituted to change that scenario so that an ongoing use of temporary help from an outside vendor can be reduced if not eliminated

29 Finally this Reviewer notes that recommendations to the City Manager concerning the prospects of disciplinary action were part of this engagement Those recommendations will following consultation with the City Manager be presented as a verbal briefing to him so that his ability to respond to organizational needs is not compromised unduly in the very sensitive areas of staff relations

No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and managed assertively formally and consistently by their managers If the warnings and corrective action opportunities do not change the weak behavior these employees should be demoted or terminated If such actions become necessary it will ironically not be the City which acts it will in reality be the employee him or herself who provokes the action

It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees - that they are the Citys

17

vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances

OVERALL IMPRESSION

The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading managers to feel that the systems in place could meet their needs With a strong past sense of inertia rather than innovation and process improvement factoring into what occurred the City is best and most constructively served by the City Manager acting aggressively to improve internal processes make the improvements more visible and make those now responsible for the Procurement and utilization of services more accountable He is well able to use his strong communications skills and sense of ethics to deliver clear messages of professional expectation and enforce those expectations going into the future

18

ATTACHMENT 2

ATTACHMENT 2

CITY of HOLLYWOOD FLORIDA Office of the City Manager

02600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045 Phone (95 4) 921 -3201 bull Fax (95-1) 921 -3314 deg wwwhullywoodflorg

Wazir A Ishmael PhD City Manager

March 18 2016

The Honorable Mayor Vice Mayor and Members of the City Commission

City of Hollywood Hollywood FL 33020

Mayor Vice Mayor and City Commissioners

This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016

We thank him for his services and wish him well in his future endeavors

Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller

Should you have any questions I am available at your convenience

Sincere I

DtJJ~tr A Ishmael Ciey(Janager

c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director

Our Mission Y l arc dcdic 11 t d lO proiding municip1 l scrvictS for our diverse co mrnuni ry in an atn1osphL rl of tOOperal ion courtesy and respect

Xie do 1h is hy ensu ri ng gtII who li ve work and pby in die C it) of l o ll )~VOoJ enjoy a high qnli l of lifo

hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood Florida 33020

Dr Ishmael

As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities

In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life

Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and capital improvements

Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices

I wish the City of Hollywood and the dedicated employees much luck with their future endeavors

Sincerely

faL--shyJocent Wasserman Director Procurement Services

ATTACHMENT 3

City of Hollywood Florida - Class Specification Bulletin Page 1of3

ATTACHMENT 3

Contract Compliance Officer Class Code

1138

Bargaining Unit Management CITY OF HOLLYWOOD FLORIDA Revision Date Apr 29 2015

SALARY RANGE

$3310 - $5296 Hourly $264809 - $423694 Biweekly

$6885030 - $11016048 Annually

JOB DESCRIPTION

This is advanced responsible professional and administrative work involving contract certification contract compliance and management for all vendors bidders and proposers conducting business with the City coordination of procurement activities and office and field monitoring Work involves providing managerial assistance to the Assistant City Manager for Finance and Administration in managing and monitoring contracts for compliance developing policies procedures rules and regulations for Citywide purchasing and coordinating the resolution of problems with vendors bidders and proposers

The incumbent exercises a considerable degree of independent judgment Employee is expected to make independent decisions in conformance with applicable laws rules and regulations governing the public purchase of commodities and services as well as standard public purchasing policies and procedures

EXAMPLES OF DUTIES

Reviews all City contracts for compliance and adherence to proper procedures including but not limited to confirmation of proper authority adherence to appropriate procurement procedures identification of time frames satisfaction of insurance requirements verification of available funding review of scope of services and notification of upcoming expiration

Assists in developing new and improved procedures concerning City purchasing activities Recommends corrective actions where applicable

Advises City departmentspersonnel on purchasing procedures to ensure proper compliance with Citys purchasing policies and procedures

Assists user departments in the informal competitive negotiated process for acquisition of professionalpersonal services

Reviews specifications from departments to procure goods and services of a complex andor technical nature

Monitors the evaluation andor negotiation process for acquisition of professionalpersonal services to ensure that proposals have been evaluated andor negotiated in accordance with solicitation document and city purchasing policies and procedures

Conducts preliminary investigations and make finding-of-fact reports on contractual bid disputes bid protests proposed debarment bidder non-responsibility and vendor nonshy

https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 2of3

performance

May represent the Director at various meetings within the city and the business community

Performs other job duties as assigned

THE REQUIREMENTS Required Possession of a Bachelors degree with major coursework in business or public administration or a related field

Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration

Be a Certified Professional Contracts Manager (CPCM )

Preferred Masters degree with major coursework in business or public administration or a related field

Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements

KNOWLEDGE SKILLS AND ABILITIES Extensive knowledge of principles practices and techniques of large scale government purchasing

Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing

Extensive knowledge of approved purchasing methods including recording buying inspection and shipping methods

Extensive knowledge of the techniques and requirements of specifications preparation

Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased

Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served

Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing

Some knowledge of insurance as it pertains to property liability and surety bonds

Considerable knowledge of Microsoft Word and Excel and the use of office equipment

Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to

httpsagencygovernmentjobscomhollywoodfldefaultcfmaction=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 3of3

other workers accurately and concisely

Skills in application of systems analysis techniques and procedures including consulting with users to determine hardware so~ware or system functional specifications

Ability to communicate effectively both orally and in writing

Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices

Ability to deal effectively with administrative officials and vendors

Ability to obtain and interpret market prices and trends and apply these to procurement problems

https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016

ATTACHMENT 4

ATTACHMENT 4

Jeane Carver-St Luce

From George Keller Sent Monday March 14 2016 328 PM To Chuck Ellis Clay Milan Eric Busenbarrick George Keller Gus Zambrano Jaye Epstein

Jeffrey Sheffel Lorie Mertens-Black Mel Standley Patricia Cerny Philip Sauer Raelin

Storey Raheem Seecharan Raquel Elejabarrieta Shiv Newaldass Steve Joseph Sylvia

Glazer Tammie Hechler Tomas Sanchez Tamikia Bacon Paul Bassar Cc Jeane Carver-St Luce Subject FW MCL Informational Email for Distribution

Importance High

At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations funding expenditures and Points of Contact Other helpful features will include executed copies of contract documents and invoice summaries

Two important take-away from this email

1 If you havent seen the fVICL demonstration please tune into the next City Commission meeting

2 Preliminary planning for a iVICL anticipation go live date--on or about 442016

middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed

middotmiddot Identify and maintain copies of all your award documents and invoices

bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files

The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines

After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support

George

George R heJcr Jr middotLsisrunt Cinmiddot funllltJcI

City of Hollywood ()Ill follrmind R1111tl1UlaquoI VU Bn_rl_)lt)l-f5

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Master Contract List (MCL)

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Agenda

o What is the MCL

D MCL Data

D Demonstration of an Electronic Contract File

o MCL Next Steps v 0 v

o Questions

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What is the MCL bull Summary

o An electronic standardized comprehensive Management Tool-A One Stop Shop For all stakeholders who have a role with contract administration

o Useful real time information such as automatic daily countdowns of days for contracts and insurance expirations funding expenditures and Points of Contact

o Executed copies of contract documents and invoice bullsummaries

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MCL-Next Steps

bull Implementation o The MCL is a priority initiative

bull Continue gatheringupdating all contractual information bull Establishing POCs permission rights

o Coordinating with Financial Services Department in obtaining all invoices

o Working with the Procurement Division with keeping contractual documents updated

o Training Administrative Personnel who will have a procurement role

bull Execution After the City Commission presentation and feedback final developmenttraining sessions-anticipating a go live date April 2016

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ATTACHMENT 5

ATTACHMENT 5

George Keller

From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde

Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney

Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra

Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris

Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz

Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel

Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie

Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran Holycross

Cc Paul Bassar Directors Subject Master Contract List Training

Good Afternoon

The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times

bull Thursday May 26 at lOOpm 200pm 300pm bull Tuesday May 31 at 900am lOOOam l lOOam lOOpm 200pm 300pm bull Wednesday June 1 at 900am lOOOam 11 OOam bull Thursday June 2 at 900am lOOOam l lOOam lOOpm 200pm 300pm

Please let me know what suits you best also the training will be held at room 303

Thank you

Maryury Collier Administrative Specialist II City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 PO Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MColl ierholl ywoodflorg C 11 middot o f ~

H~QQQ Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record

Jeane Carver-St Luce

From Maryury Collier Sent Monday May 02 2016 1024 AM To Administrative Assistant II Cc Directors Paul Bassar Subject Training for the Master Contract List

Good Day

As some ofyou may be aware the City will be implementing an Electronic Contract File- AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed

For your convenience we will be having one h our training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule- Not later than Thursday (552016)

Friday May 6 from 330pm to 430pm

Monday May 9 at 900am to lOOOam bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam

Thank you

Maryury Collier Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 P 0 Box 229045 Hollywood FL 33020 Offi ce 954-921-3221 E-mail MCollierhollywoodflorq Cbullty of ~

H L WOOD t i O~IOA

Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mai l may be subject to disclosure as a matter of public record

ATTACHMENT 6

ATTACHMENT 6City ojJfoywootf PCoritfa DPV

DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT

Date 5252016 Pay to Vendor No Amount of Payment

Name Account No Address Separate Check Requested D City Invoice Number StateZip

Explanation of Payment

Date

Date

Date

Date

Contract InfoNumber Contract Expiration Date

Item Budget Item Description Line Item

l SubscriotionDuesMemberships Fees 2 Postage MeterStamps 3 Host Account Reimbursements 4 LicensesPermitsCertificates 5 Court CostOther Govt AgencvTaxes 6 Real Estate Closing - Attach Stmt 7 Advertising - attach tearsheet 8 Education CoursesSeminars 9 EducationReimbursementsBooks 10 RecordsSlidesFilmsGov Publication 11 Deferred ComoBank Pavments 12 MedicalVeterinarv Pavments 13 Insurance Premiums 14 Grant Disbursements 15 UtilitiesDump Fees 16 Refunds 17 CourierFreight 18 Pettv Cash Reimbursement 19 Other Professional Services 20 Soecial EventsRecr Performances 21 Temoorarv Emolovment Services 22 MealParkinQNiileaQe (1 dav tri-countv)

Unit Quantity

Originated by Dept Head Printed Name

DeptDiv Dept Head Signature

Procurement TypeDoc ---------------- Procurement Appr _

Finance Approval __________ Date Budget Approval

City Commission or City Manager Action Resolution

Unit Price

Total

ExtensionTotal

$000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000

Original Contract Amount Total This Invoice

Amendments Adjustment Total Previous Invoices

Total Contract Amount Total to Date --------------shy

City Manager Signature (if required)

Distribution List Finance Procurement Services Depmtment Copy dpv (rev3l02015)

APPENDIXB

Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073 (954) 895-2949 matthewlal la32 7 5comcastnet

March 11 2016

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022

Dear Wazir

Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016

I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors

~~ Matthew Lalla

cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources

  • Structure Bookmarks
    • BROWARD OFFICE OF THE INSPECTOR GENERAL
    • To and Members City of Hollywood C
    • From John W Scott Inspector General
    • Date June 6 2016
    • Subject Status Report-OIG Final Report Re Misconduct and Gross Mismanagement by the City ofHollywood in the Procurement of Temporary Employment Services Ref OIG 14-027
    • On March 2 2014 the Broward Office of the Inspector General (OIG) issued a final report finding that City of Hollywood officials violated numerous city ordinances policies and procedures to pay approximately $1 million for the services of temporary employees (temps) Specifically we found that the officials
    • At the conclusion of the report the OIG acknowledged the initial remedial steps taken by the city but recommended additional action including-given the potential for further abuse of the DPV payment method-a full audit of DPV payments
    • John W Scol1 Inspector General One North University Drive Suite 11 1 bull Planlalion Florida 33324 bull (954) 357-7873 bull Fax (954) 357-7857 4) 357-TIPS
    • As requested City Administrator Wazir Ishmael has now provided the OIG a status report with attachments which is attached as Appendix A The city states that it s senior management team has communicated publicly and individually that the inappropriate actions that occurred in the past were clearly wrong and unacceptable The city has now implemented numerous protocols and procedures in response to the OIGs investigation Of particular significance the city has created and implemented a contract com
    • The city has also restructured the Procurement Division and reformed oversight of the procurement process The finance director and procurement director overseeing the activities discussed in the final report have since resigned from the city Former Procurement Director Joel Wasserman s resignation is attached at Appendix A and former Finance Director Matthew Lallas resignation is attached as Appendix B The city also provided a repo1i it commissioned from a human resources specialist in response to the
    • However the city failed to address our recommendation that the DPV payments be audited in light of the significant misuse of the mechanism and the corresponding vulnerability to fraud waste and abuse Accordingly the OIG requests that we be provided a supplemental status report within 90 days or by September 5 2016 regarding a DPV audit
    • Attachment
    • cc Wazir Ishmael City Administrator
    • From To Cc
    • Subject Date Attachments
    • MaY Johns InsoectorGeneral Wazir Ishmael City of Hollywoods 90 Day Progress Report Regarding TransHire Tuesday May 31 2016 42804 PM 05 31 16 Letter to Inspector Scott re TransHire 90 Day Progress Reportpdf
    • 05 31 16 Letter to Inspector Scott Attachment lpdf 05 31 16 Letter to Inspector Scott Attachment 2pdf 05 31 16 Letter to Inspector Scott Attachment 3pdf 05 31 16 Letter to Inspector Scott Attachment 4pdf 05 31 16 Letter to Inspector Scott Attachment 5pdf 05 31 16 Letter to Inspector Scott Attachment 6pdf
    • Good afternoon Inspector General shy
    • The City Manager asked that I forward you the City of Hollywoods 90 day progress report that you requested in your final report regarding TransHire
    • Thank you Dr Wazir Ishmael City Manager
    • Executive Assistant City of Hollywood Office of the City Manager 2600 Hollywood Blvd Suite 419
    • PO Box 229045 Hollywood FL 33022-9045 Office 954-921-3201 E-mail
    • fjj
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Office of the City Manager
    • 2600 Hollywood Blvd bull PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (954) 92 1-33 14 bull rg
    • Wazir A Ishmael PhD City Manager
    • SENT VIA EMAIL amp US MAIL
    • May 31 2016
    • Mr John W Scott Inspector General Broward Office of the Inspector General
    • One North University Drive Suite 111 Plantation FL 3324
    • Re Broward Office of the Inspector General Report on Transhire 90 Day Progress Report
    • Dear Mr Scott
    • Please accept this response from the City of Hollywood as the 90 Day Progress Report that you requested in your final report on the above matter First let me assure you that your information findings and recommendations have been fully received acknowledged and communicated widely throughout the City staff Secondly I have discussed the serious nature of the issues identified directly with the Mayor City Commission senior management team staff and members of the public reinforcing that those inap
    • Finally we have collectively implemented and followed a broad spectrum of improvements actions resources training and policies to continue forward the lessons learned in progress of the organization The initiatives we have undertaken exist at the policy level and administrative oversight as well as day to day operations The below information describes those steps in more detail along with the attached documentation and the derived benefit for each Your contribution to stimulating these improveme
    • Our Mission Ve are dedicmcd to providing municipal services for our diverse community in an atmosphere ofcooperation courtesy and respect Yc do this by ensuring all who live work and play in the City of Hollywood enjoy a high quality of life
    • An Equa l Opportunity a nd Serv i ce Provide r Ag e nc y
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2
    • 1 Heightened Awareness Expectations and Standards of Performance
    • The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures
    • 2 Services of an External Consulting Professional (Attachment 1)
    • The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many
    • 3 Organizational Modifications and Reform (Attachment 2)
    • The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have be
    • 4 Human Resources Policy Review and Reform
    • Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced
    • 5 WorkflowBusiness Policies and Procedures Modifications
    • The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3
    • The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions
    • 10 Direct Payment Voucher Procedural Modifications (Attachment 6)
    • The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4
    • The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter
    • Attachments
    • c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors
    • ATTACHMENT 1
    • ATTACHMENT 1
    • PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737
    • Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045
    • March 3 2016
    • Dear Messrs Keller and Standley
    • The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one
    • The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues
    • The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not
    • Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement
    • Sincerely
    • Phil Rosenberg President The HR Doctorreg Inc 954 816-4 737
    • attachment
    • Phil Rosenberg President PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737 On
    • March 3 2016
    • IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES
    • BACKGROUND
    • The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in t
    • With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whet
    • City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in th
    • 1
    • The Inspector Generals report is being taken very seriously by the City It is a call to
    • action and catalyst to go beyond the limited and narrow scope of the report in the
    • interest of making broader administrative improvements
    • As part of the response to the report the City engaged the services of The HR Doctor
    • Inc on January 19 2016 to investigate the background of what occurred and offer
    • opinions and recommendations The deliverable in this situation is the presentation of
    • a written report to the City Manager within 30 calendar days of the date of the approval
    • of the engagement (ie January 19 2016) to address the following issues
    • The HR Doctor Inc was authorized and directed by the City Manager to also provide a
    • broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processe
    • METHODOLOGY
    • The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information
    • 2
    • The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employee
    • To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot
    • FINDINGS AND CONCLUSIONS
    • Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positio
    • r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work
    • 3
    • complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur
    • 4
    • service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement
    • 5
    • over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a n
    • 1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be org
    • 6
    • 7
    • managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to
    • ensure the most competent possible workforce If performance evaluations job
    • descriptions and personnel files generally do not reflect written and on-going
    • efforts to document performance excellence weakness and corrective action
    • even those top managers with property rights (ie those covered by Civil
    • Service) can become less willing to take the risks associated with innovation
    • Clients or customers become frustrated by what they regard as excessive
    • delays and lack of responsiveness
    • 8
    • All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance
    • It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The City
    • RECOMMENDATIONS
    • 9
    • Rescue and Public Utilities The Plan would assign specific staff
    • accountability for each project with completion dates and completion
    • milestones There would then be monthly or quarterly progress reviews
    • by the City Manager
    • 10
    • 11
    • 14The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candi
    • 12
    • day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assis
    • SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING
    • PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION
    • THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS
    • SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE
    • ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK
    • ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR
    • THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY
    • CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE
    • 13
    • pro quos such as additional benefits In the absence of such voluntary
    • exemption attrition should be used so that future incumbents in selected
    • positions would be hired as at will employees
    • 14
    • Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside
    • over a facilitated focus group of top users and current IT staffs to
    • prioritize projects identify needs and resources and prepare an IT
    • Business Plan for review by the City Manager Likewise in this reviewers
    • opinion being familiar with the installation of new large IT activities
    • overlaid on existing staff requirements adding a graduate intern as an at
    • will employee for one year would provide a new resource to the IT
    • Director to more rapidly implement the programs he will be asked to bring
    • to fruition This would be in addition to whatever staffing or consultant
    • resources are brought to bear for the Enterprise Resource System
    • 15
    • for another perhaps even more costly organizational problem in the
    • future
    • 25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential s
    • Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement pr
    • middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in
    • 26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots adm
    • 16
    • process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process
    • No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and mana
    • It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees -that they are the Citys
    • 17
    • vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances
    • The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading manager
    • 18
    • ATTACHMENT 2
    • ATTACHMENT 2
    • CITY of HOLLYWOOD FLORIDA
    • Office of the City Manager
    • 0
    • 2600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (95-1) 921-3314 deg
    • Wazir A Ishmael PhD City Manager
    • March 18 2016
    • The Honorable Mayor Vice Mayor
    • and Members of the City Commission City of Hollywood Hollywood FL 33020
    • Mayor Vice Mayor and City Commissioners
    • This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016
    • We thank him for his services and wish him well in his future endeavors
    • Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller
    • Should you have any questions I am available at your convenience
    • Sincere I
    • Dt~tr A Ishmael Ciey(Janager
    • c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director
    • Our Mission Yl arc dcdic 11td lO proiding municip1l scrvictS for our diverse co mrnuniry in an atn1osphLrl of tOOperalion courtesy and respect
    • Xie do 1his hy ensu ring gtII who live work and pby in die Cit) of loll)~VOoJ enjoy a high qnlil oflifo
    • hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y
    • Dr Wazir Ishmael
    • City Manager City of Hollywood
    • 2600 Hollywood Blvd
    • Hollywood Florida 33020
    • Dr Ishmael
    • As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities
    • In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life
    • Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and cap
    • Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices
    • I wish the City of Hollywood and the dedicated employees much luck with their future endeavors
    • Sincerely
    • Jocent Wasserman Director Procurement Services
    • ATTACHMENT 3
    • City of Hollywood Florida -Class Specification Bulletin Page 1of3 ATTACHMENT 3
    • https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016
    • performance
    • May represent the Director at various meetings within the city and the business community
    • Performs other job duties as assigned
    • Required Possession of a Bachelors degree with major coursework in business or public
    • administration or a related field
    • Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration
    • Be a Certified Professional Contracts Manager (CPCM )
    • Preferred Masters degree with major coursework in business or public administration or a related field
    • Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements
    • Extensive knowledge of principles practices and techniques of large scale government purchasing
    • Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing
    • Extensive knowledge of approved purchasing methods including
    • recording buying inspection and shipping methods
    • Extensive knowledge of the techniques and requirements of specifications preparation
    • Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased
    • Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served
    • Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing
    • Some knowledge of insurance as it pertains to property liability and surety bonds
    • Considerable knowledge of Microsoft Word and Excel and the use of office equipment
    • Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to
    • 5252016
    • City of Hollywood Florida -Class Specification Bulletin Page 3of3
    • other workers accurately and concisely Skills in application of systems analysis techniques and
    • procedures including consulting with users to determine hardware so~ware or system functional specifications
    • Ability to communicate effectively both orally and in writing
    • Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices
    • Ability to deal effectively with administrative officials and vendors
    • Ability to obtain and interpret market prices and trends and apply these to procurement problems
    • https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016
    • ATTACHMENT 4
    • ATTACHMENT 4
    • Jeane Carver-St Luce
    • At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations fun
    • Two important take-away from this email
    • middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed
    • middotmiddot Identify and maintain copies of all your award documents and invoices
    • bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files
    • The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines
    • After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support
    • George
    • George R Jr middotLsisrunt Cinmiddot funllltJcI
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    • FLORIDA
    • Master Contract List (MCL)
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    • What is the MCL
    • bull Summary
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    • bull TCITY MANAGERMCL Demo
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    • MCL-Next Steps
    • oYWOo)
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    • ATTACHMENT 5
    • ATTACHMENT 5
    • George Keller
    • From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde
    • Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice
    • Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris
    • Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick
    • Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz
    • Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel
    • Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie
    • Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran
    • Holycross
    • Cc Paul Bassar Directors Subject Master Contract List Training
    • Good Afternoon
    • The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times
    • Please let me know what suits you best also the training will be held at room 303
    • Thank you
    • Maryury Collier
    • Administrative Specialist II
    • City of Hollywood
    • Financial Services
    • 2600 Hollywood Blvd Suite 303
    • PO Box 229045 Hollywood FL 33020 Office 954-921-3221
    • C 11 middot of ~
    • H~QQQ
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Jeane Carver-St Luce
    • Good Day
    • As some ofyou may be aware the City will be implementing an Electronic Contract File-AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed
    • For your convenience we will be having one hour training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule-Not later than Thursday (552016)
    • Friday May 6 from 330pm to 430pm Monday May 9 at 900am to lOOOam
    • bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam
    • Thank you
    • Maryury Collier
    • Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303
    • P 0 Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MCollierhollywoodflorq
    • Cbullty of ~
    • H L WOOD
    • t i O~IOA
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • ATTACHMENT 6
    • ATTACHMENT 6
    • City ojJfoywootf PCoritfa
    • DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT
    • Date Date Date Date Contract InfoNumber Contract Expiration Date
    • Original Contract Amount Total This Invoice
    • Amendments Adjustment Total Previous Invoices
    • APPENDIXB
    • Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073
    • (954) 895-2949 matthewlalla3
    • March 11 2016
    • Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022
    • Dear Wazir
    • Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016
    • I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors
    • ~~
    • Matthew Lalla
    • cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources
Page 16: BROWARD OFFICE OF THE INSPECTOR GENERAL€¦ · Broward Office of the Inspector General Page 2 . 1. Heightened Awareness, Expectations and Standards of Performance . The senior management

service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement

6 This author notes that it is one of the weaknesses of the Inspector General process that it merely reviews particular transactions without conveying a sense of understanding and appreciation for the larger background issues which are important contributors to a particular circumstance While it is certainly beyond the scope of an IG report to offer recommendations for overall improvement the narrow focus can ironically add to elected and appointed official frustrations

7 The extraordinary financial situation of the City combined with administrative policies and practices which are not up-to-date compounded the very legitimate and extremely time sensitive problem of vacancies in critical Police Department positions There are no departments in any city or county government with greater potential for huge liability when processes and people are not effectively managed than Police Fire-Rescue and as recent water treatment failures in Michigan highlight Public Utilities In the case of the Police Department extraordinary numbers of sworn Police Officers and other employees left the City Many did so based on their eligibility to retire Clearly frustration at the state of affairs in the City caused tremendous frustration as evidenced by the labor relations situation and lack of confidence in City leadership at the time

8 Another factor is the generally high turnover financial urgency notwithstanding in both the sworn and the civilian areas of law enforcement principally 911 Emergency Dispatchers Such turnover and the very significant training and supervision needs for new employees in these areas created a situation in which public safety was directly and seriously threatened Vacancies in these areas not only threaten public safety - the city governments core function - but also created a poor work environment for others in the organization The concept of constant staffing or minimum staffing governs how operations such as Police Fire-Rescue and Utilities operate That is it takes various minimum levels of staffing to keep a rescue vehicle in service for example It takes a minimum complement of staff to operate a 911 Dispatch Center or a minimum number of Certified Treatment Plant Operators in Utilities When a vacancy occurs or even a temporary absence occurs due to illness or vacation the operation will immediately have to require overtime work by other employees This is rarely a significant problem when an organization staffing level is set to recognize this inherent need However when the number of approved positions is too small or remains static for years while population growth and service demands increase the result can be a constant barrage of overtime mandates This places increasingly serious and ongoing stress on staff members This in turn creates harm both in terms of family dysfunction and in terms of fueling a desire to leave the organization

9 In the case of Hollywoods 911 Dispatch service at that time the entire situation was further compounded by the failure of County government to effectively take

5

over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a need for rapid action to provide staffing support Such a need places major burdens on central service areas in particular Procurement and Human Resources to meet user needs in an emergency The Inspector Generals report itself recognizes as legitimate and urgent the staffing situation which led to the use of temporary personnel as described in this report This Reviewer certainly concurs with that finding and goes on to note that these needs could have and should have been anticipated and controlled for That was not done - a circumstance which also contributed to the cascading problems that occurred

1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be organizational pride at the level where people work every day This can contribute to a healthy morale building and mutually supportive environment However it can also lead to a situation in which the displayed loyalty may foster defensiveness and reduced accountability for an overall City need When policies in central services are old when training is ineffective and when no specific chain of accountability is present and understood by all statements will emerge such as what happened was not our fault We only did what this or that other department called for I assumed that other people had checked transactions for rule compliance etc

11 This kind of loyalty displacement is compounded when administrative practices are not kept up-to-date adequate training is not provided in a compelling ongoing and accountable way and when top leadership changes occur repeatedly There must be a continuous reinforcement by the elected officials and the appointed leaders reporting to the City Manager of a mandate for unity An appreciation that the employer fundamentally is the City government as a whole must be reinforced and that no employee is to be allowed to walk by something wrong Rather employees are to be individually accountable to take steps to verify procedural compliance They are to have the courage and the responsibility to act when they question whether behavior or performance might be improved The organizational culture must include a strong appreciation that the organizations overall needs must be supported and that leaders sincerely want suggestions for improvement

6

12 The Civil Service system of the City of Hollywood is a rather classic model enshrining the principles put in place to combat the spoils system in the federal system in 1885 The intentions are honorable and very appropriate to the maintenance of a City service in which appointments result from competitive jobshyrelated and public recruitment and testing processes Even though the Civil Service Ordinance was reviewed in 2010 the core elements were reflected two generations ago in the 1970s They contain rules regulations and procedures which are restrictive and process oriented as much or more than they are outcome oriented

13 Civil Service practices predate union representation of local government employees However today the City workforce contains nearly 1500 full time employees of which less than about one hundred are unrepresented (ie less than seven percent) Therefore the large majority of employees are covered under the provisions of collective bargaining agreements which supersede the Civil Service Rules in key matters such as vested rights and disciplinary appeals These agreements also establish an array of procedural rights and safeguards against management capriciousness in personnel actions These include provisions for binding and compulsory review of terminations demotions and suspensions on appeal by outside third-party decision-makers It is also not unusual for collective bargaining agreements to contain restrictions on appointment decisions by management - formerly the exclusive and core component along with disciplinary action of Civil Service These changes and overlapping coverages developed over decades create precedents time constraints and restrictions on management flexibility especially regarding the employment of top executives

14 The extent of Civil Service property rights for senior management positions coverage can result in significant restrictions on the ability of the City Manager to take effective disciplinary or corrective action In Hollywood Civil Service coverage extends to employees below the rank of department head The result is that the ability of the City Manager to shape a top management team can be significantly and adversely affected In modern public and private business administration there is a critical need for a leadership team responsive to innovation and the overall management direction and philosophy of the top elected and appointed executives Around the country there are efforts underway to review the less than responsive and timely portions of Civil Service to better balance the need for such flexibility with the traditional safeguards provided by the system Hollywood would be well served by undertaking such a rebalancing review

15 In a system where restrictions and safeguards are out of balance with the needs for flexible and timely actions the result is management reluctance or inability in many cases to take the actions necessary to improve efficiency flexibility innovation and positive public service attitudes Though only a minority of employees may consistently perform or behave weakly nonetheless

7

managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to ensure the most competent possible workforce If performance evaluations job descriptions and personnel files generally do not reflect written and on-going efforts to document performance excellence weakness and corrective action even those top managers with property rights (ie those covered by Civil Service) can become less willing to take the risks associated with innovation Clients or customers become frustrated by what they regard as excessive delays and lack of responsiveness

16 The relatively recent hires of Department Heads in Information Technology Human Resources Fire-Rescue and Police are well regarded as signs and opportunities that progressive and positive changes can be made These rather new department heads will need active support and direction from the City Manager and encouragement from the City Commission to create and implement aggressive agendas and client focused practices Such support will help the other Directors create similar agendas and help the City Manager succeed in the development of an accountable team

17 The inertia and difficulty in instituting progressive change in performance or behavior is the result of a build up over years of circumstances in which precedents and rules can be confusing The ability to hold individuals especially managers directly and specifically accountable is exemplified by comments and opinions offered during interviews and suggested in what the Inspector Generals findings laid out They are exemplified by paraphrased interview comments such as the following

bull Departments operate separately bull There is a sense of frustration with centralized services bull Workarounds are needed to continue with operational work bull Procurement recommendations are based on practices that involve constant

delays and disagreements bull Recommendations may be based on best procurement practices but not on

whats best for making the operation successful bull There is a continuous uphill battle bull More willingness is needed to find common ground between operational

efficiency and process frustration with Finance involving budget and clarity in understanding how much money is available

bull Operational problems are compounded by personnel not willing to change and not solution driven

bull Operational departments more so than central services feel that there are tribes or silos

bull The priority should be on what operational functions are trying to accomplish bull More central functioning as a team is needed especially in the among the

centralized departments

8

bull There is a sense that Payroll Budget IT Procurement and HR systems are antiquated leading to workarounds and frustration

bull Procurement is regarded as a delaying culprit bull Some top managers feel that they do not have a sufficient say in the formulation

of their department budgets and that information needs fall on deaf ears bull There is considerable hope that the concept of an enterprise resource

management program (ERP) will benefit the City and assist in creating more united efforts

bull There is generally defensiveness among employees whose areas were mentioned in the Inspector General report The sense is that the report created an inaccurate impression with some individuals who regarded as insulting and misleading

All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance

It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The Citys ability to hold staff members accountable evaluate their performance take disciplinary corrective action and recognize and reward performance excellence is critical Those abilities need enhancing as a priority for the City Manager They need elected official support

RECOMMENDATIONS

1 Conduct an HR Diagnostic Review presided over by the Director of Human Resources The review constitutes a stakeholder staff Civil Service Commissioner and union process assessment The outcome will be a strategic blueprint for process improvement in the form of a report to the City Manager

2 As a result of the Diagnostic create a Human Resources Business Plan to assign specific How Many By When responsibility to implement the improvements identified in the Diagnostic The Plan would be led by the Director of Human Resources and would include both those projects general in nature for the City and those more specific to the HR needs of selected operational departments specifically including Police Fireshy

9

Rescue and Public Utilities The Plan would assign specific staff accountability for each project with completion dates and completion milestones There would then be monthly or quarterly progress reviews by the City Manager

3 Review and update all position descriptions not already encompassed within the current Compensation work being done by Evergreen Consulting Begin first with those in the Police Department This is a project which can be completed within six months and can be accomplished using internal resources While there are hundreds of positions in the City service most will fall within 10 or fewer job classifications such as Law Enforcement Officer and Firefighter

4 Add to every position description the essential function of effectively and positively representing the City in delivering and performing their work with colleagues and clients irrespective of gender race religion age disability political affiliation or belief or sexual orientation In other words clearly establish the attitudes and behaviors reflected above as essential elements of every City position

5 Add to every position description the essential function of maintaining effective and professional relationships with work colleagues supervisors and managers

6 Select those City policies which are associated with the identification mitigation and control of liabilities and launch a project for the rapid upgrading and modernizing of each of those policies The highest priority would go to the installation of policies such as Whistleblower Protection and use of Social Media which do not currently exist Next would follow the updating of those existing policies associated with liabilities such as bullying sexual-harassment unlawful discrimination workplace violence and effective colleague relationships

7 In the case of a Whistleblower Protection policy the City should consider using an outside receiver for intake of Whistleblower allegations of wrong doing This would permit an initial assessment of the nature of the allegations outside of the chain of command followed by appropriate referral for followup The result would likely be a greater sense of confidence for persons who in good faith feel that something needs addressing within the organization

8 Add as a heavily weighted criterion for all promotions the criteria of actively supporting teamwork organization-wide unity and effective collegial relationships Create behavioral assessment questions accordingly

10

9 Add as a significant performance evaluation criterion in all evaluations the assessment of an individuals commitment performance and behavior in actively supporting organization-wide team unity and effective collegial relationships

10 Develop and implement in the Civil Service selection process during initial hiring behavioral challenges to assess the degree to which a candidate demonstrates a commitment to teamwork and positive interpersonal cooperation This could take the form of a focused video scenario-based process similar to the commonly used law enforcement selection tool Behavioral Personnel Assessment Device (BPAD) It could be developed within the Department with involvement by Law Enforcement Officers

11 The grievance procedures in all bargaining units should be amended to include a new step Advisory Opinion of the Director of Human Resources This step would provide that the Director might agree at any step in the process at the request of either party or on her own motion to offer a written or non-written non-binding opinion as to any aspect of the grievance This could include suggestions for mediation or at a minimum offer another viewpoint on the subject The Advisory Opinion would not carry with it specific timeframes nor would it replace any of the decision-makers authority and responsibility in the procedures It would however provide a tool which the City and the employees would find valuable in the future for problem resolution Adding the step of course would follow reviewing the matter with unions involved

12 Prepare a draft of an amended discipline article for the collective bargaining agreements under which a written reprimand would no longer be subject to binding and compulsory arbitration The Amendment would provide in other words that the City Managers decision would be final Appeals could not be further filed to binding and compulsory outside arbitration This draft recognizes that a written reprimand does not result in the loss of property and is therefore not constitutionally protected as a vested right It would recognize that despite this change aggrieved employees who feel that discipline decisions or counseling ~omments are based on unlawful discrimination or retaliation still have other appeal opportunities on that specific basis This draft policy should be shared in writing with the union presidents in advance of collective bargaining and aggressively pursued by the City during upcoming negotiations It is likely that the unions would appreciate the importance of such a streamlining of the disciplinary procedure and would recognize that in and of itself fears that the change would result in a flood of reprimands are unfounded The Police agreement does not provide for appeals when observable behavior results in a written notice Therefore the foregoing recommendation would not apply to the Police bargaining unit

11

13 Consider the out-stationing of a current Police Officer position already working on human resources matters such as background investigations or Internal Affairs to be physically located in a private office in the Human Resources Department There would be career development benefits for the Officer team building communications improvement for both departments and additional security readily available for both HR and Risk ManagementLabor Relations The Chief and the Director of Human Resources should have no problem in coordinating workflow or resolving assignment conflicts by joint communications The work is being done already anyway The out-stationed location would only create additional benefits

14 The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candidates can be facilitated via recommendations from graduate programs at local universities such as those involving Public Administration Criminal Justice Human Resources or other relevant academic programs This can also be a tool in the Citys workforce diversity efforts while also enhancing the capacity of the Human Resources Department to manage multiple management issues concurrently Assignment of two Graduate Interns for a period not exceeding one year would be a catalyst in driving some of the recommendations in this report It would also provide some needed relief for the Director of Human Resources to devote the necessary time to actively lead strategic progress

15 Performance evaluation criteria should be augmented to include a section on Representation of the City and the Department This section would assess an employees behavior and performance over the prior year in relation to whether or not it reflected positively within and outside of City Government Every staff member represents the City as well as their Departments As such they have a responsibility to be taken more seriously than ever before to engage in interpersonal skills reflecting in a positive manner on their individual professionalism

16 The work of top leaders in a dynamic City government such as a Police or Fire-Rescue Chief and a Director of Human Resources involves a very substantial amount of time spent in the management of Human Resources issues Often these can be of higher liability than those which might arise in other City departments For example arguably the day-toshy

12

day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assistant City Managers fulfill most of that need especially with regard to Police and Fire command staff counseling However a coach for other leaders would be a valuable asset to have in place

SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE

17 Part of an executive development program can be what amounts to an Internal Fellowship in which a newly promoted Manager gets assigned to work as a Special Assistant to the City Manager or an Assistant City Manager for a period such as three to six months This would allow for example a newly promoted executive in the Police Department to play an important role in the overall City budget process in Collective Bargaining with a non-law enforcement bargaining unit or to assist in a high-priority policy matter determined by the City Manager At the end of the Fellowship period the individual would return to their new role in their home Department with a greater appreciation than ever before about the larger issues facing executive leaders in the City

18 The Civil Service Ordinance should be amended to increase the number of positions exempt from Civil Service coverage Employees in such exempt positions would then serve at will Serving at will means that these employees may be disciplined or even terminated for any reason or no reason as long as the actions do not occur because of illegal reasons Current rules are too restrictive for the city to be as flexible as it needs to be in developing accountable and responsive executive staff Division Directors support staff in the City Managers Office as well as those in the City Attorneys Office and Labor Relations and Risk Management areas are appropriate candidates for at will service Current incumbents who enjoy property rights may not have those rights stripped away involuntarily as long as the incumbents are employed However they may voluntarily waive such rights in trade for some quid

13

pro quos such as additional benefits In the absence of such voluntary exemption attrition should be used so that future incumbents in selected positions would be hired as at will employees

19 A predictive staffing study should be conducted in departments utilizing a constant staffing structure - typically Police Fire-Rescue and Water and Wastewater Treatment Plant operations The study would make reasonable estimates based primarily on length of service and employee surveys to determine the likely extent and timing of future vacancies From that information the city can prepare in advance to have vacancies filled immediately upon turnover if not before Civil Service eligibility lists can be maintained for immediate use without having to begin recruitments from scratch The staffing needs in the Police Department were major contributing factors to the issues addressed in the Inspector Generals report Predictive staffing actions can reduce the likelihood that that critical situations will happen again

20 As a corollary to predictive staffing the City should consider over staffing in selected areas of the workforce with short-term temporary employees drawn off Civil Service eligible lists These employees would transition immediately into the regular workforce and be given credit for their temporary service as part of their probationary periods The result can be a cadre of employees already trained and ready to assume the regular workforce duties of the positions There will always be some number of vacancies in a city or county workforce as large as Hollywoods These vacancies may be funded in the budget such that hiring some additional Police Officers or Firefighters beyond the allocated limits in the budget might be funded with the salaries of vacant positions providing offsets Currently in conservatively funded constant staffing operations if a vacancy occurs due for example to long-term absences such as illness the staffing void must be filled at a rate of time and a half by overtime mandates This does nothing to prepare new employees to immediately step in as vacancies occur

21 The Civil Service rules currently operate on the basis of a narrow rule of three In this selection rule the Department Director acting for the City Manager is limited to no more than the top three candidates presented from civil service eligible lists In a system where the filling of vacancies may take considerable time or eligible lists may be many months old a rule of three is too limiting Broader certification rules such as a rule of five or a rule of the rank would offer more needed flexibility without sacrificing civil service principles

22 The Citys Information Technology (IT) function is an area often needing particular candidate expertise not generally available within classical Civil Service recruiting methods New projects such as the organization-wide

14

Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside over a facilitated focus group of top users and current IT staffs to prioritize projects identify needs and resources and prepare an IT Business Plan for review by the City Manager Likewise in this reviewers opinion being familiar with the installation of new large IT activities overlaid on existing staff requirements adding a graduate intern as an at will employee for one year would provide a new resource to the IT Director to more rapidly implement the programs he will be asked to bring to fruition This would be in addition to whatever staffing or consultant resources are brought to bear for the Enterprise Resource System

23 The City uses the procurement process to solicit a variety of benefit contracts often amended annually for health insurance dental life and other products These represent significant expenditures and cover all full-time employees their dependents and retirees In the face of complex and changing insurance rules deadlines engagements with insurance companies and much more a special expertise is required to look after the City of Hollywoods best interests Monitoring utilization developing innovations and cost containment strategies and being able to negotiate aggressively with insurance providers is best managed by outside expertise engaged by the City Currently the procurement elements of this process are managed by the Human Resources Director - along with_her many other responsibilities - not to mention the process improvements called for in this report The City should use professional procurement practices to select a consultantbroker to represent the City The result can be a tighter control on a very significant area of cost and administration This should be done well in advance of the expiration of benefit contracts in the year to come

24 This Reviewer urges the City to be especially wary of vendor promises with regard to the implementation of an expensive organization-wide enterprise resource program Vendors may make what have previously been called piecrust promises - easily made easily broken The vendor support team may well experience staff turnover Resources will be shifted to other clients The estimated time and cost of system installation may stretch well past the budgeted and anticipated costs originally proposed Aggressive steps under the leadership of the IT director in terms of milestones required of vendors performance penalties built into contracts as well as performance rewards should be considered and implemented If this vigorous enforcement approach does not happen and this large-scale IT project is managed in a way similar to the management of temporary needs reported by the IG the stage will be set

15

for another perhaps even more costly organizational problem in the future

25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential services are the ultimate responsibility of every manager With regard to the core area of Procurement however the job description for the Procurement Manager is clear in its requirements that it is this employee who is responsible for the management and oversight of contracts or particular department services Regardless of the past practices and exigencies of staffing needs in 2013 and 2014 this fundamental element of the Procurement responsibility was not met

Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement professional with years of experience Leadership direction

middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in a better position to determine the future reporting relationships for this important function

26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots administration and finance as well as HR and other central services should convene a stakeholder summit to bring out these concerns and address them The primary outcome would be budget

16

process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process

27 Direct payment vouchers related to any procurement and contractorvendor remuneration should be reviewed by and signed off directly by the Contract Compliance Manager This is especially true in what would be his broader role if the recommendation to place Procurement under his management were implemented In reviewing a sampling of such vouchers for temporary services during the IG report period it was noted that many did not have Department Head signatures Even the Procurement Office itself used such services although the clear focus was on the activities in Police

28 Meeting any staffing need through a temporary services company should require a specific review and sign off by the Director of Human Resources She would be asked to attest to the fact that HR is not capable of meeting the needs presented by the operating department and to explain why this need cannot be met through City procedures and practices In the case of what might be an ongoing need the Director would be required to explain whether actions can be instituted to change that scenario so that an ongoing use of temporary help from an outside vendor can be reduced if not eliminated

29 Finally this Reviewer notes that recommendations to the City Manager concerning the prospects of disciplinary action were part of this engagement Those recommendations will following consultation with the City Manager be presented as a verbal briefing to him so that his ability to respond to organizational needs is not compromised unduly in the very sensitive areas of staff relations

No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and managed assertively formally and consistently by their managers If the warnings and corrective action opportunities do not change the weak behavior these employees should be demoted or terminated If such actions become necessary it will ironically not be the City which acts it will in reality be the employee him or herself who provokes the action

It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees - that they are the Citys

17

vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances

OVERALL IMPRESSION

The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading managers to feel that the systems in place could meet their needs With a strong past sense of inertia rather than innovation and process improvement factoring into what occurred the City is best and most constructively served by the City Manager acting aggressively to improve internal processes make the improvements more visible and make those now responsible for the Procurement and utilization of services more accountable He is well able to use his strong communications skills and sense of ethics to deliver clear messages of professional expectation and enforce those expectations going into the future

18

ATTACHMENT 2

ATTACHMENT 2

CITY of HOLLYWOOD FLORIDA Office of the City Manager

02600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045 Phone (95 4) 921 -3201 bull Fax (95-1) 921 -3314 deg wwwhullywoodflorg

Wazir A Ishmael PhD City Manager

March 18 2016

The Honorable Mayor Vice Mayor and Members of the City Commission

City of Hollywood Hollywood FL 33020

Mayor Vice Mayor and City Commissioners

This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016

We thank him for his services and wish him well in his future endeavors

Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller

Should you have any questions I am available at your convenience

Sincere I

DtJJ~tr A Ishmael Ciey(Janager

c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director

Our Mission Y l arc dcdic 11 t d lO proiding municip1 l scrvictS for our diverse co mrnuni ry in an atn1osphL rl of tOOperal ion courtesy and respect

Xie do 1h is hy ensu ri ng gtII who li ve work and pby in die C it) of l o ll )~VOoJ enjoy a high qnli l of lifo

hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood Florida 33020

Dr Ishmael

As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities

In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life

Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and capital improvements

Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices

I wish the City of Hollywood and the dedicated employees much luck with their future endeavors

Sincerely

faL--shyJocent Wasserman Director Procurement Services

ATTACHMENT 3

City of Hollywood Florida - Class Specification Bulletin Page 1of3

ATTACHMENT 3

Contract Compliance Officer Class Code

1138

Bargaining Unit Management CITY OF HOLLYWOOD FLORIDA Revision Date Apr 29 2015

SALARY RANGE

$3310 - $5296 Hourly $264809 - $423694 Biweekly

$6885030 - $11016048 Annually

JOB DESCRIPTION

This is advanced responsible professional and administrative work involving contract certification contract compliance and management for all vendors bidders and proposers conducting business with the City coordination of procurement activities and office and field monitoring Work involves providing managerial assistance to the Assistant City Manager for Finance and Administration in managing and monitoring contracts for compliance developing policies procedures rules and regulations for Citywide purchasing and coordinating the resolution of problems with vendors bidders and proposers

The incumbent exercises a considerable degree of independent judgment Employee is expected to make independent decisions in conformance with applicable laws rules and regulations governing the public purchase of commodities and services as well as standard public purchasing policies and procedures

EXAMPLES OF DUTIES

Reviews all City contracts for compliance and adherence to proper procedures including but not limited to confirmation of proper authority adherence to appropriate procurement procedures identification of time frames satisfaction of insurance requirements verification of available funding review of scope of services and notification of upcoming expiration

Assists in developing new and improved procedures concerning City purchasing activities Recommends corrective actions where applicable

Advises City departmentspersonnel on purchasing procedures to ensure proper compliance with Citys purchasing policies and procedures

Assists user departments in the informal competitive negotiated process for acquisition of professionalpersonal services

Reviews specifications from departments to procure goods and services of a complex andor technical nature

Monitors the evaluation andor negotiation process for acquisition of professionalpersonal services to ensure that proposals have been evaluated andor negotiated in accordance with solicitation document and city purchasing policies and procedures

Conducts preliminary investigations and make finding-of-fact reports on contractual bid disputes bid protests proposed debarment bidder non-responsibility and vendor nonshy

https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 2of3

performance

May represent the Director at various meetings within the city and the business community

Performs other job duties as assigned

THE REQUIREMENTS Required Possession of a Bachelors degree with major coursework in business or public administration or a related field

Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration

Be a Certified Professional Contracts Manager (CPCM )

Preferred Masters degree with major coursework in business or public administration or a related field

Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements

KNOWLEDGE SKILLS AND ABILITIES Extensive knowledge of principles practices and techniques of large scale government purchasing

Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing

Extensive knowledge of approved purchasing methods including recording buying inspection and shipping methods

Extensive knowledge of the techniques and requirements of specifications preparation

Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased

Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served

Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing

Some knowledge of insurance as it pertains to property liability and surety bonds

Considerable knowledge of Microsoft Word and Excel and the use of office equipment

Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to

httpsagencygovernmentjobscomhollywoodfldefaultcfmaction=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 3of3

other workers accurately and concisely

Skills in application of systems analysis techniques and procedures including consulting with users to determine hardware so~ware or system functional specifications

Ability to communicate effectively both orally and in writing

Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices

Ability to deal effectively with administrative officials and vendors

Ability to obtain and interpret market prices and trends and apply these to procurement problems

https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016

ATTACHMENT 4

ATTACHMENT 4

Jeane Carver-St Luce

From George Keller Sent Monday March 14 2016 328 PM To Chuck Ellis Clay Milan Eric Busenbarrick George Keller Gus Zambrano Jaye Epstein

Jeffrey Sheffel Lorie Mertens-Black Mel Standley Patricia Cerny Philip Sauer Raelin

Storey Raheem Seecharan Raquel Elejabarrieta Shiv Newaldass Steve Joseph Sylvia

Glazer Tammie Hechler Tomas Sanchez Tamikia Bacon Paul Bassar Cc Jeane Carver-St Luce Subject FW MCL Informational Email for Distribution

Importance High

At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations funding expenditures and Points of Contact Other helpful features will include executed copies of contract documents and invoice summaries

Two important take-away from this email

1 If you havent seen the fVICL demonstration please tune into the next City Commission meeting

2 Preliminary planning for a iVICL anticipation go live date--on or about 442016

middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed

middotmiddot Identify and maintain copies of all your award documents and invoices

bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files

The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines

After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support

George

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Master Contract List (MCL)

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Agenda

o What is the MCL

D MCL Data

D Demonstration of an Electronic Contract File

o MCL Next Steps v 0 v

o Questions

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What is the MCL bull Summary

o An electronic standardized comprehensive Management Tool-A One Stop Shop For all stakeholders who have a role with contract administration

o Useful real time information such as automatic daily countdowns of days for contracts and insurance expirations funding expenditures and Points of Contact

o Executed copies of contract documents and invoice bullsummaries

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MCL-Next Steps

bull Implementation o The MCL is a priority initiative

bull Continue gatheringupdating all contractual information bull Establishing POCs permission rights

o Coordinating with Financial Services Department in obtaining all invoices

o Working with the Procurement Division with keeping contractual documents updated

o Training Administrative Personnel who will have a procurement role

bull Execution After the City Commission presentation and feedback final developmenttraining sessions-anticipating a go live date April 2016

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ATTACHMENT 5

ATTACHMENT 5

George Keller

From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde

Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney

Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra

Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris

Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz

Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel

Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie

Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran Holycross

Cc Paul Bassar Directors Subject Master Contract List Training

Good Afternoon

The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times

bull Thursday May 26 at lOOpm 200pm 300pm bull Tuesday May 31 at 900am lOOOam l lOOam lOOpm 200pm 300pm bull Wednesday June 1 at 900am lOOOam 11 OOam bull Thursday June 2 at 900am lOOOam l lOOam lOOpm 200pm 300pm

Please let me know what suits you best also the training will be held at room 303

Thank you

Maryury Collier Administrative Specialist II City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 PO Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MColl ierholl ywoodflorg C 11 middot o f ~

H~QQQ Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record

Jeane Carver-St Luce

From Maryury Collier Sent Monday May 02 2016 1024 AM To Administrative Assistant II Cc Directors Paul Bassar Subject Training for the Master Contract List

Good Day

As some ofyou may be aware the City will be implementing an Electronic Contract File- AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed

For your convenience we will be having one h our training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule- Not later than Thursday (552016)

Friday May 6 from 330pm to 430pm

Monday May 9 at 900am to lOOOam bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam

Thank you

Maryury Collier Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 P 0 Box 229045 Hollywood FL 33020 Offi ce 954-921-3221 E-mail MCollierhollywoodflorq Cbullty of ~

H L WOOD t i O~IOA

Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mai l may be subject to disclosure as a matter of public record

ATTACHMENT 6

ATTACHMENT 6City ojJfoywootf PCoritfa DPV

DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT

Date 5252016 Pay to Vendor No Amount of Payment

Name Account No Address Separate Check Requested D City Invoice Number StateZip

Explanation of Payment

Date

Date

Date

Date

Contract InfoNumber Contract Expiration Date

Item Budget Item Description Line Item

l SubscriotionDuesMemberships Fees 2 Postage MeterStamps 3 Host Account Reimbursements 4 LicensesPermitsCertificates 5 Court CostOther Govt AgencvTaxes 6 Real Estate Closing - Attach Stmt 7 Advertising - attach tearsheet 8 Education CoursesSeminars 9 EducationReimbursementsBooks 10 RecordsSlidesFilmsGov Publication 11 Deferred ComoBank Pavments 12 MedicalVeterinarv Pavments 13 Insurance Premiums 14 Grant Disbursements 15 UtilitiesDump Fees 16 Refunds 17 CourierFreight 18 Pettv Cash Reimbursement 19 Other Professional Services 20 Soecial EventsRecr Performances 21 Temoorarv Emolovment Services 22 MealParkinQNiileaQe (1 dav tri-countv)

Unit Quantity

Originated by Dept Head Printed Name

DeptDiv Dept Head Signature

Procurement TypeDoc ---------------- Procurement Appr _

Finance Approval __________ Date Budget Approval

City Commission or City Manager Action Resolution

Unit Price

Total

ExtensionTotal

$000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000

Original Contract Amount Total This Invoice

Amendments Adjustment Total Previous Invoices

Total Contract Amount Total to Date --------------shy

City Manager Signature (if required)

Distribution List Finance Procurement Services Depmtment Copy dpv (rev3l02015)

APPENDIXB

Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073 (954) 895-2949 matthewlal la32 7 5comcastnet

March 11 2016

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022

Dear Wazir

Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016

I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors

~~ Matthew Lalla

cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources

  • Structure Bookmarks
    • BROWARD OFFICE OF THE INSPECTOR GENERAL
    • To and Members City of Hollywood C
    • From John W Scott Inspector General
    • Date June 6 2016
    • Subject Status Report-OIG Final Report Re Misconduct and Gross Mismanagement by the City ofHollywood in the Procurement of Temporary Employment Services Ref OIG 14-027
    • On March 2 2014 the Broward Office of the Inspector General (OIG) issued a final report finding that City of Hollywood officials violated numerous city ordinances policies and procedures to pay approximately $1 million for the services of temporary employees (temps) Specifically we found that the officials
    • At the conclusion of the report the OIG acknowledged the initial remedial steps taken by the city but recommended additional action including-given the potential for further abuse of the DPV payment method-a full audit of DPV payments
    • John W Scol1 Inspector General One North University Drive Suite 11 1 bull Planlalion Florida 33324 bull (954) 357-7873 bull Fax (954) 357-7857 4) 357-TIPS
    • As requested City Administrator Wazir Ishmael has now provided the OIG a status report with attachments which is attached as Appendix A The city states that it s senior management team has communicated publicly and individually that the inappropriate actions that occurred in the past were clearly wrong and unacceptable The city has now implemented numerous protocols and procedures in response to the OIGs investigation Of particular significance the city has created and implemented a contract com
    • The city has also restructured the Procurement Division and reformed oversight of the procurement process The finance director and procurement director overseeing the activities discussed in the final report have since resigned from the city Former Procurement Director Joel Wasserman s resignation is attached at Appendix A and former Finance Director Matthew Lallas resignation is attached as Appendix B The city also provided a repo1i it commissioned from a human resources specialist in response to the
    • However the city failed to address our recommendation that the DPV payments be audited in light of the significant misuse of the mechanism and the corresponding vulnerability to fraud waste and abuse Accordingly the OIG requests that we be provided a supplemental status report within 90 days or by September 5 2016 regarding a DPV audit
    • Attachment
    • cc Wazir Ishmael City Administrator
    • From To Cc
    • Subject Date Attachments
    • MaY Johns InsoectorGeneral Wazir Ishmael City of Hollywoods 90 Day Progress Report Regarding TransHire Tuesday May 31 2016 42804 PM 05 31 16 Letter to Inspector Scott re TransHire 90 Day Progress Reportpdf
    • 05 31 16 Letter to Inspector Scott Attachment lpdf 05 31 16 Letter to Inspector Scott Attachment 2pdf 05 31 16 Letter to Inspector Scott Attachment 3pdf 05 31 16 Letter to Inspector Scott Attachment 4pdf 05 31 16 Letter to Inspector Scott Attachment 5pdf 05 31 16 Letter to Inspector Scott Attachment 6pdf
    • Good afternoon Inspector General shy
    • The City Manager asked that I forward you the City of Hollywoods 90 day progress report that you requested in your final report regarding TransHire
    • Thank you Dr Wazir Ishmael City Manager
    • Executive Assistant City of Hollywood Office of the City Manager 2600 Hollywood Blvd Suite 419
    • PO Box 229045 Hollywood FL 33022-9045 Office 954-921-3201 E-mail
    • fjj
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Office of the City Manager
    • 2600 Hollywood Blvd bull PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (954) 92 1-33 14 bull rg
    • Wazir A Ishmael PhD City Manager
    • SENT VIA EMAIL amp US MAIL
    • May 31 2016
    • Mr John W Scott Inspector General Broward Office of the Inspector General
    • One North University Drive Suite 111 Plantation FL 3324
    • Re Broward Office of the Inspector General Report on Transhire 90 Day Progress Report
    • Dear Mr Scott
    • Please accept this response from the City of Hollywood as the 90 Day Progress Report that you requested in your final report on the above matter First let me assure you that your information findings and recommendations have been fully received acknowledged and communicated widely throughout the City staff Secondly I have discussed the serious nature of the issues identified directly with the Mayor City Commission senior management team staff and members of the public reinforcing that those inap
    • Finally we have collectively implemented and followed a broad spectrum of improvements actions resources training and policies to continue forward the lessons learned in progress of the organization The initiatives we have undertaken exist at the policy level and administrative oversight as well as day to day operations The below information describes those steps in more detail along with the attached documentation and the derived benefit for each Your contribution to stimulating these improveme
    • Our Mission Ve are dedicmcd to providing municipal services for our diverse community in an atmosphere ofcooperation courtesy and respect Yc do this by ensuring all who live work and play in the City of Hollywood enjoy a high quality of life
    • An Equa l Opportunity a nd Serv i ce Provide r Ag e nc y
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2
    • 1 Heightened Awareness Expectations and Standards of Performance
    • The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures
    • 2 Services of an External Consulting Professional (Attachment 1)
    • The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many
    • 3 Organizational Modifications and Reform (Attachment 2)
    • The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have be
    • 4 Human Resources Policy Review and Reform
    • Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced
    • 5 WorkflowBusiness Policies and Procedures Modifications
    • The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3
    • The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions
    • 10 Direct Payment Voucher Procedural Modifications (Attachment 6)
    • The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4
    • The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter
    • Attachments
    • c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors
    • ATTACHMENT 1
    • ATTACHMENT 1
    • PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737
    • Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045
    • March 3 2016
    • Dear Messrs Keller and Standley
    • The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one
    • The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues
    • The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not
    • Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement
    • Sincerely
    • Phil Rosenberg President The HR Doctorreg Inc 954 816-4 737
    • attachment
    • Phil Rosenberg President PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737 On
    • March 3 2016
    • IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES
    • BACKGROUND
    • The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in t
    • With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whet
    • City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in th
    • 1
    • The Inspector Generals report is being taken very seriously by the City It is a call to
    • action and catalyst to go beyond the limited and narrow scope of the report in the
    • interest of making broader administrative improvements
    • As part of the response to the report the City engaged the services of The HR Doctor
    • Inc on January 19 2016 to investigate the background of what occurred and offer
    • opinions and recommendations The deliverable in this situation is the presentation of
    • a written report to the City Manager within 30 calendar days of the date of the approval
    • of the engagement (ie January 19 2016) to address the following issues
    • The HR Doctor Inc was authorized and directed by the City Manager to also provide a
    • broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processe
    • METHODOLOGY
    • The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information
    • 2
    • The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employee
    • To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot
    • FINDINGS AND CONCLUSIONS
    • Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positio
    • r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work
    • 3
    • complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur
    • 4
    • service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement
    • 5
    • over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a n
    • 1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be org
    • 6
    • 7
    • managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to
    • ensure the most competent possible workforce If performance evaluations job
    • descriptions and personnel files generally do not reflect written and on-going
    • efforts to document performance excellence weakness and corrective action
    • even those top managers with property rights (ie those covered by Civil
    • Service) can become less willing to take the risks associated with innovation
    • Clients or customers become frustrated by what they regard as excessive
    • delays and lack of responsiveness
    • 8
    • All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance
    • It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The City
    • RECOMMENDATIONS
    • 9
    • Rescue and Public Utilities The Plan would assign specific staff
    • accountability for each project with completion dates and completion
    • milestones There would then be monthly or quarterly progress reviews
    • by the City Manager
    • 10
    • 11
    • 14The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candi
    • 12
    • day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assis
    • SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING
    • PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION
    • THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS
    • SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE
    • ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK
    • ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR
    • THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY
    • CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE
    • 13
    • pro quos such as additional benefits In the absence of such voluntary
    • exemption attrition should be used so that future incumbents in selected
    • positions would be hired as at will employees
    • 14
    • Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside
    • over a facilitated focus group of top users and current IT staffs to
    • prioritize projects identify needs and resources and prepare an IT
    • Business Plan for review by the City Manager Likewise in this reviewers
    • opinion being familiar with the installation of new large IT activities
    • overlaid on existing staff requirements adding a graduate intern as an at
    • will employee for one year would provide a new resource to the IT
    • Director to more rapidly implement the programs he will be asked to bring
    • to fruition This would be in addition to whatever staffing or consultant
    • resources are brought to bear for the Enterprise Resource System
    • 15
    • for another perhaps even more costly organizational problem in the
    • future
    • 25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential s
    • Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement pr
    • middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in
    • 26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots adm
    • 16
    • process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process
    • No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and mana
    • It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees -that they are the Citys
    • 17
    • vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances
    • The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading manager
    • 18
    • ATTACHMENT 2
    • ATTACHMENT 2
    • CITY of HOLLYWOOD FLORIDA
    • Office of the City Manager
    • 0
    • 2600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (95-1) 921-3314 deg
    • Wazir A Ishmael PhD City Manager
    • March 18 2016
    • The Honorable Mayor Vice Mayor
    • and Members of the City Commission City of Hollywood Hollywood FL 33020
    • Mayor Vice Mayor and City Commissioners
    • This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016
    • We thank him for his services and wish him well in his future endeavors
    • Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller
    • Should you have any questions I am available at your convenience
    • Sincere I
    • Dt~tr A Ishmael Ciey(Janager
    • c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director
    • Our Mission Yl arc dcdic 11td lO proiding municip1l scrvictS for our diverse co mrnuniry in an atn1osphLrl of tOOperalion courtesy and respect
    • Xie do 1his hy ensu ring gtII who live work and pby in die Cit) of loll)~VOoJ enjoy a high qnlil oflifo
    • hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y
    • Dr Wazir Ishmael
    • City Manager City of Hollywood
    • 2600 Hollywood Blvd
    • Hollywood Florida 33020
    • Dr Ishmael
    • As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities
    • In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life
    • Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and cap
    • Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices
    • I wish the City of Hollywood and the dedicated employees much luck with their future endeavors
    • Sincerely
    • Jocent Wasserman Director Procurement Services
    • ATTACHMENT 3
    • City of Hollywood Florida -Class Specification Bulletin Page 1of3 ATTACHMENT 3
    • https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016
    • performance
    • May represent the Director at various meetings within the city and the business community
    • Performs other job duties as assigned
    • Required Possession of a Bachelors degree with major coursework in business or public
    • administration or a related field
    • Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration
    • Be a Certified Professional Contracts Manager (CPCM )
    • Preferred Masters degree with major coursework in business or public administration or a related field
    • Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements
    • Extensive knowledge of principles practices and techniques of large scale government purchasing
    • Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing
    • Extensive knowledge of approved purchasing methods including
    • recording buying inspection and shipping methods
    • Extensive knowledge of the techniques and requirements of specifications preparation
    • Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased
    • Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served
    • Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing
    • Some knowledge of insurance as it pertains to property liability and surety bonds
    • Considerable knowledge of Microsoft Word and Excel and the use of office equipment
    • Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to
    • 5252016
    • City of Hollywood Florida -Class Specification Bulletin Page 3of3
    • other workers accurately and concisely Skills in application of systems analysis techniques and
    • procedures including consulting with users to determine hardware so~ware or system functional specifications
    • Ability to communicate effectively both orally and in writing
    • Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices
    • Ability to deal effectively with administrative officials and vendors
    • Ability to obtain and interpret market prices and trends and apply these to procurement problems
    • https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016
    • ATTACHMENT 4
    • ATTACHMENT 4
    • Jeane Carver-St Luce
    • At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations fun
    • Two important take-away from this email
    • middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed
    • middotmiddot Identify and maintain copies of all your award documents and invoices
    • bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files
    • The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines
    • After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support
    • George
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    • FLORIDA
    • Master Contract List (MCL)
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    • ATTACHMENT 5
    • ATTACHMENT 5
    • George Keller
    • From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde
    • Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice
    • Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris
    • Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick
    • Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz
    • Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel
    • Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie
    • Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran
    • Holycross
    • Cc Paul Bassar Directors Subject Master Contract List Training
    • Good Afternoon
    • The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times
    • Please let me know what suits you best also the training will be held at room 303
    • Thank you
    • Maryury Collier
    • Administrative Specialist II
    • City of Hollywood
    • Financial Services
    • 2600 Hollywood Blvd Suite 303
    • PO Box 229045 Hollywood FL 33020 Office 954-921-3221
    • C 11 middot of ~
    • H~QQQ
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Jeane Carver-St Luce
    • Good Day
    • As some ofyou may be aware the City will be implementing an Electronic Contract File-AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed
    • For your convenience we will be having one hour training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule-Not later than Thursday (552016)
    • Friday May 6 from 330pm to 430pm Monday May 9 at 900am to lOOOam
    • bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam
    • Thank you
    • Maryury Collier
    • Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303
    • P 0 Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MCollierhollywoodflorq
    • Cbullty of ~
    • H L WOOD
    • t i O~IOA
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • ATTACHMENT 6
    • ATTACHMENT 6
    • City ojJfoywootf PCoritfa
    • DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT
    • Date Date Date Date Contract InfoNumber Contract Expiration Date
    • Original Contract Amount Total This Invoice
    • Amendments Adjustment Total Previous Invoices
    • APPENDIXB
    • Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073
    • (954) 895-2949 matthewlalla3
    • March 11 2016
    • Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022
    • Dear Wazir
    • Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016
    • I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors
    • ~~
    • Matthew Lalla
    • cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources
Page 17: BROWARD OFFICE OF THE INSPECTOR GENERAL€¦ · Broward Office of the Inspector General Page 2 . 1. Heightened Awareness, Expectations and Standards of Performance . The senior management

over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a need for rapid action to provide staffing support Such a need places major burdens on central service areas in particular Procurement and Human Resources to meet user needs in an emergency The Inspector Generals report itself recognizes as legitimate and urgent the staffing situation which led to the use of temporary personnel as described in this report This Reviewer certainly concurs with that finding and goes on to note that these needs could have and should have been anticipated and controlled for That was not done - a circumstance which also contributed to the cascading problems that occurred

1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be organizational pride at the level where people work every day This can contribute to a healthy morale building and mutually supportive environment However it can also lead to a situation in which the displayed loyalty may foster defensiveness and reduced accountability for an overall City need When policies in central services are old when training is ineffective and when no specific chain of accountability is present and understood by all statements will emerge such as what happened was not our fault We only did what this or that other department called for I assumed that other people had checked transactions for rule compliance etc

11 This kind of loyalty displacement is compounded when administrative practices are not kept up-to-date adequate training is not provided in a compelling ongoing and accountable way and when top leadership changes occur repeatedly There must be a continuous reinforcement by the elected officials and the appointed leaders reporting to the City Manager of a mandate for unity An appreciation that the employer fundamentally is the City government as a whole must be reinforced and that no employee is to be allowed to walk by something wrong Rather employees are to be individually accountable to take steps to verify procedural compliance They are to have the courage and the responsibility to act when they question whether behavior or performance might be improved The organizational culture must include a strong appreciation that the organizations overall needs must be supported and that leaders sincerely want suggestions for improvement

6

12 The Civil Service system of the City of Hollywood is a rather classic model enshrining the principles put in place to combat the spoils system in the federal system in 1885 The intentions are honorable and very appropriate to the maintenance of a City service in which appointments result from competitive jobshyrelated and public recruitment and testing processes Even though the Civil Service Ordinance was reviewed in 2010 the core elements were reflected two generations ago in the 1970s They contain rules regulations and procedures which are restrictive and process oriented as much or more than they are outcome oriented

13 Civil Service practices predate union representation of local government employees However today the City workforce contains nearly 1500 full time employees of which less than about one hundred are unrepresented (ie less than seven percent) Therefore the large majority of employees are covered under the provisions of collective bargaining agreements which supersede the Civil Service Rules in key matters such as vested rights and disciplinary appeals These agreements also establish an array of procedural rights and safeguards against management capriciousness in personnel actions These include provisions for binding and compulsory review of terminations demotions and suspensions on appeal by outside third-party decision-makers It is also not unusual for collective bargaining agreements to contain restrictions on appointment decisions by management - formerly the exclusive and core component along with disciplinary action of Civil Service These changes and overlapping coverages developed over decades create precedents time constraints and restrictions on management flexibility especially regarding the employment of top executives

14 The extent of Civil Service property rights for senior management positions coverage can result in significant restrictions on the ability of the City Manager to take effective disciplinary or corrective action In Hollywood Civil Service coverage extends to employees below the rank of department head The result is that the ability of the City Manager to shape a top management team can be significantly and adversely affected In modern public and private business administration there is a critical need for a leadership team responsive to innovation and the overall management direction and philosophy of the top elected and appointed executives Around the country there are efforts underway to review the less than responsive and timely portions of Civil Service to better balance the need for such flexibility with the traditional safeguards provided by the system Hollywood would be well served by undertaking such a rebalancing review

15 In a system where restrictions and safeguards are out of balance with the needs for flexible and timely actions the result is management reluctance or inability in many cases to take the actions necessary to improve efficiency flexibility innovation and positive public service attitudes Though only a minority of employees may consistently perform or behave weakly nonetheless

7

managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to ensure the most competent possible workforce If performance evaluations job descriptions and personnel files generally do not reflect written and on-going efforts to document performance excellence weakness and corrective action even those top managers with property rights (ie those covered by Civil Service) can become less willing to take the risks associated with innovation Clients or customers become frustrated by what they regard as excessive delays and lack of responsiveness

16 The relatively recent hires of Department Heads in Information Technology Human Resources Fire-Rescue and Police are well regarded as signs and opportunities that progressive and positive changes can be made These rather new department heads will need active support and direction from the City Manager and encouragement from the City Commission to create and implement aggressive agendas and client focused practices Such support will help the other Directors create similar agendas and help the City Manager succeed in the development of an accountable team

17 The inertia and difficulty in instituting progressive change in performance or behavior is the result of a build up over years of circumstances in which precedents and rules can be confusing The ability to hold individuals especially managers directly and specifically accountable is exemplified by comments and opinions offered during interviews and suggested in what the Inspector Generals findings laid out They are exemplified by paraphrased interview comments such as the following

bull Departments operate separately bull There is a sense of frustration with centralized services bull Workarounds are needed to continue with operational work bull Procurement recommendations are based on practices that involve constant

delays and disagreements bull Recommendations may be based on best procurement practices but not on

whats best for making the operation successful bull There is a continuous uphill battle bull More willingness is needed to find common ground between operational

efficiency and process frustration with Finance involving budget and clarity in understanding how much money is available

bull Operational problems are compounded by personnel not willing to change and not solution driven

bull Operational departments more so than central services feel that there are tribes or silos

bull The priority should be on what operational functions are trying to accomplish bull More central functioning as a team is needed especially in the among the

centralized departments

8

bull There is a sense that Payroll Budget IT Procurement and HR systems are antiquated leading to workarounds and frustration

bull Procurement is regarded as a delaying culprit bull Some top managers feel that they do not have a sufficient say in the formulation

of their department budgets and that information needs fall on deaf ears bull There is considerable hope that the concept of an enterprise resource

management program (ERP) will benefit the City and assist in creating more united efforts

bull There is generally defensiveness among employees whose areas were mentioned in the Inspector General report The sense is that the report created an inaccurate impression with some individuals who regarded as insulting and misleading

All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance

It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The Citys ability to hold staff members accountable evaluate their performance take disciplinary corrective action and recognize and reward performance excellence is critical Those abilities need enhancing as a priority for the City Manager They need elected official support

RECOMMENDATIONS

1 Conduct an HR Diagnostic Review presided over by the Director of Human Resources The review constitutes a stakeholder staff Civil Service Commissioner and union process assessment The outcome will be a strategic blueprint for process improvement in the form of a report to the City Manager

2 As a result of the Diagnostic create a Human Resources Business Plan to assign specific How Many By When responsibility to implement the improvements identified in the Diagnostic The Plan would be led by the Director of Human Resources and would include both those projects general in nature for the City and those more specific to the HR needs of selected operational departments specifically including Police Fireshy

9

Rescue and Public Utilities The Plan would assign specific staff accountability for each project with completion dates and completion milestones There would then be monthly or quarterly progress reviews by the City Manager

3 Review and update all position descriptions not already encompassed within the current Compensation work being done by Evergreen Consulting Begin first with those in the Police Department This is a project which can be completed within six months and can be accomplished using internal resources While there are hundreds of positions in the City service most will fall within 10 or fewer job classifications such as Law Enforcement Officer and Firefighter

4 Add to every position description the essential function of effectively and positively representing the City in delivering and performing their work with colleagues and clients irrespective of gender race religion age disability political affiliation or belief or sexual orientation In other words clearly establish the attitudes and behaviors reflected above as essential elements of every City position

5 Add to every position description the essential function of maintaining effective and professional relationships with work colleagues supervisors and managers

6 Select those City policies which are associated with the identification mitigation and control of liabilities and launch a project for the rapid upgrading and modernizing of each of those policies The highest priority would go to the installation of policies such as Whistleblower Protection and use of Social Media which do not currently exist Next would follow the updating of those existing policies associated with liabilities such as bullying sexual-harassment unlawful discrimination workplace violence and effective colleague relationships

7 In the case of a Whistleblower Protection policy the City should consider using an outside receiver for intake of Whistleblower allegations of wrong doing This would permit an initial assessment of the nature of the allegations outside of the chain of command followed by appropriate referral for followup The result would likely be a greater sense of confidence for persons who in good faith feel that something needs addressing within the organization

8 Add as a heavily weighted criterion for all promotions the criteria of actively supporting teamwork organization-wide unity and effective collegial relationships Create behavioral assessment questions accordingly

10

9 Add as a significant performance evaluation criterion in all evaluations the assessment of an individuals commitment performance and behavior in actively supporting organization-wide team unity and effective collegial relationships

10 Develop and implement in the Civil Service selection process during initial hiring behavioral challenges to assess the degree to which a candidate demonstrates a commitment to teamwork and positive interpersonal cooperation This could take the form of a focused video scenario-based process similar to the commonly used law enforcement selection tool Behavioral Personnel Assessment Device (BPAD) It could be developed within the Department with involvement by Law Enforcement Officers

11 The grievance procedures in all bargaining units should be amended to include a new step Advisory Opinion of the Director of Human Resources This step would provide that the Director might agree at any step in the process at the request of either party or on her own motion to offer a written or non-written non-binding opinion as to any aspect of the grievance This could include suggestions for mediation or at a minimum offer another viewpoint on the subject The Advisory Opinion would not carry with it specific timeframes nor would it replace any of the decision-makers authority and responsibility in the procedures It would however provide a tool which the City and the employees would find valuable in the future for problem resolution Adding the step of course would follow reviewing the matter with unions involved

12 Prepare a draft of an amended discipline article for the collective bargaining agreements under which a written reprimand would no longer be subject to binding and compulsory arbitration The Amendment would provide in other words that the City Managers decision would be final Appeals could not be further filed to binding and compulsory outside arbitration This draft recognizes that a written reprimand does not result in the loss of property and is therefore not constitutionally protected as a vested right It would recognize that despite this change aggrieved employees who feel that discipline decisions or counseling ~omments are based on unlawful discrimination or retaliation still have other appeal opportunities on that specific basis This draft policy should be shared in writing with the union presidents in advance of collective bargaining and aggressively pursued by the City during upcoming negotiations It is likely that the unions would appreciate the importance of such a streamlining of the disciplinary procedure and would recognize that in and of itself fears that the change would result in a flood of reprimands are unfounded The Police agreement does not provide for appeals when observable behavior results in a written notice Therefore the foregoing recommendation would not apply to the Police bargaining unit

11

13 Consider the out-stationing of a current Police Officer position already working on human resources matters such as background investigations or Internal Affairs to be physically located in a private office in the Human Resources Department There would be career development benefits for the Officer team building communications improvement for both departments and additional security readily available for both HR and Risk ManagementLabor Relations The Chief and the Director of Human Resources should have no problem in coordinating workflow or resolving assignment conflicts by joint communications The work is being done already anyway The out-stationed location would only create additional benefits

14 The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candidates can be facilitated via recommendations from graduate programs at local universities such as those involving Public Administration Criminal Justice Human Resources or other relevant academic programs This can also be a tool in the Citys workforce diversity efforts while also enhancing the capacity of the Human Resources Department to manage multiple management issues concurrently Assignment of two Graduate Interns for a period not exceeding one year would be a catalyst in driving some of the recommendations in this report It would also provide some needed relief for the Director of Human Resources to devote the necessary time to actively lead strategic progress

15 Performance evaluation criteria should be augmented to include a section on Representation of the City and the Department This section would assess an employees behavior and performance over the prior year in relation to whether or not it reflected positively within and outside of City Government Every staff member represents the City as well as their Departments As such they have a responsibility to be taken more seriously than ever before to engage in interpersonal skills reflecting in a positive manner on their individual professionalism

16 The work of top leaders in a dynamic City government such as a Police or Fire-Rescue Chief and a Director of Human Resources involves a very substantial amount of time spent in the management of Human Resources issues Often these can be of higher liability than those which might arise in other City departments For example arguably the day-toshy

12

day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assistant City Managers fulfill most of that need especially with regard to Police and Fire command staff counseling However a coach for other leaders would be a valuable asset to have in place

SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE

17 Part of an executive development program can be what amounts to an Internal Fellowship in which a newly promoted Manager gets assigned to work as a Special Assistant to the City Manager or an Assistant City Manager for a period such as three to six months This would allow for example a newly promoted executive in the Police Department to play an important role in the overall City budget process in Collective Bargaining with a non-law enforcement bargaining unit or to assist in a high-priority policy matter determined by the City Manager At the end of the Fellowship period the individual would return to their new role in their home Department with a greater appreciation than ever before about the larger issues facing executive leaders in the City

18 The Civil Service Ordinance should be amended to increase the number of positions exempt from Civil Service coverage Employees in such exempt positions would then serve at will Serving at will means that these employees may be disciplined or even terminated for any reason or no reason as long as the actions do not occur because of illegal reasons Current rules are too restrictive for the city to be as flexible as it needs to be in developing accountable and responsive executive staff Division Directors support staff in the City Managers Office as well as those in the City Attorneys Office and Labor Relations and Risk Management areas are appropriate candidates for at will service Current incumbents who enjoy property rights may not have those rights stripped away involuntarily as long as the incumbents are employed However they may voluntarily waive such rights in trade for some quid

13

pro quos such as additional benefits In the absence of such voluntary exemption attrition should be used so that future incumbents in selected positions would be hired as at will employees

19 A predictive staffing study should be conducted in departments utilizing a constant staffing structure - typically Police Fire-Rescue and Water and Wastewater Treatment Plant operations The study would make reasonable estimates based primarily on length of service and employee surveys to determine the likely extent and timing of future vacancies From that information the city can prepare in advance to have vacancies filled immediately upon turnover if not before Civil Service eligibility lists can be maintained for immediate use without having to begin recruitments from scratch The staffing needs in the Police Department were major contributing factors to the issues addressed in the Inspector Generals report Predictive staffing actions can reduce the likelihood that that critical situations will happen again

20 As a corollary to predictive staffing the City should consider over staffing in selected areas of the workforce with short-term temporary employees drawn off Civil Service eligible lists These employees would transition immediately into the regular workforce and be given credit for their temporary service as part of their probationary periods The result can be a cadre of employees already trained and ready to assume the regular workforce duties of the positions There will always be some number of vacancies in a city or county workforce as large as Hollywoods These vacancies may be funded in the budget such that hiring some additional Police Officers or Firefighters beyond the allocated limits in the budget might be funded with the salaries of vacant positions providing offsets Currently in conservatively funded constant staffing operations if a vacancy occurs due for example to long-term absences such as illness the staffing void must be filled at a rate of time and a half by overtime mandates This does nothing to prepare new employees to immediately step in as vacancies occur

21 The Civil Service rules currently operate on the basis of a narrow rule of three In this selection rule the Department Director acting for the City Manager is limited to no more than the top three candidates presented from civil service eligible lists In a system where the filling of vacancies may take considerable time or eligible lists may be many months old a rule of three is too limiting Broader certification rules such as a rule of five or a rule of the rank would offer more needed flexibility without sacrificing civil service principles

22 The Citys Information Technology (IT) function is an area often needing particular candidate expertise not generally available within classical Civil Service recruiting methods New projects such as the organization-wide

14

Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside over a facilitated focus group of top users and current IT staffs to prioritize projects identify needs and resources and prepare an IT Business Plan for review by the City Manager Likewise in this reviewers opinion being familiar with the installation of new large IT activities overlaid on existing staff requirements adding a graduate intern as an at will employee for one year would provide a new resource to the IT Director to more rapidly implement the programs he will be asked to bring to fruition This would be in addition to whatever staffing or consultant resources are brought to bear for the Enterprise Resource System

23 The City uses the procurement process to solicit a variety of benefit contracts often amended annually for health insurance dental life and other products These represent significant expenditures and cover all full-time employees their dependents and retirees In the face of complex and changing insurance rules deadlines engagements with insurance companies and much more a special expertise is required to look after the City of Hollywoods best interests Monitoring utilization developing innovations and cost containment strategies and being able to negotiate aggressively with insurance providers is best managed by outside expertise engaged by the City Currently the procurement elements of this process are managed by the Human Resources Director - along with_her many other responsibilities - not to mention the process improvements called for in this report The City should use professional procurement practices to select a consultantbroker to represent the City The result can be a tighter control on a very significant area of cost and administration This should be done well in advance of the expiration of benefit contracts in the year to come

24 This Reviewer urges the City to be especially wary of vendor promises with regard to the implementation of an expensive organization-wide enterprise resource program Vendors may make what have previously been called piecrust promises - easily made easily broken The vendor support team may well experience staff turnover Resources will be shifted to other clients The estimated time and cost of system installation may stretch well past the budgeted and anticipated costs originally proposed Aggressive steps under the leadership of the IT director in terms of milestones required of vendors performance penalties built into contracts as well as performance rewards should be considered and implemented If this vigorous enforcement approach does not happen and this large-scale IT project is managed in a way similar to the management of temporary needs reported by the IG the stage will be set

15

for another perhaps even more costly organizational problem in the future

25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential services are the ultimate responsibility of every manager With regard to the core area of Procurement however the job description for the Procurement Manager is clear in its requirements that it is this employee who is responsible for the management and oversight of contracts or particular department services Regardless of the past practices and exigencies of staffing needs in 2013 and 2014 this fundamental element of the Procurement responsibility was not met

Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement professional with years of experience Leadership direction

middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in a better position to determine the future reporting relationships for this important function

26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots administration and finance as well as HR and other central services should convene a stakeholder summit to bring out these concerns and address them The primary outcome would be budget

16

process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process

27 Direct payment vouchers related to any procurement and contractorvendor remuneration should be reviewed by and signed off directly by the Contract Compliance Manager This is especially true in what would be his broader role if the recommendation to place Procurement under his management were implemented In reviewing a sampling of such vouchers for temporary services during the IG report period it was noted that many did not have Department Head signatures Even the Procurement Office itself used such services although the clear focus was on the activities in Police

28 Meeting any staffing need through a temporary services company should require a specific review and sign off by the Director of Human Resources She would be asked to attest to the fact that HR is not capable of meeting the needs presented by the operating department and to explain why this need cannot be met through City procedures and practices In the case of what might be an ongoing need the Director would be required to explain whether actions can be instituted to change that scenario so that an ongoing use of temporary help from an outside vendor can be reduced if not eliminated

29 Finally this Reviewer notes that recommendations to the City Manager concerning the prospects of disciplinary action were part of this engagement Those recommendations will following consultation with the City Manager be presented as a verbal briefing to him so that his ability to respond to organizational needs is not compromised unduly in the very sensitive areas of staff relations

No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and managed assertively formally and consistently by their managers If the warnings and corrective action opportunities do not change the weak behavior these employees should be demoted or terminated If such actions become necessary it will ironically not be the City which acts it will in reality be the employee him or herself who provokes the action

It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees - that they are the Citys

17

vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances

OVERALL IMPRESSION

The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading managers to feel that the systems in place could meet their needs With a strong past sense of inertia rather than innovation and process improvement factoring into what occurred the City is best and most constructively served by the City Manager acting aggressively to improve internal processes make the improvements more visible and make those now responsible for the Procurement and utilization of services more accountable He is well able to use his strong communications skills and sense of ethics to deliver clear messages of professional expectation and enforce those expectations going into the future

18

ATTACHMENT 2

ATTACHMENT 2

CITY of HOLLYWOOD FLORIDA Office of the City Manager

02600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045 Phone (95 4) 921 -3201 bull Fax (95-1) 921 -3314 deg wwwhullywoodflorg

Wazir A Ishmael PhD City Manager

March 18 2016

The Honorable Mayor Vice Mayor and Members of the City Commission

City of Hollywood Hollywood FL 33020

Mayor Vice Mayor and City Commissioners

This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016

We thank him for his services and wish him well in his future endeavors

Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller

Should you have any questions I am available at your convenience

Sincere I

DtJJ~tr A Ishmael Ciey(Janager

c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director

Our Mission Y l arc dcdic 11 t d lO proiding municip1 l scrvictS for our diverse co mrnuni ry in an atn1osphL rl of tOOperal ion courtesy and respect

Xie do 1h is hy ensu ri ng gtII who li ve work and pby in die C it) of l o ll )~VOoJ enjoy a high qnli l of lifo

hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood Florida 33020

Dr Ishmael

As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities

In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life

Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and capital improvements

Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices

I wish the City of Hollywood and the dedicated employees much luck with their future endeavors

Sincerely

faL--shyJocent Wasserman Director Procurement Services

ATTACHMENT 3

City of Hollywood Florida - Class Specification Bulletin Page 1of3

ATTACHMENT 3

Contract Compliance Officer Class Code

1138

Bargaining Unit Management CITY OF HOLLYWOOD FLORIDA Revision Date Apr 29 2015

SALARY RANGE

$3310 - $5296 Hourly $264809 - $423694 Biweekly

$6885030 - $11016048 Annually

JOB DESCRIPTION

This is advanced responsible professional and administrative work involving contract certification contract compliance and management for all vendors bidders and proposers conducting business with the City coordination of procurement activities and office and field monitoring Work involves providing managerial assistance to the Assistant City Manager for Finance and Administration in managing and monitoring contracts for compliance developing policies procedures rules and regulations for Citywide purchasing and coordinating the resolution of problems with vendors bidders and proposers

The incumbent exercises a considerable degree of independent judgment Employee is expected to make independent decisions in conformance with applicable laws rules and regulations governing the public purchase of commodities and services as well as standard public purchasing policies and procedures

EXAMPLES OF DUTIES

Reviews all City contracts for compliance and adherence to proper procedures including but not limited to confirmation of proper authority adherence to appropriate procurement procedures identification of time frames satisfaction of insurance requirements verification of available funding review of scope of services and notification of upcoming expiration

Assists in developing new and improved procedures concerning City purchasing activities Recommends corrective actions where applicable

Advises City departmentspersonnel on purchasing procedures to ensure proper compliance with Citys purchasing policies and procedures

Assists user departments in the informal competitive negotiated process for acquisition of professionalpersonal services

Reviews specifications from departments to procure goods and services of a complex andor technical nature

Monitors the evaluation andor negotiation process for acquisition of professionalpersonal services to ensure that proposals have been evaluated andor negotiated in accordance with solicitation document and city purchasing policies and procedures

Conducts preliminary investigations and make finding-of-fact reports on contractual bid disputes bid protests proposed debarment bidder non-responsibility and vendor nonshy

https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 2of3

performance

May represent the Director at various meetings within the city and the business community

Performs other job duties as assigned

THE REQUIREMENTS Required Possession of a Bachelors degree with major coursework in business or public administration or a related field

Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration

Be a Certified Professional Contracts Manager (CPCM )

Preferred Masters degree with major coursework in business or public administration or a related field

Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements

KNOWLEDGE SKILLS AND ABILITIES Extensive knowledge of principles practices and techniques of large scale government purchasing

Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing

Extensive knowledge of approved purchasing methods including recording buying inspection and shipping methods

Extensive knowledge of the techniques and requirements of specifications preparation

Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased

Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served

Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing

Some knowledge of insurance as it pertains to property liability and surety bonds

Considerable knowledge of Microsoft Word and Excel and the use of office equipment

Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to

httpsagencygovernmentjobscomhollywoodfldefaultcfmaction=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 3of3

other workers accurately and concisely

Skills in application of systems analysis techniques and procedures including consulting with users to determine hardware so~ware or system functional specifications

Ability to communicate effectively both orally and in writing

Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices

Ability to deal effectively with administrative officials and vendors

Ability to obtain and interpret market prices and trends and apply these to procurement problems

https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016

ATTACHMENT 4

ATTACHMENT 4

Jeane Carver-St Luce

From George Keller Sent Monday March 14 2016 328 PM To Chuck Ellis Clay Milan Eric Busenbarrick George Keller Gus Zambrano Jaye Epstein

Jeffrey Sheffel Lorie Mertens-Black Mel Standley Patricia Cerny Philip Sauer Raelin

Storey Raheem Seecharan Raquel Elejabarrieta Shiv Newaldass Steve Joseph Sylvia

Glazer Tammie Hechler Tomas Sanchez Tamikia Bacon Paul Bassar Cc Jeane Carver-St Luce Subject FW MCL Informational Email for Distribution

Importance High

At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations funding expenditures and Points of Contact Other helpful features will include executed copies of contract documents and invoice summaries

Two important take-away from this email

1 If you havent seen the fVICL demonstration please tune into the next City Commission meeting

2 Preliminary planning for a iVICL anticipation go live date--on or about 442016

middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed

middotmiddot Identify and maintain copies of all your award documents and invoices

bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files

The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines

After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support

George

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Master Contract List (MCL)

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o What is the MCL

D MCL Data

D Demonstration of an Electronic Contract File

o MCL Next Steps v 0 v

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What is the MCL bull Summary

o An electronic standardized comprehensive Management Tool-A One Stop Shop For all stakeholders who have a role with contract administration

o Useful real time information such as automatic daily countdowns of days for contracts and insurance expirations funding expenditures and Points of Contact

o Executed copies of contract documents and invoice bullsummaries

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MCL-Next Steps

bull Implementation o The MCL is a priority initiative

bull Continue gatheringupdating all contractual information bull Establishing POCs permission rights

o Coordinating with Financial Services Department in obtaining all invoices

o Working with the Procurement Division with keeping contractual documents updated

o Training Administrative Personnel who will have a procurement role

bull Execution After the City Commission presentation and feedback final developmenttraining sessions-anticipating a go live date April 2016

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ATTACHMENT 5

ATTACHMENT 5

George Keller

From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde

Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney

Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra

Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris

Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz

Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel

Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie

Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran Holycross

Cc Paul Bassar Directors Subject Master Contract List Training

Good Afternoon

The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times

bull Thursday May 26 at lOOpm 200pm 300pm bull Tuesday May 31 at 900am lOOOam l lOOam lOOpm 200pm 300pm bull Wednesday June 1 at 900am lOOOam 11 OOam bull Thursday June 2 at 900am lOOOam l lOOam lOOpm 200pm 300pm

Please let me know what suits you best also the training will be held at room 303

Thank you

Maryury Collier Administrative Specialist II City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 PO Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MColl ierholl ywoodflorg C 11 middot o f ~

H~QQQ Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record

Jeane Carver-St Luce

From Maryury Collier Sent Monday May 02 2016 1024 AM To Administrative Assistant II Cc Directors Paul Bassar Subject Training for the Master Contract List

Good Day

As some ofyou may be aware the City will be implementing an Electronic Contract File- AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed

For your convenience we will be having one h our training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule- Not later than Thursday (552016)

Friday May 6 from 330pm to 430pm

Monday May 9 at 900am to lOOOam bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam

Thank you

Maryury Collier Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 P 0 Box 229045 Hollywood FL 33020 Offi ce 954-921-3221 E-mail MCollierhollywoodflorq Cbullty of ~

H L WOOD t i O~IOA

Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mai l may be subject to disclosure as a matter of public record

ATTACHMENT 6

ATTACHMENT 6City ojJfoywootf PCoritfa DPV

DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT

Date 5252016 Pay to Vendor No Amount of Payment

Name Account No Address Separate Check Requested D City Invoice Number StateZip

Explanation of Payment

Date

Date

Date

Date

Contract InfoNumber Contract Expiration Date

Item Budget Item Description Line Item

l SubscriotionDuesMemberships Fees 2 Postage MeterStamps 3 Host Account Reimbursements 4 LicensesPermitsCertificates 5 Court CostOther Govt AgencvTaxes 6 Real Estate Closing - Attach Stmt 7 Advertising - attach tearsheet 8 Education CoursesSeminars 9 EducationReimbursementsBooks 10 RecordsSlidesFilmsGov Publication 11 Deferred ComoBank Pavments 12 MedicalVeterinarv Pavments 13 Insurance Premiums 14 Grant Disbursements 15 UtilitiesDump Fees 16 Refunds 17 CourierFreight 18 Pettv Cash Reimbursement 19 Other Professional Services 20 Soecial EventsRecr Performances 21 Temoorarv Emolovment Services 22 MealParkinQNiileaQe (1 dav tri-countv)

Unit Quantity

Originated by Dept Head Printed Name

DeptDiv Dept Head Signature

Procurement TypeDoc ---------------- Procurement Appr _

Finance Approval __________ Date Budget Approval

City Commission or City Manager Action Resolution

Unit Price

Total

ExtensionTotal

$000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000

Original Contract Amount Total This Invoice

Amendments Adjustment Total Previous Invoices

Total Contract Amount Total to Date --------------shy

City Manager Signature (if required)

Distribution List Finance Procurement Services Depmtment Copy dpv (rev3l02015)

APPENDIXB

Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073 (954) 895-2949 matthewlal la32 7 5comcastnet

March 11 2016

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022

Dear Wazir

Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016

I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors

~~ Matthew Lalla

cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources

  • Structure Bookmarks
    • BROWARD OFFICE OF THE INSPECTOR GENERAL
    • To and Members City of Hollywood C
    • From John W Scott Inspector General
    • Date June 6 2016
    • Subject Status Report-OIG Final Report Re Misconduct and Gross Mismanagement by the City ofHollywood in the Procurement of Temporary Employment Services Ref OIG 14-027
    • On March 2 2014 the Broward Office of the Inspector General (OIG) issued a final report finding that City of Hollywood officials violated numerous city ordinances policies and procedures to pay approximately $1 million for the services of temporary employees (temps) Specifically we found that the officials
    • At the conclusion of the report the OIG acknowledged the initial remedial steps taken by the city but recommended additional action including-given the potential for further abuse of the DPV payment method-a full audit of DPV payments
    • John W Scol1 Inspector General One North University Drive Suite 11 1 bull Planlalion Florida 33324 bull (954) 357-7873 bull Fax (954) 357-7857 4) 357-TIPS
    • As requested City Administrator Wazir Ishmael has now provided the OIG a status report with attachments which is attached as Appendix A The city states that it s senior management team has communicated publicly and individually that the inappropriate actions that occurred in the past were clearly wrong and unacceptable The city has now implemented numerous protocols and procedures in response to the OIGs investigation Of particular significance the city has created and implemented a contract com
    • The city has also restructured the Procurement Division and reformed oversight of the procurement process The finance director and procurement director overseeing the activities discussed in the final report have since resigned from the city Former Procurement Director Joel Wasserman s resignation is attached at Appendix A and former Finance Director Matthew Lallas resignation is attached as Appendix B The city also provided a repo1i it commissioned from a human resources specialist in response to the
    • However the city failed to address our recommendation that the DPV payments be audited in light of the significant misuse of the mechanism and the corresponding vulnerability to fraud waste and abuse Accordingly the OIG requests that we be provided a supplemental status report within 90 days or by September 5 2016 regarding a DPV audit
    • Attachment
    • cc Wazir Ishmael City Administrator
    • From To Cc
    • Subject Date Attachments
    • MaY Johns InsoectorGeneral Wazir Ishmael City of Hollywoods 90 Day Progress Report Regarding TransHire Tuesday May 31 2016 42804 PM 05 31 16 Letter to Inspector Scott re TransHire 90 Day Progress Reportpdf
    • 05 31 16 Letter to Inspector Scott Attachment lpdf 05 31 16 Letter to Inspector Scott Attachment 2pdf 05 31 16 Letter to Inspector Scott Attachment 3pdf 05 31 16 Letter to Inspector Scott Attachment 4pdf 05 31 16 Letter to Inspector Scott Attachment 5pdf 05 31 16 Letter to Inspector Scott Attachment 6pdf
    • Good afternoon Inspector General shy
    • The City Manager asked that I forward you the City of Hollywoods 90 day progress report that you requested in your final report regarding TransHire
    • Thank you Dr Wazir Ishmael City Manager
    • Executive Assistant City of Hollywood Office of the City Manager 2600 Hollywood Blvd Suite 419
    • PO Box 229045 Hollywood FL 33022-9045 Office 954-921-3201 E-mail
    • fjj
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Office of the City Manager
    • 2600 Hollywood Blvd bull PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (954) 92 1-33 14 bull rg
    • Wazir A Ishmael PhD City Manager
    • SENT VIA EMAIL amp US MAIL
    • May 31 2016
    • Mr John W Scott Inspector General Broward Office of the Inspector General
    • One North University Drive Suite 111 Plantation FL 3324
    • Re Broward Office of the Inspector General Report on Transhire 90 Day Progress Report
    • Dear Mr Scott
    • Please accept this response from the City of Hollywood as the 90 Day Progress Report that you requested in your final report on the above matter First let me assure you that your information findings and recommendations have been fully received acknowledged and communicated widely throughout the City staff Secondly I have discussed the serious nature of the issues identified directly with the Mayor City Commission senior management team staff and members of the public reinforcing that those inap
    • Finally we have collectively implemented and followed a broad spectrum of improvements actions resources training and policies to continue forward the lessons learned in progress of the organization The initiatives we have undertaken exist at the policy level and administrative oversight as well as day to day operations The below information describes those steps in more detail along with the attached documentation and the derived benefit for each Your contribution to stimulating these improveme
    • Our Mission Ve are dedicmcd to providing municipal services for our diverse community in an atmosphere ofcooperation courtesy and respect Yc do this by ensuring all who live work and play in the City of Hollywood enjoy a high quality of life
    • An Equa l Opportunity a nd Serv i ce Provide r Ag e nc y
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2
    • 1 Heightened Awareness Expectations and Standards of Performance
    • The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures
    • 2 Services of an External Consulting Professional (Attachment 1)
    • The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many
    • 3 Organizational Modifications and Reform (Attachment 2)
    • The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have be
    • 4 Human Resources Policy Review and Reform
    • Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced
    • 5 WorkflowBusiness Policies and Procedures Modifications
    • The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3
    • The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions
    • 10 Direct Payment Voucher Procedural Modifications (Attachment 6)
    • The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4
    • The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter
    • Attachments
    • c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors
    • ATTACHMENT 1
    • ATTACHMENT 1
    • PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737
    • Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045
    • March 3 2016
    • Dear Messrs Keller and Standley
    • The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one
    • The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues
    • The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not
    • Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement
    • Sincerely
    • Phil Rosenberg President The HR Doctorreg Inc 954 816-4 737
    • attachment
    • Phil Rosenberg President PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737 On
    • March 3 2016
    • IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES
    • BACKGROUND
    • The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in t
    • With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whet
    • City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in th
    • 1
    • The Inspector Generals report is being taken very seriously by the City It is a call to
    • action and catalyst to go beyond the limited and narrow scope of the report in the
    • interest of making broader administrative improvements
    • As part of the response to the report the City engaged the services of The HR Doctor
    • Inc on January 19 2016 to investigate the background of what occurred and offer
    • opinions and recommendations The deliverable in this situation is the presentation of
    • a written report to the City Manager within 30 calendar days of the date of the approval
    • of the engagement (ie January 19 2016) to address the following issues
    • The HR Doctor Inc was authorized and directed by the City Manager to also provide a
    • broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processe
    • METHODOLOGY
    • The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information
    • 2
    • The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employee
    • To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot
    • FINDINGS AND CONCLUSIONS
    • Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positio
    • r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work
    • 3
    • complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur
    • 4
    • service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement
    • 5
    • over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a n
    • 1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be org
    • 6
    • 7
    • managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to
    • ensure the most competent possible workforce If performance evaluations job
    • descriptions and personnel files generally do not reflect written and on-going
    • efforts to document performance excellence weakness and corrective action
    • even those top managers with property rights (ie those covered by Civil
    • Service) can become less willing to take the risks associated with innovation
    • Clients or customers become frustrated by what they regard as excessive
    • delays and lack of responsiveness
    • 8
    • All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance
    • It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The City
    • RECOMMENDATIONS
    • 9
    • Rescue and Public Utilities The Plan would assign specific staff
    • accountability for each project with completion dates and completion
    • milestones There would then be monthly or quarterly progress reviews
    • by the City Manager
    • 10
    • 11
    • 14The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candi
    • 12
    • day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assis
    • SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING
    • PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION
    • THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS
    • SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE
    • ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK
    • ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR
    • THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY
    • CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE
    • 13
    • pro quos such as additional benefits In the absence of such voluntary
    • exemption attrition should be used so that future incumbents in selected
    • positions would be hired as at will employees
    • 14
    • Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside
    • over a facilitated focus group of top users and current IT staffs to
    • prioritize projects identify needs and resources and prepare an IT
    • Business Plan for review by the City Manager Likewise in this reviewers
    • opinion being familiar with the installation of new large IT activities
    • overlaid on existing staff requirements adding a graduate intern as an at
    • will employee for one year would provide a new resource to the IT
    • Director to more rapidly implement the programs he will be asked to bring
    • to fruition This would be in addition to whatever staffing or consultant
    • resources are brought to bear for the Enterprise Resource System
    • 15
    • for another perhaps even more costly organizational problem in the
    • future
    • 25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential s
    • Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement pr
    • middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in
    • 26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots adm
    • 16
    • process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process
    • No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and mana
    • It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees -that they are the Citys
    • 17
    • vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances
    • The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading manager
    • 18
    • ATTACHMENT 2
    • ATTACHMENT 2
    • CITY of HOLLYWOOD FLORIDA
    • Office of the City Manager
    • 0
    • 2600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (95-1) 921-3314 deg
    • Wazir A Ishmael PhD City Manager
    • March 18 2016
    • The Honorable Mayor Vice Mayor
    • and Members of the City Commission City of Hollywood Hollywood FL 33020
    • Mayor Vice Mayor and City Commissioners
    • This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016
    • We thank him for his services and wish him well in his future endeavors
    • Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller
    • Should you have any questions I am available at your convenience
    • Sincere I
    • Dt~tr A Ishmael Ciey(Janager
    • c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director
    • Our Mission Yl arc dcdic 11td lO proiding municip1l scrvictS for our diverse co mrnuniry in an atn1osphLrl of tOOperalion courtesy and respect
    • Xie do 1his hy ensu ring gtII who live work and pby in die Cit) of loll)~VOoJ enjoy a high qnlil oflifo
    • hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y
    • Dr Wazir Ishmael
    • City Manager City of Hollywood
    • 2600 Hollywood Blvd
    • Hollywood Florida 33020
    • Dr Ishmael
    • As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities
    • In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life
    • Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and cap
    • Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices
    • I wish the City of Hollywood and the dedicated employees much luck with their future endeavors
    • Sincerely
    • Jocent Wasserman Director Procurement Services
    • ATTACHMENT 3
    • City of Hollywood Florida -Class Specification Bulletin Page 1of3 ATTACHMENT 3
    • https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016
    • performance
    • May represent the Director at various meetings within the city and the business community
    • Performs other job duties as assigned
    • Required Possession of a Bachelors degree with major coursework in business or public
    • administration or a related field
    • Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration
    • Be a Certified Professional Contracts Manager (CPCM )
    • Preferred Masters degree with major coursework in business or public administration or a related field
    • Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements
    • Extensive knowledge of principles practices and techniques of large scale government purchasing
    • Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing
    • Extensive knowledge of approved purchasing methods including
    • recording buying inspection and shipping methods
    • Extensive knowledge of the techniques and requirements of specifications preparation
    • Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased
    • Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served
    • Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing
    • Some knowledge of insurance as it pertains to property liability and surety bonds
    • Considerable knowledge of Microsoft Word and Excel and the use of office equipment
    • Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to
    • 5252016
    • City of Hollywood Florida -Class Specification Bulletin Page 3of3
    • other workers accurately and concisely Skills in application of systems analysis techniques and
    • procedures including consulting with users to determine hardware so~ware or system functional specifications
    • Ability to communicate effectively both orally and in writing
    • Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices
    • Ability to deal effectively with administrative officials and vendors
    • Ability to obtain and interpret market prices and trends and apply these to procurement problems
    • https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016
    • ATTACHMENT 4
    • ATTACHMENT 4
    • Jeane Carver-St Luce
    • At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations fun
    • Two important take-away from this email
    • middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed
    • middotmiddot Identify and maintain copies of all your award documents and invoices
    • bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files
    • The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines
    • After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support
    • George
    • George R Jr middotLsisrunt Cinmiddot funllltJcI
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    • bull Summary
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    • ATTACHMENT 5
    • ATTACHMENT 5
    • George Keller
    • From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde
    • Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice
    • Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris
    • Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick
    • Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz
    • Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel
    • Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie
    • Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran
    • Holycross
    • Cc Paul Bassar Directors Subject Master Contract List Training
    • Good Afternoon
    • The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times
    • Please let me know what suits you best also the training will be held at room 303
    • Thank you
    • Maryury Collier
    • Administrative Specialist II
    • City of Hollywood
    • Financial Services
    • 2600 Hollywood Blvd Suite 303
    • PO Box 229045 Hollywood FL 33020 Office 954-921-3221
    • C 11 middot of ~
    • H~QQQ
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Jeane Carver-St Luce
    • Good Day
    • As some ofyou may be aware the City will be implementing an Electronic Contract File-AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed
    • For your convenience we will be having one hour training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule-Not later than Thursday (552016)
    • Friday May 6 from 330pm to 430pm Monday May 9 at 900am to lOOOam
    • bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam
    • Thank you
    • Maryury Collier
    • Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303
    • P 0 Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MCollierhollywoodflorq
    • Cbullty of ~
    • H L WOOD
    • t i O~IOA
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • ATTACHMENT 6
    • ATTACHMENT 6
    • City ojJfoywootf PCoritfa
    • DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT
    • Date Date Date Date Contract InfoNumber Contract Expiration Date
    • Original Contract Amount Total This Invoice
    • Amendments Adjustment Total Previous Invoices
    • APPENDIXB
    • Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073
    • (954) 895-2949 matthewlalla3
    • March 11 2016
    • Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022
    • Dear Wazir
    • Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016
    • I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors
    • ~~
    • Matthew Lalla
    • cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources
Page 18: BROWARD OFFICE OF THE INSPECTOR GENERAL€¦ · Broward Office of the Inspector General Page 2 . 1. Heightened Awareness, Expectations and Standards of Performance . The senior management

12 The Civil Service system of the City of Hollywood is a rather classic model enshrining the principles put in place to combat the spoils system in the federal system in 1885 The intentions are honorable and very appropriate to the maintenance of a City service in which appointments result from competitive jobshyrelated and public recruitment and testing processes Even though the Civil Service Ordinance was reviewed in 2010 the core elements were reflected two generations ago in the 1970s They contain rules regulations and procedures which are restrictive and process oriented as much or more than they are outcome oriented

13 Civil Service practices predate union representation of local government employees However today the City workforce contains nearly 1500 full time employees of which less than about one hundred are unrepresented (ie less than seven percent) Therefore the large majority of employees are covered under the provisions of collective bargaining agreements which supersede the Civil Service Rules in key matters such as vested rights and disciplinary appeals These agreements also establish an array of procedural rights and safeguards against management capriciousness in personnel actions These include provisions for binding and compulsory review of terminations demotions and suspensions on appeal by outside third-party decision-makers It is also not unusual for collective bargaining agreements to contain restrictions on appointment decisions by management - formerly the exclusive and core component along with disciplinary action of Civil Service These changes and overlapping coverages developed over decades create precedents time constraints and restrictions on management flexibility especially regarding the employment of top executives

14 The extent of Civil Service property rights for senior management positions coverage can result in significant restrictions on the ability of the City Manager to take effective disciplinary or corrective action In Hollywood Civil Service coverage extends to employees below the rank of department head The result is that the ability of the City Manager to shape a top management team can be significantly and adversely affected In modern public and private business administration there is a critical need for a leadership team responsive to innovation and the overall management direction and philosophy of the top elected and appointed executives Around the country there are efforts underway to review the less than responsive and timely portions of Civil Service to better balance the need for such flexibility with the traditional safeguards provided by the system Hollywood would be well served by undertaking such a rebalancing review

15 In a system where restrictions and safeguards are out of balance with the needs for flexible and timely actions the result is management reluctance or inability in many cases to take the actions necessary to improve efficiency flexibility innovation and positive public service attitudes Though only a minority of employees may consistently perform or behave weakly nonetheless

7

managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to ensure the most competent possible workforce If performance evaluations job descriptions and personnel files generally do not reflect written and on-going efforts to document performance excellence weakness and corrective action even those top managers with property rights (ie those covered by Civil Service) can become less willing to take the risks associated with innovation Clients or customers become frustrated by what they regard as excessive delays and lack of responsiveness

16 The relatively recent hires of Department Heads in Information Technology Human Resources Fire-Rescue and Police are well regarded as signs and opportunities that progressive and positive changes can be made These rather new department heads will need active support and direction from the City Manager and encouragement from the City Commission to create and implement aggressive agendas and client focused practices Such support will help the other Directors create similar agendas and help the City Manager succeed in the development of an accountable team

17 The inertia and difficulty in instituting progressive change in performance or behavior is the result of a build up over years of circumstances in which precedents and rules can be confusing The ability to hold individuals especially managers directly and specifically accountable is exemplified by comments and opinions offered during interviews and suggested in what the Inspector Generals findings laid out They are exemplified by paraphrased interview comments such as the following

bull Departments operate separately bull There is a sense of frustration with centralized services bull Workarounds are needed to continue with operational work bull Procurement recommendations are based on practices that involve constant

delays and disagreements bull Recommendations may be based on best procurement practices but not on

whats best for making the operation successful bull There is a continuous uphill battle bull More willingness is needed to find common ground between operational

efficiency and process frustration with Finance involving budget and clarity in understanding how much money is available

bull Operational problems are compounded by personnel not willing to change and not solution driven

bull Operational departments more so than central services feel that there are tribes or silos

bull The priority should be on what operational functions are trying to accomplish bull More central functioning as a team is needed especially in the among the

centralized departments

8

bull There is a sense that Payroll Budget IT Procurement and HR systems are antiquated leading to workarounds and frustration

bull Procurement is regarded as a delaying culprit bull Some top managers feel that they do not have a sufficient say in the formulation

of their department budgets and that information needs fall on deaf ears bull There is considerable hope that the concept of an enterprise resource

management program (ERP) will benefit the City and assist in creating more united efforts

bull There is generally defensiveness among employees whose areas were mentioned in the Inspector General report The sense is that the report created an inaccurate impression with some individuals who regarded as insulting and misleading

All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance

It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The Citys ability to hold staff members accountable evaluate their performance take disciplinary corrective action and recognize and reward performance excellence is critical Those abilities need enhancing as a priority for the City Manager They need elected official support

RECOMMENDATIONS

1 Conduct an HR Diagnostic Review presided over by the Director of Human Resources The review constitutes a stakeholder staff Civil Service Commissioner and union process assessment The outcome will be a strategic blueprint for process improvement in the form of a report to the City Manager

2 As a result of the Diagnostic create a Human Resources Business Plan to assign specific How Many By When responsibility to implement the improvements identified in the Diagnostic The Plan would be led by the Director of Human Resources and would include both those projects general in nature for the City and those more specific to the HR needs of selected operational departments specifically including Police Fireshy

9

Rescue and Public Utilities The Plan would assign specific staff accountability for each project with completion dates and completion milestones There would then be monthly or quarterly progress reviews by the City Manager

3 Review and update all position descriptions not already encompassed within the current Compensation work being done by Evergreen Consulting Begin first with those in the Police Department This is a project which can be completed within six months and can be accomplished using internal resources While there are hundreds of positions in the City service most will fall within 10 or fewer job classifications such as Law Enforcement Officer and Firefighter

4 Add to every position description the essential function of effectively and positively representing the City in delivering and performing their work with colleagues and clients irrespective of gender race religion age disability political affiliation or belief or sexual orientation In other words clearly establish the attitudes and behaviors reflected above as essential elements of every City position

5 Add to every position description the essential function of maintaining effective and professional relationships with work colleagues supervisors and managers

6 Select those City policies which are associated with the identification mitigation and control of liabilities and launch a project for the rapid upgrading and modernizing of each of those policies The highest priority would go to the installation of policies such as Whistleblower Protection and use of Social Media which do not currently exist Next would follow the updating of those existing policies associated with liabilities such as bullying sexual-harassment unlawful discrimination workplace violence and effective colleague relationships

7 In the case of a Whistleblower Protection policy the City should consider using an outside receiver for intake of Whistleblower allegations of wrong doing This would permit an initial assessment of the nature of the allegations outside of the chain of command followed by appropriate referral for followup The result would likely be a greater sense of confidence for persons who in good faith feel that something needs addressing within the organization

8 Add as a heavily weighted criterion for all promotions the criteria of actively supporting teamwork organization-wide unity and effective collegial relationships Create behavioral assessment questions accordingly

10

9 Add as a significant performance evaluation criterion in all evaluations the assessment of an individuals commitment performance and behavior in actively supporting organization-wide team unity and effective collegial relationships

10 Develop and implement in the Civil Service selection process during initial hiring behavioral challenges to assess the degree to which a candidate demonstrates a commitment to teamwork and positive interpersonal cooperation This could take the form of a focused video scenario-based process similar to the commonly used law enforcement selection tool Behavioral Personnel Assessment Device (BPAD) It could be developed within the Department with involvement by Law Enforcement Officers

11 The grievance procedures in all bargaining units should be amended to include a new step Advisory Opinion of the Director of Human Resources This step would provide that the Director might agree at any step in the process at the request of either party or on her own motion to offer a written or non-written non-binding opinion as to any aspect of the grievance This could include suggestions for mediation or at a minimum offer another viewpoint on the subject The Advisory Opinion would not carry with it specific timeframes nor would it replace any of the decision-makers authority and responsibility in the procedures It would however provide a tool which the City and the employees would find valuable in the future for problem resolution Adding the step of course would follow reviewing the matter with unions involved

12 Prepare a draft of an amended discipline article for the collective bargaining agreements under which a written reprimand would no longer be subject to binding and compulsory arbitration The Amendment would provide in other words that the City Managers decision would be final Appeals could not be further filed to binding and compulsory outside arbitration This draft recognizes that a written reprimand does not result in the loss of property and is therefore not constitutionally protected as a vested right It would recognize that despite this change aggrieved employees who feel that discipline decisions or counseling ~omments are based on unlawful discrimination or retaliation still have other appeal opportunities on that specific basis This draft policy should be shared in writing with the union presidents in advance of collective bargaining and aggressively pursued by the City during upcoming negotiations It is likely that the unions would appreciate the importance of such a streamlining of the disciplinary procedure and would recognize that in and of itself fears that the change would result in a flood of reprimands are unfounded The Police agreement does not provide for appeals when observable behavior results in a written notice Therefore the foregoing recommendation would not apply to the Police bargaining unit

11

13 Consider the out-stationing of a current Police Officer position already working on human resources matters such as background investigations or Internal Affairs to be physically located in a private office in the Human Resources Department There would be career development benefits for the Officer team building communications improvement for both departments and additional security readily available for both HR and Risk ManagementLabor Relations The Chief and the Director of Human Resources should have no problem in coordinating workflow or resolving assignment conflicts by joint communications The work is being done already anyway The out-stationed location would only create additional benefits

14 The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candidates can be facilitated via recommendations from graduate programs at local universities such as those involving Public Administration Criminal Justice Human Resources or other relevant academic programs This can also be a tool in the Citys workforce diversity efforts while also enhancing the capacity of the Human Resources Department to manage multiple management issues concurrently Assignment of two Graduate Interns for a period not exceeding one year would be a catalyst in driving some of the recommendations in this report It would also provide some needed relief for the Director of Human Resources to devote the necessary time to actively lead strategic progress

15 Performance evaluation criteria should be augmented to include a section on Representation of the City and the Department This section would assess an employees behavior and performance over the prior year in relation to whether or not it reflected positively within and outside of City Government Every staff member represents the City as well as their Departments As such they have a responsibility to be taken more seriously than ever before to engage in interpersonal skills reflecting in a positive manner on their individual professionalism

16 The work of top leaders in a dynamic City government such as a Police or Fire-Rescue Chief and a Director of Human Resources involves a very substantial amount of time spent in the management of Human Resources issues Often these can be of higher liability than those which might arise in other City departments For example arguably the day-toshy

12

day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assistant City Managers fulfill most of that need especially with regard to Police and Fire command staff counseling However a coach for other leaders would be a valuable asset to have in place

SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE

17 Part of an executive development program can be what amounts to an Internal Fellowship in which a newly promoted Manager gets assigned to work as a Special Assistant to the City Manager or an Assistant City Manager for a period such as three to six months This would allow for example a newly promoted executive in the Police Department to play an important role in the overall City budget process in Collective Bargaining with a non-law enforcement bargaining unit or to assist in a high-priority policy matter determined by the City Manager At the end of the Fellowship period the individual would return to their new role in their home Department with a greater appreciation than ever before about the larger issues facing executive leaders in the City

18 The Civil Service Ordinance should be amended to increase the number of positions exempt from Civil Service coverage Employees in such exempt positions would then serve at will Serving at will means that these employees may be disciplined or even terminated for any reason or no reason as long as the actions do not occur because of illegal reasons Current rules are too restrictive for the city to be as flexible as it needs to be in developing accountable and responsive executive staff Division Directors support staff in the City Managers Office as well as those in the City Attorneys Office and Labor Relations and Risk Management areas are appropriate candidates for at will service Current incumbents who enjoy property rights may not have those rights stripped away involuntarily as long as the incumbents are employed However they may voluntarily waive such rights in trade for some quid

13

pro quos such as additional benefits In the absence of such voluntary exemption attrition should be used so that future incumbents in selected positions would be hired as at will employees

19 A predictive staffing study should be conducted in departments utilizing a constant staffing structure - typically Police Fire-Rescue and Water and Wastewater Treatment Plant operations The study would make reasonable estimates based primarily on length of service and employee surveys to determine the likely extent and timing of future vacancies From that information the city can prepare in advance to have vacancies filled immediately upon turnover if not before Civil Service eligibility lists can be maintained for immediate use without having to begin recruitments from scratch The staffing needs in the Police Department were major contributing factors to the issues addressed in the Inspector Generals report Predictive staffing actions can reduce the likelihood that that critical situations will happen again

20 As a corollary to predictive staffing the City should consider over staffing in selected areas of the workforce with short-term temporary employees drawn off Civil Service eligible lists These employees would transition immediately into the regular workforce and be given credit for their temporary service as part of their probationary periods The result can be a cadre of employees already trained and ready to assume the regular workforce duties of the positions There will always be some number of vacancies in a city or county workforce as large as Hollywoods These vacancies may be funded in the budget such that hiring some additional Police Officers or Firefighters beyond the allocated limits in the budget might be funded with the salaries of vacant positions providing offsets Currently in conservatively funded constant staffing operations if a vacancy occurs due for example to long-term absences such as illness the staffing void must be filled at a rate of time and a half by overtime mandates This does nothing to prepare new employees to immediately step in as vacancies occur

21 The Civil Service rules currently operate on the basis of a narrow rule of three In this selection rule the Department Director acting for the City Manager is limited to no more than the top three candidates presented from civil service eligible lists In a system where the filling of vacancies may take considerable time or eligible lists may be many months old a rule of three is too limiting Broader certification rules such as a rule of five or a rule of the rank would offer more needed flexibility without sacrificing civil service principles

22 The Citys Information Technology (IT) function is an area often needing particular candidate expertise not generally available within classical Civil Service recruiting methods New projects such as the organization-wide

14

Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside over a facilitated focus group of top users and current IT staffs to prioritize projects identify needs and resources and prepare an IT Business Plan for review by the City Manager Likewise in this reviewers opinion being familiar with the installation of new large IT activities overlaid on existing staff requirements adding a graduate intern as an at will employee for one year would provide a new resource to the IT Director to more rapidly implement the programs he will be asked to bring to fruition This would be in addition to whatever staffing or consultant resources are brought to bear for the Enterprise Resource System

23 The City uses the procurement process to solicit a variety of benefit contracts often amended annually for health insurance dental life and other products These represent significant expenditures and cover all full-time employees their dependents and retirees In the face of complex and changing insurance rules deadlines engagements with insurance companies and much more a special expertise is required to look after the City of Hollywoods best interests Monitoring utilization developing innovations and cost containment strategies and being able to negotiate aggressively with insurance providers is best managed by outside expertise engaged by the City Currently the procurement elements of this process are managed by the Human Resources Director - along with_her many other responsibilities - not to mention the process improvements called for in this report The City should use professional procurement practices to select a consultantbroker to represent the City The result can be a tighter control on a very significant area of cost and administration This should be done well in advance of the expiration of benefit contracts in the year to come

24 This Reviewer urges the City to be especially wary of vendor promises with regard to the implementation of an expensive organization-wide enterprise resource program Vendors may make what have previously been called piecrust promises - easily made easily broken The vendor support team may well experience staff turnover Resources will be shifted to other clients The estimated time and cost of system installation may stretch well past the budgeted and anticipated costs originally proposed Aggressive steps under the leadership of the IT director in terms of milestones required of vendors performance penalties built into contracts as well as performance rewards should be considered and implemented If this vigorous enforcement approach does not happen and this large-scale IT project is managed in a way similar to the management of temporary needs reported by the IG the stage will be set

15

for another perhaps even more costly organizational problem in the future

25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential services are the ultimate responsibility of every manager With regard to the core area of Procurement however the job description for the Procurement Manager is clear in its requirements that it is this employee who is responsible for the management and oversight of contracts or particular department services Regardless of the past practices and exigencies of staffing needs in 2013 and 2014 this fundamental element of the Procurement responsibility was not met

Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement professional with years of experience Leadership direction

middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in a better position to determine the future reporting relationships for this important function

26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots administration and finance as well as HR and other central services should convene a stakeholder summit to bring out these concerns and address them The primary outcome would be budget

16

process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process

27 Direct payment vouchers related to any procurement and contractorvendor remuneration should be reviewed by and signed off directly by the Contract Compliance Manager This is especially true in what would be his broader role if the recommendation to place Procurement under his management were implemented In reviewing a sampling of such vouchers for temporary services during the IG report period it was noted that many did not have Department Head signatures Even the Procurement Office itself used such services although the clear focus was on the activities in Police

28 Meeting any staffing need through a temporary services company should require a specific review and sign off by the Director of Human Resources She would be asked to attest to the fact that HR is not capable of meeting the needs presented by the operating department and to explain why this need cannot be met through City procedures and practices In the case of what might be an ongoing need the Director would be required to explain whether actions can be instituted to change that scenario so that an ongoing use of temporary help from an outside vendor can be reduced if not eliminated

29 Finally this Reviewer notes that recommendations to the City Manager concerning the prospects of disciplinary action were part of this engagement Those recommendations will following consultation with the City Manager be presented as a verbal briefing to him so that his ability to respond to organizational needs is not compromised unduly in the very sensitive areas of staff relations

No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and managed assertively formally and consistently by their managers If the warnings and corrective action opportunities do not change the weak behavior these employees should be demoted or terminated If such actions become necessary it will ironically not be the City which acts it will in reality be the employee him or herself who provokes the action

It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees - that they are the Citys

17

vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances

OVERALL IMPRESSION

The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading managers to feel that the systems in place could meet their needs With a strong past sense of inertia rather than innovation and process improvement factoring into what occurred the City is best and most constructively served by the City Manager acting aggressively to improve internal processes make the improvements more visible and make those now responsible for the Procurement and utilization of services more accountable He is well able to use his strong communications skills and sense of ethics to deliver clear messages of professional expectation and enforce those expectations going into the future

18

ATTACHMENT 2

ATTACHMENT 2

CITY of HOLLYWOOD FLORIDA Office of the City Manager

02600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045 Phone (95 4) 921 -3201 bull Fax (95-1) 921 -3314 deg wwwhullywoodflorg

Wazir A Ishmael PhD City Manager

March 18 2016

The Honorable Mayor Vice Mayor and Members of the City Commission

City of Hollywood Hollywood FL 33020

Mayor Vice Mayor and City Commissioners

This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016

We thank him for his services and wish him well in his future endeavors

Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller

Should you have any questions I am available at your convenience

Sincere I

DtJJ~tr A Ishmael Ciey(Janager

c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director

Our Mission Y l arc dcdic 11 t d lO proiding municip1 l scrvictS for our diverse co mrnuni ry in an atn1osphL rl of tOOperal ion courtesy and respect

Xie do 1h is hy ensu ri ng gtII who li ve work and pby in die C it) of l o ll )~VOoJ enjoy a high qnli l of lifo

hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood Florida 33020

Dr Ishmael

As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities

In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life

Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and capital improvements

Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices

I wish the City of Hollywood and the dedicated employees much luck with their future endeavors

Sincerely

faL--shyJocent Wasserman Director Procurement Services

ATTACHMENT 3

City of Hollywood Florida - Class Specification Bulletin Page 1of3

ATTACHMENT 3

Contract Compliance Officer Class Code

1138

Bargaining Unit Management CITY OF HOLLYWOOD FLORIDA Revision Date Apr 29 2015

SALARY RANGE

$3310 - $5296 Hourly $264809 - $423694 Biweekly

$6885030 - $11016048 Annually

JOB DESCRIPTION

This is advanced responsible professional and administrative work involving contract certification contract compliance and management for all vendors bidders and proposers conducting business with the City coordination of procurement activities and office and field monitoring Work involves providing managerial assistance to the Assistant City Manager for Finance and Administration in managing and monitoring contracts for compliance developing policies procedures rules and regulations for Citywide purchasing and coordinating the resolution of problems with vendors bidders and proposers

The incumbent exercises a considerable degree of independent judgment Employee is expected to make independent decisions in conformance with applicable laws rules and regulations governing the public purchase of commodities and services as well as standard public purchasing policies and procedures

EXAMPLES OF DUTIES

Reviews all City contracts for compliance and adherence to proper procedures including but not limited to confirmation of proper authority adherence to appropriate procurement procedures identification of time frames satisfaction of insurance requirements verification of available funding review of scope of services and notification of upcoming expiration

Assists in developing new and improved procedures concerning City purchasing activities Recommends corrective actions where applicable

Advises City departmentspersonnel on purchasing procedures to ensure proper compliance with Citys purchasing policies and procedures

Assists user departments in the informal competitive negotiated process for acquisition of professionalpersonal services

Reviews specifications from departments to procure goods and services of a complex andor technical nature

Monitors the evaluation andor negotiation process for acquisition of professionalpersonal services to ensure that proposals have been evaluated andor negotiated in accordance with solicitation document and city purchasing policies and procedures

Conducts preliminary investigations and make finding-of-fact reports on contractual bid disputes bid protests proposed debarment bidder non-responsibility and vendor nonshy

https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 2of3

performance

May represent the Director at various meetings within the city and the business community

Performs other job duties as assigned

THE REQUIREMENTS Required Possession of a Bachelors degree with major coursework in business or public administration or a related field

Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration

Be a Certified Professional Contracts Manager (CPCM )

Preferred Masters degree with major coursework in business or public administration or a related field

Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements

KNOWLEDGE SKILLS AND ABILITIES Extensive knowledge of principles practices and techniques of large scale government purchasing

Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing

Extensive knowledge of approved purchasing methods including recording buying inspection and shipping methods

Extensive knowledge of the techniques and requirements of specifications preparation

Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased

Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served

Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing

Some knowledge of insurance as it pertains to property liability and surety bonds

Considerable knowledge of Microsoft Word and Excel and the use of office equipment

Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to

httpsagencygovernmentjobscomhollywoodfldefaultcfmaction=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 3of3

other workers accurately and concisely

Skills in application of systems analysis techniques and procedures including consulting with users to determine hardware so~ware or system functional specifications

Ability to communicate effectively both orally and in writing

Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices

Ability to deal effectively with administrative officials and vendors

Ability to obtain and interpret market prices and trends and apply these to procurement problems

https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016

ATTACHMENT 4

ATTACHMENT 4

Jeane Carver-St Luce

From George Keller Sent Monday March 14 2016 328 PM To Chuck Ellis Clay Milan Eric Busenbarrick George Keller Gus Zambrano Jaye Epstein

Jeffrey Sheffel Lorie Mertens-Black Mel Standley Patricia Cerny Philip Sauer Raelin

Storey Raheem Seecharan Raquel Elejabarrieta Shiv Newaldass Steve Joseph Sylvia

Glazer Tammie Hechler Tomas Sanchez Tamikia Bacon Paul Bassar Cc Jeane Carver-St Luce Subject FW MCL Informational Email for Distribution

Importance High

At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations funding expenditures and Points of Contact Other helpful features will include executed copies of contract documents and invoice summaries

Two important take-away from this email

1 If you havent seen the fVICL demonstration please tune into the next City Commission meeting

2 Preliminary planning for a iVICL anticipation go live date--on or about 442016

middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed

middotmiddot Identify and maintain copies of all your award documents and invoices

bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files

The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines

After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support

George

George R heJcr Jr middotLsisrunt Cinmiddot funllltJcI

City of Hollywood ()Ill follrmind R1111tl1UlaquoI VU Bn_rl_)lt)l-f5

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FLORIDA

Master Contract List (MCL)

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Agenda

o What is the MCL

D MCL Data

D Demonstration of an Electronic Contract File

o MCL Next Steps v 0 v

o Questions

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What is the MCL bull Summary

o An electronic standardized comprehensive Management Tool-A One Stop Shop For all stakeholders who have a role with contract administration

o Useful real time information such as automatic daily countdowns of days for contracts and insurance expirations funding expenditures and Points of Contact

o Executed copies of contract documents and invoice bullsummaries

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MCL-Next Steps

bull Implementation o The MCL is a priority initiative

bull Continue gatheringupdating all contractual information bull Establishing POCs permission rights

o Coordinating with Financial Services Department in obtaining all invoices

o Working with the Procurement Division with keeping contractual documents updated

o Training Administrative Personnel who will have a procurement role

bull Execution After the City Commission presentation and feedback final developmenttraining sessions-anticipating a go live date April 2016

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ATTACHMENT 5

ATTACHMENT 5

George Keller

From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde

Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney

Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra

Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris

Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz

Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel

Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie

Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran Holycross

Cc Paul Bassar Directors Subject Master Contract List Training

Good Afternoon

The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times

bull Thursday May 26 at lOOpm 200pm 300pm bull Tuesday May 31 at 900am lOOOam l lOOam lOOpm 200pm 300pm bull Wednesday June 1 at 900am lOOOam 11 OOam bull Thursday June 2 at 900am lOOOam l lOOam lOOpm 200pm 300pm

Please let me know what suits you best also the training will be held at room 303

Thank you

Maryury Collier Administrative Specialist II City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 PO Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MColl ierholl ywoodflorg C 11 middot o f ~

H~QQQ Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record

Jeane Carver-St Luce

From Maryury Collier Sent Monday May 02 2016 1024 AM To Administrative Assistant II Cc Directors Paul Bassar Subject Training for the Master Contract List

Good Day

As some ofyou may be aware the City will be implementing an Electronic Contract File- AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed

For your convenience we will be having one h our training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule- Not later than Thursday (552016)

Friday May 6 from 330pm to 430pm

Monday May 9 at 900am to lOOOam bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam

Thank you

Maryury Collier Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 P 0 Box 229045 Hollywood FL 33020 Offi ce 954-921-3221 E-mail MCollierhollywoodflorq Cbullty of ~

H L WOOD t i O~IOA

Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mai l may be subject to disclosure as a matter of public record

ATTACHMENT 6

ATTACHMENT 6City ojJfoywootf PCoritfa DPV

DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT

Date 5252016 Pay to Vendor No Amount of Payment

Name Account No Address Separate Check Requested D City Invoice Number StateZip

Explanation of Payment

Date

Date

Date

Date

Contract InfoNumber Contract Expiration Date

Item Budget Item Description Line Item

l SubscriotionDuesMemberships Fees 2 Postage MeterStamps 3 Host Account Reimbursements 4 LicensesPermitsCertificates 5 Court CostOther Govt AgencvTaxes 6 Real Estate Closing - Attach Stmt 7 Advertising - attach tearsheet 8 Education CoursesSeminars 9 EducationReimbursementsBooks 10 RecordsSlidesFilmsGov Publication 11 Deferred ComoBank Pavments 12 MedicalVeterinarv Pavments 13 Insurance Premiums 14 Grant Disbursements 15 UtilitiesDump Fees 16 Refunds 17 CourierFreight 18 Pettv Cash Reimbursement 19 Other Professional Services 20 Soecial EventsRecr Performances 21 Temoorarv Emolovment Services 22 MealParkinQNiileaQe (1 dav tri-countv)

Unit Quantity

Originated by Dept Head Printed Name

DeptDiv Dept Head Signature

Procurement TypeDoc ---------------- Procurement Appr _

Finance Approval __________ Date Budget Approval

City Commission or City Manager Action Resolution

Unit Price

Total

ExtensionTotal

$000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000

Original Contract Amount Total This Invoice

Amendments Adjustment Total Previous Invoices

Total Contract Amount Total to Date --------------shy

City Manager Signature (if required)

Distribution List Finance Procurement Services Depmtment Copy dpv (rev3l02015)

APPENDIXB

Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073 (954) 895-2949 matthewlal la32 7 5comcastnet

March 11 2016

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022

Dear Wazir

Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016

I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors

~~ Matthew Lalla

cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources

  • Structure Bookmarks
    • BROWARD OFFICE OF THE INSPECTOR GENERAL
    • To and Members City of Hollywood C
    • From John W Scott Inspector General
    • Date June 6 2016
    • Subject Status Report-OIG Final Report Re Misconduct and Gross Mismanagement by the City ofHollywood in the Procurement of Temporary Employment Services Ref OIG 14-027
    • On March 2 2014 the Broward Office of the Inspector General (OIG) issued a final report finding that City of Hollywood officials violated numerous city ordinances policies and procedures to pay approximately $1 million for the services of temporary employees (temps) Specifically we found that the officials
    • At the conclusion of the report the OIG acknowledged the initial remedial steps taken by the city but recommended additional action including-given the potential for further abuse of the DPV payment method-a full audit of DPV payments
    • John W Scol1 Inspector General One North University Drive Suite 11 1 bull Planlalion Florida 33324 bull (954) 357-7873 bull Fax (954) 357-7857 4) 357-TIPS
    • As requested City Administrator Wazir Ishmael has now provided the OIG a status report with attachments which is attached as Appendix A The city states that it s senior management team has communicated publicly and individually that the inappropriate actions that occurred in the past were clearly wrong and unacceptable The city has now implemented numerous protocols and procedures in response to the OIGs investigation Of particular significance the city has created and implemented a contract com
    • The city has also restructured the Procurement Division and reformed oversight of the procurement process The finance director and procurement director overseeing the activities discussed in the final report have since resigned from the city Former Procurement Director Joel Wasserman s resignation is attached at Appendix A and former Finance Director Matthew Lallas resignation is attached as Appendix B The city also provided a repo1i it commissioned from a human resources specialist in response to the
    • However the city failed to address our recommendation that the DPV payments be audited in light of the significant misuse of the mechanism and the corresponding vulnerability to fraud waste and abuse Accordingly the OIG requests that we be provided a supplemental status report within 90 days or by September 5 2016 regarding a DPV audit
    • Attachment
    • cc Wazir Ishmael City Administrator
    • From To Cc
    • Subject Date Attachments
    • MaY Johns InsoectorGeneral Wazir Ishmael City of Hollywoods 90 Day Progress Report Regarding TransHire Tuesday May 31 2016 42804 PM 05 31 16 Letter to Inspector Scott re TransHire 90 Day Progress Reportpdf
    • 05 31 16 Letter to Inspector Scott Attachment lpdf 05 31 16 Letter to Inspector Scott Attachment 2pdf 05 31 16 Letter to Inspector Scott Attachment 3pdf 05 31 16 Letter to Inspector Scott Attachment 4pdf 05 31 16 Letter to Inspector Scott Attachment 5pdf 05 31 16 Letter to Inspector Scott Attachment 6pdf
    • Good afternoon Inspector General shy
    • The City Manager asked that I forward you the City of Hollywoods 90 day progress report that you requested in your final report regarding TransHire
    • Thank you Dr Wazir Ishmael City Manager
    • Executive Assistant City of Hollywood Office of the City Manager 2600 Hollywood Blvd Suite 419
    • PO Box 229045 Hollywood FL 33022-9045 Office 954-921-3201 E-mail
    • fjj
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Office of the City Manager
    • 2600 Hollywood Blvd bull PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (954) 92 1-33 14 bull rg
    • Wazir A Ishmael PhD City Manager
    • SENT VIA EMAIL amp US MAIL
    • May 31 2016
    • Mr John W Scott Inspector General Broward Office of the Inspector General
    • One North University Drive Suite 111 Plantation FL 3324
    • Re Broward Office of the Inspector General Report on Transhire 90 Day Progress Report
    • Dear Mr Scott
    • Please accept this response from the City of Hollywood as the 90 Day Progress Report that you requested in your final report on the above matter First let me assure you that your information findings and recommendations have been fully received acknowledged and communicated widely throughout the City staff Secondly I have discussed the serious nature of the issues identified directly with the Mayor City Commission senior management team staff and members of the public reinforcing that those inap
    • Finally we have collectively implemented and followed a broad spectrum of improvements actions resources training and policies to continue forward the lessons learned in progress of the organization The initiatives we have undertaken exist at the policy level and administrative oversight as well as day to day operations The below information describes those steps in more detail along with the attached documentation and the derived benefit for each Your contribution to stimulating these improveme
    • Our Mission Ve are dedicmcd to providing municipal services for our diverse community in an atmosphere ofcooperation courtesy and respect Yc do this by ensuring all who live work and play in the City of Hollywood enjoy a high quality of life
    • An Equa l Opportunity a nd Serv i ce Provide r Ag e nc y
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2
    • 1 Heightened Awareness Expectations and Standards of Performance
    • The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures
    • 2 Services of an External Consulting Professional (Attachment 1)
    • The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many
    • 3 Organizational Modifications and Reform (Attachment 2)
    • The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have be
    • 4 Human Resources Policy Review and Reform
    • Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced
    • 5 WorkflowBusiness Policies and Procedures Modifications
    • The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3
    • The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions
    • 10 Direct Payment Voucher Procedural Modifications (Attachment 6)
    • The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4
    • The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter
    • Attachments
    • c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors
    • ATTACHMENT 1
    • ATTACHMENT 1
    • PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737
    • Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045
    • March 3 2016
    • Dear Messrs Keller and Standley
    • The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one
    • The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues
    • The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not
    • Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement
    • Sincerely
    • Phil Rosenberg President The HR Doctorreg Inc 954 816-4 737
    • attachment
    • Phil Rosenberg President PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737 On
    • March 3 2016
    • IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES
    • BACKGROUND
    • The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in t
    • With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whet
    • City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in th
    • 1
    • The Inspector Generals report is being taken very seriously by the City It is a call to
    • action and catalyst to go beyond the limited and narrow scope of the report in the
    • interest of making broader administrative improvements
    • As part of the response to the report the City engaged the services of The HR Doctor
    • Inc on January 19 2016 to investigate the background of what occurred and offer
    • opinions and recommendations The deliverable in this situation is the presentation of
    • a written report to the City Manager within 30 calendar days of the date of the approval
    • of the engagement (ie January 19 2016) to address the following issues
    • The HR Doctor Inc was authorized and directed by the City Manager to also provide a
    • broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processe
    • METHODOLOGY
    • The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information
    • 2
    • The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employee
    • To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot
    • FINDINGS AND CONCLUSIONS
    • Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positio
    • r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work
    • 3
    • complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur
    • 4
    • service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement
    • 5
    • over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a n
    • 1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be org
    • 6
    • 7
    • managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to
    • ensure the most competent possible workforce If performance evaluations job
    • descriptions and personnel files generally do not reflect written and on-going
    • efforts to document performance excellence weakness and corrective action
    • even those top managers with property rights (ie those covered by Civil
    • Service) can become less willing to take the risks associated with innovation
    • Clients or customers become frustrated by what they regard as excessive
    • delays and lack of responsiveness
    • 8
    • All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance
    • It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The City
    • RECOMMENDATIONS
    • 9
    • Rescue and Public Utilities The Plan would assign specific staff
    • accountability for each project with completion dates and completion
    • milestones There would then be monthly or quarterly progress reviews
    • by the City Manager
    • 10
    • 11
    • 14The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candi
    • 12
    • day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assis
    • SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING
    • PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION
    • THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS
    • SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE
    • ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK
    • ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR
    • THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY
    • CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE
    • 13
    • pro quos such as additional benefits In the absence of such voluntary
    • exemption attrition should be used so that future incumbents in selected
    • positions would be hired as at will employees
    • 14
    • Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside
    • over a facilitated focus group of top users and current IT staffs to
    • prioritize projects identify needs and resources and prepare an IT
    • Business Plan for review by the City Manager Likewise in this reviewers
    • opinion being familiar with the installation of new large IT activities
    • overlaid on existing staff requirements adding a graduate intern as an at
    • will employee for one year would provide a new resource to the IT
    • Director to more rapidly implement the programs he will be asked to bring
    • to fruition This would be in addition to whatever staffing or consultant
    • resources are brought to bear for the Enterprise Resource System
    • 15
    • for another perhaps even more costly organizational problem in the
    • future
    • 25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential s
    • Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement pr
    • middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in
    • 26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots adm
    • 16
    • process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process
    • No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and mana
    • It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees -that they are the Citys
    • 17
    • vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances
    • The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading manager
    • 18
    • ATTACHMENT 2
    • ATTACHMENT 2
    • CITY of HOLLYWOOD FLORIDA
    • Office of the City Manager
    • 0
    • 2600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (95-1) 921-3314 deg
    • Wazir A Ishmael PhD City Manager
    • March 18 2016
    • The Honorable Mayor Vice Mayor
    • and Members of the City Commission City of Hollywood Hollywood FL 33020
    • Mayor Vice Mayor and City Commissioners
    • This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016
    • We thank him for his services and wish him well in his future endeavors
    • Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller
    • Should you have any questions I am available at your convenience
    • Sincere I
    • Dt~tr A Ishmael Ciey(Janager
    • c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director
    • Our Mission Yl arc dcdic 11td lO proiding municip1l scrvictS for our diverse co mrnuniry in an atn1osphLrl of tOOperalion courtesy and respect
    • Xie do 1his hy ensu ring gtII who live work and pby in die Cit) of loll)~VOoJ enjoy a high qnlil oflifo
    • hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y
    • Dr Wazir Ishmael
    • City Manager City of Hollywood
    • 2600 Hollywood Blvd
    • Hollywood Florida 33020
    • Dr Ishmael
    • As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities
    • In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life
    • Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and cap
    • Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices
    • I wish the City of Hollywood and the dedicated employees much luck with their future endeavors
    • Sincerely
    • Jocent Wasserman Director Procurement Services
    • ATTACHMENT 3
    • City of Hollywood Florida -Class Specification Bulletin Page 1of3 ATTACHMENT 3
    • https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016
    • performance
    • May represent the Director at various meetings within the city and the business community
    • Performs other job duties as assigned
    • Required Possession of a Bachelors degree with major coursework in business or public
    • administration or a related field
    • Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration
    • Be a Certified Professional Contracts Manager (CPCM )
    • Preferred Masters degree with major coursework in business or public administration or a related field
    • Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements
    • Extensive knowledge of principles practices and techniques of large scale government purchasing
    • Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing
    • Extensive knowledge of approved purchasing methods including
    • recording buying inspection and shipping methods
    • Extensive knowledge of the techniques and requirements of specifications preparation
    • Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased
    • Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served
    • Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing
    • Some knowledge of insurance as it pertains to property liability and surety bonds
    • Considerable knowledge of Microsoft Word and Excel and the use of office equipment
    • Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to
    • 5252016
    • City of Hollywood Florida -Class Specification Bulletin Page 3of3
    • other workers accurately and concisely Skills in application of systems analysis techniques and
    • procedures including consulting with users to determine hardware so~ware or system functional specifications
    • Ability to communicate effectively both orally and in writing
    • Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices
    • Ability to deal effectively with administrative officials and vendors
    • Ability to obtain and interpret market prices and trends and apply these to procurement problems
    • https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016
    • ATTACHMENT 4
    • ATTACHMENT 4
    • Jeane Carver-St Luce
    • At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations fun
    • Two important take-away from this email
    • middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed
    • middotmiddot Identify and maintain copies of all your award documents and invoices
    • bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files
    • The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines
    • After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support
    • George
    • George R Jr middotLsisrunt Cinmiddot funllltJcI
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    • FLORIDA
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    • ATTACHMENT 5
    • ATTACHMENT 5
    • George Keller
    • From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde
    • Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice
    • Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris
    • Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick
    • Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz
    • Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel
    • Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie
    • Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran
    • Holycross
    • Cc Paul Bassar Directors Subject Master Contract List Training
    • Good Afternoon
    • The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times
    • Please let me know what suits you best also the training will be held at room 303
    • Thank you
    • Maryury Collier
    • Administrative Specialist II
    • City of Hollywood
    • Financial Services
    • 2600 Hollywood Blvd Suite 303
    • PO Box 229045 Hollywood FL 33020 Office 954-921-3221
    • C 11 middot of ~
    • H~QQQ
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Jeane Carver-St Luce
    • Good Day
    • As some ofyou may be aware the City will be implementing an Electronic Contract File-AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed
    • For your convenience we will be having one hour training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule-Not later than Thursday (552016)
    • Friday May 6 from 330pm to 430pm Monday May 9 at 900am to lOOOam
    • bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam
    • Thank you
    • Maryury Collier
    • Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303
    • P 0 Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MCollierhollywoodflorq
    • Cbullty of ~
    • H L WOOD
    • t i O~IOA
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • ATTACHMENT 6
    • ATTACHMENT 6
    • City ojJfoywootf PCoritfa
    • DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT
    • Date Date Date Date Contract InfoNumber Contract Expiration Date
    • Original Contract Amount Total This Invoice
    • Amendments Adjustment Total Previous Invoices
    • APPENDIXB
    • Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073
    • (954) 895-2949 matthewlalla3
    • March 11 2016
    • Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022
    • Dear Wazir
    • Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016
    • I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors
    • ~~
    • Matthew Lalla
    • cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources
Page 19: BROWARD OFFICE OF THE INSPECTOR GENERAL€¦ · Broward Office of the Inspector General Page 2 . 1. Heightened Awareness, Expectations and Standards of Performance . The senior management

managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to ensure the most competent possible workforce If performance evaluations job descriptions and personnel files generally do not reflect written and on-going efforts to document performance excellence weakness and corrective action even those top managers with property rights (ie those covered by Civil Service) can become less willing to take the risks associated with innovation Clients or customers become frustrated by what they regard as excessive delays and lack of responsiveness

16 The relatively recent hires of Department Heads in Information Technology Human Resources Fire-Rescue and Police are well regarded as signs and opportunities that progressive and positive changes can be made These rather new department heads will need active support and direction from the City Manager and encouragement from the City Commission to create and implement aggressive agendas and client focused practices Such support will help the other Directors create similar agendas and help the City Manager succeed in the development of an accountable team

17 The inertia and difficulty in instituting progressive change in performance or behavior is the result of a build up over years of circumstances in which precedents and rules can be confusing The ability to hold individuals especially managers directly and specifically accountable is exemplified by comments and opinions offered during interviews and suggested in what the Inspector Generals findings laid out They are exemplified by paraphrased interview comments such as the following

bull Departments operate separately bull There is a sense of frustration with centralized services bull Workarounds are needed to continue with operational work bull Procurement recommendations are based on practices that involve constant

delays and disagreements bull Recommendations may be based on best procurement practices but not on

whats best for making the operation successful bull There is a continuous uphill battle bull More willingness is needed to find common ground between operational

efficiency and process frustration with Finance involving budget and clarity in understanding how much money is available

bull Operational problems are compounded by personnel not willing to change and not solution driven

bull Operational departments more so than central services feel that there are tribes or silos

bull The priority should be on what operational functions are trying to accomplish bull More central functioning as a team is needed especially in the among the

centralized departments

8

bull There is a sense that Payroll Budget IT Procurement and HR systems are antiquated leading to workarounds and frustration

bull Procurement is regarded as a delaying culprit bull Some top managers feel that they do not have a sufficient say in the formulation

of their department budgets and that information needs fall on deaf ears bull There is considerable hope that the concept of an enterprise resource

management program (ERP) will benefit the City and assist in creating more united efforts

bull There is generally defensiveness among employees whose areas were mentioned in the Inspector General report The sense is that the report created an inaccurate impression with some individuals who regarded as insulting and misleading

All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance

It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The Citys ability to hold staff members accountable evaluate their performance take disciplinary corrective action and recognize and reward performance excellence is critical Those abilities need enhancing as a priority for the City Manager They need elected official support

RECOMMENDATIONS

1 Conduct an HR Diagnostic Review presided over by the Director of Human Resources The review constitutes a stakeholder staff Civil Service Commissioner and union process assessment The outcome will be a strategic blueprint for process improvement in the form of a report to the City Manager

2 As a result of the Diagnostic create a Human Resources Business Plan to assign specific How Many By When responsibility to implement the improvements identified in the Diagnostic The Plan would be led by the Director of Human Resources and would include both those projects general in nature for the City and those more specific to the HR needs of selected operational departments specifically including Police Fireshy

9

Rescue and Public Utilities The Plan would assign specific staff accountability for each project with completion dates and completion milestones There would then be monthly or quarterly progress reviews by the City Manager

3 Review and update all position descriptions not already encompassed within the current Compensation work being done by Evergreen Consulting Begin first with those in the Police Department This is a project which can be completed within six months and can be accomplished using internal resources While there are hundreds of positions in the City service most will fall within 10 or fewer job classifications such as Law Enforcement Officer and Firefighter

4 Add to every position description the essential function of effectively and positively representing the City in delivering and performing their work with colleagues and clients irrespective of gender race religion age disability political affiliation or belief or sexual orientation In other words clearly establish the attitudes and behaviors reflected above as essential elements of every City position

5 Add to every position description the essential function of maintaining effective and professional relationships with work colleagues supervisors and managers

6 Select those City policies which are associated with the identification mitigation and control of liabilities and launch a project for the rapid upgrading and modernizing of each of those policies The highest priority would go to the installation of policies such as Whistleblower Protection and use of Social Media which do not currently exist Next would follow the updating of those existing policies associated with liabilities such as bullying sexual-harassment unlawful discrimination workplace violence and effective colleague relationships

7 In the case of a Whistleblower Protection policy the City should consider using an outside receiver for intake of Whistleblower allegations of wrong doing This would permit an initial assessment of the nature of the allegations outside of the chain of command followed by appropriate referral for followup The result would likely be a greater sense of confidence for persons who in good faith feel that something needs addressing within the organization

8 Add as a heavily weighted criterion for all promotions the criteria of actively supporting teamwork organization-wide unity and effective collegial relationships Create behavioral assessment questions accordingly

10

9 Add as a significant performance evaluation criterion in all evaluations the assessment of an individuals commitment performance and behavior in actively supporting organization-wide team unity and effective collegial relationships

10 Develop and implement in the Civil Service selection process during initial hiring behavioral challenges to assess the degree to which a candidate demonstrates a commitment to teamwork and positive interpersonal cooperation This could take the form of a focused video scenario-based process similar to the commonly used law enforcement selection tool Behavioral Personnel Assessment Device (BPAD) It could be developed within the Department with involvement by Law Enforcement Officers

11 The grievance procedures in all bargaining units should be amended to include a new step Advisory Opinion of the Director of Human Resources This step would provide that the Director might agree at any step in the process at the request of either party or on her own motion to offer a written or non-written non-binding opinion as to any aspect of the grievance This could include suggestions for mediation or at a minimum offer another viewpoint on the subject The Advisory Opinion would not carry with it specific timeframes nor would it replace any of the decision-makers authority and responsibility in the procedures It would however provide a tool which the City and the employees would find valuable in the future for problem resolution Adding the step of course would follow reviewing the matter with unions involved

12 Prepare a draft of an amended discipline article for the collective bargaining agreements under which a written reprimand would no longer be subject to binding and compulsory arbitration The Amendment would provide in other words that the City Managers decision would be final Appeals could not be further filed to binding and compulsory outside arbitration This draft recognizes that a written reprimand does not result in the loss of property and is therefore not constitutionally protected as a vested right It would recognize that despite this change aggrieved employees who feel that discipline decisions or counseling ~omments are based on unlawful discrimination or retaliation still have other appeal opportunities on that specific basis This draft policy should be shared in writing with the union presidents in advance of collective bargaining and aggressively pursued by the City during upcoming negotiations It is likely that the unions would appreciate the importance of such a streamlining of the disciplinary procedure and would recognize that in and of itself fears that the change would result in a flood of reprimands are unfounded The Police agreement does not provide for appeals when observable behavior results in a written notice Therefore the foregoing recommendation would not apply to the Police bargaining unit

11

13 Consider the out-stationing of a current Police Officer position already working on human resources matters such as background investigations or Internal Affairs to be physically located in a private office in the Human Resources Department There would be career development benefits for the Officer team building communications improvement for both departments and additional security readily available for both HR and Risk ManagementLabor Relations The Chief and the Director of Human Resources should have no problem in coordinating workflow or resolving assignment conflicts by joint communications The work is being done already anyway The out-stationed location would only create additional benefits

14 The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candidates can be facilitated via recommendations from graduate programs at local universities such as those involving Public Administration Criminal Justice Human Resources or other relevant academic programs This can also be a tool in the Citys workforce diversity efforts while also enhancing the capacity of the Human Resources Department to manage multiple management issues concurrently Assignment of two Graduate Interns for a period not exceeding one year would be a catalyst in driving some of the recommendations in this report It would also provide some needed relief for the Director of Human Resources to devote the necessary time to actively lead strategic progress

15 Performance evaluation criteria should be augmented to include a section on Representation of the City and the Department This section would assess an employees behavior and performance over the prior year in relation to whether or not it reflected positively within and outside of City Government Every staff member represents the City as well as their Departments As such they have a responsibility to be taken more seriously than ever before to engage in interpersonal skills reflecting in a positive manner on their individual professionalism

16 The work of top leaders in a dynamic City government such as a Police or Fire-Rescue Chief and a Director of Human Resources involves a very substantial amount of time spent in the management of Human Resources issues Often these can be of higher liability than those which might arise in other City departments For example arguably the day-toshy

12

day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assistant City Managers fulfill most of that need especially with regard to Police and Fire command staff counseling However a coach for other leaders would be a valuable asset to have in place

SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE

17 Part of an executive development program can be what amounts to an Internal Fellowship in which a newly promoted Manager gets assigned to work as a Special Assistant to the City Manager or an Assistant City Manager for a period such as three to six months This would allow for example a newly promoted executive in the Police Department to play an important role in the overall City budget process in Collective Bargaining with a non-law enforcement bargaining unit or to assist in a high-priority policy matter determined by the City Manager At the end of the Fellowship period the individual would return to their new role in their home Department with a greater appreciation than ever before about the larger issues facing executive leaders in the City

18 The Civil Service Ordinance should be amended to increase the number of positions exempt from Civil Service coverage Employees in such exempt positions would then serve at will Serving at will means that these employees may be disciplined or even terminated for any reason or no reason as long as the actions do not occur because of illegal reasons Current rules are too restrictive for the city to be as flexible as it needs to be in developing accountable and responsive executive staff Division Directors support staff in the City Managers Office as well as those in the City Attorneys Office and Labor Relations and Risk Management areas are appropriate candidates for at will service Current incumbents who enjoy property rights may not have those rights stripped away involuntarily as long as the incumbents are employed However they may voluntarily waive such rights in trade for some quid

13

pro quos such as additional benefits In the absence of such voluntary exemption attrition should be used so that future incumbents in selected positions would be hired as at will employees

19 A predictive staffing study should be conducted in departments utilizing a constant staffing structure - typically Police Fire-Rescue and Water and Wastewater Treatment Plant operations The study would make reasonable estimates based primarily on length of service and employee surveys to determine the likely extent and timing of future vacancies From that information the city can prepare in advance to have vacancies filled immediately upon turnover if not before Civil Service eligibility lists can be maintained for immediate use without having to begin recruitments from scratch The staffing needs in the Police Department were major contributing factors to the issues addressed in the Inspector Generals report Predictive staffing actions can reduce the likelihood that that critical situations will happen again

20 As a corollary to predictive staffing the City should consider over staffing in selected areas of the workforce with short-term temporary employees drawn off Civil Service eligible lists These employees would transition immediately into the regular workforce and be given credit for their temporary service as part of their probationary periods The result can be a cadre of employees already trained and ready to assume the regular workforce duties of the positions There will always be some number of vacancies in a city or county workforce as large as Hollywoods These vacancies may be funded in the budget such that hiring some additional Police Officers or Firefighters beyond the allocated limits in the budget might be funded with the salaries of vacant positions providing offsets Currently in conservatively funded constant staffing operations if a vacancy occurs due for example to long-term absences such as illness the staffing void must be filled at a rate of time and a half by overtime mandates This does nothing to prepare new employees to immediately step in as vacancies occur

21 The Civil Service rules currently operate on the basis of a narrow rule of three In this selection rule the Department Director acting for the City Manager is limited to no more than the top three candidates presented from civil service eligible lists In a system where the filling of vacancies may take considerable time or eligible lists may be many months old a rule of three is too limiting Broader certification rules such as a rule of five or a rule of the rank would offer more needed flexibility without sacrificing civil service principles

22 The Citys Information Technology (IT) function is an area often needing particular candidate expertise not generally available within classical Civil Service recruiting methods New projects such as the organization-wide

14

Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside over a facilitated focus group of top users and current IT staffs to prioritize projects identify needs and resources and prepare an IT Business Plan for review by the City Manager Likewise in this reviewers opinion being familiar with the installation of new large IT activities overlaid on existing staff requirements adding a graduate intern as an at will employee for one year would provide a new resource to the IT Director to more rapidly implement the programs he will be asked to bring to fruition This would be in addition to whatever staffing or consultant resources are brought to bear for the Enterprise Resource System

23 The City uses the procurement process to solicit a variety of benefit contracts often amended annually for health insurance dental life and other products These represent significant expenditures and cover all full-time employees their dependents and retirees In the face of complex and changing insurance rules deadlines engagements with insurance companies and much more a special expertise is required to look after the City of Hollywoods best interests Monitoring utilization developing innovations and cost containment strategies and being able to negotiate aggressively with insurance providers is best managed by outside expertise engaged by the City Currently the procurement elements of this process are managed by the Human Resources Director - along with_her many other responsibilities - not to mention the process improvements called for in this report The City should use professional procurement practices to select a consultantbroker to represent the City The result can be a tighter control on a very significant area of cost and administration This should be done well in advance of the expiration of benefit contracts in the year to come

24 This Reviewer urges the City to be especially wary of vendor promises with regard to the implementation of an expensive organization-wide enterprise resource program Vendors may make what have previously been called piecrust promises - easily made easily broken The vendor support team may well experience staff turnover Resources will be shifted to other clients The estimated time and cost of system installation may stretch well past the budgeted and anticipated costs originally proposed Aggressive steps under the leadership of the IT director in terms of milestones required of vendors performance penalties built into contracts as well as performance rewards should be considered and implemented If this vigorous enforcement approach does not happen and this large-scale IT project is managed in a way similar to the management of temporary needs reported by the IG the stage will be set

15

for another perhaps even more costly organizational problem in the future

25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential services are the ultimate responsibility of every manager With regard to the core area of Procurement however the job description for the Procurement Manager is clear in its requirements that it is this employee who is responsible for the management and oversight of contracts or particular department services Regardless of the past practices and exigencies of staffing needs in 2013 and 2014 this fundamental element of the Procurement responsibility was not met

Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement professional with years of experience Leadership direction

middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in a better position to determine the future reporting relationships for this important function

26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots administration and finance as well as HR and other central services should convene a stakeholder summit to bring out these concerns and address them The primary outcome would be budget

16

process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process

27 Direct payment vouchers related to any procurement and contractorvendor remuneration should be reviewed by and signed off directly by the Contract Compliance Manager This is especially true in what would be his broader role if the recommendation to place Procurement under his management were implemented In reviewing a sampling of such vouchers for temporary services during the IG report period it was noted that many did not have Department Head signatures Even the Procurement Office itself used such services although the clear focus was on the activities in Police

28 Meeting any staffing need through a temporary services company should require a specific review and sign off by the Director of Human Resources She would be asked to attest to the fact that HR is not capable of meeting the needs presented by the operating department and to explain why this need cannot be met through City procedures and practices In the case of what might be an ongoing need the Director would be required to explain whether actions can be instituted to change that scenario so that an ongoing use of temporary help from an outside vendor can be reduced if not eliminated

29 Finally this Reviewer notes that recommendations to the City Manager concerning the prospects of disciplinary action were part of this engagement Those recommendations will following consultation with the City Manager be presented as a verbal briefing to him so that his ability to respond to organizational needs is not compromised unduly in the very sensitive areas of staff relations

No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and managed assertively formally and consistently by their managers If the warnings and corrective action opportunities do not change the weak behavior these employees should be demoted or terminated If such actions become necessary it will ironically not be the City which acts it will in reality be the employee him or herself who provokes the action

It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees - that they are the Citys

17

vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances

OVERALL IMPRESSION

The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading managers to feel that the systems in place could meet their needs With a strong past sense of inertia rather than innovation and process improvement factoring into what occurred the City is best and most constructively served by the City Manager acting aggressively to improve internal processes make the improvements more visible and make those now responsible for the Procurement and utilization of services more accountable He is well able to use his strong communications skills and sense of ethics to deliver clear messages of professional expectation and enforce those expectations going into the future

18

ATTACHMENT 2

ATTACHMENT 2

CITY of HOLLYWOOD FLORIDA Office of the City Manager

02600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045 Phone (95 4) 921 -3201 bull Fax (95-1) 921 -3314 deg wwwhullywoodflorg

Wazir A Ishmael PhD City Manager

March 18 2016

The Honorable Mayor Vice Mayor and Members of the City Commission

City of Hollywood Hollywood FL 33020

Mayor Vice Mayor and City Commissioners

This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016

We thank him for his services and wish him well in his future endeavors

Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller

Should you have any questions I am available at your convenience

Sincere I

DtJJ~tr A Ishmael Ciey(Janager

c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director

Our Mission Y l arc dcdic 11 t d lO proiding municip1 l scrvictS for our diverse co mrnuni ry in an atn1osphL rl of tOOperal ion courtesy and respect

Xie do 1h is hy ensu ri ng gtII who li ve work and pby in die C it) of l o ll )~VOoJ enjoy a high qnli l of lifo

hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood Florida 33020

Dr Ishmael

As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities

In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life

Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and capital improvements

Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices

I wish the City of Hollywood and the dedicated employees much luck with their future endeavors

Sincerely

faL--shyJocent Wasserman Director Procurement Services

ATTACHMENT 3

City of Hollywood Florida - Class Specification Bulletin Page 1of3

ATTACHMENT 3

Contract Compliance Officer Class Code

1138

Bargaining Unit Management CITY OF HOLLYWOOD FLORIDA Revision Date Apr 29 2015

SALARY RANGE

$3310 - $5296 Hourly $264809 - $423694 Biweekly

$6885030 - $11016048 Annually

JOB DESCRIPTION

This is advanced responsible professional and administrative work involving contract certification contract compliance and management for all vendors bidders and proposers conducting business with the City coordination of procurement activities and office and field monitoring Work involves providing managerial assistance to the Assistant City Manager for Finance and Administration in managing and monitoring contracts for compliance developing policies procedures rules and regulations for Citywide purchasing and coordinating the resolution of problems with vendors bidders and proposers

The incumbent exercises a considerable degree of independent judgment Employee is expected to make independent decisions in conformance with applicable laws rules and regulations governing the public purchase of commodities and services as well as standard public purchasing policies and procedures

EXAMPLES OF DUTIES

Reviews all City contracts for compliance and adherence to proper procedures including but not limited to confirmation of proper authority adherence to appropriate procurement procedures identification of time frames satisfaction of insurance requirements verification of available funding review of scope of services and notification of upcoming expiration

Assists in developing new and improved procedures concerning City purchasing activities Recommends corrective actions where applicable

Advises City departmentspersonnel on purchasing procedures to ensure proper compliance with Citys purchasing policies and procedures

Assists user departments in the informal competitive negotiated process for acquisition of professionalpersonal services

Reviews specifications from departments to procure goods and services of a complex andor technical nature

Monitors the evaluation andor negotiation process for acquisition of professionalpersonal services to ensure that proposals have been evaluated andor negotiated in accordance with solicitation document and city purchasing policies and procedures

Conducts preliminary investigations and make finding-of-fact reports on contractual bid disputes bid protests proposed debarment bidder non-responsibility and vendor nonshy

https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 2of3

performance

May represent the Director at various meetings within the city and the business community

Performs other job duties as assigned

THE REQUIREMENTS Required Possession of a Bachelors degree with major coursework in business or public administration or a related field

Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration

Be a Certified Professional Contracts Manager (CPCM )

Preferred Masters degree with major coursework in business or public administration or a related field

Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements

KNOWLEDGE SKILLS AND ABILITIES Extensive knowledge of principles practices and techniques of large scale government purchasing

Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing

Extensive knowledge of approved purchasing methods including recording buying inspection and shipping methods

Extensive knowledge of the techniques and requirements of specifications preparation

Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased

Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served

Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing

Some knowledge of insurance as it pertains to property liability and surety bonds

Considerable knowledge of Microsoft Word and Excel and the use of office equipment

Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to

httpsagencygovernmentjobscomhollywoodfldefaultcfmaction=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 3of3

other workers accurately and concisely

Skills in application of systems analysis techniques and procedures including consulting with users to determine hardware so~ware or system functional specifications

Ability to communicate effectively both orally and in writing

Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices

Ability to deal effectively with administrative officials and vendors

Ability to obtain and interpret market prices and trends and apply these to procurement problems

https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016

ATTACHMENT 4

ATTACHMENT 4

Jeane Carver-St Luce

From George Keller Sent Monday March 14 2016 328 PM To Chuck Ellis Clay Milan Eric Busenbarrick George Keller Gus Zambrano Jaye Epstein

Jeffrey Sheffel Lorie Mertens-Black Mel Standley Patricia Cerny Philip Sauer Raelin

Storey Raheem Seecharan Raquel Elejabarrieta Shiv Newaldass Steve Joseph Sylvia

Glazer Tammie Hechler Tomas Sanchez Tamikia Bacon Paul Bassar Cc Jeane Carver-St Luce Subject FW MCL Informational Email for Distribution

Importance High

At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations funding expenditures and Points of Contact Other helpful features will include executed copies of contract documents and invoice summaries

Two important take-away from this email

1 If you havent seen the fVICL demonstration please tune into the next City Commission meeting

2 Preliminary planning for a iVICL anticipation go live date--on or about 442016

middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed

middotmiddot Identify and maintain copies of all your award documents and invoices

bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files

The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines

After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support

George

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Master Contract List (MCL)

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Agenda

o What is the MCL

D MCL Data

D Demonstration of an Electronic Contract File

o MCL Next Steps v 0 v

o Questions

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What is the MCL bull Summary

o An electronic standardized comprehensive Management Tool-A One Stop Shop For all stakeholders who have a role with contract administration

o Useful real time information such as automatic daily countdowns of days for contracts and insurance expirations funding expenditures and Points of Contact

o Executed copies of contract documents and invoice bullsummaries

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MCL-Next Steps

bull Implementation o The MCL is a priority initiative

bull Continue gatheringupdating all contractual information bull Establishing POCs permission rights

o Coordinating with Financial Services Department in obtaining all invoices

o Working with the Procurement Division with keeping contractual documents updated

o Training Administrative Personnel who will have a procurement role

bull Execution After the City Commission presentation and feedback final developmenttraining sessions-anticipating a go live date April 2016

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ATTACHMENT 5

ATTACHMENT 5

George Keller

From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde

Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney

Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra

Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris

Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz

Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel

Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie

Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran Holycross

Cc Paul Bassar Directors Subject Master Contract List Training

Good Afternoon

The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times

bull Thursday May 26 at lOOpm 200pm 300pm bull Tuesday May 31 at 900am lOOOam l lOOam lOOpm 200pm 300pm bull Wednesday June 1 at 900am lOOOam 11 OOam bull Thursday June 2 at 900am lOOOam l lOOam lOOpm 200pm 300pm

Please let me know what suits you best also the training will be held at room 303

Thank you

Maryury Collier Administrative Specialist II City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 PO Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MColl ierholl ywoodflorg C 11 middot o f ~

H~QQQ Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record

Jeane Carver-St Luce

From Maryury Collier Sent Monday May 02 2016 1024 AM To Administrative Assistant II Cc Directors Paul Bassar Subject Training for the Master Contract List

Good Day

As some ofyou may be aware the City will be implementing an Electronic Contract File- AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed

For your convenience we will be having one h our training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule- Not later than Thursday (552016)

Friday May 6 from 330pm to 430pm

Monday May 9 at 900am to lOOOam bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam

Thank you

Maryury Collier Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 P 0 Box 229045 Hollywood FL 33020 Offi ce 954-921-3221 E-mail MCollierhollywoodflorq Cbullty of ~

H L WOOD t i O~IOA

Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mai l may be subject to disclosure as a matter of public record

ATTACHMENT 6

ATTACHMENT 6City ojJfoywootf PCoritfa DPV

DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT

Date 5252016 Pay to Vendor No Amount of Payment

Name Account No Address Separate Check Requested D City Invoice Number StateZip

Explanation of Payment

Date

Date

Date

Date

Contract InfoNumber Contract Expiration Date

Item Budget Item Description Line Item

l SubscriotionDuesMemberships Fees 2 Postage MeterStamps 3 Host Account Reimbursements 4 LicensesPermitsCertificates 5 Court CostOther Govt AgencvTaxes 6 Real Estate Closing - Attach Stmt 7 Advertising - attach tearsheet 8 Education CoursesSeminars 9 EducationReimbursementsBooks 10 RecordsSlidesFilmsGov Publication 11 Deferred ComoBank Pavments 12 MedicalVeterinarv Pavments 13 Insurance Premiums 14 Grant Disbursements 15 UtilitiesDump Fees 16 Refunds 17 CourierFreight 18 Pettv Cash Reimbursement 19 Other Professional Services 20 Soecial EventsRecr Performances 21 Temoorarv Emolovment Services 22 MealParkinQNiileaQe (1 dav tri-countv)

Unit Quantity

Originated by Dept Head Printed Name

DeptDiv Dept Head Signature

Procurement TypeDoc ---------------- Procurement Appr _

Finance Approval __________ Date Budget Approval

City Commission or City Manager Action Resolution

Unit Price

Total

ExtensionTotal

$000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000

Original Contract Amount Total This Invoice

Amendments Adjustment Total Previous Invoices

Total Contract Amount Total to Date --------------shy

City Manager Signature (if required)

Distribution List Finance Procurement Services Depmtment Copy dpv (rev3l02015)

APPENDIXB

Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073 (954) 895-2949 matthewlal la32 7 5comcastnet

March 11 2016

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022

Dear Wazir

Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016

I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors

~~ Matthew Lalla

cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources

  • Structure Bookmarks
    • BROWARD OFFICE OF THE INSPECTOR GENERAL
    • To and Members City of Hollywood C
    • From John W Scott Inspector General
    • Date June 6 2016
    • Subject Status Report-OIG Final Report Re Misconduct and Gross Mismanagement by the City ofHollywood in the Procurement of Temporary Employment Services Ref OIG 14-027
    • On March 2 2014 the Broward Office of the Inspector General (OIG) issued a final report finding that City of Hollywood officials violated numerous city ordinances policies and procedures to pay approximately $1 million for the services of temporary employees (temps) Specifically we found that the officials
    • At the conclusion of the report the OIG acknowledged the initial remedial steps taken by the city but recommended additional action including-given the potential for further abuse of the DPV payment method-a full audit of DPV payments
    • John W Scol1 Inspector General One North University Drive Suite 11 1 bull Planlalion Florida 33324 bull (954) 357-7873 bull Fax (954) 357-7857 4) 357-TIPS
    • As requested City Administrator Wazir Ishmael has now provided the OIG a status report with attachments which is attached as Appendix A The city states that it s senior management team has communicated publicly and individually that the inappropriate actions that occurred in the past were clearly wrong and unacceptable The city has now implemented numerous protocols and procedures in response to the OIGs investigation Of particular significance the city has created and implemented a contract com
    • The city has also restructured the Procurement Division and reformed oversight of the procurement process The finance director and procurement director overseeing the activities discussed in the final report have since resigned from the city Former Procurement Director Joel Wasserman s resignation is attached at Appendix A and former Finance Director Matthew Lallas resignation is attached as Appendix B The city also provided a repo1i it commissioned from a human resources specialist in response to the
    • However the city failed to address our recommendation that the DPV payments be audited in light of the significant misuse of the mechanism and the corresponding vulnerability to fraud waste and abuse Accordingly the OIG requests that we be provided a supplemental status report within 90 days or by September 5 2016 regarding a DPV audit
    • Attachment
    • cc Wazir Ishmael City Administrator
    • From To Cc
    • Subject Date Attachments
    • MaY Johns InsoectorGeneral Wazir Ishmael City of Hollywoods 90 Day Progress Report Regarding TransHire Tuesday May 31 2016 42804 PM 05 31 16 Letter to Inspector Scott re TransHire 90 Day Progress Reportpdf
    • 05 31 16 Letter to Inspector Scott Attachment lpdf 05 31 16 Letter to Inspector Scott Attachment 2pdf 05 31 16 Letter to Inspector Scott Attachment 3pdf 05 31 16 Letter to Inspector Scott Attachment 4pdf 05 31 16 Letter to Inspector Scott Attachment 5pdf 05 31 16 Letter to Inspector Scott Attachment 6pdf
    • Good afternoon Inspector General shy
    • The City Manager asked that I forward you the City of Hollywoods 90 day progress report that you requested in your final report regarding TransHire
    • Thank you Dr Wazir Ishmael City Manager
    • Executive Assistant City of Hollywood Office of the City Manager 2600 Hollywood Blvd Suite 419
    • PO Box 229045 Hollywood FL 33022-9045 Office 954-921-3201 E-mail
    • fjj
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Office of the City Manager
    • 2600 Hollywood Blvd bull PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (954) 92 1-33 14 bull rg
    • Wazir A Ishmael PhD City Manager
    • SENT VIA EMAIL amp US MAIL
    • May 31 2016
    • Mr John W Scott Inspector General Broward Office of the Inspector General
    • One North University Drive Suite 111 Plantation FL 3324
    • Re Broward Office of the Inspector General Report on Transhire 90 Day Progress Report
    • Dear Mr Scott
    • Please accept this response from the City of Hollywood as the 90 Day Progress Report that you requested in your final report on the above matter First let me assure you that your information findings and recommendations have been fully received acknowledged and communicated widely throughout the City staff Secondly I have discussed the serious nature of the issues identified directly with the Mayor City Commission senior management team staff and members of the public reinforcing that those inap
    • Finally we have collectively implemented and followed a broad spectrum of improvements actions resources training and policies to continue forward the lessons learned in progress of the organization The initiatives we have undertaken exist at the policy level and administrative oversight as well as day to day operations The below information describes those steps in more detail along with the attached documentation and the derived benefit for each Your contribution to stimulating these improveme
    • Our Mission Ve are dedicmcd to providing municipal services for our diverse community in an atmosphere ofcooperation courtesy and respect Yc do this by ensuring all who live work and play in the City of Hollywood enjoy a high quality of life
    • An Equa l Opportunity a nd Serv i ce Provide r Ag e nc y
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2
    • 1 Heightened Awareness Expectations and Standards of Performance
    • The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures
    • 2 Services of an External Consulting Professional (Attachment 1)
    • The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many
    • 3 Organizational Modifications and Reform (Attachment 2)
    • The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have be
    • 4 Human Resources Policy Review and Reform
    • Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced
    • 5 WorkflowBusiness Policies and Procedures Modifications
    • The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3
    • The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions
    • 10 Direct Payment Voucher Procedural Modifications (Attachment 6)
    • The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4
    • The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter
    • Attachments
    • c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors
    • ATTACHMENT 1
    • ATTACHMENT 1
    • PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737
    • Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045
    • March 3 2016
    • Dear Messrs Keller and Standley
    • The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one
    • The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues
    • The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not
    • Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement
    • Sincerely
    • Phil Rosenberg President The HR Doctorreg Inc 954 816-4 737
    • attachment
    • Phil Rosenberg President PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737 On
    • March 3 2016
    • IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES
    • BACKGROUND
    • The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in t
    • With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whet
    • City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in th
    • 1
    • The Inspector Generals report is being taken very seriously by the City It is a call to
    • action and catalyst to go beyond the limited and narrow scope of the report in the
    • interest of making broader administrative improvements
    • As part of the response to the report the City engaged the services of The HR Doctor
    • Inc on January 19 2016 to investigate the background of what occurred and offer
    • opinions and recommendations The deliverable in this situation is the presentation of
    • a written report to the City Manager within 30 calendar days of the date of the approval
    • of the engagement (ie January 19 2016) to address the following issues
    • The HR Doctor Inc was authorized and directed by the City Manager to also provide a
    • broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processe
    • METHODOLOGY
    • The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information
    • 2
    • The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employee
    • To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot
    • FINDINGS AND CONCLUSIONS
    • Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positio
    • r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work
    • 3
    • complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur
    • 4
    • service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement
    • 5
    • over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a n
    • 1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be org
    • 6
    • 7
    • managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to
    • ensure the most competent possible workforce If performance evaluations job
    • descriptions and personnel files generally do not reflect written and on-going
    • efforts to document performance excellence weakness and corrective action
    • even those top managers with property rights (ie those covered by Civil
    • Service) can become less willing to take the risks associated with innovation
    • Clients or customers become frustrated by what they regard as excessive
    • delays and lack of responsiveness
    • 8
    • All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance
    • It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The City
    • RECOMMENDATIONS
    • 9
    • Rescue and Public Utilities The Plan would assign specific staff
    • accountability for each project with completion dates and completion
    • milestones There would then be monthly or quarterly progress reviews
    • by the City Manager
    • 10
    • 11
    • 14The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candi
    • 12
    • day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assis
    • SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING
    • PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION
    • THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS
    • SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE
    • ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK
    • ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR
    • THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY
    • CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE
    • 13
    • pro quos such as additional benefits In the absence of such voluntary
    • exemption attrition should be used so that future incumbents in selected
    • positions would be hired as at will employees
    • 14
    • Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside
    • over a facilitated focus group of top users and current IT staffs to
    • prioritize projects identify needs and resources and prepare an IT
    • Business Plan for review by the City Manager Likewise in this reviewers
    • opinion being familiar with the installation of new large IT activities
    • overlaid on existing staff requirements adding a graduate intern as an at
    • will employee for one year would provide a new resource to the IT
    • Director to more rapidly implement the programs he will be asked to bring
    • to fruition This would be in addition to whatever staffing or consultant
    • resources are brought to bear for the Enterprise Resource System
    • 15
    • for another perhaps even more costly organizational problem in the
    • future
    • 25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential s
    • Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement pr
    • middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in
    • 26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots adm
    • 16
    • process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process
    • No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and mana
    • It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees -that they are the Citys
    • 17
    • vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances
    • The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading manager
    • 18
    • ATTACHMENT 2
    • ATTACHMENT 2
    • CITY of HOLLYWOOD FLORIDA
    • Office of the City Manager
    • 0
    • 2600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (95-1) 921-3314 deg
    • Wazir A Ishmael PhD City Manager
    • March 18 2016
    • The Honorable Mayor Vice Mayor
    • and Members of the City Commission City of Hollywood Hollywood FL 33020
    • Mayor Vice Mayor and City Commissioners
    • This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016
    • We thank him for his services and wish him well in his future endeavors
    • Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller
    • Should you have any questions I am available at your convenience
    • Sincere I
    • Dt~tr A Ishmael Ciey(Janager
    • c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director
    • Our Mission Yl arc dcdic 11td lO proiding municip1l scrvictS for our diverse co mrnuniry in an atn1osphLrl of tOOperalion courtesy and respect
    • Xie do 1his hy ensu ring gtII who live work and pby in die Cit) of loll)~VOoJ enjoy a high qnlil oflifo
    • hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y
    • Dr Wazir Ishmael
    • City Manager City of Hollywood
    • 2600 Hollywood Blvd
    • Hollywood Florida 33020
    • Dr Ishmael
    • As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities
    • In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life
    • Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and cap
    • Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices
    • I wish the City of Hollywood and the dedicated employees much luck with their future endeavors
    • Sincerely
    • Jocent Wasserman Director Procurement Services
    • ATTACHMENT 3
    • City of Hollywood Florida -Class Specification Bulletin Page 1of3 ATTACHMENT 3
    • https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016
    • performance
    • May represent the Director at various meetings within the city and the business community
    • Performs other job duties as assigned
    • Required Possession of a Bachelors degree with major coursework in business or public
    • administration or a related field
    • Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration
    • Be a Certified Professional Contracts Manager (CPCM )
    • Preferred Masters degree with major coursework in business or public administration or a related field
    • Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements
    • Extensive knowledge of principles practices and techniques of large scale government purchasing
    • Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing
    • Extensive knowledge of approved purchasing methods including
    • recording buying inspection and shipping methods
    • Extensive knowledge of the techniques and requirements of specifications preparation
    • Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased
    • Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served
    • Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing
    • Some knowledge of insurance as it pertains to property liability and surety bonds
    • Considerable knowledge of Microsoft Word and Excel and the use of office equipment
    • Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to
    • 5252016
    • City of Hollywood Florida -Class Specification Bulletin Page 3of3
    • other workers accurately and concisely Skills in application of systems analysis techniques and
    • procedures including consulting with users to determine hardware so~ware or system functional specifications
    • Ability to communicate effectively both orally and in writing
    • Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices
    • Ability to deal effectively with administrative officials and vendors
    • Ability to obtain and interpret market prices and trends and apply these to procurement problems
    • https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016
    • ATTACHMENT 4
    • ATTACHMENT 4
    • Jeane Carver-St Luce
    • At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations fun
    • Two important take-away from this email
    • middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed
    • middotmiddot Identify and maintain copies of all your award documents and invoices
    • bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files
    • The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines
    • After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support
    • George
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    • FLORIDA
    • Master Contract List (MCL)
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    • ATTACHMENT 5
    • ATTACHMENT 5
    • George Keller
    • From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde
    • Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice
    • Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris
    • Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick
    • Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz
    • Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel
    • Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie
    • Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran
    • Holycross
    • Cc Paul Bassar Directors Subject Master Contract List Training
    • Good Afternoon
    • The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times
    • Please let me know what suits you best also the training will be held at room 303
    • Thank you
    • Maryury Collier
    • Administrative Specialist II
    • City of Hollywood
    • Financial Services
    • 2600 Hollywood Blvd Suite 303
    • PO Box 229045 Hollywood FL 33020 Office 954-921-3221
    • C 11 middot of ~
    • H~QQQ
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Jeane Carver-St Luce
    • Good Day
    • As some ofyou may be aware the City will be implementing an Electronic Contract File-AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed
    • For your convenience we will be having one hour training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule-Not later than Thursday (552016)
    • Friday May 6 from 330pm to 430pm Monday May 9 at 900am to lOOOam
    • bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam
    • Thank you
    • Maryury Collier
    • Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303
    • P 0 Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MCollierhollywoodflorq
    • Cbullty of ~
    • H L WOOD
    • t i O~IOA
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • ATTACHMENT 6
    • ATTACHMENT 6
    • City ojJfoywootf PCoritfa
    • DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT
    • Date Date Date Date Contract InfoNumber Contract Expiration Date
    • Original Contract Amount Total This Invoice
    • Amendments Adjustment Total Previous Invoices
    • APPENDIXB
    • Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073
    • (954) 895-2949 matthewlalla3
    • March 11 2016
    • Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022
    • Dear Wazir
    • Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016
    • I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors
    • ~~
    • Matthew Lalla
    • cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources
Page 20: BROWARD OFFICE OF THE INSPECTOR GENERAL€¦ · Broward Office of the Inspector General Page 2 . 1. Heightened Awareness, Expectations and Standards of Performance . The senior management

bull There is a sense that Payroll Budget IT Procurement and HR systems are antiquated leading to workarounds and frustration

bull Procurement is regarded as a delaying culprit bull Some top managers feel that they do not have a sufficient say in the formulation

of their department budgets and that information needs fall on deaf ears bull There is considerable hope that the concept of an enterprise resource

management program (ERP) will benefit the City and assist in creating more united efforts

bull There is generally defensiveness among employees whose areas were mentioned in the Inspector General report The sense is that the report created an inaccurate impression with some individuals who regarded as insulting and misleading

All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance

It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The Citys ability to hold staff members accountable evaluate their performance take disciplinary corrective action and recognize and reward performance excellence is critical Those abilities need enhancing as a priority for the City Manager They need elected official support

RECOMMENDATIONS

1 Conduct an HR Diagnostic Review presided over by the Director of Human Resources The review constitutes a stakeholder staff Civil Service Commissioner and union process assessment The outcome will be a strategic blueprint for process improvement in the form of a report to the City Manager

2 As a result of the Diagnostic create a Human Resources Business Plan to assign specific How Many By When responsibility to implement the improvements identified in the Diagnostic The Plan would be led by the Director of Human Resources and would include both those projects general in nature for the City and those more specific to the HR needs of selected operational departments specifically including Police Fireshy

9

Rescue and Public Utilities The Plan would assign specific staff accountability for each project with completion dates and completion milestones There would then be monthly or quarterly progress reviews by the City Manager

3 Review and update all position descriptions not already encompassed within the current Compensation work being done by Evergreen Consulting Begin first with those in the Police Department This is a project which can be completed within six months and can be accomplished using internal resources While there are hundreds of positions in the City service most will fall within 10 or fewer job classifications such as Law Enforcement Officer and Firefighter

4 Add to every position description the essential function of effectively and positively representing the City in delivering and performing their work with colleagues and clients irrespective of gender race religion age disability political affiliation or belief or sexual orientation In other words clearly establish the attitudes and behaviors reflected above as essential elements of every City position

5 Add to every position description the essential function of maintaining effective and professional relationships with work colleagues supervisors and managers

6 Select those City policies which are associated with the identification mitigation and control of liabilities and launch a project for the rapid upgrading and modernizing of each of those policies The highest priority would go to the installation of policies such as Whistleblower Protection and use of Social Media which do not currently exist Next would follow the updating of those existing policies associated with liabilities such as bullying sexual-harassment unlawful discrimination workplace violence and effective colleague relationships

7 In the case of a Whistleblower Protection policy the City should consider using an outside receiver for intake of Whistleblower allegations of wrong doing This would permit an initial assessment of the nature of the allegations outside of the chain of command followed by appropriate referral for followup The result would likely be a greater sense of confidence for persons who in good faith feel that something needs addressing within the organization

8 Add as a heavily weighted criterion for all promotions the criteria of actively supporting teamwork organization-wide unity and effective collegial relationships Create behavioral assessment questions accordingly

10

9 Add as a significant performance evaluation criterion in all evaluations the assessment of an individuals commitment performance and behavior in actively supporting organization-wide team unity and effective collegial relationships

10 Develop and implement in the Civil Service selection process during initial hiring behavioral challenges to assess the degree to which a candidate demonstrates a commitment to teamwork and positive interpersonal cooperation This could take the form of a focused video scenario-based process similar to the commonly used law enforcement selection tool Behavioral Personnel Assessment Device (BPAD) It could be developed within the Department with involvement by Law Enforcement Officers

11 The grievance procedures in all bargaining units should be amended to include a new step Advisory Opinion of the Director of Human Resources This step would provide that the Director might agree at any step in the process at the request of either party or on her own motion to offer a written or non-written non-binding opinion as to any aspect of the grievance This could include suggestions for mediation or at a minimum offer another viewpoint on the subject The Advisory Opinion would not carry with it specific timeframes nor would it replace any of the decision-makers authority and responsibility in the procedures It would however provide a tool which the City and the employees would find valuable in the future for problem resolution Adding the step of course would follow reviewing the matter with unions involved

12 Prepare a draft of an amended discipline article for the collective bargaining agreements under which a written reprimand would no longer be subject to binding and compulsory arbitration The Amendment would provide in other words that the City Managers decision would be final Appeals could not be further filed to binding and compulsory outside arbitration This draft recognizes that a written reprimand does not result in the loss of property and is therefore not constitutionally protected as a vested right It would recognize that despite this change aggrieved employees who feel that discipline decisions or counseling ~omments are based on unlawful discrimination or retaliation still have other appeal opportunities on that specific basis This draft policy should be shared in writing with the union presidents in advance of collective bargaining and aggressively pursued by the City during upcoming negotiations It is likely that the unions would appreciate the importance of such a streamlining of the disciplinary procedure and would recognize that in and of itself fears that the change would result in a flood of reprimands are unfounded The Police agreement does not provide for appeals when observable behavior results in a written notice Therefore the foregoing recommendation would not apply to the Police bargaining unit

11

13 Consider the out-stationing of a current Police Officer position already working on human resources matters such as background investigations or Internal Affairs to be physically located in a private office in the Human Resources Department There would be career development benefits for the Officer team building communications improvement for both departments and additional security readily available for both HR and Risk ManagementLabor Relations The Chief and the Director of Human Resources should have no problem in coordinating workflow or resolving assignment conflicts by joint communications The work is being done already anyway The out-stationed location would only create additional benefits

14 The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candidates can be facilitated via recommendations from graduate programs at local universities such as those involving Public Administration Criminal Justice Human Resources or other relevant academic programs This can also be a tool in the Citys workforce diversity efforts while also enhancing the capacity of the Human Resources Department to manage multiple management issues concurrently Assignment of two Graduate Interns for a period not exceeding one year would be a catalyst in driving some of the recommendations in this report It would also provide some needed relief for the Director of Human Resources to devote the necessary time to actively lead strategic progress

15 Performance evaluation criteria should be augmented to include a section on Representation of the City and the Department This section would assess an employees behavior and performance over the prior year in relation to whether or not it reflected positively within and outside of City Government Every staff member represents the City as well as their Departments As such they have a responsibility to be taken more seriously than ever before to engage in interpersonal skills reflecting in a positive manner on their individual professionalism

16 The work of top leaders in a dynamic City government such as a Police or Fire-Rescue Chief and a Director of Human Resources involves a very substantial amount of time spent in the management of Human Resources issues Often these can be of higher liability than those which might arise in other City departments For example arguably the day-toshy

12

day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assistant City Managers fulfill most of that need especially with regard to Police and Fire command staff counseling However a coach for other leaders would be a valuable asset to have in place

SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE

17 Part of an executive development program can be what amounts to an Internal Fellowship in which a newly promoted Manager gets assigned to work as a Special Assistant to the City Manager or an Assistant City Manager for a period such as three to six months This would allow for example a newly promoted executive in the Police Department to play an important role in the overall City budget process in Collective Bargaining with a non-law enforcement bargaining unit or to assist in a high-priority policy matter determined by the City Manager At the end of the Fellowship period the individual would return to their new role in their home Department with a greater appreciation than ever before about the larger issues facing executive leaders in the City

18 The Civil Service Ordinance should be amended to increase the number of positions exempt from Civil Service coverage Employees in such exempt positions would then serve at will Serving at will means that these employees may be disciplined or even terminated for any reason or no reason as long as the actions do not occur because of illegal reasons Current rules are too restrictive for the city to be as flexible as it needs to be in developing accountable and responsive executive staff Division Directors support staff in the City Managers Office as well as those in the City Attorneys Office and Labor Relations and Risk Management areas are appropriate candidates for at will service Current incumbents who enjoy property rights may not have those rights stripped away involuntarily as long as the incumbents are employed However they may voluntarily waive such rights in trade for some quid

13

pro quos such as additional benefits In the absence of such voluntary exemption attrition should be used so that future incumbents in selected positions would be hired as at will employees

19 A predictive staffing study should be conducted in departments utilizing a constant staffing structure - typically Police Fire-Rescue and Water and Wastewater Treatment Plant operations The study would make reasonable estimates based primarily on length of service and employee surveys to determine the likely extent and timing of future vacancies From that information the city can prepare in advance to have vacancies filled immediately upon turnover if not before Civil Service eligibility lists can be maintained for immediate use without having to begin recruitments from scratch The staffing needs in the Police Department were major contributing factors to the issues addressed in the Inspector Generals report Predictive staffing actions can reduce the likelihood that that critical situations will happen again

20 As a corollary to predictive staffing the City should consider over staffing in selected areas of the workforce with short-term temporary employees drawn off Civil Service eligible lists These employees would transition immediately into the regular workforce and be given credit for their temporary service as part of their probationary periods The result can be a cadre of employees already trained and ready to assume the regular workforce duties of the positions There will always be some number of vacancies in a city or county workforce as large as Hollywoods These vacancies may be funded in the budget such that hiring some additional Police Officers or Firefighters beyond the allocated limits in the budget might be funded with the salaries of vacant positions providing offsets Currently in conservatively funded constant staffing operations if a vacancy occurs due for example to long-term absences such as illness the staffing void must be filled at a rate of time and a half by overtime mandates This does nothing to prepare new employees to immediately step in as vacancies occur

21 The Civil Service rules currently operate on the basis of a narrow rule of three In this selection rule the Department Director acting for the City Manager is limited to no more than the top three candidates presented from civil service eligible lists In a system where the filling of vacancies may take considerable time or eligible lists may be many months old a rule of three is too limiting Broader certification rules such as a rule of five or a rule of the rank would offer more needed flexibility without sacrificing civil service principles

22 The Citys Information Technology (IT) function is an area often needing particular candidate expertise not generally available within classical Civil Service recruiting methods New projects such as the organization-wide

14

Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside over a facilitated focus group of top users and current IT staffs to prioritize projects identify needs and resources and prepare an IT Business Plan for review by the City Manager Likewise in this reviewers opinion being familiar with the installation of new large IT activities overlaid on existing staff requirements adding a graduate intern as an at will employee for one year would provide a new resource to the IT Director to more rapidly implement the programs he will be asked to bring to fruition This would be in addition to whatever staffing or consultant resources are brought to bear for the Enterprise Resource System

23 The City uses the procurement process to solicit a variety of benefit contracts often amended annually for health insurance dental life and other products These represent significant expenditures and cover all full-time employees their dependents and retirees In the face of complex and changing insurance rules deadlines engagements with insurance companies and much more a special expertise is required to look after the City of Hollywoods best interests Monitoring utilization developing innovations and cost containment strategies and being able to negotiate aggressively with insurance providers is best managed by outside expertise engaged by the City Currently the procurement elements of this process are managed by the Human Resources Director - along with_her many other responsibilities - not to mention the process improvements called for in this report The City should use professional procurement practices to select a consultantbroker to represent the City The result can be a tighter control on a very significant area of cost and administration This should be done well in advance of the expiration of benefit contracts in the year to come

24 This Reviewer urges the City to be especially wary of vendor promises with regard to the implementation of an expensive organization-wide enterprise resource program Vendors may make what have previously been called piecrust promises - easily made easily broken The vendor support team may well experience staff turnover Resources will be shifted to other clients The estimated time and cost of system installation may stretch well past the budgeted and anticipated costs originally proposed Aggressive steps under the leadership of the IT director in terms of milestones required of vendors performance penalties built into contracts as well as performance rewards should be considered and implemented If this vigorous enforcement approach does not happen and this large-scale IT project is managed in a way similar to the management of temporary needs reported by the IG the stage will be set

15

for another perhaps even more costly organizational problem in the future

25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential services are the ultimate responsibility of every manager With regard to the core area of Procurement however the job description for the Procurement Manager is clear in its requirements that it is this employee who is responsible for the management and oversight of contracts or particular department services Regardless of the past practices and exigencies of staffing needs in 2013 and 2014 this fundamental element of the Procurement responsibility was not met

Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement professional with years of experience Leadership direction

middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in a better position to determine the future reporting relationships for this important function

26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots administration and finance as well as HR and other central services should convene a stakeholder summit to bring out these concerns and address them The primary outcome would be budget

16

process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process

27 Direct payment vouchers related to any procurement and contractorvendor remuneration should be reviewed by and signed off directly by the Contract Compliance Manager This is especially true in what would be his broader role if the recommendation to place Procurement under his management were implemented In reviewing a sampling of such vouchers for temporary services during the IG report period it was noted that many did not have Department Head signatures Even the Procurement Office itself used such services although the clear focus was on the activities in Police

28 Meeting any staffing need through a temporary services company should require a specific review and sign off by the Director of Human Resources She would be asked to attest to the fact that HR is not capable of meeting the needs presented by the operating department and to explain why this need cannot be met through City procedures and practices In the case of what might be an ongoing need the Director would be required to explain whether actions can be instituted to change that scenario so that an ongoing use of temporary help from an outside vendor can be reduced if not eliminated

29 Finally this Reviewer notes that recommendations to the City Manager concerning the prospects of disciplinary action were part of this engagement Those recommendations will following consultation with the City Manager be presented as a verbal briefing to him so that his ability to respond to organizational needs is not compromised unduly in the very sensitive areas of staff relations

No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and managed assertively formally and consistently by their managers If the warnings and corrective action opportunities do not change the weak behavior these employees should be demoted or terminated If such actions become necessary it will ironically not be the City which acts it will in reality be the employee him or herself who provokes the action

It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees - that they are the Citys

17

vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances

OVERALL IMPRESSION

The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading managers to feel that the systems in place could meet their needs With a strong past sense of inertia rather than innovation and process improvement factoring into what occurred the City is best and most constructively served by the City Manager acting aggressively to improve internal processes make the improvements more visible and make those now responsible for the Procurement and utilization of services more accountable He is well able to use his strong communications skills and sense of ethics to deliver clear messages of professional expectation and enforce those expectations going into the future

18

ATTACHMENT 2

ATTACHMENT 2

CITY of HOLLYWOOD FLORIDA Office of the City Manager

02600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045 Phone (95 4) 921 -3201 bull Fax (95-1) 921 -3314 deg wwwhullywoodflorg

Wazir A Ishmael PhD City Manager

March 18 2016

The Honorable Mayor Vice Mayor and Members of the City Commission

City of Hollywood Hollywood FL 33020

Mayor Vice Mayor and City Commissioners

This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016

We thank him for his services and wish him well in his future endeavors

Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller

Should you have any questions I am available at your convenience

Sincere I

DtJJ~tr A Ishmael Ciey(Janager

c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director

Our Mission Y l arc dcdic 11 t d lO proiding municip1 l scrvictS for our diverse co mrnuni ry in an atn1osphL rl of tOOperal ion courtesy and respect

Xie do 1h is hy ensu ri ng gtII who li ve work and pby in die C it) of l o ll )~VOoJ enjoy a high qnli l of lifo

hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood Florida 33020

Dr Ishmael

As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities

In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life

Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and capital improvements

Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices

I wish the City of Hollywood and the dedicated employees much luck with their future endeavors

Sincerely

faL--shyJocent Wasserman Director Procurement Services

ATTACHMENT 3

City of Hollywood Florida - Class Specification Bulletin Page 1of3

ATTACHMENT 3

Contract Compliance Officer Class Code

1138

Bargaining Unit Management CITY OF HOLLYWOOD FLORIDA Revision Date Apr 29 2015

SALARY RANGE

$3310 - $5296 Hourly $264809 - $423694 Biweekly

$6885030 - $11016048 Annually

JOB DESCRIPTION

This is advanced responsible professional and administrative work involving contract certification contract compliance and management for all vendors bidders and proposers conducting business with the City coordination of procurement activities and office and field monitoring Work involves providing managerial assistance to the Assistant City Manager for Finance and Administration in managing and monitoring contracts for compliance developing policies procedures rules and regulations for Citywide purchasing and coordinating the resolution of problems with vendors bidders and proposers

The incumbent exercises a considerable degree of independent judgment Employee is expected to make independent decisions in conformance with applicable laws rules and regulations governing the public purchase of commodities and services as well as standard public purchasing policies and procedures

EXAMPLES OF DUTIES

Reviews all City contracts for compliance and adherence to proper procedures including but not limited to confirmation of proper authority adherence to appropriate procurement procedures identification of time frames satisfaction of insurance requirements verification of available funding review of scope of services and notification of upcoming expiration

Assists in developing new and improved procedures concerning City purchasing activities Recommends corrective actions where applicable

Advises City departmentspersonnel on purchasing procedures to ensure proper compliance with Citys purchasing policies and procedures

Assists user departments in the informal competitive negotiated process for acquisition of professionalpersonal services

Reviews specifications from departments to procure goods and services of a complex andor technical nature

Monitors the evaluation andor negotiation process for acquisition of professionalpersonal services to ensure that proposals have been evaluated andor negotiated in accordance with solicitation document and city purchasing policies and procedures

Conducts preliminary investigations and make finding-of-fact reports on contractual bid disputes bid protests proposed debarment bidder non-responsibility and vendor nonshy

https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 2of3

performance

May represent the Director at various meetings within the city and the business community

Performs other job duties as assigned

THE REQUIREMENTS Required Possession of a Bachelors degree with major coursework in business or public administration or a related field

Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration

Be a Certified Professional Contracts Manager (CPCM )

Preferred Masters degree with major coursework in business or public administration or a related field

Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements

KNOWLEDGE SKILLS AND ABILITIES Extensive knowledge of principles practices and techniques of large scale government purchasing

Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing

Extensive knowledge of approved purchasing methods including recording buying inspection and shipping methods

Extensive knowledge of the techniques and requirements of specifications preparation

Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased

Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served

Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing

Some knowledge of insurance as it pertains to property liability and surety bonds

Considerable knowledge of Microsoft Word and Excel and the use of office equipment

Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to

httpsagencygovernmentjobscomhollywoodfldefaultcfmaction=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 3of3

other workers accurately and concisely

Skills in application of systems analysis techniques and procedures including consulting with users to determine hardware so~ware or system functional specifications

Ability to communicate effectively both orally and in writing

Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices

Ability to deal effectively with administrative officials and vendors

Ability to obtain and interpret market prices and trends and apply these to procurement problems

https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016

ATTACHMENT 4

ATTACHMENT 4

Jeane Carver-St Luce

From George Keller Sent Monday March 14 2016 328 PM To Chuck Ellis Clay Milan Eric Busenbarrick George Keller Gus Zambrano Jaye Epstein

Jeffrey Sheffel Lorie Mertens-Black Mel Standley Patricia Cerny Philip Sauer Raelin

Storey Raheem Seecharan Raquel Elejabarrieta Shiv Newaldass Steve Joseph Sylvia

Glazer Tammie Hechler Tomas Sanchez Tamikia Bacon Paul Bassar Cc Jeane Carver-St Luce Subject FW MCL Informational Email for Distribution

Importance High

At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations funding expenditures and Points of Contact Other helpful features will include executed copies of contract documents and invoice summaries

Two important take-away from this email

1 If you havent seen the fVICL demonstration please tune into the next City Commission meeting

2 Preliminary planning for a iVICL anticipation go live date--on or about 442016

middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed

middotmiddot Identify and maintain copies of all your award documents and invoices

bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files

The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines

After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support

George

George R heJcr Jr middotLsisrunt Cinmiddot funllltJcI

City of Hollywood ()Ill follrmind R1111tl1UlaquoI VU Bn_rl_)lt)l-f5

-u1 1 uud FL 330cIJ Oiicc 11)5- 1F-3(j Fur 195--IJ Vl-331--1 gke11er(ii10lv1 voodfl org

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FLORIDA

Master Contract List (MCL)

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c i t y 0 f

H 41iki c= L 0 R I D A

Agenda

o What is the MCL

D MCL Data

D Demonstration of an Electronic Contract File

o MCL Next Steps v 0 v

o Questions

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What is the MCL bull Summary

o An electronic standardized comprehensive Management Tool-A One Stop Shop For all stakeholders who have a role with contract administration

o Useful real time information such as automatic daily countdowns of days for contracts and insurance expirations funding expenditures and Points of Contact

o Executed copies of contract documents and invoice bullsummaries

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MCL-Next Steps

bull Implementation o The MCL is a priority initiative

bull Continue gatheringupdating all contractual information bull Establishing POCs permission rights

o Coordinating with Financial Services Department in obtaining all invoices

o Working with the Procurement Division with keeping contractual documents updated

o Training Administrative Personnel who will have a procurement role

bull Execution After the City Commission presentation and feedback final developmenttraining sessions-anticipating a go live date April 2016

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ATTACHMENT 5

ATTACHMENT 5

George Keller

From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde

Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney

Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra

Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris

Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz

Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel

Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie

Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran Holycross

Cc Paul Bassar Directors Subject Master Contract List Training

Good Afternoon

The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times

bull Thursday May 26 at lOOpm 200pm 300pm bull Tuesday May 31 at 900am lOOOam l lOOam lOOpm 200pm 300pm bull Wednesday June 1 at 900am lOOOam 11 OOam bull Thursday June 2 at 900am lOOOam l lOOam lOOpm 200pm 300pm

Please let me know what suits you best also the training will be held at room 303

Thank you

Maryury Collier Administrative Specialist II City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 PO Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MColl ierholl ywoodflorg C 11 middot o f ~

H~QQQ Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record

Jeane Carver-St Luce

From Maryury Collier Sent Monday May 02 2016 1024 AM To Administrative Assistant II Cc Directors Paul Bassar Subject Training for the Master Contract List

Good Day

As some ofyou may be aware the City will be implementing an Electronic Contract File- AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed

For your convenience we will be having one h our training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule- Not later than Thursday (552016)

Friday May 6 from 330pm to 430pm

Monday May 9 at 900am to lOOOam bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam

Thank you

Maryury Collier Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 P 0 Box 229045 Hollywood FL 33020 Offi ce 954-921-3221 E-mail MCollierhollywoodflorq Cbullty of ~

H L WOOD t i O~IOA

Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mai l may be subject to disclosure as a matter of public record

ATTACHMENT 6

ATTACHMENT 6City ojJfoywootf PCoritfa DPV

DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT

Date 5252016 Pay to Vendor No Amount of Payment

Name Account No Address Separate Check Requested D City Invoice Number StateZip

Explanation of Payment

Date

Date

Date

Date

Contract InfoNumber Contract Expiration Date

Item Budget Item Description Line Item

l SubscriotionDuesMemberships Fees 2 Postage MeterStamps 3 Host Account Reimbursements 4 LicensesPermitsCertificates 5 Court CostOther Govt AgencvTaxes 6 Real Estate Closing - Attach Stmt 7 Advertising - attach tearsheet 8 Education CoursesSeminars 9 EducationReimbursementsBooks 10 RecordsSlidesFilmsGov Publication 11 Deferred ComoBank Pavments 12 MedicalVeterinarv Pavments 13 Insurance Premiums 14 Grant Disbursements 15 UtilitiesDump Fees 16 Refunds 17 CourierFreight 18 Pettv Cash Reimbursement 19 Other Professional Services 20 Soecial EventsRecr Performances 21 Temoorarv Emolovment Services 22 MealParkinQNiileaQe (1 dav tri-countv)

Unit Quantity

Originated by Dept Head Printed Name

DeptDiv Dept Head Signature

Procurement TypeDoc ---------------- Procurement Appr _

Finance Approval __________ Date Budget Approval

City Commission or City Manager Action Resolution

Unit Price

Total

ExtensionTotal

$000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000

Original Contract Amount Total This Invoice

Amendments Adjustment Total Previous Invoices

Total Contract Amount Total to Date --------------shy

City Manager Signature (if required)

Distribution List Finance Procurement Services Depmtment Copy dpv (rev3l02015)

APPENDIXB

Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073 (954) 895-2949 matthewlal la32 7 5comcastnet

March 11 2016

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022

Dear Wazir

Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016

I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors

~~ Matthew Lalla

cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources

  • Structure Bookmarks
    • BROWARD OFFICE OF THE INSPECTOR GENERAL
    • To and Members City of Hollywood C
    • From John W Scott Inspector General
    • Date June 6 2016
    • Subject Status Report-OIG Final Report Re Misconduct and Gross Mismanagement by the City ofHollywood in the Procurement of Temporary Employment Services Ref OIG 14-027
    • On March 2 2014 the Broward Office of the Inspector General (OIG) issued a final report finding that City of Hollywood officials violated numerous city ordinances policies and procedures to pay approximately $1 million for the services of temporary employees (temps) Specifically we found that the officials
    • At the conclusion of the report the OIG acknowledged the initial remedial steps taken by the city but recommended additional action including-given the potential for further abuse of the DPV payment method-a full audit of DPV payments
    • John W Scol1 Inspector General One North University Drive Suite 11 1 bull Planlalion Florida 33324 bull (954) 357-7873 bull Fax (954) 357-7857 4) 357-TIPS
    • As requested City Administrator Wazir Ishmael has now provided the OIG a status report with attachments which is attached as Appendix A The city states that it s senior management team has communicated publicly and individually that the inappropriate actions that occurred in the past were clearly wrong and unacceptable The city has now implemented numerous protocols and procedures in response to the OIGs investigation Of particular significance the city has created and implemented a contract com
    • The city has also restructured the Procurement Division and reformed oversight of the procurement process The finance director and procurement director overseeing the activities discussed in the final report have since resigned from the city Former Procurement Director Joel Wasserman s resignation is attached at Appendix A and former Finance Director Matthew Lallas resignation is attached as Appendix B The city also provided a repo1i it commissioned from a human resources specialist in response to the
    • However the city failed to address our recommendation that the DPV payments be audited in light of the significant misuse of the mechanism and the corresponding vulnerability to fraud waste and abuse Accordingly the OIG requests that we be provided a supplemental status report within 90 days or by September 5 2016 regarding a DPV audit
    • Attachment
    • cc Wazir Ishmael City Administrator
    • From To Cc
    • Subject Date Attachments
    • MaY Johns InsoectorGeneral Wazir Ishmael City of Hollywoods 90 Day Progress Report Regarding TransHire Tuesday May 31 2016 42804 PM 05 31 16 Letter to Inspector Scott re TransHire 90 Day Progress Reportpdf
    • 05 31 16 Letter to Inspector Scott Attachment lpdf 05 31 16 Letter to Inspector Scott Attachment 2pdf 05 31 16 Letter to Inspector Scott Attachment 3pdf 05 31 16 Letter to Inspector Scott Attachment 4pdf 05 31 16 Letter to Inspector Scott Attachment 5pdf 05 31 16 Letter to Inspector Scott Attachment 6pdf
    • Good afternoon Inspector General shy
    • The City Manager asked that I forward you the City of Hollywoods 90 day progress report that you requested in your final report regarding TransHire
    • Thank you Dr Wazir Ishmael City Manager
    • Executive Assistant City of Hollywood Office of the City Manager 2600 Hollywood Blvd Suite 419
    • PO Box 229045 Hollywood FL 33022-9045 Office 954-921-3201 E-mail
    • fjj
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Office of the City Manager
    • 2600 Hollywood Blvd bull PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (954) 92 1-33 14 bull rg
    • Wazir A Ishmael PhD City Manager
    • SENT VIA EMAIL amp US MAIL
    • May 31 2016
    • Mr John W Scott Inspector General Broward Office of the Inspector General
    • One North University Drive Suite 111 Plantation FL 3324
    • Re Broward Office of the Inspector General Report on Transhire 90 Day Progress Report
    • Dear Mr Scott
    • Please accept this response from the City of Hollywood as the 90 Day Progress Report that you requested in your final report on the above matter First let me assure you that your information findings and recommendations have been fully received acknowledged and communicated widely throughout the City staff Secondly I have discussed the serious nature of the issues identified directly with the Mayor City Commission senior management team staff and members of the public reinforcing that those inap
    • Finally we have collectively implemented and followed a broad spectrum of improvements actions resources training and policies to continue forward the lessons learned in progress of the organization The initiatives we have undertaken exist at the policy level and administrative oversight as well as day to day operations The below information describes those steps in more detail along with the attached documentation and the derived benefit for each Your contribution to stimulating these improveme
    • Our Mission Ve are dedicmcd to providing municipal services for our diverse community in an atmosphere ofcooperation courtesy and respect Yc do this by ensuring all who live work and play in the City of Hollywood enjoy a high quality of life
    • An Equa l Opportunity a nd Serv i ce Provide r Ag e nc y
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2
    • 1 Heightened Awareness Expectations and Standards of Performance
    • The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures
    • 2 Services of an External Consulting Professional (Attachment 1)
    • The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many
    • 3 Organizational Modifications and Reform (Attachment 2)
    • The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have be
    • 4 Human Resources Policy Review and Reform
    • Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced
    • 5 WorkflowBusiness Policies and Procedures Modifications
    • The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3
    • The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions
    • 10 Direct Payment Voucher Procedural Modifications (Attachment 6)
    • The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4
    • The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter
    • Attachments
    • c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors
    • ATTACHMENT 1
    • ATTACHMENT 1
    • PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737
    • Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045
    • March 3 2016
    • Dear Messrs Keller and Standley
    • The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one
    • The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues
    • The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not
    • Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement
    • Sincerely
    • Phil Rosenberg President The HR Doctorreg Inc 954 816-4 737
    • attachment
    • Phil Rosenberg President PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737 On
    • March 3 2016
    • IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES
    • BACKGROUND
    • The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in t
    • With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whet
    • City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in th
    • 1
    • The Inspector Generals report is being taken very seriously by the City It is a call to
    • action and catalyst to go beyond the limited and narrow scope of the report in the
    • interest of making broader administrative improvements
    • As part of the response to the report the City engaged the services of The HR Doctor
    • Inc on January 19 2016 to investigate the background of what occurred and offer
    • opinions and recommendations The deliverable in this situation is the presentation of
    • a written report to the City Manager within 30 calendar days of the date of the approval
    • of the engagement (ie January 19 2016) to address the following issues
    • The HR Doctor Inc was authorized and directed by the City Manager to also provide a
    • broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processe
    • METHODOLOGY
    • The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information
    • 2
    • The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employee
    • To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot
    • FINDINGS AND CONCLUSIONS
    • Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positio
    • r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work
    • 3
    • complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur
    • 4
    • service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement
    • 5
    • over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a n
    • 1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be org
    • 6
    • 7
    • managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to
    • ensure the most competent possible workforce If performance evaluations job
    • descriptions and personnel files generally do not reflect written and on-going
    • efforts to document performance excellence weakness and corrective action
    • even those top managers with property rights (ie those covered by Civil
    • Service) can become less willing to take the risks associated with innovation
    • Clients or customers become frustrated by what they regard as excessive
    • delays and lack of responsiveness
    • 8
    • All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance
    • It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The City
    • RECOMMENDATIONS
    • 9
    • Rescue and Public Utilities The Plan would assign specific staff
    • accountability for each project with completion dates and completion
    • milestones There would then be monthly or quarterly progress reviews
    • by the City Manager
    • 10
    • 11
    • 14The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candi
    • 12
    • day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assis
    • SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING
    • PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION
    • THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS
    • SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE
    • ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK
    • ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR
    • THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY
    • CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE
    • 13
    • pro quos such as additional benefits In the absence of such voluntary
    • exemption attrition should be used so that future incumbents in selected
    • positions would be hired as at will employees
    • 14
    • Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside
    • over a facilitated focus group of top users and current IT staffs to
    • prioritize projects identify needs and resources and prepare an IT
    • Business Plan for review by the City Manager Likewise in this reviewers
    • opinion being familiar with the installation of new large IT activities
    • overlaid on existing staff requirements adding a graduate intern as an at
    • will employee for one year would provide a new resource to the IT
    • Director to more rapidly implement the programs he will be asked to bring
    • to fruition This would be in addition to whatever staffing or consultant
    • resources are brought to bear for the Enterprise Resource System
    • 15
    • for another perhaps even more costly organizational problem in the
    • future
    • 25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential s
    • Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement pr
    • middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in
    • 26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots adm
    • 16
    • process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process
    • No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and mana
    • It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees -that they are the Citys
    • 17
    • vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances
    • The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading manager
    • 18
    • ATTACHMENT 2
    • ATTACHMENT 2
    • CITY of HOLLYWOOD FLORIDA
    • Office of the City Manager
    • 0
    • 2600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (95-1) 921-3314 deg
    • Wazir A Ishmael PhD City Manager
    • March 18 2016
    • The Honorable Mayor Vice Mayor
    • and Members of the City Commission City of Hollywood Hollywood FL 33020
    • Mayor Vice Mayor and City Commissioners
    • This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016
    • We thank him for his services and wish him well in his future endeavors
    • Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller
    • Should you have any questions I am available at your convenience
    • Sincere I
    • Dt~tr A Ishmael Ciey(Janager
    • c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director
    • Our Mission Yl arc dcdic 11td lO proiding municip1l scrvictS for our diverse co mrnuniry in an atn1osphLrl of tOOperalion courtesy and respect
    • Xie do 1his hy ensu ring gtII who live work and pby in die Cit) of loll)~VOoJ enjoy a high qnlil oflifo
    • hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y
    • Dr Wazir Ishmael
    • City Manager City of Hollywood
    • 2600 Hollywood Blvd
    • Hollywood Florida 33020
    • Dr Ishmael
    • As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities
    • In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life
    • Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and cap
    • Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices
    • I wish the City of Hollywood and the dedicated employees much luck with their future endeavors
    • Sincerely
    • Jocent Wasserman Director Procurement Services
    • ATTACHMENT 3
    • City of Hollywood Florida -Class Specification Bulletin Page 1of3 ATTACHMENT 3
    • https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016
    • performance
    • May represent the Director at various meetings within the city and the business community
    • Performs other job duties as assigned
    • Required Possession of a Bachelors degree with major coursework in business or public
    • administration or a related field
    • Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration
    • Be a Certified Professional Contracts Manager (CPCM )
    • Preferred Masters degree with major coursework in business or public administration or a related field
    • Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements
    • Extensive knowledge of principles practices and techniques of large scale government purchasing
    • Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing
    • Extensive knowledge of approved purchasing methods including
    • recording buying inspection and shipping methods
    • Extensive knowledge of the techniques and requirements of specifications preparation
    • Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased
    • Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served
    • Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing
    • Some knowledge of insurance as it pertains to property liability and surety bonds
    • Considerable knowledge of Microsoft Word and Excel and the use of office equipment
    • Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to
    • 5252016
    • City of Hollywood Florida -Class Specification Bulletin Page 3of3
    • other workers accurately and concisely Skills in application of systems analysis techniques and
    • procedures including consulting with users to determine hardware so~ware or system functional specifications
    • Ability to communicate effectively both orally and in writing
    • Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices
    • Ability to deal effectively with administrative officials and vendors
    • Ability to obtain and interpret market prices and trends and apply these to procurement problems
    • https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016
    • ATTACHMENT 4
    • ATTACHMENT 4
    • Jeane Carver-St Luce
    • At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations fun
    • Two important take-away from this email
    • middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed
    • middotmiddot Identify and maintain copies of all your award documents and invoices
    • bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files
    • The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines
    • After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support
    • George
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    • bull Summary
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    • ATTACHMENT 5
    • ATTACHMENT 5
    • George Keller
    • From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde
    • Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice
    • Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris
    • Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick
    • Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz
    • Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel
    • Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie
    • Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran
    • Holycross
    • Cc Paul Bassar Directors Subject Master Contract List Training
    • Good Afternoon
    • The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times
    • Please let me know what suits you best also the training will be held at room 303
    • Thank you
    • Maryury Collier
    • Administrative Specialist II
    • City of Hollywood
    • Financial Services
    • 2600 Hollywood Blvd Suite 303
    • PO Box 229045 Hollywood FL 33020 Office 954-921-3221
    • C 11 middot of ~
    • H~QQQ
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Jeane Carver-St Luce
    • Good Day
    • As some ofyou may be aware the City will be implementing an Electronic Contract File-AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed
    • For your convenience we will be having one hour training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule-Not later than Thursday (552016)
    • Friday May 6 from 330pm to 430pm Monday May 9 at 900am to lOOOam
    • bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam
    • Thank you
    • Maryury Collier
    • Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303
    • P 0 Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MCollierhollywoodflorq
    • Cbullty of ~
    • H L WOOD
    • t i O~IOA
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • ATTACHMENT 6
    • ATTACHMENT 6
    • City ojJfoywootf PCoritfa
    • DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT
    • Date Date Date Date Contract InfoNumber Contract Expiration Date
    • Original Contract Amount Total This Invoice
    • Amendments Adjustment Total Previous Invoices
    • APPENDIXB
    • Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073
    • (954) 895-2949 matthewlalla3
    • March 11 2016
    • Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022
    • Dear Wazir
    • Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016
    • I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors
    • ~~
    • Matthew Lalla
    • cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources
Page 21: BROWARD OFFICE OF THE INSPECTOR GENERAL€¦ · Broward Office of the Inspector General Page 2 . 1. Heightened Awareness, Expectations and Standards of Performance . The senior management

Rescue and Public Utilities The Plan would assign specific staff accountability for each project with completion dates and completion milestones There would then be monthly or quarterly progress reviews by the City Manager

3 Review and update all position descriptions not already encompassed within the current Compensation work being done by Evergreen Consulting Begin first with those in the Police Department This is a project which can be completed within six months and can be accomplished using internal resources While there are hundreds of positions in the City service most will fall within 10 or fewer job classifications such as Law Enforcement Officer and Firefighter

4 Add to every position description the essential function of effectively and positively representing the City in delivering and performing their work with colleagues and clients irrespective of gender race religion age disability political affiliation or belief or sexual orientation In other words clearly establish the attitudes and behaviors reflected above as essential elements of every City position

5 Add to every position description the essential function of maintaining effective and professional relationships with work colleagues supervisors and managers

6 Select those City policies which are associated with the identification mitigation and control of liabilities and launch a project for the rapid upgrading and modernizing of each of those policies The highest priority would go to the installation of policies such as Whistleblower Protection and use of Social Media which do not currently exist Next would follow the updating of those existing policies associated with liabilities such as bullying sexual-harassment unlawful discrimination workplace violence and effective colleague relationships

7 In the case of a Whistleblower Protection policy the City should consider using an outside receiver for intake of Whistleblower allegations of wrong doing This would permit an initial assessment of the nature of the allegations outside of the chain of command followed by appropriate referral for followup The result would likely be a greater sense of confidence for persons who in good faith feel that something needs addressing within the organization

8 Add as a heavily weighted criterion for all promotions the criteria of actively supporting teamwork organization-wide unity and effective collegial relationships Create behavioral assessment questions accordingly

10

9 Add as a significant performance evaluation criterion in all evaluations the assessment of an individuals commitment performance and behavior in actively supporting organization-wide team unity and effective collegial relationships

10 Develop and implement in the Civil Service selection process during initial hiring behavioral challenges to assess the degree to which a candidate demonstrates a commitment to teamwork and positive interpersonal cooperation This could take the form of a focused video scenario-based process similar to the commonly used law enforcement selection tool Behavioral Personnel Assessment Device (BPAD) It could be developed within the Department with involvement by Law Enforcement Officers

11 The grievance procedures in all bargaining units should be amended to include a new step Advisory Opinion of the Director of Human Resources This step would provide that the Director might agree at any step in the process at the request of either party or on her own motion to offer a written or non-written non-binding opinion as to any aspect of the grievance This could include suggestions for mediation or at a minimum offer another viewpoint on the subject The Advisory Opinion would not carry with it specific timeframes nor would it replace any of the decision-makers authority and responsibility in the procedures It would however provide a tool which the City and the employees would find valuable in the future for problem resolution Adding the step of course would follow reviewing the matter with unions involved

12 Prepare a draft of an amended discipline article for the collective bargaining agreements under which a written reprimand would no longer be subject to binding and compulsory arbitration The Amendment would provide in other words that the City Managers decision would be final Appeals could not be further filed to binding and compulsory outside arbitration This draft recognizes that a written reprimand does not result in the loss of property and is therefore not constitutionally protected as a vested right It would recognize that despite this change aggrieved employees who feel that discipline decisions or counseling ~omments are based on unlawful discrimination or retaliation still have other appeal opportunities on that specific basis This draft policy should be shared in writing with the union presidents in advance of collective bargaining and aggressively pursued by the City during upcoming negotiations It is likely that the unions would appreciate the importance of such a streamlining of the disciplinary procedure and would recognize that in and of itself fears that the change would result in a flood of reprimands are unfounded The Police agreement does not provide for appeals when observable behavior results in a written notice Therefore the foregoing recommendation would not apply to the Police bargaining unit

11

13 Consider the out-stationing of a current Police Officer position already working on human resources matters such as background investigations or Internal Affairs to be physically located in a private office in the Human Resources Department There would be career development benefits for the Officer team building communications improvement for both departments and additional security readily available for both HR and Risk ManagementLabor Relations The Chief and the Director of Human Resources should have no problem in coordinating workflow or resolving assignment conflicts by joint communications The work is being done already anyway The out-stationed location would only create additional benefits

14 The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candidates can be facilitated via recommendations from graduate programs at local universities such as those involving Public Administration Criminal Justice Human Resources or other relevant academic programs This can also be a tool in the Citys workforce diversity efforts while also enhancing the capacity of the Human Resources Department to manage multiple management issues concurrently Assignment of two Graduate Interns for a period not exceeding one year would be a catalyst in driving some of the recommendations in this report It would also provide some needed relief for the Director of Human Resources to devote the necessary time to actively lead strategic progress

15 Performance evaluation criteria should be augmented to include a section on Representation of the City and the Department This section would assess an employees behavior and performance over the prior year in relation to whether or not it reflected positively within and outside of City Government Every staff member represents the City as well as their Departments As such they have a responsibility to be taken more seriously than ever before to engage in interpersonal skills reflecting in a positive manner on their individual professionalism

16 The work of top leaders in a dynamic City government such as a Police or Fire-Rescue Chief and a Director of Human Resources involves a very substantial amount of time spent in the management of Human Resources issues Often these can be of higher liability than those which might arise in other City departments For example arguably the day-toshy

12

day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assistant City Managers fulfill most of that need especially with regard to Police and Fire command staff counseling However a coach for other leaders would be a valuable asset to have in place

SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE

17 Part of an executive development program can be what amounts to an Internal Fellowship in which a newly promoted Manager gets assigned to work as a Special Assistant to the City Manager or an Assistant City Manager for a period such as three to six months This would allow for example a newly promoted executive in the Police Department to play an important role in the overall City budget process in Collective Bargaining with a non-law enforcement bargaining unit or to assist in a high-priority policy matter determined by the City Manager At the end of the Fellowship period the individual would return to their new role in their home Department with a greater appreciation than ever before about the larger issues facing executive leaders in the City

18 The Civil Service Ordinance should be amended to increase the number of positions exempt from Civil Service coverage Employees in such exempt positions would then serve at will Serving at will means that these employees may be disciplined or even terminated for any reason or no reason as long as the actions do not occur because of illegal reasons Current rules are too restrictive for the city to be as flexible as it needs to be in developing accountable and responsive executive staff Division Directors support staff in the City Managers Office as well as those in the City Attorneys Office and Labor Relations and Risk Management areas are appropriate candidates for at will service Current incumbents who enjoy property rights may not have those rights stripped away involuntarily as long as the incumbents are employed However they may voluntarily waive such rights in trade for some quid

13

pro quos such as additional benefits In the absence of such voluntary exemption attrition should be used so that future incumbents in selected positions would be hired as at will employees

19 A predictive staffing study should be conducted in departments utilizing a constant staffing structure - typically Police Fire-Rescue and Water and Wastewater Treatment Plant operations The study would make reasonable estimates based primarily on length of service and employee surveys to determine the likely extent and timing of future vacancies From that information the city can prepare in advance to have vacancies filled immediately upon turnover if not before Civil Service eligibility lists can be maintained for immediate use without having to begin recruitments from scratch The staffing needs in the Police Department were major contributing factors to the issues addressed in the Inspector Generals report Predictive staffing actions can reduce the likelihood that that critical situations will happen again

20 As a corollary to predictive staffing the City should consider over staffing in selected areas of the workforce with short-term temporary employees drawn off Civil Service eligible lists These employees would transition immediately into the regular workforce and be given credit for their temporary service as part of their probationary periods The result can be a cadre of employees already trained and ready to assume the regular workforce duties of the positions There will always be some number of vacancies in a city or county workforce as large as Hollywoods These vacancies may be funded in the budget such that hiring some additional Police Officers or Firefighters beyond the allocated limits in the budget might be funded with the salaries of vacant positions providing offsets Currently in conservatively funded constant staffing operations if a vacancy occurs due for example to long-term absences such as illness the staffing void must be filled at a rate of time and a half by overtime mandates This does nothing to prepare new employees to immediately step in as vacancies occur

21 The Civil Service rules currently operate on the basis of a narrow rule of three In this selection rule the Department Director acting for the City Manager is limited to no more than the top three candidates presented from civil service eligible lists In a system where the filling of vacancies may take considerable time or eligible lists may be many months old a rule of three is too limiting Broader certification rules such as a rule of five or a rule of the rank would offer more needed flexibility without sacrificing civil service principles

22 The Citys Information Technology (IT) function is an area often needing particular candidate expertise not generally available within classical Civil Service recruiting methods New projects such as the organization-wide

14

Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside over a facilitated focus group of top users and current IT staffs to prioritize projects identify needs and resources and prepare an IT Business Plan for review by the City Manager Likewise in this reviewers opinion being familiar with the installation of new large IT activities overlaid on existing staff requirements adding a graduate intern as an at will employee for one year would provide a new resource to the IT Director to more rapidly implement the programs he will be asked to bring to fruition This would be in addition to whatever staffing or consultant resources are brought to bear for the Enterprise Resource System

23 The City uses the procurement process to solicit a variety of benefit contracts often amended annually for health insurance dental life and other products These represent significant expenditures and cover all full-time employees their dependents and retirees In the face of complex and changing insurance rules deadlines engagements with insurance companies and much more a special expertise is required to look after the City of Hollywoods best interests Monitoring utilization developing innovations and cost containment strategies and being able to negotiate aggressively with insurance providers is best managed by outside expertise engaged by the City Currently the procurement elements of this process are managed by the Human Resources Director - along with_her many other responsibilities - not to mention the process improvements called for in this report The City should use professional procurement practices to select a consultantbroker to represent the City The result can be a tighter control on a very significant area of cost and administration This should be done well in advance of the expiration of benefit contracts in the year to come

24 This Reviewer urges the City to be especially wary of vendor promises with regard to the implementation of an expensive organization-wide enterprise resource program Vendors may make what have previously been called piecrust promises - easily made easily broken The vendor support team may well experience staff turnover Resources will be shifted to other clients The estimated time and cost of system installation may stretch well past the budgeted and anticipated costs originally proposed Aggressive steps under the leadership of the IT director in terms of milestones required of vendors performance penalties built into contracts as well as performance rewards should be considered and implemented If this vigorous enforcement approach does not happen and this large-scale IT project is managed in a way similar to the management of temporary needs reported by the IG the stage will be set

15

for another perhaps even more costly organizational problem in the future

25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential services are the ultimate responsibility of every manager With regard to the core area of Procurement however the job description for the Procurement Manager is clear in its requirements that it is this employee who is responsible for the management and oversight of contracts or particular department services Regardless of the past practices and exigencies of staffing needs in 2013 and 2014 this fundamental element of the Procurement responsibility was not met

Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement professional with years of experience Leadership direction

middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in a better position to determine the future reporting relationships for this important function

26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots administration and finance as well as HR and other central services should convene a stakeholder summit to bring out these concerns and address them The primary outcome would be budget

16

process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process

27 Direct payment vouchers related to any procurement and contractorvendor remuneration should be reviewed by and signed off directly by the Contract Compliance Manager This is especially true in what would be his broader role if the recommendation to place Procurement under his management were implemented In reviewing a sampling of such vouchers for temporary services during the IG report period it was noted that many did not have Department Head signatures Even the Procurement Office itself used such services although the clear focus was on the activities in Police

28 Meeting any staffing need through a temporary services company should require a specific review and sign off by the Director of Human Resources She would be asked to attest to the fact that HR is not capable of meeting the needs presented by the operating department and to explain why this need cannot be met through City procedures and practices In the case of what might be an ongoing need the Director would be required to explain whether actions can be instituted to change that scenario so that an ongoing use of temporary help from an outside vendor can be reduced if not eliminated

29 Finally this Reviewer notes that recommendations to the City Manager concerning the prospects of disciplinary action were part of this engagement Those recommendations will following consultation with the City Manager be presented as a verbal briefing to him so that his ability to respond to organizational needs is not compromised unduly in the very sensitive areas of staff relations

No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and managed assertively formally and consistently by their managers If the warnings and corrective action opportunities do not change the weak behavior these employees should be demoted or terminated If such actions become necessary it will ironically not be the City which acts it will in reality be the employee him or herself who provokes the action

It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees - that they are the Citys

17

vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances

OVERALL IMPRESSION

The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading managers to feel that the systems in place could meet their needs With a strong past sense of inertia rather than innovation and process improvement factoring into what occurred the City is best and most constructively served by the City Manager acting aggressively to improve internal processes make the improvements more visible and make those now responsible for the Procurement and utilization of services more accountable He is well able to use his strong communications skills and sense of ethics to deliver clear messages of professional expectation and enforce those expectations going into the future

18

ATTACHMENT 2

ATTACHMENT 2

CITY of HOLLYWOOD FLORIDA Office of the City Manager

02600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045 Phone (95 4) 921 -3201 bull Fax (95-1) 921 -3314 deg wwwhullywoodflorg

Wazir A Ishmael PhD City Manager

March 18 2016

The Honorable Mayor Vice Mayor and Members of the City Commission

City of Hollywood Hollywood FL 33020

Mayor Vice Mayor and City Commissioners

This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016

We thank him for his services and wish him well in his future endeavors

Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller

Should you have any questions I am available at your convenience

Sincere I

DtJJ~tr A Ishmael Ciey(Janager

c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director

Our Mission Y l arc dcdic 11 t d lO proiding municip1 l scrvictS for our diverse co mrnuni ry in an atn1osphL rl of tOOperal ion courtesy and respect

Xie do 1h is hy ensu ri ng gtII who li ve work and pby in die C it) of l o ll )~VOoJ enjoy a high qnli l of lifo

hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood Florida 33020

Dr Ishmael

As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities

In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life

Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and capital improvements

Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices

I wish the City of Hollywood and the dedicated employees much luck with their future endeavors

Sincerely

faL--shyJocent Wasserman Director Procurement Services

ATTACHMENT 3

City of Hollywood Florida - Class Specification Bulletin Page 1of3

ATTACHMENT 3

Contract Compliance Officer Class Code

1138

Bargaining Unit Management CITY OF HOLLYWOOD FLORIDA Revision Date Apr 29 2015

SALARY RANGE

$3310 - $5296 Hourly $264809 - $423694 Biweekly

$6885030 - $11016048 Annually

JOB DESCRIPTION

This is advanced responsible professional and administrative work involving contract certification contract compliance and management for all vendors bidders and proposers conducting business with the City coordination of procurement activities and office and field monitoring Work involves providing managerial assistance to the Assistant City Manager for Finance and Administration in managing and monitoring contracts for compliance developing policies procedures rules and regulations for Citywide purchasing and coordinating the resolution of problems with vendors bidders and proposers

The incumbent exercises a considerable degree of independent judgment Employee is expected to make independent decisions in conformance with applicable laws rules and regulations governing the public purchase of commodities and services as well as standard public purchasing policies and procedures

EXAMPLES OF DUTIES

Reviews all City contracts for compliance and adherence to proper procedures including but not limited to confirmation of proper authority adherence to appropriate procurement procedures identification of time frames satisfaction of insurance requirements verification of available funding review of scope of services and notification of upcoming expiration

Assists in developing new and improved procedures concerning City purchasing activities Recommends corrective actions where applicable

Advises City departmentspersonnel on purchasing procedures to ensure proper compliance with Citys purchasing policies and procedures

Assists user departments in the informal competitive negotiated process for acquisition of professionalpersonal services

Reviews specifications from departments to procure goods and services of a complex andor technical nature

Monitors the evaluation andor negotiation process for acquisition of professionalpersonal services to ensure that proposals have been evaluated andor negotiated in accordance with solicitation document and city purchasing policies and procedures

Conducts preliminary investigations and make finding-of-fact reports on contractual bid disputes bid protests proposed debarment bidder non-responsibility and vendor nonshy

https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 2of3

performance

May represent the Director at various meetings within the city and the business community

Performs other job duties as assigned

THE REQUIREMENTS Required Possession of a Bachelors degree with major coursework in business or public administration or a related field

Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration

Be a Certified Professional Contracts Manager (CPCM )

Preferred Masters degree with major coursework in business or public administration or a related field

Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements

KNOWLEDGE SKILLS AND ABILITIES Extensive knowledge of principles practices and techniques of large scale government purchasing

Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing

Extensive knowledge of approved purchasing methods including recording buying inspection and shipping methods

Extensive knowledge of the techniques and requirements of specifications preparation

Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased

Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served

Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing

Some knowledge of insurance as it pertains to property liability and surety bonds

Considerable knowledge of Microsoft Word and Excel and the use of office equipment

Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to

httpsagencygovernmentjobscomhollywoodfldefaultcfmaction=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 3of3

other workers accurately and concisely

Skills in application of systems analysis techniques and procedures including consulting with users to determine hardware so~ware or system functional specifications

Ability to communicate effectively both orally and in writing

Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices

Ability to deal effectively with administrative officials and vendors

Ability to obtain and interpret market prices and trends and apply these to procurement problems

https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016

ATTACHMENT 4

ATTACHMENT 4

Jeane Carver-St Luce

From George Keller Sent Monday March 14 2016 328 PM To Chuck Ellis Clay Milan Eric Busenbarrick George Keller Gus Zambrano Jaye Epstein

Jeffrey Sheffel Lorie Mertens-Black Mel Standley Patricia Cerny Philip Sauer Raelin

Storey Raheem Seecharan Raquel Elejabarrieta Shiv Newaldass Steve Joseph Sylvia

Glazer Tammie Hechler Tomas Sanchez Tamikia Bacon Paul Bassar Cc Jeane Carver-St Luce Subject FW MCL Informational Email for Distribution

Importance High

At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations funding expenditures and Points of Contact Other helpful features will include executed copies of contract documents and invoice summaries

Two important take-away from this email

1 If you havent seen the fVICL demonstration please tune into the next City Commission meeting

2 Preliminary planning for a iVICL anticipation go live date--on or about 442016

middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed

middotmiddot Identify and maintain copies of all your award documents and invoices

bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files

The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines

After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support

George

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o What is the MCL

D MCL Data

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o MCL Next Steps v 0 v

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What is the MCL bull Summary

o An electronic standardized comprehensive Management Tool-A One Stop Shop For all stakeholders who have a role with contract administration

o Useful real time information such as automatic daily countdowns of days for contracts and insurance expirations funding expenditures and Points of Contact

o Executed copies of contract documents and invoice bullsummaries

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MCL-Next Steps

bull Implementation o The MCL is a priority initiative

bull Continue gatheringupdating all contractual information bull Establishing POCs permission rights

o Coordinating with Financial Services Department in obtaining all invoices

o Working with the Procurement Division with keeping contractual documents updated

o Training Administrative Personnel who will have a procurement role

bull Execution After the City Commission presentation and feedback final developmenttraining sessions-anticipating a go live date April 2016

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ATTACHMENT 5

ATTACHMENT 5

George Keller

From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde

Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney

Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra

Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris

Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz

Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel

Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie

Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran Holycross

Cc Paul Bassar Directors Subject Master Contract List Training

Good Afternoon

The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times

bull Thursday May 26 at lOOpm 200pm 300pm bull Tuesday May 31 at 900am lOOOam l lOOam lOOpm 200pm 300pm bull Wednesday June 1 at 900am lOOOam 11 OOam bull Thursday June 2 at 900am lOOOam l lOOam lOOpm 200pm 300pm

Please let me know what suits you best also the training will be held at room 303

Thank you

Maryury Collier Administrative Specialist II City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 PO Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MColl ierholl ywoodflorg C 11 middot o f ~

H~QQQ Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record

Jeane Carver-St Luce

From Maryury Collier Sent Monday May 02 2016 1024 AM To Administrative Assistant II Cc Directors Paul Bassar Subject Training for the Master Contract List

Good Day

As some ofyou may be aware the City will be implementing an Electronic Contract File- AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed

For your convenience we will be having one h our training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule- Not later than Thursday (552016)

Friday May 6 from 330pm to 430pm

Monday May 9 at 900am to lOOOam bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam

Thank you

Maryury Collier Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 P 0 Box 229045 Hollywood FL 33020 Offi ce 954-921-3221 E-mail MCollierhollywoodflorq Cbullty of ~

H L WOOD t i O~IOA

Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mai l may be subject to disclosure as a matter of public record

ATTACHMENT 6

ATTACHMENT 6City ojJfoywootf PCoritfa DPV

DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT

Date 5252016 Pay to Vendor No Amount of Payment

Name Account No Address Separate Check Requested D City Invoice Number StateZip

Explanation of Payment

Date

Date

Date

Date

Contract InfoNumber Contract Expiration Date

Item Budget Item Description Line Item

l SubscriotionDuesMemberships Fees 2 Postage MeterStamps 3 Host Account Reimbursements 4 LicensesPermitsCertificates 5 Court CostOther Govt AgencvTaxes 6 Real Estate Closing - Attach Stmt 7 Advertising - attach tearsheet 8 Education CoursesSeminars 9 EducationReimbursementsBooks 10 RecordsSlidesFilmsGov Publication 11 Deferred ComoBank Pavments 12 MedicalVeterinarv Pavments 13 Insurance Premiums 14 Grant Disbursements 15 UtilitiesDump Fees 16 Refunds 17 CourierFreight 18 Pettv Cash Reimbursement 19 Other Professional Services 20 Soecial EventsRecr Performances 21 Temoorarv Emolovment Services 22 MealParkinQNiileaQe (1 dav tri-countv)

Unit Quantity

Originated by Dept Head Printed Name

DeptDiv Dept Head Signature

Procurement TypeDoc ---------------- Procurement Appr _

Finance Approval __________ Date Budget Approval

City Commission or City Manager Action Resolution

Unit Price

Total

ExtensionTotal

$000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000

Original Contract Amount Total This Invoice

Amendments Adjustment Total Previous Invoices

Total Contract Amount Total to Date --------------shy

City Manager Signature (if required)

Distribution List Finance Procurement Services Depmtment Copy dpv (rev3l02015)

APPENDIXB

Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073 (954) 895-2949 matthewlal la32 7 5comcastnet

March 11 2016

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022

Dear Wazir

Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016

I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors

~~ Matthew Lalla

cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources

  • Structure Bookmarks
    • BROWARD OFFICE OF THE INSPECTOR GENERAL
    • To and Members City of Hollywood C
    • From John W Scott Inspector General
    • Date June 6 2016
    • Subject Status Report-OIG Final Report Re Misconduct and Gross Mismanagement by the City ofHollywood in the Procurement of Temporary Employment Services Ref OIG 14-027
    • On March 2 2014 the Broward Office of the Inspector General (OIG) issued a final report finding that City of Hollywood officials violated numerous city ordinances policies and procedures to pay approximately $1 million for the services of temporary employees (temps) Specifically we found that the officials
    • At the conclusion of the report the OIG acknowledged the initial remedial steps taken by the city but recommended additional action including-given the potential for further abuse of the DPV payment method-a full audit of DPV payments
    • John W Scol1 Inspector General One North University Drive Suite 11 1 bull Planlalion Florida 33324 bull (954) 357-7873 bull Fax (954) 357-7857 4) 357-TIPS
    • As requested City Administrator Wazir Ishmael has now provided the OIG a status report with attachments which is attached as Appendix A The city states that it s senior management team has communicated publicly and individually that the inappropriate actions that occurred in the past were clearly wrong and unacceptable The city has now implemented numerous protocols and procedures in response to the OIGs investigation Of particular significance the city has created and implemented a contract com
    • The city has also restructured the Procurement Division and reformed oversight of the procurement process The finance director and procurement director overseeing the activities discussed in the final report have since resigned from the city Former Procurement Director Joel Wasserman s resignation is attached at Appendix A and former Finance Director Matthew Lallas resignation is attached as Appendix B The city also provided a repo1i it commissioned from a human resources specialist in response to the
    • However the city failed to address our recommendation that the DPV payments be audited in light of the significant misuse of the mechanism and the corresponding vulnerability to fraud waste and abuse Accordingly the OIG requests that we be provided a supplemental status report within 90 days or by September 5 2016 regarding a DPV audit
    • Attachment
    • cc Wazir Ishmael City Administrator
    • From To Cc
    • Subject Date Attachments
    • MaY Johns InsoectorGeneral Wazir Ishmael City of Hollywoods 90 Day Progress Report Regarding TransHire Tuesday May 31 2016 42804 PM 05 31 16 Letter to Inspector Scott re TransHire 90 Day Progress Reportpdf
    • 05 31 16 Letter to Inspector Scott Attachment lpdf 05 31 16 Letter to Inspector Scott Attachment 2pdf 05 31 16 Letter to Inspector Scott Attachment 3pdf 05 31 16 Letter to Inspector Scott Attachment 4pdf 05 31 16 Letter to Inspector Scott Attachment 5pdf 05 31 16 Letter to Inspector Scott Attachment 6pdf
    • Good afternoon Inspector General shy
    • The City Manager asked that I forward you the City of Hollywoods 90 day progress report that you requested in your final report regarding TransHire
    • Thank you Dr Wazir Ishmael City Manager
    • Executive Assistant City of Hollywood Office of the City Manager 2600 Hollywood Blvd Suite 419
    • PO Box 229045 Hollywood FL 33022-9045 Office 954-921-3201 E-mail
    • fjj
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Office of the City Manager
    • 2600 Hollywood Blvd bull PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (954) 92 1-33 14 bull rg
    • Wazir A Ishmael PhD City Manager
    • SENT VIA EMAIL amp US MAIL
    • May 31 2016
    • Mr John W Scott Inspector General Broward Office of the Inspector General
    • One North University Drive Suite 111 Plantation FL 3324
    • Re Broward Office of the Inspector General Report on Transhire 90 Day Progress Report
    • Dear Mr Scott
    • Please accept this response from the City of Hollywood as the 90 Day Progress Report that you requested in your final report on the above matter First let me assure you that your information findings and recommendations have been fully received acknowledged and communicated widely throughout the City staff Secondly I have discussed the serious nature of the issues identified directly with the Mayor City Commission senior management team staff and members of the public reinforcing that those inap
    • Finally we have collectively implemented and followed a broad spectrum of improvements actions resources training and policies to continue forward the lessons learned in progress of the organization The initiatives we have undertaken exist at the policy level and administrative oversight as well as day to day operations The below information describes those steps in more detail along with the attached documentation and the derived benefit for each Your contribution to stimulating these improveme
    • Our Mission Ve are dedicmcd to providing municipal services for our diverse community in an atmosphere ofcooperation courtesy and respect Yc do this by ensuring all who live work and play in the City of Hollywood enjoy a high quality of life
    • An Equa l Opportunity a nd Serv i ce Provide r Ag e nc y
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2
    • 1 Heightened Awareness Expectations and Standards of Performance
    • The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures
    • 2 Services of an External Consulting Professional (Attachment 1)
    • The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many
    • 3 Organizational Modifications and Reform (Attachment 2)
    • The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have be
    • 4 Human Resources Policy Review and Reform
    • Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced
    • 5 WorkflowBusiness Policies and Procedures Modifications
    • The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3
    • The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions
    • 10 Direct Payment Voucher Procedural Modifications (Attachment 6)
    • The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4
    • The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter
    • Attachments
    • c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors
    • ATTACHMENT 1
    • ATTACHMENT 1
    • PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737
    • Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045
    • March 3 2016
    • Dear Messrs Keller and Standley
    • The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one
    • The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues
    • The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not
    • Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement
    • Sincerely
    • Phil Rosenberg President The HR Doctorreg Inc 954 816-4 737
    • attachment
    • Phil Rosenberg President PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737 On
    • March 3 2016
    • IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES
    • BACKGROUND
    • The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in t
    • With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whet
    • City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in th
    • 1
    • The Inspector Generals report is being taken very seriously by the City It is a call to
    • action and catalyst to go beyond the limited and narrow scope of the report in the
    • interest of making broader administrative improvements
    • As part of the response to the report the City engaged the services of The HR Doctor
    • Inc on January 19 2016 to investigate the background of what occurred and offer
    • opinions and recommendations The deliverable in this situation is the presentation of
    • a written report to the City Manager within 30 calendar days of the date of the approval
    • of the engagement (ie January 19 2016) to address the following issues
    • The HR Doctor Inc was authorized and directed by the City Manager to also provide a
    • broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processe
    • METHODOLOGY
    • The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information
    • 2
    • The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employee
    • To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot
    • FINDINGS AND CONCLUSIONS
    • Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positio
    • r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work
    • 3
    • complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur
    • 4
    • service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement
    • 5
    • over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a n
    • 1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be org
    • 6
    • 7
    • managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to
    • ensure the most competent possible workforce If performance evaluations job
    • descriptions and personnel files generally do not reflect written and on-going
    • efforts to document performance excellence weakness and corrective action
    • even those top managers with property rights (ie those covered by Civil
    • Service) can become less willing to take the risks associated with innovation
    • Clients or customers become frustrated by what they regard as excessive
    • delays and lack of responsiveness
    • 8
    • All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance
    • It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The City
    • RECOMMENDATIONS
    • 9
    • Rescue and Public Utilities The Plan would assign specific staff
    • accountability for each project with completion dates and completion
    • milestones There would then be monthly or quarterly progress reviews
    • by the City Manager
    • 10
    • 11
    • 14The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candi
    • 12
    • day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assis
    • SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING
    • PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION
    • THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS
    • SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE
    • ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK
    • ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR
    • THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY
    • CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE
    • 13
    • pro quos such as additional benefits In the absence of such voluntary
    • exemption attrition should be used so that future incumbents in selected
    • positions would be hired as at will employees
    • 14
    • Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside
    • over a facilitated focus group of top users and current IT staffs to
    • prioritize projects identify needs and resources and prepare an IT
    • Business Plan for review by the City Manager Likewise in this reviewers
    • opinion being familiar with the installation of new large IT activities
    • overlaid on existing staff requirements adding a graduate intern as an at
    • will employee for one year would provide a new resource to the IT
    • Director to more rapidly implement the programs he will be asked to bring
    • to fruition This would be in addition to whatever staffing or consultant
    • resources are brought to bear for the Enterprise Resource System
    • 15
    • for another perhaps even more costly organizational problem in the
    • future
    • 25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential s
    • Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement pr
    • middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in
    • 26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots adm
    • 16
    • process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process
    • No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and mana
    • It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees -that they are the Citys
    • 17
    • vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances
    • The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading manager
    • 18
    • ATTACHMENT 2
    • ATTACHMENT 2
    • CITY of HOLLYWOOD FLORIDA
    • Office of the City Manager
    • 0
    • 2600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (95-1) 921-3314 deg
    • Wazir A Ishmael PhD City Manager
    • March 18 2016
    • The Honorable Mayor Vice Mayor
    • and Members of the City Commission City of Hollywood Hollywood FL 33020
    • Mayor Vice Mayor and City Commissioners
    • This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016
    • We thank him for his services and wish him well in his future endeavors
    • Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller
    • Should you have any questions I am available at your convenience
    • Sincere I
    • Dt~tr A Ishmael Ciey(Janager
    • c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director
    • Our Mission Yl arc dcdic 11td lO proiding municip1l scrvictS for our diverse co mrnuniry in an atn1osphLrl of tOOperalion courtesy and respect
    • Xie do 1his hy ensu ring gtII who live work and pby in die Cit) of loll)~VOoJ enjoy a high qnlil oflifo
    • hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y
    • Dr Wazir Ishmael
    • City Manager City of Hollywood
    • 2600 Hollywood Blvd
    • Hollywood Florida 33020
    • Dr Ishmael
    • As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities
    • In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life
    • Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and cap
    • Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices
    • I wish the City of Hollywood and the dedicated employees much luck with their future endeavors
    • Sincerely
    • Jocent Wasserman Director Procurement Services
    • ATTACHMENT 3
    • City of Hollywood Florida -Class Specification Bulletin Page 1of3 ATTACHMENT 3
    • https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016
    • performance
    • May represent the Director at various meetings within the city and the business community
    • Performs other job duties as assigned
    • Required Possession of a Bachelors degree with major coursework in business or public
    • administration or a related field
    • Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration
    • Be a Certified Professional Contracts Manager (CPCM )
    • Preferred Masters degree with major coursework in business or public administration or a related field
    • Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements
    • Extensive knowledge of principles practices and techniques of large scale government purchasing
    • Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing
    • Extensive knowledge of approved purchasing methods including
    • recording buying inspection and shipping methods
    • Extensive knowledge of the techniques and requirements of specifications preparation
    • Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased
    • Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served
    • Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing
    • Some knowledge of insurance as it pertains to property liability and surety bonds
    • Considerable knowledge of Microsoft Word and Excel and the use of office equipment
    • Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to
    • 5252016
    • City of Hollywood Florida -Class Specification Bulletin Page 3of3
    • other workers accurately and concisely Skills in application of systems analysis techniques and
    • procedures including consulting with users to determine hardware so~ware or system functional specifications
    • Ability to communicate effectively both orally and in writing
    • Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices
    • Ability to deal effectively with administrative officials and vendors
    • Ability to obtain and interpret market prices and trends and apply these to procurement problems
    • https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016
    • ATTACHMENT 4
    • ATTACHMENT 4
    • Jeane Carver-St Luce
    • At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations fun
    • Two important take-away from this email
    • middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed
    • middotmiddot Identify and maintain copies of all your award documents and invoices
    • bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files
    • The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines
    • After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support
    • George
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    • bull Summary
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    • ATTACHMENT 5
    • ATTACHMENT 5
    • George Keller
    • From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde
    • Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice
    • Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris
    • Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick
    • Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz
    • Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel
    • Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie
    • Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran
    • Holycross
    • Cc Paul Bassar Directors Subject Master Contract List Training
    • Good Afternoon
    • The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times
    • Please let me know what suits you best also the training will be held at room 303
    • Thank you
    • Maryury Collier
    • Administrative Specialist II
    • City of Hollywood
    • Financial Services
    • 2600 Hollywood Blvd Suite 303
    • PO Box 229045 Hollywood FL 33020 Office 954-921-3221
    • C 11 middot of ~
    • H~QQQ
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Jeane Carver-St Luce
    • Good Day
    • As some ofyou may be aware the City will be implementing an Electronic Contract File-AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed
    • For your convenience we will be having one hour training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule-Not later than Thursday (552016)
    • Friday May 6 from 330pm to 430pm Monday May 9 at 900am to lOOOam
    • bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam
    • Thank you
    • Maryury Collier
    • Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303
    • P 0 Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MCollierhollywoodflorq
    • Cbullty of ~
    • H L WOOD
    • t i O~IOA
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • ATTACHMENT 6
    • ATTACHMENT 6
    • City ojJfoywootf PCoritfa
    • DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT
    • Date Date Date Date Contract InfoNumber Contract Expiration Date
    • Original Contract Amount Total This Invoice
    • Amendments Adjustment Total Previous Invoices
    • APPENDIXB
    • Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073
    • (954) 895-2949 matthewlalla3
    • March 11 2016
    • Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022
    • Dear Wazir
    • Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016
    • I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors
    • ~~
    • Matthew Lalla
    • cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources
Page 22: BROWARD OFFICE OF THE INSPECTOR GENERAL€¦ · Broward Office of the Inspector General Page 2 . 1. Heightened Awareness, Expectations and Standards of Performance . The senior management

9 Add as a significant performance evaluation criterion in all evaluations the assessment of an individuals commitment performance and behavior in actively supporting organization-wide team unity and effective collegial relationships

10 Develop and implement in the Civil Service selection process during initial hiring behavioral challenges to assess the degree to which a candidate demonstrates a commitment to teamwork and positive interpersonal cooperation This could take the form of a focused video scenario-based process similar to the commonly used law enforcement selection tool Behavioral Personnel Assessment Device (BPAD) It could be developed within the Department with involvement by Law Enforcement Officers

11 The grievance procedures in all bargaining units should be amended to include a new step Advisory Opinion of the Director of Human Resources This step would provide that the Director might agree at any step in the process at the request of either party or on her own motion to offer a written or non-written non-binding opinion as to any aspect of the grievance This could include suggestions for mediation or at a minimum offer another viewpoint on the subject The Advisory Opinion would not carry with it specific timeframes nor would it replace any of the decision-makers authority and responsibility in the procedures It would however provide a tool which the City and the employees would find valuable in the future for problem resolution Adding the step of course would follow reviewing the matter with unions involved

12 Prepare a draft of an amended discipline article for the collective bargaining agreements under which a written reprimand would no longer be subject to binding and compulsory arbitration The Amendment would provide in other words that the City Managers decision would be final Appeals could not be further filed to binding and compulsory outside arbitration This draft recognizes that a written reprimand does not result in the loss of property and is therefore not constitutionally protected as a vested right It would recognize that despite this change aggrieved employees who feel that discipline decisions or counseling ~omments are based on unlawful discrimination or retaliation still have other appeal opportunities on that specific basis This draft policy should be shared in writing with the union presidents in advance of collective bargaining and aggressively pursued by the City during upcoming negotiations It is likely that the unions would appreciate the importance of such a streamlining of the disciplinary procedure and would recognize that in and of itself fears that the change would result in a flood of reprimands are unfounded The Police agreement does not provide for appeals when observable behavior results in a written notice Therefore the foregoing recommendation would not apply to the Police bargaining unit

11

13 Consider the out-stationing of a current Police Officer position already working on human resources matters such as background investigations or Internal Affairs to be physically located in a private office in the Human Resources Department There would be career development benefits for the Officer team building communications improvement for both departments and additional security readily available for both HR and Risk ManagementLabor Relations The Chief and the Director of Human Resources should have no problem in coordinating workflow or resolving assignment conflicts by joint communications The work is being done already anyway The out-stationed location would only create additional benefits

14 The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candidates can be facilitated via recommendations from graduate programs at local universities such as those involving Public Administration Criminal Justice Human Resources or other relevant academic programs This can also be a tool in the Citys workforce diversity efforts while also enhancing the capacity of the Human Resources Department to manage multiple management issues concurrently Assignment of two Graduate Interns for a period not exceeding one year would be a catalyst in driving some of the recommendations in this report It would also provide some needed relief for the Director of Human Resources to devote the necessary time to actively lead strategic progress

15 Performance evaluation criteria should be augmented to include a section on Representation of the City and the Department This section would assess an employees behavior and performance over the prior year in relation to whether or not it reflected positively within and outside of City Government Every staff member represents the City as well as their Departments As such they have a responsibility to be taken more seriously than ever before to engage in interpersonal skills reflecting in a positive manner on their individual professionalism

16 The work of top leaders in a dynamic City government such as a Police or Fire-Rescue Chief and a Director of Human Resources involves a very substantial amount of time spent in the management of Human Resources issues Often these can be of higher liability than those which might arise in other City departments For example arguably the day-toshy

12

day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assistant City Managers fulfill most of that need especially with regard to Police and Fire command staff counseling However a coach for other leaders would be a valuable asset to have in place

SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE

17 Part of an executive development program can be what amounts to an Internal Fellowship in which a newly promoted Manager gets assigned to work as a Special Assistant to the City Manager or an Assistant City Manager for a period such as three to six months This would allow for example a newly promoted executive in the Police Department to play an important role in the overall City budget process in Collective Bargaining with a non-law enforcement bargaining unit or to assist in a high-priority policy matter determined by the City Manager At the end of the Fellowship period the individual would return to their new role in their home Department with a greater appreciation than ever before about the larger issues facing executive leaders in the City

18 The Civil Service Ordinance should be amended to increase the number of positions exempt from Civil Service coverage Employees in such exempt positions would then serve at will Serving at will means that these employees may be disciplined or even terminated for any reason or no reason as long as the actions do not occur because of illegal reasons Current rules are too restrictive for the city to be as flexible as it needs to be in developing accountable and responsive executive staff Division Directors support staff in the City Managers Office as well as those in the City Attorneys Office and Labor Relations and Risk Management areas are appropriate candidates for at will service Current incumbents who enjoy property rights may not have those rights stripped away involuntarily as long as the incumbents are employed However they may voluntarily waive such rights in trade for some quid

13

pro quos such as additional benefits In the absence of such voluntary exemption attrition should be used so that future incumbents in selected positions would be hired as at will employees

19 A predictive staffing study should be conducted in departments utilizing a constant staffing structure - typically Police Fire-Rescue and Water and Wastewater Treatment Plant operations The study would make reasonable estimates based primarily on length of service and employee surveys to determine the likely extent and timing of future vacancies From that information the city can prepare in advance to have vacancies filled immediately upon turnover if not before Civil Service eligibility lists can be maintained for immediate use without having to begin recruitments from scratch The staffing needs in the Police Department were major contributing factors to the issues addressed in the Inspector Generals report Predictive staffing actions can reduce the likelihood that that critical situations will happen again

20 As a corollary to predictive staffing the City should consider over staffing in selected areas of the workforce with short-term temporary employees drawn off Civil Service eligible lists These employees would transition immediately into the regular workforce and be given credit for their temporary service as part of their probationary periods The result can be a cadre of employees already trained and ready to assume the regular workforce duties of the positions There will always be some number of vacancies in a city or county workforce as large as Hollywoods These vacancies may be funded in the budget such that hiring some additional Police Officers or Firefighters beyond the allocated limits in the budget might be funded with the salaries of vacant positions providing offsets Currently in conservatively funded constant staffing operations if a vacancy occurs due for example to long-term absences such as illness the staffing void must be filled at a rate of time and a half by overtime mandates This does nothing to prepare new employees to immediately step in as vacancies occur

21 The Civil Service rules currently operate on the basis of a narrow rule of three In this selection rule the Department Director acting for the City Manager is limited to no more than the top three candidates presented from civil service eligible lists In a system where the filling of vacancies may take considerable time or eligible lists may be many months old a rule of three is too limiting Broader certification rules such as a rule of five or a rule of the rank would offer more needed flexibility without sacrificing civil service principles

22 The Citys Information Technology (IT) function is an area often needing particular candidate expertise not generally available within classical Civil Service recruiting methods New projects such as the organization-wide

14

Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside over a facilitated focus group of top users and current IT staffs to prioritize projects identify needs and resources and prepare an IT Business Plan for review by the City Manager Likewise in this reviewers opinion being familiar with the installation of new large IT activities overlaid on existing staff requirements adding a graduate intern as an at will employee for one year would provide a new resource to the IT Director to more rapidly implement the programs he will be asked to bring to fruition This would be in addition to whatever staffing or consultant resources are brought to bear for the Enterprise Resource System

23 The City uses the procurement process to solicit a variety of benefit contracts often amended annually for health insurance dental life and other products These represent significant expenditures and cover all full-time employees their dependents and retirees In the face of complex and changing insurance rules deadlines engagements with insurance companies and much more a special expertise is required to look after the City of Hollywoods best interests Monitoring utilization developing innovations and cost containment strategies and being able to negotiate aggressively with insurance providers is best managed by outside expertise engaged by the City Currently the procurement elements of this process are managed by the Human Resources Director - along with_her many other responsibilities - not to mention the process improvements called for in this report The City should use professional procurement practices to select a consultantbroker to represent the City The result can be a tighter control on a very significant area of cost and administration This should be done well in advance of the expiration of benefit contracts in the year to come

24 This Reviewer urges the City to be especially wary of vendor promises with regard to the implementation of an expensive organization-wide enterprise resource program Vendors may make what have previously been called piecrust promises - easily made easily broken The vendor support team may well experience staff turnover Resources will be shifted to other clients The estimated time and cost of system installation may stretch well past the budgeted and anticipated costs originally proposed Aggressive steps under the leadership of the IT director in terms of milestones required of vendors performance penalties built into contracts as well as performance rewards should be considered and implemented If this vigorous enforcement approach does not happen and this large-scale IT project is managed in a way similar to the management of temporary needs reported by the IG the stage will be set

15

for another perhaps even more costly organizational problem in the future

25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential services are the ultimate responsibility of every manager With regard to the core area of Procurement however the job description for the Procurement Manager is clear in its requirements that it is this employee who is responsible for the management and oversight of contracts or particular department services Regardless of the past practices and exigencies of staffing needs in 2013 and 2014 this fundamental element of the Procurement responsibility was not met

Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement professional with years of experience Leadership direction

middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in a better position to determine the future reporting relationships for this important function

26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots administration and finance as well as HR and other central services should convene a stakeholder summit to bring out these concerns and address them The primary outcome would be budget

16

process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process

27 Direct payment vouchers related to any procurement and contractorvendor remuneration should be reviewed by and signed off directly by the Contract Compliance Manager This is especially true in what would be his broader role if the recommendation to place Procurement under his management were implemented In reviewing a sampling of such vouchers for temporary services during the IG report period it was noted that many did not have Department Head signatures Even the Procurement Office itself used such services although the clear focus was on the activities in Police

28 Meeting any staffing need through a temporary services company should require a specific review and sign off by the Director of Human Resources She would be asked to attest to the fact that HR is not capable of meeting the needs presented by the operating department and to explain why this need cannot be met through City procedures and practices In the case of what might be an ongoing need the Director would be required to explain whether actions can be instituted to change that scenario so that an ongoing use of temporary help from an outside vendor can be reduced if not eliminated

29 Finally this Reviewer notes that recommendations to the City Manager concerning the prospects of disciplinary action were part of this engagement Those recommendations will following consultation with the City Manager be presented as a verbal briefing to him so that his ability to respond to organizational needs is not compromised unduly in the very sensitive areas of staff relations

No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and managed assertively formally and consistently by their managers If the warnings and corrective action opportunities do not change the weak behavior these employees should be demoted or terminated If such actions become necessary it will ironically not be the City which acts it will in reality be the employee him or herself who provokes the action

It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees - that they are the Citys

17

vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances

OVERALL IMPRESSION

The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading managers to feel that the systems in place could meet their needs With a strong past sense of inertia rather than innovation and process improvement factoring into what occurred the City is best and most constructively served by the City Manager acting aggressively to improve internal processes make the improvements more visible and make those now responsible for the Procurement and utilization of services more accountable He is well able to use his strong communications skills and sense of ethics to deliver clear messages of professional expectation and enforce those expectations going into the future

18

ATTACHMENT 2

ATTACHMENT 2

CITY of HOLLYWOOD FLORIDA Office of the City Manager

02600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045 Phone (95 4) 921 -3201 bull Fax (95-1) 921 -3314 deg wwwhullywoodflorg

Wazir A Ishmael PhD City Manager

March 18 2016

The Honorable Mayor Vice Mayor and Members of the City Commission

City of Hollywood Hollywood FL 33020

Mayor Vice Mayor and City Commissioners

This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016

We thank him for his services and wish him well in his future endeavors

Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller

Should you have any questions I am available at your convenience

Sincere I

DtJJ~tr A Ishmael Ciey(Janager

c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director

Our Mission Y l arc dcdic 11 t d lO proiding municip1 l scrvictS for our diverse co mrnuni ry in an atn1osphL rl of tOOperal ion courtesy and respect

Xie do 1h is hy ensu ri ng gtII who li ve work and pby in die C it) of l o ll )~VOoJ enjoy a high qnli l of lifo

hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood Florida 33020

Dr Ishmael

As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities

In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life

Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and capital improvements

Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices

I wish the City of Hollywood and the dedicated employees much luck with their future endeavors

Sincerely

faL--shyJocent Wasserman Director Procurement Services

ATTACHMENT 3

City of Hollywood Florida - Class Specification Bulletin Page 1of3

ATTACHMENT 3

Contract Compliance Officer Class Code

1138

Bargaining Unit Management CITY OF HOLLYWOOD FLORIDA Revision Date Apr 29 2015

SALARY RANGE

$3310 - $5296 Hourly $264809 - $423694 Biweekly

$6885030 - $11016048 Annually

JOB DESCRIPTION

This is advanced responsible professional and administrative work involving contract certification contract compliance and management for all vendors bidders and proposers conducting business with the City coordination of procurement activities and office and field monitoring Work involves providing managerial assistance to the Assistant City Manager for Finance and Administration in managing and monitoring contracts for compliance developing policies procedures rules and regulations for Citywide purchasing and coordinating the resolution of problems with vendors bidders and proposers

The incumbent exercises a considerable degree of independent judgment Employee is expected to make independent decisions in conformance with applicable laws rules and regulations governing the public purchase of commodities and services as well as standard public purchasing policies and procedures

EXAMPLES OF DUTIES

Reviews all City contracts for compliance and adherence to proper procedures including but not limited to confirmation of proper authority adherence to appropriate procurement procedures identification of time frames satisfaction of insurance requirements verification of available funding review of scope of services and notification of upcoming expiration

Assists in developing new and improved procedures concerning City purchasing activities Recommends corrective actions where applicable

Advises City departmentspersonnel on purchasing procedures to ensure proper compliance with Citys purchasing policies and procedures

Assists user departments in the informal competitive negotiated process for acquisition of professionalpersonal services

Reviews specifications from departments to procure goods and services of a complex andor technical nature

Monitors the evaluation andor negotiation process for acquisition of professionalpersonal services to ensure that proposals have been evaluated andor negotiated in accordance with solicitation document and city purchasing policies and procedures

Conducts preliminary investigations and make finding-of-fact reports on contractual bid disputes bid protests proposed debarment bidder non-responsibility and vendor nonshy

https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 2of3

performance

May represent the Director at various meetings within the city and the business community

Performs other job duties as assigned

THE REQUIREMENTS Required Possession of a Bachelors degree with major coursework in business or public administration or a related field

Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration

Be a Certified Professional Contracts Manager (CPCM )

Preferred Masters degree with major coursework in business or public administration or a related field

Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements

KNOWLEDGE SKILLS AND ABILITIES Extensive knowledge of principles practices and techniques of large scale government purchasing

Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing

Extensive knowledge of approved purchasing methods including recording buying inspection and shipping methods

Extensive knowledge of the techniques and requirements of specifications preparation

Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased

Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served

Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing

Some knowledge of insurance as it pertains to property liability and surety bonds

Considerable knowledge of Microsoft Word and Excel and the use of office equipment

Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to

httpsagencygovernmentjobscomhollywoodfldefaultcfmaction=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 3of3

other workers accurately and concisely

Skills in application of systems analysis techniques and procedures including consulting with users to determine hardware so~ware or system functional specifications

Ability to communicate effectively both orally and in writing

Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices

Ability to deal effectively with administrative officials and vendors

Ability to obtain and interpret market prices and trends and apply these to procurement problems

https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016

ATTACHMENT 4

ATTACHMENT 4

Jeane Carver-St Luce

From George Keller Sent Monday March 14 2016 328 PM To Chuck Ellis Clay Milan Eric Busenbarrick George Keller Gus Zambrano Jaye Epstein

Jeffrey Sheffel Lorie Mertens-Black Mel Standley Patricia Cerny Philip Sauer Raelin

Storey Raheem Seecharan Raquel Elejabarrieta Shiv Newaldass Steve Joseph Sylvia

Glazer Tammie Hechler Tomas Sanchez Tamikia Bacon Paul Bassar Cc Jeane Carver-St Luce Subject FW MCL Informational Email for Distribution

Importance High

At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations funding expenditures and Points of Contact Other helpful features will include executed copies of contract documents and invoice summaries

Two important take-away from this email

1 If you havent seen the fVICL demonstration please tune into the next City Commission meeting

2 Preliminary planning for a iVICL anticipation go live date--on or about 442016

middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed

middotmiddot Identify and maintain copies of all your award documents and invoices

bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files

The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines

After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support

George

George R heJcr Jr middotLsisrunt Cinmiddot funllltJcI

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Master Contract List (MCL)

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Agenda

o What is the MCL

D MCL Data

D Demonstration of an Electronic Contract File

o MCL Next Steps v 0 v

o Questions

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What is the MCL bull Summary

o An electronic standardized comprehensive Management Tool-A One Stop Shop For all stakeholders who have a role with contract administration

o Useful real time information such as automatic daily countdowns of days for contracts and insurance expirations funding expenditures and Points of Contact

o Executed copies of contract documents and invoice bullsummaries

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MCL-Next Steps

bull Implementation o The MCL is a priority initiative

bull Continue gatheringupdating all contractual information bull Establishing POCs permission rights

o Coordinating with Financial Services Department in obtaining all invoices

o Working with the Procurement Division with keeping contractual documents updated

o Training Administrative Personnel who will have a procurement role

bull Execution After the City Commission presentation and feedback final developmenttraining sessions-anticipating a go live date April 2016

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ATTACHMENT 5

ATTACHMENT 5

George Keller

From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde

Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney

Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra

Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris

Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz

Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel

Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie

Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran Holycross

Cc Paul Bassar Directors Subject Master Contract List Training

Good Afternoon

The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times

bull Thursday May 26 at lOOpm 200pm 300pm bull Tuesday May 31 at 900am lOOOam l lOOam lOOpm 200pm 300pm bull Wednesday June 1 at 900am lOOOam 11 OOam bull Thursday June 2 at 900am lOOOam l lOOam lOOpm 200pm 300pm

Please let me know what suits you best also the training will be held at room 303

Thank you

Maryury Collier Administrative Specialist II City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 PO Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MColl ierholl ywoodflorg C 11 middot o f ~

H~QQQ Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record

Jeane Carver-St Luce

From Maryury Collier Sent Monday May 02 2016 1024 AM To Administrative Assistant II Cc Directors Paul Bassar Subject Training for the Master Contract List

Good Day

As some ofyou may be aware the City will be implementing an Electronic Contract File- AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed

For your convenience we will be having one h our training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule- Not later than Thursday (552016)

Friday May 6 from 330pm to 430pm

Monday May 9 at 900am to lOOOam bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam

Thank you

Maryury Collier Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 P 0 Box 229045 Hollywood FL 33020 Offi ce 954-921-3221 E-mail MCollierhollywoodflorq Cbullty of ~

H L WOOD t i O~IOA

Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mai l may be subject to disclosure as a matter of public record

ATTACHMENT 6

ATTACHMENT 6City ojJfoywootf PCoritfa DPV

DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT

Date 5252016 Pay to Vendor No Amount of Payment

Name Account No Address Separate Check Requested D City Invoice Number StateZip

Explanation of Payment

Date

Date

Date

Date

Contract InfoNumber Contract Expiration Date

Item Budget Item Description Line Item

l SubscriotionDuesMemberships Fees 2 Postage MeterStamps 3 Host Account Reimbursements 4 LicensesPermitsCertificates 5 Court CostOther Govt AgencvTaxes 6 Real Estate Closing - Attach Stmt 7 Advertising - attach tearsheet 8 Education CoursesSeminars 9 EducationReimbursementsBooks 10 RecordsSlidesFilmsGov Publication 11 Deferred ComoBank Pavments 12 MedicalVeterinarv Pavments 13 Insurance Premiums 14 Grant Disbursements 15 UtilitiesDump Fees 16 Refunds 17 CourierFreight 18 Pettv Cash Reimbursement 19 Other Professional Services 20 Soecial EventsRecr Performances 21 Temoorarv Emolovment Services 22 MealParkinQNiileaQe (1 dav tri-countv)

Unit Quantity

Originated by Dept Head Printed Name

DeptDiv Dept Head Signature

Procurement TypeDoc ---------------- Procurement Appr _

Finance Approval __________ Date Budget Approval

City Commission or City Manager Action Resolution

Unit Price

Total

ExtensionTotal

$000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000

Original Contract Amount Total This Invoice

Amendments Adjustment Total Previous Invoices

Total Contract Amount Total to Date --------------shy

City Manager Signature (if required)

Distribution List Finance Procurement Services Depmtment Copy dpv (rev3l02015)

APPENDIXB

Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073 (954) 895-2949 matthewlal la32 7 5comcastnet

March 11 2016

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022

Dear Wazir

Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016

I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors

~~ Matthew Lalla

cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources

  • Structure Bookmarks
    • BROWARD OFFICE OF THE INSPECTOR GENERAL
    • To and Members City of Hollywood C
    • From John W Scott Inspector General
    • Date June 6 2016
    • Subject Status Report-OIG Final Report Re Misconduct and Gross Mismanagement by the City ofHollywood in the Procurement of Temporary Employment Services Ref OIG 14-027
    • On March 2 2014 the Broward Office of the Inspector General (OIG) issued a final report finding that City of Hollywood officials violated numerous city ordinances policies and procedures to pay approximately $1 million for the services of temporary employees (temps) Specifically we found that the officials
    • At the conclusion of the report the OIG acknowledged the initial remedial steps taken by the city but recommended additional action including-given the potential for further abuse of the DPV payment method-a full audit of DPV payments
    • John W Scol1 Inspector General One North University Drive Suite 11 1 bull Planlalion Florida 33324 bull (954) 357-7873 bull Fax (954) 357-7857 4) 357-TIPS
    • As requested City Administrator Wazir Ishmael has now provided the OIG a status report with attachments which is attached as Appendix A The city states that it s senior management team has communicated publicly and individually that the inappropriate actions that occurred in the past were clearly wrong and unacceptable The city has now implemented numerous protocols and procedures in response to the OIGs investigation Of particular significance the city has created and implemented a contract com
    • The city has also restructured the Procurement Division and reformed oversight of the procurement process The finance director and procurement director overseeing the activities discussed in the final report have since resigned from the city Former Procurement Director Joel Wasserman s resignation is attached at Appendix A and former Finance Director Matthew Lallas resignation is attached as Appendix B The city also provided a repo1i it commissioned from a human resources specialist in response to the
    • However the city failed to address our recommendation that the DPV payments be audited in light of the significant misuse of the mechanism and the corresponding vulnerability to fraud waste and abuse Accordingly the OIG requests that we be provided a supplemental status report within 90 days or by September 5 2016 regarding a DPV audit
    • Attachment
    • cc Wazir Ishmael City Administrator
    • From To Cc
    • Subject Date Attachments
    • MaY Johns InsoectorGeneral Wazir Ishmael City of Hollywoods 90 Day Progress Report Regarding TransHire Tuesday May 31 2016 42804 PM 05 31 16 Letter to Inspector Scott re TransHire 90 Day Progress Reportpdf
    • 05 31 16 Letter to Inspector Scott Attachment lpdf 05 31 16 Letter to Inspector Scott Attachment 2pdf 05 31 16 Letter to Inspector Scott Attachment 3pdf 05 31 16 Letter to Inspector Scott Attachment 4pdf 05 31 16 Letter to Inspector Scott Attachment 5pdf 05 31 16 Letter to Inspector Scott Attachment 6pdf
    • Good afternoon Inspector General shy
    • The City Manager asked that I forward you the City of Hollywoods 90 day progress report that you requested in your final report regarding TransHire
    • Thank you Dr Wazir Ishmael City Manager
    • Executive Assistant City of Hollywood Office of the City Manager 2600 Hollywood Blvd Suite 419
    • PO Box 229045 Hollywood FL 33022-9045 Office 954-921-3201 E-mail
    • fjj
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Office of the City Manager
    • 2600 Hollywood Blvd bull PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (954) 92 1-33 14 bull rg
    • Wazir A Ishmael PhD City Manager
    • SENT VIA EMAIL amp US MAIL
    • May 31 2016
    • Mr John W Scott Inspector General Broward Office of the Inspector General
    • One North University Drive Suite 111 Plantation FL 3324
    • Re Broward Office of the Inspector General Report on Transhire 90 Day Progress Report
    • Dear Mr Scott
    • Please accept this response from the City of Hollywood as the 90 Day Progress Report that you requested in your final report on the above matter First let me assure you that your information findings and recommendations have been fully received acknowledged and communicated widely throughout the City staff Secondly I have discussed the serious nature of the issues identified directly with the Mayor City Commission senior management team staff and members of the public reinforcing that those inap
    • Finally we have collectively implemented and followed a broad spectrum of improvements actions resources training and policies to continue forward the lessons learned in progress of the organization The initiatives we have undertaken exist at the policy level and administrative oversight as well as day to day operations The below information describes those steps in more detail along with the attached documentation and the derived benefit for each Your contribution to stimulating these improveme
    • Our Mission Ve are dedicmcd to providing municipal services for our diverse community in an atmosphere ofcooperation courtesy and respect Yc do this by ensuring all who live work and play in the City of Hollywood enjoy a high quality of life
    • An Equa l Opportunity a nd Serv i ce Provide r Ag e nc y
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2
    • 1 Heightened Awareness Expectations and Standards of Performance
    • The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures
    • 2 Services of an External Consulting Professional (Attachment 1)
    • The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many
    • 3 Organizational Modifications and Reform (Attachment 2)
    • The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have be
    • 4 Human Resources Policy Review and Reform
    • Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced
    • 5 WorkflowBusiness Policies and Procedures Modifications
    • The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3
    • The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions
    • 10 Direct Payment Voucher Procedural Modifications (Attachment 6)
    • The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4
    • The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter
    • Attachments
    • c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors
    • ATTACHMENT 1
    • ATTACHMENT 1
    • PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737
    • Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045
    • March 3 2016
    • Dear Messrs Keller and Standley
    • The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one
    • The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues
    • The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not
    • Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement
    • Sincerely
    • Phil Rosenberg President The HR Doctorreg Inc 954 816-4 737
    • attachment
    • Phil Rosenberg President PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737 On
    • March 3 2016
    • IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES
    • BACKGROUND
    • The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in t
    • With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whet
    • City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in th
    • 1
    • The Inspector Generals report is being taken very seriously by the City It is a call to
    • action and catalyst to go beyond the limited and narrow scope of the report in the
    • interest of making broader administrative improvements
    • As part of the response to the report the City engaged the services of The HR Doctor
    • Inc on January 19 2016 to investigate the background of what occurred and offer
    • opinions and recommendations The deliverable in this situation is the presentation of
    • a written report to the City Manager within 30 calendar days of the date of the approval
    • of the engagement (ie January 19 2016) to address the following issues
    • The HR Doctor Inc was authorized and directed by the City Manager to also provide a
    • broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processe
    • METHODOLOGY
    • The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information
    • 2
    • The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employee
    • To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot
    • FINDINGS AND CONCLUSIONS
    • Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positio
    • r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work
    • 3
    • complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur
    • 4
    • service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement
    • 5
    • over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a n
    • 1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be org
    • 6
    • 7
    • managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to
    • ensure the most competent possible workforce If performance evaluations job
    • descriptions and personnel files generally do not reflect written and on-going
    • efforts to document performance excellence weakness and corrective action
    • even those top managers with property rights (ie those covered by Civil
    • Service) can become less willing to take the risks associated with innovation
    • Clients or customers become frustrated by what they regard as excessive
    • delays and lack of responsiveness
    • 8
    • All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance
    • It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The City
    • RECOMMENDATIONS
    • 9
    • Rescue and Public Utilities The Plan would assign specific staff
    • accountability for each project with completion dates and completion
    • milestones There would then be monthly or quarterly progress reviews
    • by the City Manager
    • 10
    • 11
    • 14The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candi
    • 12
    • day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assis
    • SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING
    • PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION
    • THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS
    • SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE
    • ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK
    • ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR
    • THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY
    • CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE
    • 13
    • pro quos such as additional benefits In the absence of such voluntary
    • exemption attrition should be used so that future incumbents in selected
    • positions would be hired as at will employees
    • 14
    • Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside
    • over a facilitated focus group of top users and current IT staffs to
    • prioritize projects identify needs and resources and prepare an IT
    • Business Plan for review by the City Manager Likewise in this reviewers
    • opinion being familiar with the installation of new large IT activities
    • overlaid on existing staff requirements adding a graduate intern as an at
    • will employee for one year would provide a new resource to the IT
    • Director to more rapidly implement the programs he will be asked to bring
    • to fruition This would be in addition to whatever staffing or consultant
    • resources are brought to bear for the Enterprise Resource System
    • 15
    • for another perhaps even more costly organizational problem in the
    • future
    • 25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential s
    • Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement pr
    • middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in
    • 26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots adm
    • 16
    • process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process
    • No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and mana
    • It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees -that they are the Citys
    • 17
    • vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances
    • The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading manager
    • 18
    • ATTACHMENT 2
    • ATTACHMENT 2
    • CITY of HOLLYWOOD FLORIDA
    • Office of the City Manager
    • 0
    • 2600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (95-1) 921-3314 deg
    • Wazir A Ishmael PhD City Manager
    • March 18 2016
    • The Honorable Mayor Vice Mayor
    • and Members of the City Commission City of Hollywood Hollywood FL 33020
    • Mayor Vice Mayor and City Commissioners
    • This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016
    • We thank him for his services and wish him well in his future endeavors
    • Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller
    • Should you have any questions I am available at your convenience
    • Sincere I
    • Dt~tr A Ishmael Ciey(Janager
    • c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director
    • Our Mission Yl arc dcdic 11td lO proiding municip1l scrvictS for our diverse co mrnuniry in an atn1osphLrl of tOOperalion courtesy and respect
    • Xie do 1his hy ensu ring gtII who live work and pby in die Cit) of loll)~VOoJ enjoy a high qnlil oflifo
    • hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y
    • Dr Wazir Ishmael
    • City Manager City of Hollywood
    • 2600 Hollywood Blvd
    • Hollywood Florida 33020
    • Dr Ishmael
    • As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities
    • In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life
    • Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and cap
    • Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices
    • I wish the City of Hollywood and the dedicated employees much luck with their future endeavors
    • Sincerely
    • Jocent Wasserman Director Procurement Services
    • ATTACHMENT 3
    • City of Hollywood Florida -Class Specification Bulletin Page 1of3 ATTACHMENT 3
    • https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016
    • performance
    • May represent the Director at various meetings within the city and the business community
    • Performs other job duties as assigned
    • Required Possession of a Bachelors degree with major coursework in business or public
    • administration or a related field
    • Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration
    • Be a Certified Professional Contracts Manager (CPCM )
    • Preferred Masters degree with major coursework in business or public administration or a related field
    • Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements
    • Extensive knowledge of principles practices and techniques of large scale government purchasing
    • Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing
    • Extensive knowledge of approved purchasing methods including
    • recording buying inspection and shipping methods
    • Extensive knowledge of the techniques and requirements of specifications preparation
    • Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased
    • Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served
    • Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing
    • Some knowledge of insurance as it pertains to property liability and surety bonds
    • Considerable knowledge of Microsoft Word and Excel and the use of office equipment
    • Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to
    • 5252016
    • City of Hollywood Florida -Class Specification Bulletin Page 3of3
    • other workers accurately and concisely Skills in application of systems analysis techniques and
    • procedures including consulting with users to determine hardware so~ware or system functional specifications
    • Ability to communicate effectively both orally and in writing
    • Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices
    • Ability to deal effectively with administrative officials and vendors
    • Ability to obtain and interpret market prices and trends and apply these to procurement problems
    • https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016
    • ATTACHMENT 4
    • ATTACHMENT 4
    • Jeane Carver-St Luce
    • At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations fun
    • Two important take-away from this email
    • middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed
    • middotmiddot Identify and maintain copies of all your award documents and invoices
    • bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files
    • The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines
    • After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support
    • George
    • George R Jr middotLsisrunt Cinmiddot funllltJcI
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    • bull Summary
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    • ATTACHMENT 5
    • ATTACHMENT 5
    • George Keller
    • From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde
    • Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice
    • Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris
    • Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick
    • Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz
    • Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel
    • Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie
    • Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran
    • Holycross
    • Cc Paul Bassar Directors Subject Master Contract List Training
    • Good Afternoon
    • The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times
    • Please let me know what suits you best also the training will be held at room 303
    • Thank you
    • Maryury Collier
    • Administrative Specialist II
    • City of Hollywood
    • Financial Services
    • 2600 Hollywood Blvd Suite 303
    • PO Box 229045 Hollywood FL 33020 Office 954-921-3221
    • C 11 middot of ~
    • H~QQQ
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Jeane Carver-St Luce
    • Good Day
    • As some ofyou may be aware the City will be implementing an Electronic Contract File-AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed
    • For your convenience we will be having one hour training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule-Not later than Thursday (552016)
    • Friday May 6 from 330pm to 430pm Monday May 9 at 900am to lOOOam
    • bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam
    • Thank you
    • Maryury Collier
    • Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303
    • P 0 Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MCollierhollywoodflorq
    • Cbullty of ~
    • H L WOOD
    • t i O~IOA
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • ATTACHMENT 6
    • ATTACHMENT 6
    • City ojJfoywootf PCoritfa
    • DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT
    • Date Date Date Date Contract InfoNumber Contract Expiration Date
    • Original Contract Amount Total This Invoice
    • Amendments Adjustment Total Previous Invoices
    • APPENDIXB
    • Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073
    • (954) 895-2949 matthewlalla3
    • March 11 2016
    • Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022
    • Dear Wazir
    • Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016
    • I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors
    • ~~
    • Matthew Lalla
    • cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources
Page 23: BROWARD OFFICE OF THE INSPECTOR GENERAL€¦ · Broward Office of the Inspector General Page 2 . 1. Heightened Awareness, Expectations and Standards of Performance . The senior management

13 Consider the out-stationing of a current Police Officer position already working on human resources matters such as background investigations or Internal Affairs to be physically located in a private office in the Human Resources Department There would be career development benefits for the Officer team building communications improvement for both departments and additional security readily available for both HR and Risk ManagementLabor Relations The Chief and the Director of Human Resources should have no problem in coordinating workflow or resolving assignment conflicts by joint communications The work is being done already anyway The out-stationed location would only create additional benefits

14 The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candidates can be facilitated via recommendations from graduate programs at local universities such as those involving Public Administration Criminal Justice Human Resources or other relevant academic programs This can also be a tool in the Citys workforce diversity efforts while also enhancing the capacity of the Human Resources Department to manage multiple management issues concurrently Assignment of two Graduate Interns for a period not exceeding one year would be a catalyst in driving some of the recommendations in this report It would also provide some needed relief for the Director of Human Resources to devote the necessary time to actively lead strategic progress

15 Performance evaluation criteria should be augmented to include a section on Representation of the City and the Department This section would assess an employees behavior and performance over the prior year in relation to whether or not it reflected positively within and outside of City Government Every staff member represents the City as well as their Departments As such they have a responsibility to be taken more seriously than ever before to engage in interpersonal skills reflecting in a positive manner on their individual professionalism

16 The work of top leaders in a dynamic City government such as a Police or Fire-Rescue Chief and a Director of Human Resources involves a very substantial amount of time spent in the management of Human Resources issues Often these can be of higher liability than those which might arise in other City departments For example arguably the day-toshy

12

day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assistant City Managers fulfill most of that need especially with regard to Police and Fire command staff counseling However a coach for other leaders would be a valuable asset to have in place

SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE

17 Part of an executive development program can be what amounts to an Internal Fellowship in which a newly promoted Manager gets assigned to work as a Special Assistant to the City Manager or an Assistant City Manager for a period such as three to six months This would allow for example a newly promoted executive in the Police Department to play an important role in the overall City budget process in Collective Bargaining with a non-law enforcement bargaining unit or to assist in a high-priority policy matter determined by the City Manager At the end of the Fellowship period the individual would return to their new role in their home Department with a greater appreciation than ever before about the larger issues facing executive leaders in the City

18 The Civil Service Ordinance should be amended to increase the number of positions exempt from Civil Service coverage Employees in such exempt positions would then serve at will Serving at will means that these employees may be disciplined or even terminated for any reason or no reason as long as the actions do not occur because of illegal reasons Current rules are too restrictive for the city to be as flexible as it needs to be in developing accountable and responsive executive staff Division Directors support staff in the City Managers Office as well as those in the City Attorneys Office and Labor Relations and Risk Management areas are appropriate candidates for at will service Current incumbents who enjoy property rights may not have those rights stripped away involuntarily as long as the incumbents are employed However they may voluntarily waive such rights in trade for some quid

13

pro quos such as additional benefits In the absence of such voluntary exemption attrition should be used so that future incumbents in selected positions would be hired as at will employees

19 A predictive staffing study should be conducted in departments utilizing a constant staffing structure - typically Police Fire-Rescue and Water and Wastewater Treatment Plant operations The study would make reasonable estimates based primarily on length of service and employee surveys to determine the likely extent and timing of future vacancies From that information the city can prepare in advance to have vacancies filled immediately upon turnover if not before Civil Service eligibility lists can be maintained for immediate use without having to begin recruitments from scratch The staffing needs in the Police Department were major contributing factors to the issues addressed in the Inspector Generals report Predictive staffing actions can reduce the likelihood that that critical situations will happen again

20 As a corollary to predictive staffing the City should consider over staffing in selected areas of the workforce with short-term temporary employees drawn off Civil Service eligible lists These employees would transition immediately into the regular workforce and be given credit for their temporary service as part of their probationary periods The result can be a cadre of employees already trained and ready to assume the regular workforce duties of the positions There will always be some number of vacancies in a city or county workforce as large as Hollywoods These vacancies may be funded in the budget such that hiring some additional Police Officers or Firefighters beyond the allocated limits in the budget might be funded with the salaries of vacant positions providing offsets Currently in conservatively funded constant staffing operations if a vacancy occurs due for example to long-term absences such as illness the staffing void must be filled at a rate of time and a half by overtime mandates This does nothing to prepare new employees to immediately step in as vacancies occur

21 The Civil Service rules currently operate on the basis of a narrow rule of three In this selection rule the Department Director acting for the City Manager is limited to no more than the top three candidates presented from civil service eligible lists In a system where the filling of vacancies may take considerable time or eligible lists may be many months old a rule of three is too limiting Broader certification rules such as a rule of five or a rule of the rank would offer more needed flexibility without sacrificing civil service principles

22 The Citys Information Technology (IT) function is an area often needing particular candidate expertise not generally available within classical Civil Service recruiting methods New projects such as the organization-wide

14

Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside over a facilitated focus group of top users and current IT staffs to prioritize projects identify needs and resources and prepare an IT Business Plan for review by the City Manager Likewise in this reviewers opinion being familiar with the installation of new large IT activities overlaid on existing staff requirements adding a graduate intern as an at will employee for one year would provide a new resource to the IT Director to more rapidly implement the programs he will be asked to bring to fruition This would be in addition to whatever staffing or consultant resources are brought to bear for the Enterprise Resource System

23 The City uses the procurement process to solicit a variety of benefit contracts often amended annually for health insurance dental life and other products These represent significant expenditures and cover all full-time employees their dependents and retirees In the face of complex and changing insurance rules deadlines engagements with insurance companies and much more a special expertise is required to look after the City of Hollywoods best interests Monitoring utilization developing innovations and cost containment strategies and being able to negotiate aggressively with insurance providers is best managed by outside expertise engaged by the City Currently the procurement elements of this process are managed by the Human Resources Director - along with_her many other responsibilities - not to mention the process improvements called for in this report The City should use professional procurement practices to select a consultantbroker to represent the City The result can be a tighter control on a very significant area of cost and administration This should be done well in advance of the expiration of benefit contracts in the year to come

24 This Reviewer urges the City to be especially wary of vendor promises with regard to the implementation of an expensive organization-wide enterprise resource program Vendors may make what have previously been called piecrust promises - easily made easily broken The vendor support team may well experience staff turnover Resources will be shifted to other clients The estimated time and cost of system installation may stretch well past the budgeted and anticipated costs originally proposed Aggressive steps under the leadership of the IT director in terms of milestones required of vendors performance penalties built into contracts as well as performance rewards should be considered and implemented If this vigorous enforcement approach does not happen and this large-scale IT project is managed in a way similar to the management of temporary needs reported by the IG the stage will be set

15

for another perhaps even more costly organizational problem in the future

25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential services are the ultimate responsibility of every manager With regard to the core area of Procurement however the job description for the Procurement Manager is clear in its requirements that it is this employee who is responsible for the management and oversight of contracts or particular department services Regardless of the past practices and exigencies of staffing needs in 2013 and 2014 this fundamental element of the Procurement responsibility was not met

Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement professional with years of experience Leadership direction

middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in a better position to determine the future reporting relationships for this important function

26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots administration and finance as well as HR and other central services should convene a stakeholder summit to bring out these concerns and address them The primary outcome would be budget

16

process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process

27 Direct payment vouchers related to any procurement and contractorvendor remuneration should be reviewed by and signed off directly by the Contract Compliance Manager This is especially true in what would be his broader role if the recommendation to place Procurement under his management were implemented In reviewing a sampling of such vouchers for temporary services during the IG report period it was noted that many did not have Department Head signatures Even the Procurement Office itself used such services although the clear focus was on the activities in Police

28 Meeting any staffing need through a temporary services company should require a specific review and sign off by the Director of Human Resources She would be asked to attest to the fact that HR is not capable of meeting the needs presented by the operating department and to explain why this need cannot be met through City procedures and practices In the case of what might be an ongoing need the Director would be required to explain whether actions can be instituted to change that scenario so that an ongoing use of temporary help from an outside vendor can be reduced if not eliminated

29 Finally this Reviewer notes that recommendations to the City Manager concerning the prospects of disciplinary action were part of this engagement Those recommendations will following consultation with the City Manager be presented as a verbal briefing to him so that his ability to respond to organizational needs is not compromised unduly in the very sensitive areas of staff relations

No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and managed assertively formally and consistently by their managers If the warnings and corrective action opportunities do not change the weak behavior these employees should be demoted or terminated If such actions become necessary it will ironically not be the City which acts it will in reality be the employee him or herself who provokes the action

It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees - that they are the Citys

17

vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances

OVERALL IMPRESSION

The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading managers to feel that the systems in place could meet their needs With a strong past sense of inertia rather than innovation and process improvement factoring into what occurred the City is best and most constructively served by the City Manager acting aggressively to improve internal processes make the improvements more visible and make those now responsible for the Procurement and utilization of services more accountable He is well able to use his strong communications skills and sense of ethics to deliver clear messages of professional expectation and enforce those expectations going into the future

18

ATTACHMENT 2

ATTACHMENT 2

CITY of HOLLYWOOD FLORIDA Office of the City Manager

02600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045 Phone (95 4) 921 -3201 bull Fax (95-1) 921 -3314 deg wwwhullywoodflorg

Wazir A Ishmael PhD City Manager

March 18 2016

The Honorable Mayor Vice Mayor and Members of the City Commission

City of Hollywood Hollywood FL 33020

Mayor Vice Mayor and City Commissioners

This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016

We thank him for his services and wish him well in his future endeavors

Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller

Should you have any questions I am available at your convenience

Sincere I

DtJJ~tr A Ishmael Ciey(Janager

c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director

Our Mission Y l arc dcdic 11 t d lO proiding municip1 l scrvictS for our diverse co mrnuni ry in an atn1osphL rl of tOOperal ion courtesy and respect

Xie do 1h is hy ensu ri ng gtII who li ve work and pby in die C it) of l o ll )~VOoJ enjoy a high qnli l of lifo

hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood Florida 33020

Dr Ishmael

As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities

In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life

Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and capital improvements

Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices

I wish the City of Hollywood and the dedicated employees much luck with their future endeavors

Sincerely

faL--shyJocent Wasserman Director Procurement Services

ATTACHMENT 3

City of Hollywood Florida - Class Specification Bulletin Page 1of3

ATTACHMENT 3

Contract Compliance Officer Class Code

1138

Bargaining Unit Management CITY OF HOLLYWOOD FLORIDA Revision Date Apr 29 2015

SALARY RANGE

$3310 - $5296 Hourly $264809 - $423694 Biweekly

$6885030 - $11016048 Annually

JOB DESCRIPTION

This is advanced responsible professional and administrative work involving contract certification contract compliance and management for all vendors bidders and proposers conducting business with the City coordination of procurement activities and office and field monitoring Work involves providing managerial assistance to the Assistant City Manager for Finance and Administration in managing and monitoring contracts for compliance developing policies procedures rules and regulations for Citywide purchasing and coordinating the resolution of problems with vendors bidders and proposers

The incumbent exercises a considerable degree of independent judgment Employee is expected to make independent decisions in conformance with applicable laws rules and regulations governing the public purchase of commodities and services as well as standard public purchasing policies and procedures

EXAMPLES OF DUTIES

Reviews all City contracts for compliance and adherence to proper procedures including but not limited to confirmation of proper authority adherence to appropriate procurement procedures identification of time frames satisfaction of insurance requirements verification of available funding review of scope of services and notification of upcoming expiration

Assists in developing new and improved procedures concerning City purchasing activities Recommends corrective actions where applicable

Advises City departmentspersonnel on purchasing procedures to ensure proper compliance with Citys purchasing policies and procedures

Assists user departments in the informal competitive negotiated process for acquisition of professionalpersonal services

Reviews specifications from departments to procure goods and services of a complex andor technical nature

Monitors the evaluation andor negotiation process for acquisition of professionalpersonal services to ensure that proposals have been evaluated andor negotiated in accordance with solicitation document and city purchasing policies and procedures

Conducts preliminary investigations and make finding-of-fact reports on contractual bid disputes bid protests proposed debarment bidder non-responsibility and vendor nonshy

https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 2of3

performance

May represent the Director at various meetings within the city and the business community

Performs other job duties as assigned

THE REQUIREMENTS Required Possession of a Bachelors degree with major coursework in business or public administration or a related field

Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration

Be a Certified Professional Contracts Manager (CPCM )

Preferred Masters degree with major coursework in business or public administration or a related field

Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements

KNOWLEDGE SKILLS AND ABILITIES Extensive knowledge of principles practices and techniques of large scale government purchasing

Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing

Extensive knowledge of approved purchasing methods including recording buying inspection and shipping methods

Extensive knowledge of the techniques and requirements of specifications preparation

Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased

Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served

Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing

Some knowledge of insurance as it pertains to property liability and surety bonds

Considerable knowledge of Microsoft Word and Excel and the use of office equipment

Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to

httpsagencygovernmentjobscomhollywoodfldefaultcfmaction=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 3of3

other workers accurately and concisely

Skills in application of systems analysis techniques and procedures including consulting with users to determine hardware so~ware or system functional specifications

Ability to communicate effectively both orally and in writing

Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices

Ability to deal effectively with administrative officials and vendors

Ability to obtain and interpret market prices and trends and apply these to procurement problems

https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016

ATTACHMENT 4

ATTACHMENT 4

Jeane Carver-St Luce

From George Keller Sent Monday March 14 2016 328 PM To Chuck Ellis Clay Milan Eric Busenbarrick George Keller Gus Zambrano Jaye Epstein

Jeffrey Sheffel Lorie Mertens-Black Mel Standley Patricia Cerny Philip Sauer Raelin

Storey Raheem Seecharan Raquel Elejabarrieta Shiv Newaldass Steve Joseph Sylvia

Glazer Tammie Hechler Tomas Sanchez Tamikia Bacon Paul Bassar Cc Jeane Carver-St Luce Subject FW MCL Informational Email for Distribution

Importance High

At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations funding expenditures and Points of Contact Other helpful features will include executed copies of contract documents and invoice summaries

Two important take-away from this email

1 If you havent seen the fVICL demonstration please tune into the next City Commission meeting

2 Preliminary planning for a iVICL anticipation go live date--on or about 442016

middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed

middotmiddot Identify and maintain copies of all your award documents and invoices

bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files

The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines

After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support

George

George R heJcr Jr middotLsisrunt Cinmiddot funllltJcI

City of Hollywood ()Ill follrmind R1111tl1UlaquoI VU Bn_rl_)lt)l-f5

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Master Contract List (MCL)

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Agenda

o What is the MCL

D MCL Data

D Demonstration of an Electronic Contract File

o MCL Next Steps v 0 v

o Questions

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What is the MCL bull Summary

o An electronic standardized comprehensive Management Tool-A One Stop Shop For all stakeholders who have a role with contract administration

o Useful real time information such as automatic daily countdowns of days for contracts and insurance expirations funding expenditures and Points of Contact

o Executed copies of contract documents and invoice bullsummaries

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MCL-Next Steps

bull Implementation o The MCL is a priority initiative

bull Continue gatheringupdating all contractual information bull Establishing POCs permission rights

o Coordinating with Financial Services Department in obtaining all invoices

o Working with the Procurement Division with keeping contractual documents updated

o Training Administrative Personnel who will have a procurement role

bull Execution After the City Commission presentation and feedback final developmenttraining sessions-anticipating a go live date April 2016

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ATTACHMENT 5

ATTACHMENT 5

George Keller

From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde

Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney

Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra

Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris

Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz

Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel

Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie

Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran Holycross

Cc Paul Bassar Directors Subject Master Contract List Training

Good Afternoon

The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times

bull Thursday May 26 at lOOpm 200pm 300pm bull Tuesday May 31 at 900am lOOOam l lOOam lOOpm 200pm 300pm bull Wednesday June 1 at 900am lOOOam 11 OOam bull Thursday June 2 at 900am lOOOam l lOOam lOOpm 200pm 300pm

Please let me know what suits you best also the training will be held at room 303

Thank you

Maryury Collier Administrative Specialist II City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 PO Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MColl ierholl ywoodflorg C 11 middot o f ~

H~QQQ Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record

Jeane Carver-St Luce

From Maryury Collier Sent Monday May 02 2016 1024 AM To Administrative Assistant II Cc Directors Paul Bassar Subject Training for the Master Contract List

Good Day

As some ofyou may be aware the City will be implementing an Electronic Contract File- AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed

For your convenience we will be having one h our training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule- Not later than Thursday (552016)

Friday May 6 from 330pm to 430pm

Monday May 9 at 900am to lOOOam bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam

Thank you

Maryury Collier Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 P 0 Box 229045 Hollywood FL 33020 Offi ce 954-921-3221 E-mail MCollierhollywoodflorq Cbullty of ~

H L WOOD t i O~IOA

Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mai l may be subject to disclosure as a matter of public record

ATTACHMENT 6

ATTACHMENT 6City ojJfoywootf PCoritfa DPV

DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT

Date 5252016 Pay to Vendor No Amount of Payment

Name Account No Address Separate Check Requested D City Invoice Number StateZip

Explanation of Payment

Date

Date

Date

Date

Contract InfoNumber Contract Expiration Date

Item Budget Item Description Line Item

l SubscriotionDuesMemberships Fees 2 Postage MeterStamps 3 Host Account Reimbursements 4 LicensesPermitsCertificates 5 Court CostOther Govt AgencvTaxes 6 Real Estate Closing - Attach Stmt 7 Advertising - attach tearsheet 8 Education CoursesSeminars 9 EducationReimbursementsBooks 10 RecordsSlidesFilmsGov Publication 11 Deferred ComoBank Pavments 12 MedicalVeterinarv Pavments 13 Insurance Premiums 14 Grant Disbursements 15 UtilitiesDump Fees 16 Refunds 17 CourierFreight 18 Pettv Cash Reimbursement 19 Other Professional Services 20 Soecial EventsRecr Performances 21 Temoorarv Emolovment Services 22 MealParkinQNiileaQe (1 dav tri-countv)

Unit Quantity

Originated by Dept Head Printed Name

DeptDiv Dept Head Signature

Procurement TypeDoc ---------------- Procurement Appr _

Finance Approval __________ Date Budget Approval

City Commission or City Manager Action Resolution

Unit Price

Total

ExtensionTotal

$000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000

Original Contract Amount Total This Invoice

Amendments Adjustment Total Previous Invoices

Total Contract Amount Total to Date --------------shy

City Manager Signature (if required)

Distribution List Finance Procurement Services Depmtment Copy dpv (rev3l02015)

APPENDIXB

Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073 (954) 895-2949 matthewlal la32 7 5comcastnet

March 11 2016

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022

Dear Wazir

Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016

I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors

~~ Matthew Lalla

cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources

  • Structure Bookmarks
    • BROWARD OFFICE OF THE INSPECTOR GENERAL
    • To and Members City of Hollywood C
    • From John W Scott Inspector General
    • Date June 6 2016
    • Subject Status Report-OIG Final Report Re Misconduct and Gross Mismanagement by the City ofHollywood in the Procurement of Temporary Employment Services Ref OIG 14-027
    • On March 2 2014 the Broward Office of the Inspector General (OIG) issued a final report finding that City of Hollywood officials violated numerous city ordinances policies and procedures to pay approximately $1 million for the services of temporary employees (temps) Specifically we found that the officials
    • At the conclusion of the report the OIG acknowledged the initial remedial steps taken by the city but recommended additional action including-given the potential for further abuse of the DPV payment method-a full audit of DPV payments
    • John W Scol1 Inspector General One North University Drive Suite 11 1 bull Planlalion Florida 33324 bull (954) 357-7873 bull Fax (954) 357-7857 4) 357-TIPS
    • As requested City Administrator Wazir Ishmael has now provided the OIG a status report with attachments which is attached as Appendix A The city states that it s senior management team has communicated publicly and individually that the inappropriate actions that occurred in the past were clearly wrong and unacceptable The city has now implemented numerous protocols and procedures in response to the OIGs investigation Of particular significance the city has created and implemented a contract com
    • The city has also restructured the Procurement Division and reformed oversight of the procurement process The finance director and procurement director overseeing the activities discussed in the final report have since resigned from the city Former Procurement Director Joel Wasserman s resignation is attached at Appendix A and former Finance Director Matthew Lallas resignation is attached as Appendix B The city also provided a repo1i it commissioned from a human resources specialist in response to the
    • However the city failed to address our recommendation that the DPV payments be audited in light of the significant misuse of the mechanism and the corresponding vulnerability to fraud waste and abuse Accordingly the OIG requests that we be provided a supplemental status report within 90 days or by September 5 2016 regarding a DPV audit
    • Attachment
    • cc Wazir Ishmael City Administrator
    • From To Cc
    • Subject Date Attachments
    • MaY Johns InsoectorGeneral Wazir Ishmael City of Hollywoods 90 Day Progress Report Regarding TransHire Tuesday May 31 2016 42804 PM 05 31 16 Letter to Inspector Scott re TransHire 90 Day Progress Reportpdf
    • 05 31 16 Letter to Inspector Scott Attachment lpdf 05 31 16 Letter to Inspector Scott Attachment 2pdf 05 31 16 Letter to Inspector Scott Attachment 3pdf 05 31 16 Letter to Inspector Scott Attachment 4pdf 05 31 16 Letter to Inspector Scott Attachment 5pdf 05 31 16 Letter to Inspector Scott Attachment 6pdf
    • Good afternoon Inspector General shy
    • The City Manager asked that I forward you the City of Hollywoods 90 day progress report that you requested in your final report regarding TransHire
    • Thank you Dr Wazir Ishmael City Manager
    • Executive Assistant City of Hollywood Office of the City Manager 2600 Hollywood Blvd Suite 419
    • PO Box 229045 Hollywood FL 33022-9045 Office 954-921-3201 E-mail
    • fjj
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Office of the City Manager
    • 2600 Hollywood Blvd bull PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (954) 92 1-33 14 bull rg
    • Wazir A Ishmael PhD City Manager
    • SENT VIA EMAIL amp US MAIL
    • May 31 2016
    • Mr John W Scott Inspector General Broward Office of the Inspector General
    • One North University Drive Suite 111 Plantation FL 3324
    • Re Broward Office of the Inspector General Report on Transhire 90 Day Progress Report
    • Dear Mr Scott
    • Please accept this response from the City of Hollywood as the 90 Day Progress Report that you requested in your final report on the above matter First let me assure you that your information findings and recommendations have been fully received acknowledged and communicated widely throughout the City staff Secondly I have discussed the serious nature of the issues identified directly with the Mayor City Commission senior management team staff and members of the public reinforcing that those inap
    • Finally we have collectively implemented and followed a broad spectrum of improvements actions resources training and policies to continue forward the lessons learned in progress of the organization The initiatives we have undertaken exist at the policy level and administrative oversight as well as day to day operations The below information describes those steps in more detail along with the attached documentation and the derived benefit for each Your contribution to stimulating these improveme
    • Our Mission Ve are dedicmcd to providing municipal services for our diverse community in an atmosphere ofcooperation courtesy and respect Yc do this by ensuring all who live work and play in the City of Hollywood enjoy a high quality of life
    • An Equa l Opportunity a nd Serv i ce Provide r Ag e nc y
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2
    • 1 Heightened Awareness Expectations and Standards of Performance
    • The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures
    • 2 Services of an External Consulting Professional (Attachment 1)
    • The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many
    • 3 Organizational Modifications and Reform (Attachment 2)
    • The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have be
    • 4 Human Resources Policy Review and Reform
    • Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced
    • 5 WorkflowBusiness Policies and Procedures Modifications
    • The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3
    • The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions
    • 10 Direct Payment Voucher Procedural Modifications (Attachment 6)
    • The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4
    • The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter
    • Attachments
    • c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors
    • ATTACHMENT 1
    • ATTACHMENT 1
    • PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737
    • Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045
    • March 3 2016
    • Dear Messrs Keller and Standley
    • The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one
    • The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues
    • The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not
    • Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement
    • Sincerely
    • Phil Rosenberg President The HR Doctorreg Inc 954 816-4 737
    • attachment
    • Phil Rosenberg President PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737 On
    • March 3 2016
    • IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES
    • BACKGROUND
    • The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in t
    • With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whet
    • City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in th
    • 1
    • The Inspector Generals report is being taken very seriously by the City It is a call to
    • action and catalyst to go beyond the limited and narrow scope of the report in the
    • interest of making broader administrative improvements
    • As part of the response to the report the City engaged the services of The HR Doctor
    • Inc on January 19 2016 to investigate the background of what occurred and offer
    • opinions and recommendations The deliverable in this situation is the presentation of
    • a written report to the City Manager within 30 calendar days of the date of the approval
    • of the engagement (ie January 19 2016) to address the following issues
    • The HR Doctor Inc was authorized and directed by the City Manager to also provide a
    • broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processe
    • METHODOLOGY
    • The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information
    • 2
    • The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employee
    • To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot
    • FINDINGS AND CONCLUSIONS
    • Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positio
    • r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work
    • 3
    • complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur
    • 4
    • service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement
    • 5
    • over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a n
    • 1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be org
    • 6
    • 7
    • managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to
    • ensure the most competent possible workforce If performance evaluations job
    • descriptions and personnel files generally do not reflect written and on-going
    • efforts to document performance excellence weakness and corrective action
    • even those top managers with property rights (ie those covered by Civil
    • Service) can become less willing to take the risks associated with innovation
    • Clients or customers become frustrated by what they regard as excessive
    • delays and lack of responsiveness
    • 8
    • All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance
    • It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The City
    • RECOMMENDATIONS
    • 9
    • Rescue and Public Utilities The Plan would assign specific staff
    • accountability for each project with completion dates and completion
    • milestones There would then be monthly or quarterly progress reviews
    • by the City Manager
    • 10
    • 11
    • 14The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candi
    • 12
    • day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assis
    • SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING
    • PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION
    • THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS
    • SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE
    • ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK
    • ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR
    • THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY
    • CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE
    • 13
    • pro quos such as additional benefits In the absence of such voluntary
    • exemption attrition should be used so that future incumbents in selected
    • positions would be hired as at will employees
    • 14
    • Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside
    • over a facilitated focus group of top users and current IT staffs to
    • prioritize projects identify needs and resources and prepare an IT
    • Business Plan for review by the City Manager Likewise in this reviewers
    • opinion being familiar with the installation of new large IT activities
    • overlaid on existing staff requirements adding a graduate intern as an at
    • will employee for one year would provide a new resource to the IT
    • Director to more rapidly implement the programs he will be asked to bring
    • to fruition This would be in addition to whatever staffing or consultant
    • resources are brought to bear for the Enterprise Resource System
    • 15
    • for another perhaps even more costly organizational problem in the
    • future
    • 25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential s
    • Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement pr
    • middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in
    • 26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots adm
    • 16
    • process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process
    • No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and mana
    • It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees -that they are the Citys
    • 17
    • vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances
    • The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading manager
    • 18
    • ATTACHMENT 2
    • ATTACHMENT 2
    • CITY of HOLLYWOOD FLORIDA
    • Office of the City Manager
    • 0
    • 2600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (95-1) 921-3314 deg
    • Wazir A Ishmael PhD City Manager
    • March 18 2016
    • The Honorable Mayor Vice Mayor
    • and Members of the City Commission City of Hollywood Hollywood FL 33020
    • Mayor Vice Mayor and City Commissioners
    • This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016
    • We thank him for his services and wish him well in his future endeavors
    • Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller
    • Should you have any questions I am available at your convenience
    • Sincere I
    • Dt~tr A Ishmael Ciey(Janager
    • c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director
    • Our Mission Yl arc dcdic 11td lO proiding municip1l scrvictS for our diverse co mrnuniry in an atn1osphLrl of tOOperalion courtesy and respect
    • Xie do 1his hy ensu ring gtII who live work and pby in die Cit) of loll)~VOoJ enjoy a high qnlil oflifo
    • hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y
    • Dr Wazir Ishmael
    • City Manager City of Hollywood
    • 2600 Hollywood Blvd
    • Hollywood Florida 33020
    • Dr Ishmael
    • As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities
    • In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life
    • Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and cap
    • Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices
    • I wish the City of Hollywood and the dedicated employees much luck with their future endeavors
    • Sincerely
    • Jocent Wasserman Director Procurement Services
    • ATTACHMENT 3
    • City of Hollywood Florida -Class Specification Bulletin Page 1of3 ATTACHMENT 3
    • https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016
    • performance
    • May represent the Director at various meetings within the city and the business community
    • Performs other job duties as assigned
    • Required Possession of a Bachelors degree with major coursework in business or public
    • administration or a related field
    • Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration
    • Be a Certified Professional Contracts Manager (CPCM )
    • Preferred Masters degree with major coursework in business or public administration or a related field
    • Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements
    • Extensive knowledge of principles practices and techniques of large scale government purchasing
    • Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing
    • Extensive knowledge of approved purchasing methods including
    • recording buying inspection and shipping methods
    • Extensive knowledge of the techniques and requirements of specifications preparation
    • Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased
    • Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served
    • Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing
    • Some knowledge of insurance as it pertains to property liability and surety bonds
    • Considerable knowledge of Microsoft Word and Excel and the use of office equipment
    • Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to
    • 5252016
    • City of Hollywood Florida -Class Specification Bulletin Page 3of3
    • other workers accurately and concisely Skills in application of systems analysis techniques and
    • procedures including consulting with users to determine hardware so~ware or system functional specifications
    • Ability to communicate effectively both orally and in writing
    • Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices
    • Ability to deal effectively with administrative officials and vendors
    • Ability to obtain and interpret market prices and trends and apply these to procurement problems
    • https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016
    • ATTACHMENT 4
    • ATTACHMENT 4
    • Jeane Carver-St Luce
    • At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations fun
    • Two important take-away from this email
    • middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed
    • middotmiddot Identify and maintain copies of all your award documents and invoices
    • bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files
    • The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines
    • After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support
    • George
    • George R Jr middotLsisrunt Cinmiddot funllltJcI
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    • FLORIDA
    • Master Contract List (MCL)
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    • What is the MCL
    • bull Summary
    • bull
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    • bull TCITY MANAGERMCL Demo
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    • MCL-Next Steps
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    • ATTACHMENT 5
    • ATTACHMENT 5
    • George Keller
    • From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde
    • Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice
    • Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris
    • Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick
    • Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz
    • Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel
    • Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie
    • Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran
    • Holycross
    • Cc Paul Bassar Directors Subject Master Contract List Training
    • Good Afternoon
    • The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times
    • Please let me know what suits you best also the training will be held at room 303
    • Thank you
    • Maryury Collier
    • Administrative Specialist II
    • City of Hollywood
    • Financial Services
    • 2600 Hollywood Blvd Suite 303
    • PO Box 229045 Hollywood FL 33020 Office 954-921-3221
    • C 11 middot of ~
    • H~QQQ
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Jeane Carver-St Luce
    • Good Day
    • As some ofyou may be aware the City will be implementing an Electronic Contract File-AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed
    • For your convenience we will be having one hour training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule-Not later than Thursday (552016)
    • Friday May 6 from 330pm to 430pm Monday May 9 at 900am to lOOOam
    • bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam
    • Thank you
    • Maryury Collier
    • Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303
    • P 0 Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MCollierhollywoodflorq
    • Cbullty of ~
    • H L WOOD
    • t i O~IOA
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • ATTACHMENT 6
    • ATTACHMENT 6
    • City ojJfoywootf PCoritfa
    • DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT
    • Date Date Date Date Contract InfoNumber Contract Expiration Date
    • Original Contract Amount Total This Invoice
    • Amendments Adjustment Total Previous Invoices
    • APPENDIXB
    • Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073
    • (954) 895-2949 matthewlalla3
    • March 11 2016
    • Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022
    • Dear Wazir
    • Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016
    • I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors
    • ~~
    • Matthew Lalla
    • cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources
Page 24: BROWARD OFFICE OF THE INSPECTOR GENERAL€¦ · Broward Office of the Inspector General Page 2 . 1. Heightened Awareness, Expectations and Standards of Performance . The senior management

day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assistant City Managers fulfill most of that need especially with regard to Police and Fire command staff counseling However a coach for other leaders would be a valuable asset to have in place

SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE

17 Part of an executive development program can be what amounts to an Internal Fellowship in which a newly promoted Manager gets assigned to work as a Special Assistant to the City Manager or an Assistant City Manager for a period such as three to six months This would allow for example a newly promoted executive in the Police Department to play an important role in the overall City budget process in Collective Bargaining with a non-law enforcement bargaining unit or to assist in a high-priority policy matter determined by the City Manager At the end of the Fellowship period the individual would return to their new role in their home Department with a greater appreciation than ever before about the larger issues facing executive leaders in the City

18 The Civil Service Ordinance should be amended to increase the number of positions exempt from Civil Service coverage Employees in such exempt positions would then serve at will Serving at will means that these employees may be disciplined or even terminated for any reason or no reason as long as the actions do not occur because of illegal reasons Current rules are too restrictive for the city to be as flexible as it needs to be in developing accountable and responsive executive staff Division Directors support staff in the City Managers Office as well as those in the City Attorneys Office and Labor Relations and Risk Management areas are appropriate candidates for at will service Current incumbents who enjoy property rights may not have those rights stripped away involuntarily as long as the incumbents are employed However they may voluntarily waive such rights in trade for some quid

13

pro quos such as additional benefits In the absence of such voluntary exemption attrition should be used so that future incumbents in selected positions would be hired as at will employees

19 A predictive staffing study should be conducted in departments utilizing a constant staffing structure - typically Police Fire-Rescue and Water and Wastewater Treatment Plant operations The study would make reasonable estimates based primarily on length of service and employee surveys to determine the likely extent and timing of future vacancies From that information the city can prepare in advance to have vacancies filled immediately upon turnover if not before Civil Service eligibility lists can be maintained for immediate use without having to begin recruitments from scratch The staffing needs in the Police Department were major contributing factors to the issues addressed in the Inspector Generals report Predictive staffing actions can reduce the likelihood that that critical situations will happen again

20 As a corollary to predictive staffing the City should consider over staffing in selected areas of the workforce with short-term temporary employees drawn off Civil Service eligible lists These employees would transition immediately into the regular workforce and be given credit for their temporary service as part of their probationary periods The result can be a cadre of employees already trained and ready to assume the regular workforce duties of the positions There will always be some number of vacancies in a city or county workforce as large as Hollywoods These vacancies may be funded in the budget such that hiring some additional Police Officers or Firefighters beyond the allocated limits in the budget might be funded with the salaries of vacant positions providing offsets Currently in conservatively funded constant staffing operations if a vacancy occurs due for example to long-term absences such as illness the staffing void must be filled at a rate of time and a half by overtime mandates This does nothing to prepare new employees to immediately step in as vacancies occur

21 The Civil Service rules currently operate on the basis of a narrow rule of three In this selection rule the Department Director acting for the City Manager is limited to no more than the top three candidates presented from civil service eligible lists In a system where the filling of vacancies may take considerable time or eligible lists may be many months old a rule of three is too limiting Broader certification rules such as a rule of five or a rule of the rank would offer more needed flexibility without sacrificing civil service principles

22 The Citys Information Technology (IT) function is an area often needing particular candidate expertise not generally available within classical Civil Service recruiting methods New projects such as the organization-wide

14

Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside over a facilitated focus group of top users and current IT staffs to prioritize projects identify needs and resources and prepare an IT Business Plan for review by the City Manager Likewise in this reviewers opinion being familiar with the installation of new large IT activities overlaid on existing staff requirements adding a graduate intern as an at will employee for one year would provide a new resource to the IT Director to more rapidly implement the programs he will be asked to bring to fruition This would be in addition to whatever staffing or consultant resources are brought to bear for the Enterprise Resource System

23 The City uses the procurement process to solicit a variety of benefit contracts often amended annually for health insurance dental life and other products These represent significant expenditures and cover all full-time employees their dependents and retirees In the face of complex and changing insurance rules deadlines engagements with insurance companies and much more a special expertise is required to look after the City of Hollywoods best interests Monitoring utilization developing innovations and cost containment strategies and being able to negotiate aggressively with insurance providers is best managed by outside expertise engaged by the City Currently the procurement elements of this process are managed by the Human Resources Director - along with_her many other responsibilities - not to mention the process improvements called for in this report The City should use professional procurement practices to select a consultantbroker to represent the City The result can be a tighter control on a very significant area of cost and administration This should be done well in advance of the expiration of benefit contracts in the year to come

24 This Reviewer urges the City to be especially wary of vendor promises with regard to the implementation of an expensive organization-wide enterprise resource program Vendors may make what have previously been called piecrust promises - easily made easily broken The vendor support team may well experience staff turnover Resources will be shifted to other clients The estimated time and cost of system installation may stretch well past the budgeted and anticipated costs originally proposed Aggressive steps under the leadership of the IT director in terms of milestones required of vendors performance penalties built into contracts as well as performance rewards should be considered and implemented If this vigorous enforcement approach does not happen and this large-scale IT project is managed in a way similar to the management of temporary needs reported by the IG the stage will be set

15

for another perhaps even more costly organizational problem in the future

25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential services are the ultimate responsibility of every manager With regard to the core area of Procurement however the job description for the Procurement Manager is clear in its requirements that it is this employee who is responsible for the management and oversight of contracts or particular department services Regardless of the past practices and exigencies of staffing needs in 2013 and 2014 this fundamental element of the Procurement responsibility was not met

Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement professional with years of experience Leadership direction

middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in a better position to determine the future reporting relationships for this important function

26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots administration and finance as well as HR and other central services should convene a stakeholder summit to bring out these concerns and address them The primary outcome would be budget

16

process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process

27 Direct payment vouchers related to any procurement and contractorvendor remuneration should be reviewed by and signed off directly by the Contract Compliance Manager This is especially true in what would be his broader role if the recommendation to place Procurement under his management were implemented In reviewing a sampling of such vouchers for temporary services during the IG report period it was noted that many did not have Department Head signatures Even the Procurement Office itself used such services although the clear focus was on the activities in Police

28 Meeting any staffing need through a temporary services company should require a specific review and sign off by the Director of Human Resources She would be asked to attest to the fact that HR is not capable of meeting the needs presented by the operating department and to explain why this need cannot be met through City procedures and practices In the case of what might be an ongoing need the Director would be required to explain whether actions can be instituted to change that scenario so that an ongoing use of temporary help from an outside vendor can be reduced if not eliminated

29 Finally this Reviewer notes that recommendations to the City Manager concerning the prospects of disciplinary action were part of this engagement Those recommendations will following consultation with the City Manager be presented as a verbal briefing to him so that his ability to respond to organizational needs is not compromised unduly in the very sensitive areas of staff relations

No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and managed assertively formally and consistently by their managers If the warnings and corrective action opportunities do not change the weak behavior these employees should be demoted or terminated If such actions become necessary it will ironically not be the City which acts it will in reality be the employee him or herself who provokes the action

It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees - that they are the Citys

17

vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances

OVERALL IMPRESSION

The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading managers to feel that the systems in place could meet their needs With a strong past sense of inertia rather than innovation and process improvement factoring into what occurred the City is best and most constructively served by the City Manager acting aggressively to improve internal processes make the improvements more visible and make those now responsible for the Procurement and utilization of services more accountable He is well able to use his strong communications skills and sense of ethics to deliver clear messages of professional expectation and enforce those expectations going into the future

18

ATTACHMENT 2

ATTACHMENT 2

CITY of HOLLYWOOD FLORIDA Office of the City Manager

02600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045 Phone (95 4) 921 -3201 bull Fax (95-1) 921 -3314 deg wwwhullywoodflorg

Wazir A Ishmael PhD City Manager

March 18 2016

The Honorable Mayor Vice Mayor and Members of the City Commission

City of Hollywood Hollywood FL 33020

Mayor Vice Mayor and City Commissioners

This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016

We thank him for his services and wish him well in his future endeavors

Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller

Should you have any questions I am available at your convenience

Sincere I

DtJJ~tr A Ishmael Ciey(Janager

c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director

Our Mission Y l arc dcdic 11 t d lO proiding municip1 l scrvictS for our diverse co mrnuni ry in an atn1osphL rl of tOOperal ion courtesy and respect

Xie do 1h is hy ensu ri ng gtII who li ve work and pby in die C it) of l o ll )~VOoJ enjoy a high qnli l of lifo

hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood Florida 33020

Dr Ishmael

As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities

In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life

Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and capital improvements

Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices

I wish the City of Hollywood and the dedicated employees much luck with their future endeavors

Sincerely

faL--shyJocent Wasserman Director Procurement Services

ATTACHMENT 3

City of Hollywood Florida - Class Specification Bulletin Page 1of3

ATTACHMENT 3

Contract Compliance Officer Class Code

1138

Bargaining Unit Management CITY OF HOLLYWOOD FLORIDA Revision Date Apr 29 2015

SALARY RANGE

$3310 - $5296 Hourly $264809 - $423694 Biweekly

$6885030 - $11016048 Annually

JOB DESCRIPTION

This is advanced responsible professional and administrative work involving contract certification contract compliance and management for all vendors bidders and proposers conducting business with the City coordination of procurement activities and office and field monitoring Work involves providing managerial assistance to the Assistant City Manager for Finance and Administration in managing and monitoring contracts for compliance developing policies procedures rules and regulations for Citywide purchasing and coordinating the resolution of problems with vendors bidders and proposers

The incumbent exercises a considerable degree of independent judgment Employee is expected to make independent decisions in conformance with applicable laws rules and regulations governing the public purchase of commodities and services as well as standard public purchasing policies and procedures

EXAMPLES OF DUTIES

Reviews all City contracts for compliance and adherence to proper procedures including but not limited to confirmation of proper authority adherence to appropriate procurement procedures identification of time frames satisfaction of insurance requirements verification of available funding review of scope of services and notification of upcoming expiration

Assists in developing new and improved procedures concerning City purchasing activities Recommends corrective actions where applicable

Advises City departmentspersonnel on purchasing procedures to ensure proper compliance with Citys purchasing policies and procedures

Assists user departments in the informal competitive negotiated process for acquisition of professionalpersonal services

Reviews specifications from departments to procure goods and services of a complex andor technical nature

Monitors the evaluation andor negotiation process for acquisition of professionalpersonal services to ensure that proposals have been evaluated andor negotiated in accordance with solicitation document and city purchasing policies and procedures

Conducts preliminary investigations and make finding-of-fact reports on contractual bid disputes bid protests proposed debarment bidder non-responsibility and vendor nonshy

https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 2of3

performance

May represent the Director at various meetings within the city and the business community

Performs other job duties as assigned

THE REQUIREMENTS Required Possession of a Bachelors degree with major coursework in business or public administration or a related field

Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration

Be a Certified Professional Contracts Manager (CPCM )

Preferred Masters degree with major coursework in business or public administration or a related field

Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements

KNOWLEDGE SKILLS AND ABILITIES Extensive knowledge of principles practices and techniques of large scale government purchasing

Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing

Extensive knowledge of approved purchasing methods including recording buying inspection and shipping methods

Extensive knowledge of the techniques and requirements of specifications preparation

Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased

Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served

Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing

Some knowledge of insurance as it pertains to property liability and surety bonds

Considerable knowledge of Microsoft Word and Excel and the use of office equipment

Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to

httpsagencygovernmentjobscomhollywoodfldefaultcfmaction=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 3of3

other workers accurately and concisely

Skills in application of systems analysis techniques and procedures including consulting with users to determine hardware so~ware or system functional specifications

Ability to communicate effectively both orally and in writing

Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices

Ability to deal effectively with administrative officials and vendors

Ability to obtain and interpret market prices and trends and apply these to procurement problems

https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016

ATTACHMENT 4

ATTACHMENT 4

Jeane Carver-St Luce

From George Keller Sent Monday March 14 2016 328 PM To Chuck Ellis Clay Milan Eric Busenbarrick George Keller Gus Zambrano Jaye Epstein

Jeffrey Sheffel Lorie Mertens-Black Mel Standley Patricia Cerny Philip Sauer Raelin

Storey Raheem Seecharan Raquel Elejabarrieta Shiv Newaldass Steve Joseph Sylvia

Glazer Tammie Hechler Tomas Sanchez Tamikia Bacon Paul Bassar Cc Jeane Carver-St Luce Subject FW MCL Informational Email for Distribution

Importance High

At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations funding expenditures and Points of Contact Other helpful features will include executed copies of contract documents and invoice summaries

Two important take-away from this email

1 If you havent seen the fVICL demonstration please tune into the next City Commission meeting

2 Preliminary planning for a iVICL anticipation go live date--on or about 442016

middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed

middotmiddot Identify and maintain copies of all your award documents and invoices

bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files

The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines

After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support

George

George R heJcr Jr middotLsisrunt Cinmiddot funllltJcI

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Master Contract List (MCL)

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Agenda

o What is the MCL

D MCL Data

D Demonstration of an Electronic Contract File

o MCL Next Steps v 0 v

o Questions

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What is the MCL bull Summary

o An electronic standardized comprehensive Management Tool-A One Stop Shop For all stakeholders who have a role with contract administration

o Useful real time information such as automatic daily countdowns of days for contracts and insurance expirations funding expenditures and Points of Contact

o Executed copies of contract documents and invoice bullsummaries

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MCL-Next Steps

bull Implementation o The MCL is a priority initiative

bull Continue gatheringupdating all contractual information bull Establishing POCs permission rights

o Coordinating with Financial Services Department in obtaining all invoices

o Working with the Procurement Division with keeping contractual documents updated

o Training Administrative Personnel who will have a procurement role

bull Execution After the City Commission presentation and feedback final developmenttraining sessions-anticipating a go live date April 2016

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ATTACHMENT 5

ATTACHMENT 5

George Keller

From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde

Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney

Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra

Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris

Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz

Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel

Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie

Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran Holycross

Cc Paul Bassar Directors Subject Master Contract List Training

Good Afternoon

The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times

bull Thursday May 26 at lOOpm 200pm 300pm bull Tuesday May 31 at 900am lOOOam l lOOam lOOpm 200pm 300pm bull Wednesday June 1 at 900am lOOOam 11 OOam bull Thursday June 2 at 900am lOOOam l lOOam lOOpm 200pm 300pm

Please let me know what suits you best also the training will be held at room 303

Thank you

Maryury Collier Administrative Specialist II City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 PO Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MColl ierholl ywoodflorg C 11 middot o f ~

H~QQQ Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record

Jeane Carver-St Luce

From Maryury Collier Sent Monday May 02 2016 1024 AM To Administrative Assistant II Cc Directors Paul Bassar Subject Training for the Master Contract List

Good Day

As some ofyou may be aware the City will be implementing an Electronic Contract File- AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed

For your convenience we will be having one h our training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule- Not later than Thursday (552016)

Friday May 6 from 330pm to 430pm

Monday May 9 at 900am to lOOOam bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam

Thank you

Maryury Collier Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 P 0 Box 229045 Hollywood FL 33020 Offi ce 954-921-3221 E-mail MCollierhollywoodflorq Cbullty of ~

H L WOOD t i O~IOA

Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mai l may be subject to disclosure as a matter of public record

ATTACHMENT 6

ATTACHMENT 6City ojJfoywootf PCoritfa DPV

DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT

Date 5252016 Pay to Vendor No Amount of Payment

Name Account No Address Separate Check Requested D City Invoice Number StateZip

Explanation of Payment

Date

Date

Date

Date

Contract InfoNumber Contract Expiration Date

Item Budget Item Description Line Item

l SubscriotionDuesMemberships Fees 2 Postage MeterStamps 3 Host Account Reimbursements 4 LicensesPermitsCertificates 5 Court CostOther Govt AgencvTaxes 6 Real Estate Closing - Attach Stmt 7 Advertising - attach tearsheet 8 Education CoursesSeminars 9 EducationReimbursementsBooks 10 RecordsSlidesFilmsGov Publication 11 Deferred ComoBank Pavments 12 MedicalVeterinarv Pavments 13 Insurance Premiums 14 Grant Disbursements 15 UtilitiesDump Fees 16 Refunds 17 CourierFreight 18 Pettv Cash Reimbursement 19 Other Professional Services 20 Soecial EventsRecr Performances 21 Temoorarv Emolovment Services 22 MealParkinQNiileaQe (1 dav tri-countv)

Unit Quantity

Originated by Dept Head Printed Name

DeptDiv Dept Head Signature

Procurement TypeDoc ---------------- Procurement Appr _

Finance Approval __________ Date Budget Approval

City Commission or City Manager Action Resolution

Unit Price

Total

ExtensionTotal

$000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000

Original Contract Amount Total This Invoice

Amendments Adjustment Total Previous Invoices

Total Contract Amount Total to Date --------------shy

City Manager Signature (if required)

Distribution List Finance Procurement Services Depmtment Copy dpv (rev3l02015)

APPENDIXB

Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073 (954) 895-2949 matthewlal la32 7 5comcastnet

March 11 2016

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022

Dear Wazir

Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016

I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors

~~ Matthew Lalla

cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources

  • Structure Bookmarks
    • BROWARD OFFICE OF THE INSPECTOR GENERAL
    • To and Members City of Hollywood C
    • From John W Scott Inspector General
    • Date June 6 2016
    • Subject Status Report-OIG Final Report Re Misconduct and Gross Mismanagement by the City ofHollywood in the Procurement of Temporary Employment Services Ref OIG 14-027
    • On March 2 2014 the Broward Office of the Inspector General (OIG) issued a final report finding that City of Hollywood officials violated numerous city ordinances policies and procedures to pay approximately $1 million for the services of temporary employees (temps) Specifically we found that the officials
    • At the conclusion of the report the OIG acknowledged the initial remedial steps taken by the city but recommended additional action including-given the potential for further abuse of the DPV payment method-a full audit of DPV payments
    • John W Scol1 Inspector General One North University Drive Suite 11 1 bull Planlalion Florida 33324 bull (954) 357-7873 bull Fax (954) 357-7857 4) 357-TIPS
    • As requested City Administrator Wazir Ishmael has now provided the OIG a status report with attachments which is attached as Appendix A The city states that it s senior management team has communicated publicly and individually that the inappropriate actions that occurred in the past were clearly wrong and unacceptable The city has now implemented numerous protocols and procedures in response to the OIGs investigation Of particular significance the city has created and implemented a contract com
    • The city has also restructured the Procurement Division and reformed oversight of the procurement process The finance director and procurement director overseeing the activities discussed in the final report have since resigned from the city Former Procurement Director Joel Wasserman s resignation is attached at Appendix A and former Finance Director Matthew Lallas resignation is attached as Appendix B The city also provided a repo1i it commissioned from a human resources specialist in response to the
    • However the city failed to address our recommendation that the DPV payments be audited in light of the significant misuse of the mechanism and the corresponding vulnerability to fraud waste and abuse Accordingly the OIG requests that we be provided a supplemental status report within 90 days or by September 5 2016 regarding a DPV audit
    • Attachment
    • cc Wazir Ishmael City Administrator
    • From To Cc
    • Subject Date Attachments
    • MaY Johns InsoectorGeneral Wazir Ishmael City of Hollywoods 90 Day Progress Report Regarding TransHire Tuesday May 31 2016 42804 PM 05 31 16 Letter to Inspector Scott re TransHire 90 Day Progress Reportpdf
    • 05 31 16 Letter to Inspector Scott Attachment lpdf 05 31 16 Letter to Inspector Scott Attachment 2pdf 05 31 16 Letter to Inspector Scott Attachment 3pdf 05 31 16 Letter to Inspector Scott Attachment 4pdf 05 31 16 Letter to Inspector Scott Attachment 5pdf 05 31 16 Letter to Inspector Scott Attachment 6pdf
    • Good afternoon Inspector General shy
    • The City Manager asked that I forward you the City of Hollywoods 90 day progress report that you requested in your final report regarding TransHire
    • Thank you Dr Wazir Ishmael City Manager
    • Executive Assistant City of Hollywood Office of the City Manager 2600 Hollywood Blvd Suite 419
    • PO Box 229045 Hollywood FL 33022-9045 Office 954-921-3201 E-mail
    • fjj
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Office of the City Manager
    • 2600 Hollywood Blvd bull PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (954) 92 1-33 14 bull rg
    • Wazir A Ishmael PhD City Manager
    • SENT VIA EMAIL amp US MAIL
    • May 31 2016
    • Mr John W Scott Inspector General Broward Office of the Inspector General
    • One North University Drive Suite 111 Plantation FL 3324
    • Re Broward Office of the Inspector General Report on Transhire 90 Day Progress Report
    • Dear Mr Scott
    • Please accept this response from the City of Hollywood as the 90 Day Progress Report that you requested in your final report on the above matter First let me assure you that your information findings and recommendations have been fully received acknowledged and communicated widely throughout the City staff Secondly I have discussed the serious nature of the issues identified directly with the Mayor City Commission senior management team staff and members of the public reinforcing that those inap
    • Finally we have collectively implemented and followed a broad spectrum of improvements actions resources training and policies to continue forward the lessons learned in progress of the organization The initiatives we have undertaken exist at the policy level and administrative oversight as well as day to day operations The below information describes those steps in more detail along with the attached documentation and the derived benefit for each Your contribution to stimulating these improveme
    • Our Mission Ve are dedicmcd to providing municipal services for our diverse community in an atmosphere ofcooperation courtesy and respect Yc do this by ensuring all who live work and play in the City of Hollywood enjoy a high quality of life
    • An Equa l Opportunity a nd Serv i ce Provide r Ag e nc y
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2
    • 1 Heightened Awareness Expectations and Standards of Performance
    • The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures
    • 2 Services of an External Consulting Professional (Attachment 1)
    • The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many
    • 3 Organizational Modifications and Reform (Attachment 2)
    • The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have be
    • 4 Human Resources Policy Review and Reform
    • Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced
    • 5 WorkflowBusiness Policies and Procedures Modifications
    • The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3
    • The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions
    • 10 Direct Payment Voucher Procedural Modifications (Attachment 6)
    • The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4
    • The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter
    • Attachments
    • c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors
    • ATTACHMENT 1
    • ATTACHMENT 1
    • PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737
    • Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045
    • March 3 2016
    • Dear Messrs Keller and Standley
    • The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one
    • The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues
    • The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not
    • Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement
    • Sincerely
    • Phil Rosenberg President The HR Doctorreg Inc 954 816-4 737
    • attachment
    • Phil Rosenberg President PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737 On
    • March 3 2016
    • IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES
    • BACKGROUND
    • The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in t
    • With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whet
    • City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in th
    • 1
    • The Inspector Generals report is being taken very seriously by the City It is a call to
    • action and catalyst to go beyond the limited and narrow scope of the report in the
    • interest of making broader administrative improvements
    • As part of the response to the report the City engaged the services of The HR Doctor
    • Inc on January 19 2016 to investigate the background of what occurred and offer
    • opinions and recommendations The deliverable in this situation is the presentation of
    • a written report to the City Manager within 30 calendar days of the date of the approval
    • of the engagement (ie January 19 2016) to address the following issues
    • The HR Doctor Inc was authorized and directed by the City Manager to also provide a
    • broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processe
    • METHODOLOGY
    • The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information
    • 2
    • The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employee
    • To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot
    • FINDINGS AND CONCLUSIONS
    • Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positio
    • r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work
    • 3
    • complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur
    • 4
    • service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement
    • 5
    • over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a n
    • 1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be org
    • 6
    • 7
    • managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to
    • ensure the most competent possible workforce If performance evaluations job
    • descriptions and personnel files generally do not reflect written and on-going
    • efforts to document performance excellence weakness and corrective action
    • even those top managers with property rights (ie those covered by Civil
    • Service) can become less willing to take the risks associated with innovation
    • Clients or customers become frustrated by what they regard as excessive
    • delays and lack of responsiveness
    • 8
    • All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance
    • It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The City
    • RECOMMENDATIONS
    • 9
    • Rescue and Public Utilities The Plan would assign specific staff
    • accountability for each project with completion dates and completion
    • milestones There would then be monthly or quarterly progress reviews
    • by the City Manager
    • 10
    • 11
    • 14The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candi
    • 12
    • day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assis
    • SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING
    • PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION
    • THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS
    • SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE
    • ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK
    • ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR
    • THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY
    • CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE
    • 13
    • pro quos such as additional benefits In the absence of such voluntary
    • exemption attrition should be used so that future incumbents in selected
    • positions would be hired as at will employees
    • 14
    • Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside
    • over a facilitated focus group of top users and current IT staffs to
    • prioritize projects identify needs and resources and prepare an IT
    • Business Plan for review by the City Manager Likewise in this reviewers
    • opinion being familiar with the installation of new large IT activities
    • overlaid on existing staff requirements adding a graduate intern as an at
    • will employee for one year would provide a new resource to the IT
    • Director to more rapidly implement the programs he will be asked to bring
    • to fruition This would be in addition to whatever staffing or consultant
    • resources are brought to bear for the Enterprise Resource System
    • 15
    • for another perhaps even more costly organizational problem in the
    • future
    • 25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential s
    • Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement pr
    • middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in
    • 26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots adm
    • 16
    • process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process
    • No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and mana
    • It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees -that they are the Citys
    • 17
    • vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances
    • The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading manager
    • 18
    • ATTACHMENT 2
    • ATTACHMENT 2
    • CITY of HOLLYWOOD FLORIDA
    • Office of the City Manager
    • 0
    • 2600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (95-1) 921-3314 deg
    • Wazir A Ishmael PhD City Manager
    • March 18 2016
    • The Honorable Mayor Vice Mayor
    • and Members of the City Commission City of Hollywood Hollywood FL 33020
    • Mayor Vice Mayor and City Commissioners
    • This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016
    • We thank him for his services and wish him well in his future endeavors
    • Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller
    • Should you have any questions I am available at your convenience
    • Sincere I
    • Dt~tr A Ishmael Ciey(Janager
    • c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director
    • Our Mission Yl arc dcdic 11td lO proiding municip1l scrvictS for our diverse co mrnuniry in an atn1osphLrl of tOOperalion courtesy and respect
    • Xie do 1his hy ensu ring gtII who live work and pby in die Cit) of loll)~VOoJ enjoy a high qnlil oflifo
    • hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y
    • Dr Wazir Ishmael
    • City Manager City of Hollywood
    • 2600 Hollywood Blvd
    • Hollywood Florida 33020
    • Dr Ishmael
    • As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities
    • In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life
    • Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and cap
    • Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices
    • I wish the City of Hollywood and the dedicated employees much luck with their future endeavors
    • Sincerely
    • Jocent Wasserman Director Procurement Services
    • ATTACHMENT 3
    • City of Hollywood Florida -Class Specification Bulletin Page 1of3 ATTACHMENT 3
    • https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016
    • performance
    • May represent the Director at various meetings within the city and the business community
    • Performs other job duties as assigned
    • Required Possession of a Bachelors degree with major coursework in business or public
    • administration or a related field
    • Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration
    • Be a Certified Professional Contracts Manager (CPCM )
    • Preferred Masters degree with major coursework in business or public administration or a related field
    • Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements
    • Extensive knowledge of principles practices and techniques of large scale government purchasing
    • Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing
    • Extensive knowledge of approved purchasing methods including
    • recording buying inspection and shipping methods
    • Extensive knowledge of the techniques and requirements of specifications preparation
    • Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased
    • Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served
    • Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing
    • Some knowledge of insurance as it pertains to property liability and surety bonds
    • Considerable knowledge of Microsoft Word and Excel and the use of office equipment
    • Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to
    • 5252016
    • City of Hollywood Florida -Class Specification Bulletin Page 3of3
    • other workers accurately and concisely Skills in application of systems analysis techniques and
    • procedures including consulting with users to determine hardware so~ware or system functional specifications
    • Ability to communicate effectively both orally and in writing
    • Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices
    • Ability to deal effectively with administrative officials and vendors
    • Ability to obtain and interpret market prices and trends and apply these to procurement problems
    • https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016
    • ATTACHMENT 4
    • ATTACHMENT 4
    • Jeane Carver-St Luce
    • At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations fun
    • Two important take-away from this email
    • middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed
    • middotmiddot Identify and maintain copies of all your award documents and invoices
    • bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files
    • The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines
    • After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support
    • George
    • George R Jr middotLsisrunt Cinmiddot funllltJcI
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    • FLORIDA
    • Master Contract List (MCL)
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    • What is the MCL
    • bull Summary
    • bull
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    • Deinonstration
    • bull TCITY MANAGERMCL Demo
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    • MCL-Next Steps
    • oYWOo)
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    • ATTACHMENT 5
    • ATTACHMENT 5
    • George Keller
    • From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde
    • Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice
    • Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris
    • Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick
    • Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz
    • Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel
    • Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie
    • Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran
    • Holycross
    • Cc Paul Bassar Directors Subject Master Contract List Training
    • Good Afternoon
    • The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times
    • Please let me know what suits you best also the training will be held at room 303
    • Thank you
    • Maryury Collier
    • Administrative Specialist II
    • City of Hollywood
    • Financial Services
    • 2600 Hollywood Blvd Suite 303
    • PO Box 229045 Hollywood FL 33020 Office 954-921-3221
    • C 11 middot of ~
    • H~QQQ
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Jeane Carver-St Luce
    • Good Day
    • As some ofyou may be aware the City will be implementing an Electronic Contract File-AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed
    • For your convenience we will be having one hour training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule-Not later than Thursday (552016)
    • Friday May 6 from 330pm to 430pm Monday May 9 at 900am to lOOOam
    • bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam
    • Thank you
    • Maryury Collier
    • Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303
    • P 0 Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MCollierhollywoodflorq
    • Cbullty of ~
    • H L WOOD
    • t i O~IOA
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • ATTACHMENT 6
    • ATTACHMENT 6
    • City ojJfoywootf PCoritfa
    • DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT
    • Date Date Date Date Contract InfoNumber Contract Expiration Date
    • Original Contract Amount Total This Invoice
    • Amendments Adjustment Total Previous Invoices
    • APPENDIXB
    • Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073
    • (954) 895-2949 matthewlalla3
    • March 11 2016
    • Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022
    • Dear Wazir
    • Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016
    • I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors
    • ~~
    • Matthew Lalla
    • cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources
Page 25: BROWARD OFFICE OF THE INSPECTOR GENERAL€¦ · Broward Office of the Inspector General Page 2 . 1. Heightened Awareness, Expectations and Standards of Performance . The senior management

pro quos such as additional benefits In the absence of such voluntary exemption attrition should be used so that future incumbents in selected positions would be hired as at will employees

19 A predictive staffing study should be conducted in departments utilizing a constant staffing structure - typically Police Fire-Rescue and Water and Wastewater Treatment Plant operations The study would make reasonable estimates based primarily on length of service and employee surveys to determine the likely extent and timing of future vacancies From that information the city can prepare in advance to have vacancies filled immediately upon turnover if not before Civil Service eligibility lists can be maintained for immediate use without having to begin recruitments from scratch The staffing needs in the Police Department were major contributing factors to the issues addressed in the Inspector Generals report Predictive staffing actions can reduce the likelihood that that critical situations will happen again

20 As a corollary to predictive staffing the City should consider over staffing in selected areas of the workforce with short-term temporary employees drawn off Civil Service eligible lists These employees would transition immediately into the regular workforce and be given credit for their temporary service as part of their probationary periods The result can be a cadre of employees already trained and ready to assume the regular workforce duties of the positions There will always be some number of vacancies in a city or county workforce as large as Hollywoods These vacancies may be funded in the budget such that hiring some additional Police Officers or Firefighters beyond the allocated limits in the budget might be funded with the salaries of vacant positions providing offsets Currently in conservatively funded constant staffing operations if a vacancy occurs due for example to long-term absences such as illness the staffing void must be filled at a rate of time and a half by overtime mandates This does nothing to prepare new employees to immediately step in as vacancies occur

21 The Civil Service rules currently operate on the basis of a narrow rule of three In this selection rule the Department Director acting for the City Manager is limited to no more than the top three candidates presented from civil service eligible lists In a system where the filling of vacancies may take considerable time or eligible lists may be many months old a rule of three is too limiting Broader certification rules such as a rule of five or a rule of the rank would offer more needed flexibility without sacrificing civil service principles

22 The Citys Information Technology (IT) function is an area often needing particular candidate expertise not generally available within classical Civil Service recruiting methods New projects such as the organization-wide

14

Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside over a facilitated focus group of top users and current IT staffs to prioritize projects identify needs and resources and prepare an IT Business Plan for review by the City Manager Likewise in this reviewers opinion being familiar with the installation of new large IT activities overlaid on existing staff requirements adding a graduate intern as an at will employee for one year would provide a new resource to the IT Director to more rapidly implement the programs he will be asked to bring to fruition This would be in addition to whatever staffing or consultant resources are brought to bear for the Enterprise Resource System

23 The City uses the procurement process to solicit a variety of benefit contracts often amended annually for health insurance dental life and other products These represent significant expenditures and cover all full-time employees their dependents and retirees In the face of complex and changing insurance rules deadlines engagements with insurance companies and much more a special expertise is required to look after the City of Hollywoods best interests Monitoring utilization developing innovations and cost containment strategies and being able to negotiate aggressively with insurance providers is best managed by outside expertise engaged by the City Currently the procurement elements of this process are managed by the Human Resources Director - along with_her many other responsibilities - not to mention the process improvements called for in this report The City should use professional procurement practices to select a consultantbroker to represent the City The result can be a tighter control on a very significant area of cost and administration This should be done well in advance of the expiration of benefit contracts in the year to come

24 This Reviewer urges the City to be especially wary of vendor promises with regard to the implementation of an expensive organization-wide enterprise resource program Vendors may make what have previously been called piecrust promises - easily made easily broken The vendor support team may well experience staff turnover Resources will be shifted to other clients The estimated time and cost of system installation may stretch well past the budgeted and anticipated costs originally proposed Aggressive steps under the leadership of the IT director in terms of milestones required of vendors performance penalties built into contracts as well as performance rewards should be considered and implemented If this vigorous enforcement approach does not happen and this large-scale IT project is managed in a way similar to the management of temporary needs reported by the IG the stage will be set

15

for another perhaps even more costly organizational problem in the future

25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential services are the ultimate responsibility of every manager With regard to the core area of Procurement however the job description for the Procurement Manager is clear in its requirements that it is this employee who is responsible for the management and oversight of contracts or particular department services Regardless of the past practices and exigencies of staffing needs in 2013 and 2014 this fundamental element of the Procurement responsibility was not met

Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement professional with years of experience Leadership direction

middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in a better position to determine the future reporting relationships for this important function

26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots administration and finance as well as HR and other central services should convene a stakeholder summit to bring out these concerns and address them The primary outcome would be budget

16

process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process

27 Direct payment vouchers related to any procurement and contractorvendor remuneration should be reviewed by and signed off directly by the Contract Compliance Manager This is especially true in what would be his broader role if the recommendation to place Procurement under his management were implemented In reviewing a sampling of such vouchers for temporary services during the IG report period it was noted that many did not have Department Head signatures Even the Procurement Office itself used such services although the clear focus was on the activities in Police

28 Meeting any staffing need through a temporary services company should require a specific review and sign off by the Director of Human Resources She would be asked to attest to the fact that HR is not capable of meeting the needs presented by the operating department and to explain why this need cannot be met through City procedures and practices In the case of what might be an ongoing need the Director would be required to explain whether actions can be instituted to change that scenario so that an ongoing use of temporary help from an outside vendor can be reduced if not eliminated

29 Finally this Reviewer notes that recommendations to the City Manager concerning the prospects of disciplinary action were part of this engagement Those recommendations will following consultation with the City Manager be presented as a verbal briefing to him so that his ability to respond to organizational needs is not compromised unduly in the very sensitive areas of staff relations

No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and managed assertively formally and consistently by their managers If the warnings and corrective action opportunities do not change the weak behavior these employees should be demoted or terminated If such actions become necessary it will ironically not be the City which acts it will in reality be the employee him or herself who provokes the action

It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees - that they are the Citys

17

vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances

OVERALL IMPRESSION

The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading managers to feel that the systems in place could meet their needs With a strong past sense of inertia rather than innovation and process improvement factoring into what occurred the City is best and most constructively served by the City Manager acting aggressively to improve internal processes make the improvements more visible and make those now responsible for the Procurement and utilization of services more accountable He is well able to use his strong communications skills and sense of ethics to deliver clear messages of professional expectation and enforce those expectations going into the future

18

ATTACHMENT 2

ATTACHMENT 2

CITY of HOLLYWOOD FLORIDA Office of the City Manager

02600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045 Phone (95 4) 921 -3201 bull Fax (95-1) 921 -3314 deg wwwhullywoodflorg

Wazir A Ishmael PhD City Manager

March 18 2016

The Honorable Mayor Vice Mayor and Members of the City Commission

City of Hollywood Hollywood FL 33020

Mayor Vice Mayor and City Commissioners

This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016

We thank him for his services and wish him well in his future endeavors

Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller

Should you have any questions I am available at your convenience

Sincere I

DtJJ~tr A Ishmael Ciey(Janager

c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director

Our Mission Y l arc dcdic 11 t d lO proiding municip1 l scrvictS for our diverse co mrnuni ry in an atn1osphL rl of tOOperal ion courtesy and respect

Xie do 1h is hy ensu ri ng gtII who li ve work and pby in die C it) of l o ll )~VOoJ enjoy a high qnli l of lifo

hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood Florida 33020

Dr Ishmael

As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities

In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life

Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and capital improvements

Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices

I wish the City of Hollywood and the dedicated employees much luck with their future endeavors

Sincerely

faL--shyJocent Wasserman Director Procurement Services

ATTACHMENT 3

City of Hollywood Florida - Class Specification Bulletin Page 1of3

ATTACHMENT 3

Contract Compliance Officer Class Code

1138

Bargaining Unit Management CITY OF HOLLYWOOD FLORIDA Revision Date Apr 29 2015

SALARY RANGE

$3310 - $5296 Hourly $264809 - $423694 Biweekly

$6885030 - $11016048 Annually

JOB DESCRIPTION

This is advanced responsible professional and administrative work involving contract certification contract compliance and management for all vendors bidders and proposers conducting business with the City coordination of procurement activities and office and field monitoring Work involves providing managerial assistance to the Assistant City Manager for Finance and Administration in managing and monitoring contracts for compliance developing policies procedures rules and regulations for Citywide purchasing and coordinating the resolution of problems with vendors bidders and proposers

The incumbent exercises a considerable degree of independent judgment Employee is expected to make independent decisions in conformance with applicable laws rules and regulations governing the public purchase of commodities and services as well as standard public purchasing policies and procedures

EXAMPLES OF DUTIES

Reviews all City contracts for compliance and adherence to proper procedures including but not limited to confirmation of proper authority adherence to appropriate procurement procedures identification of time frames satisfaction of insurance requirements verification of available funding review of scope of services and notification of upcoming expiration

Assists in developing new and improved procedures concerning City purchasing activities Recommends corrective actions where applicable

Advises City departmentspersonnel on purchasing procedures to ensure proper compliance with Citys purchasing policies and procedures

Assists user departments in the informal competitive negotiated process for acquisition of professionalpersonal services

Reviews specifications from departments to procure goods and services of a complex andor technical nature

Monitors the evaluation andor negotiation process for acquisition of professionalpersonal services to ensure that proposals have been evaluated andor negotiated in accordance with solicitation document and city purchasing policies and procedures

Conducts preliminary investigations and make finding-of-fact reports on contractual bid disputes bid protests proposed debarment bidder non-responsibility and vendor nonshy

https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 2of3

performance

May represent the Director at various meetings within the city and the business community

Performs other job duties as assigned

THE REQUIREMENTS Required Possession of a Bachelors degree with major coursework in business or public administration or a related field

Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration

Be a Certified Professional Contracts Manager (CPCM )

Preferred Masters degree with major coursework in business or public administration or a related field

Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements

KNOWLEDGE SKILLS AND ABILITIES Extensive knowledge of principles practices and techniques of large scale government purchasing

Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing

Extensive knowledge of approved purchasing methods including recording buying inspection and shipping methods

Extensive knowledge of the techniques and requirements of specifications preparation

Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased

Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served

Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing

Some knowledge of insurance as it pertains to property liability and surety bonds

Considerable knowledge of Microsoft Word and Excel and the use of office equipment

Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to

httpsagencygovernmentjobscomhollywoodfldefaultcfmaction=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 3of3

other workers accurately and concisely

Skills in application of systems analysis techniques and procedures including consulting with users to determine hardware so~ware or system functional specifications

Ability to communicate effectively both orally and in writing

Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices

Ability to deal effectively with administrative officials and vendors

Ability to obtain and interpret market prices and trends and apply these to procurement problems

https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016

ATTACHMENT 4

ATTACHMENT 4

Jeane Carver-St Luce

From George Keller Sent Monday March 14 2016 328 PM To Chuck Ellis Clay Milan Eric Busenbarrick George Keller Gus Zambrano Jaye Epstein

Jeffrey Sheffel Lorie Mertens-Black Mel Standley Patricia Cerny Philip Sauer Raelin

Storey Raheem Seecharan Raquel Elejabarrieta Shiv Newaldass Steve Joseph Sylvia

Glazer Tammie Hechler Tomas Sanchez Tamikia Bacon Paul Bassar Cc Jeane Carver-St Luce Subject FW MCL Informational Email for Distribution

Importance High

At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations funding expenditures and Points of Contact Other helpful features will include executed copies of contract documents and invoice summaries

Two important take-away from this email

1 If you havent seen the fVICL demonstration please tune into the next City Commission meeting

2 Preliminary planning for a iVICL anticipation go live date--on or about 442016

middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed

middotmiddot Identify and maintain copies of all your award documents and invoices

bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files

The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines

After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support

George

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o What is the MCL

D MCL Data

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o MCL Next Steps v 0 v

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What is the MCL bull Summary

o An electronic standardized comprehensive Management Tool-A One Stop Shop For all stakeholders who have a role with contract administration

o Useful real time information such as automatic daily countdowns of days for contracts and insurance expirations funding expenditures and Points of Contact

o Executed copies of contract documents and invoice bullsummaries

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MCL-Next Steps

bull Implementation o The MCL is a priority initiative

bull Continue gatheringupdating all contractual information bull Establishing POCs permission rights

o Coordinating with Financial Services Department in obtaining all invoices

o Working with the Procurement Division with keeping contractual documents updated

o Training Administrative Personnel who will have a procurement role

bull Execution After the City Commission presentation and feedback final developmenttraining sessions-anticipating a go live date April 2016

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ATTACHMENT 5

ATTACHMENT 5

George Keller

From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde

Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney

Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra

Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris

Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz

Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel

Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie

Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran Holycross

Cc Paul Bassar Directors Subject Master Contract List Training

Good Afternoon

The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times

bull Thursday May 26 at lOOpm 200pm 300pm bull Tuesday May 31 at 900am lOOOam l lOOam lOOpm 200pm 300pm bull Wednesday June 1 at 900am lOOOam 11 OOam bull Thursday June 2 at 900am lOOOam l lOOam lOOpm 200pm 300pm

Please let me know what suits you best also the training will be held at room 303

Thank you

Maryury Collier Administrative Specialist II City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 PO Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MColl ierholl ywoodflorg C 11 middot o f ~

H~QQQ Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record

Jeane Carver-St Luce

From Maryury Collier Sent Monday May 02 2016 1024 AM To Administrative Assistant II Cc Directors Paul Bassar Subject Training for the Master Contract List

Good Day

As some ofyou may be aware the City will be implementing an Electronic Contract File- AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed

For your convenience we will be having one h our training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule- Not later than Thursday (552016)

Friday May 6 from 330pm to 430pm

Monday May 9 at 900am to lOOOam bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam

Thank you

Maryury Collier Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 P 0 Box 229045 Hollywood FL 33020 Offi ce 954-921-3221 E-mail MCollierhollywoodflorq Cbullty of ~

H L WOOD t i O~IOA

Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mai l may be subject to disclosure as a matter of public record

ATTACHMENT 6

ATTACHMENT 6City ojJfoywootf PCoritfa DPV

DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT

Date 5252016 Pay to Vendor No Amount of Payment

Name Account No Address Separate Check Requested D City Invoice Number StateZip

Explanation of Payment

Date

Date

Date

Date

Contract InfoNumber Contract Expiration Date

Item Budget Item Description Line Item

l SubscriotionDuesMemberships Fees 2 Postage MeterStamps 3 Host Account Reimbursements 4 LicensesPermitsCertificates 5 Court CostOther Govt AgencvTaxes 6 Real Estate Closing - Attach Stmt 7 Advertising - attach tearsheet 8 Education CoursesSeminars 9 EducationReimbursementsBooks 10 RecordsSlidesFilmsGov Publication 11 Deferred ComoBank Pavments 12 MedicalVeterinarv Pavments 13 Insurance Premiums 14 Grant Disbursements 15 UtilitiesDump Fees 16 Refunds 17 CourierFreight 18 Pettv Cash Reimbursement 19 Other Professional Services 20 Soecial EventsRecr Performances 21 Temoorarv Emolovment Services 22 MealParkinQNiileaQe (1 dav tri-countv)

Unit Quantity

Originated by Dept Head Printed Name

DeptDiv Dept Head Signature

Procurement TypeDoc ---------------- Procurement Appr _

Finance Approval __________ Date Budget Approval

City Commission or City Manager Action Resolution

Unit Price

Total

ExtensionTotal

$000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000

Original Contract Amount Total This Invoice

Amendments Adjustment Total Previous Invoices

Total Contract Amount Total to Date --------------shy

City Manager Signature (if required)

Distribution List Finance Procurement Services Depmtment Copy dpv (rev3l02015)

APPENDIXB

Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073 (954) 895-2949 matthewlal la32 7 5comcastnet

March 11 2016

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022

Dear Wazir

Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016

I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors

~~ Matthew Lalla

cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources

  • Structure Bookmarks
    • BROWARD OFFICE OF THE INSPECTOR GENERAL
    • To and Members City of Hollywood C
    • From John W Scott Inspector General
    • Date June 6 2016
    • Subject Status Report-OIG Final Report Re Misconduct and Gross Mismanagement by the City ofHollywood in the Procurement of Temporary Employment Services Ref OIG 14-027
    • On March 2 2014 the Broward Office of the Inspector General (OIG) issued a final report finding that City of Hollywood officials violated numerous city ordinances policies and procedures to pay approximately $1 million for the services of temporary employees (temps) Specifically we found that the officials
    • At the conclusion of the report the OIG acknowledged the initial remedial steps taken by the city but recommended additional action including-given the potential for further abuse of the DPV payment method-a full audit of DPV payments
    • John W Scol1 Inspector General One North University Drive Suite 11 1 bull Planlalion Florida 33324 bull (954) 357-7873 bull Fax (954) 357-7857 4) 357-TIPS
    • As requested City Administrator Wazir Ishmael has now provided the OIG a status report with attachments which is attached as Appendix A The city states that it s senior management team has communicated publicly and individually that the inappropriate actions that occurred in the past were clearly wrong and unacceptable The city has now implemented numerous protocols and procedures in response to the OIGs investigation Of particular significance the city has created and implemented a contract com
    • The city has also restructured the Procurement Division and reformed oversight of the procurement process The finance director and procurement director overseeing the activities discussed in the final report have since resigned from the city Former Procurement Director Joel Wasserman s resignation is attached at Appendix A and former Finance Director Matthew Lallas resignation is attached as Appendix B The city also provided a repo1i it commissioned from a human resources specialist in response to the
    • However the city failed to address our recommendation that the DPV payments be audited in light of the significant misuse of the mechanism and the corresponding vulnerability to fraud waste and abuse Accordingly the OIG requests that we be provided a supplemental status report within 90 days or by September 5 2016 regarding a DPV audit
    • Attachment
    • cc Wazir Ishmael City Administrator
    • From To Cc
    • Subject Date Attachments
    • MaY Johns InsoectorGeneral Wazir Ishmael City of Hollywoods 90 Day Progress Report Regarding TransHire Tuesday May 31 2016 42804 PM 05 31 16 Letter to Inspector Scott re TransHire 90 Day Progress Reportpdf
    • 05 31 16 Letter to Inspector Scott Attachment lpdf 05 31 16 Letter to Inspector Scott Attachment 2pdf 05 31 16 Letter to Inspector Scott Attachment 3pdf 05 31 16 Letter to Inspector Scott Attachment 4pdf 05 31 16 Letter to Inspector Scott Attachment 5pdf 05 31 16 Letter to Inspector Scott Attachment 6pdf
    • Good afternoon Inspector General shy
    • The City Manager asked that I forward you the City of Hollywoods 90 day progress report that you requested in your final report regarding TransHire
    • Thank you Dr Wazir Ishmael City Manager
    • Executive Assistant City of Hollywood Office of the City Manager 2600 Hollywood Blvd Suite 419
    • PO Box 229045 Hollywood FL 33022-9045 Office 954-921-3201 E-mail
    • fjj
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Office of the City Manager
    • 2600 Hollywood Blvd bull PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (954) 92 1-33 14 bull rg
    • Wazir A Ishmael PhD City Manager
    • SENT VIA EMAIL amp US MAIL
    • May 31 2016
    • Mr John W Scott Inspector General Broward Office of the Inspector General
    • One North University Drive Suite 111 Plantation FL 3324
    • Re Broward Office of the Inspector General Report on Transhire 90 Day Progress Report
    • Dear Mr Scott
    • Please accept this response from the City of Hollywood as the 90 Day Progress Report that you requested in your final report on the above matter First let me assure you that your information findings and recommendations have been fully received acknowledged and communicated widely throughout the City staff Secondly I have discussed the serious nature of the issues identified directly with the Mayor City Commission senior management team staff and members of the public reinforcing that those inap
    • Finally we have collectively implemented and followed a broad spectrum of improvements actions resources training and policies to continue forward the lessons learned in progress of the organization The initiatives we have undertaken exist at the policy level and administrative oversight as well as day to day operations The below information describes those steps in more detail along with the attached documentation and the derived benefit for each Your contribution to stimulating these improveme
    • Our Mission Ve are dedicmcd to providing municipal services for our diverse community in an atmosphere ofcooperation courtesy and respect Yc do this by ensuring all who live work and play in the City of Hollywood enjoy a high quality of life
    • An Equa l Opportunity a nd Serv i ce Provide r Ag e nc y
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2
    • 1 Heightened Awareness Expectations and Standards of Performance
    • The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures
    • 2 Services of an External Consulting Professional (Attachment 1)
    • The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many
    • 3 Organizational Modifications and Reform (Attachment 2)
    • The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have be
    • 4 Human Resources Policy Review and Reform
    • Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced
    • 5 WorkflowBusiness Policies and Procedures Modifications
    • The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3
    • The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions
    • 10 Direct Payment Voucher Procedural Modifications (Attachment 6)
    • The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4
    • The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter
    • Attachments
    • c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors
    • ATTACHMENT 1
    • ATTACHMENT 1
    • PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737
    • Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045
    • March 3 2016
    • Dear Messrs Keller and Standley
    • The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one
    • The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues
    • The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not
    • Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement
    • Sincerely
    • Phil Rosenberg President The HR Doctorreg Inc 954 816-4 737
    • attachment
    • Phil Rosenberg President PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737 On
    • March 3 2016
    • IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES
    • BACKGROUND
    • The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in t
    • With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whet
    • City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in th
    • 1
    • The Inspector Generals report is being taken very seriously by the City It is a call to
    • action and catalyst to go beyond the limited and narrow scope of the report in the
    • interest of making broader administrative improvements
    • As part of the response to the report the City engaged the services of The HR Doctor
    • Inc on January 19 2016 to investigate the background of what occurred and offer
    • opinions and recommendations The deliverable in this situation is the presentation of
    • a written report to the City Manager within 30 calendar days of the date of the approval
    • of the engagement (ie January 19 2016) to address the following issues
    • The HR Doctor Inc was authorized and directed by the City Manager to also provide a
    • broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processe
    • METHODOLOGY
    • The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information
    • 2
    • The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employee
    • To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot
    • FINDINGS AND CONCLUSIONS
    • Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positio
    • r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work
    • 3
    • complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur
    • 4
    • service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement
    • 5
    • over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a n
    • 1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be org
    • 6
    • 7
    • managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to
    • ensure the most competent possible workforce If performance evaluations job
    • descriptions and personnel files generally do not reflect written and on-going
    • efforts to document performance excellence weakness and corrective action
    • even those top managers with property rights (ie those covered by Civil
    • Service) can become less willing to take the risks associated with innovation
    • Clients or customers become frustrated by what they regard as excessive
    • delays and lack of responsiveness
    • 8
    • All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance
    • It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The City
    • RECOMMENDATIONS
    • 9
    • Rescue and Public Utilities The Plan would assign specific staff
    • accountability for each project with completion dates and completion
    • milestones There would then be monthly or quarterly progress reviews
    • by the City Manager
    • 10
    • 11
    • 14The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candi
    • 12
    • day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assis
    • SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING
    • PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION
    • THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS
    • SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE
    • ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK
    • ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR
    • THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY
    • CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE
    • 13
    • pro quos such as additional benefits In the absence of such voluntary
    • exemption attrition should be used so that future incumbents in selected
    • positions would be hired as at will employees
    • 14
    • Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside
    • over a facilitated focus group of top users and current IT staffs to
    • prioritize projects identify needs and resources and prepare an IT
    • Business Plan for review by the City Manager Likewise in this reviewers
    • opinion being familiar with the installation of new large IT activities
    • overlaid on existing staff requirements adding a graduate intern as an at
    • will employee for one year would provide a new resource to the IT
    • Director to more rapidly implement the programs he will be asked to bring
    • to fruition This would be in addition to whatever staffing or consultant
    • resources are brought to bear for the Enterprise Resource System
    • 15
    • for another perhaps even more costly organizational problem in the
    • future
    • 25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential s
    • Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement pr
    • middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in
    • 26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots adm
    • 16
    • process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process
    • No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and mana
    • It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees -that they are the Citys
    • 17
    • vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances
    • The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading manager
    • 18
    • ATTACHMENT 2
    • ATTACHMENT 2
    • CITY of HOLLYWOOD FLORIDA
    • Office of the City Manager
    • 0
    • 2600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (95-1) 921-3314 deg
    • Wazir A Ishmael PhD City Manager
    • March 18 2016
    • The Honorable Mayor Vice Mayor
    • and Members of the City Commission City of Hollywood Hollywood FL 33020
    • Mayor Vice Mayor and City Commissioners
    • This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016
    • We thank him for his services and wish him well in his future endeavors
    • Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller
    • Should you have any questions I am available at your convenience
    • Sincere I
    • Dt~tr A Ishmael Ciey(Janager
    • c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director
    • Our Mission Yl arc dcdic 11td lO proiding municip1l scrvictS for our diverse co mrnuniry in an atn1osphLrl of tOOperalion courtesy and respect
    • Xie do 1his hy ensu ring gtII who live work and pby in die Cit) of loll)~VOoJ enjoy a high qnlil oflifo
    • hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y
    • Dr Wazir Ishmael
    • City Manager City of Hollywood
    • 2600 Hollywood Blvd
    • Hollywood Florida 33020
    • Dr Ishmael
    • As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities
    • In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life
    • Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and cap
    • Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices
    • I wish the City of Hollywood and the dedicated employees much luck with their future endeavors
    • Sincerely
    • Jocent Wasserman Director Procurement Services
    • ATTACHMENT 3
    • City of Hollywood Florida -Class Specification Bulletin Page 1of3 ATTACHMENT 3
    • https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016
    • performance
    • May represent the Director at various meetings within the city and the business community
    • Performs other job duties as assigned
    • Required Possession of a Bachelors degree with major coursework in business or public
    • administration or a related field
    • Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration
    • Be a Certified Professional Contracts Manager (CPCM )
    • Preferred Masters degree with major coursework in business or public administration or a related field
    • Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements
    • Extensive knowledge of principles practices and techniques of large scale government purchasing
    • Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing
    • Extensive knowledge of approved purchasing methods including
    • recording buying inspection and shipping methods
    • Extensive knowledge of the techniques and requirements of specifications preparation
    • Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased
    • Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served
    • Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing
    • Some knowledge of insurance as it pertains to property liability and surety bonds
    • Considerable knowledge of Microsoft Word and Excel and the use of office equipment
    • Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to
    • 5252016
    • City of Hollywood Florida -Class Specification Bulletin Page 3of3
    • other workers accurately and concisely Skills in application of systems analysis techniques and
    • procedures including consulting with users to determine hardware so~ware or system functional specifications
    • Ability to communicate effectively both orally and in writing
    • Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices
    • Ability to deal effectively with administrative officials and vendors
    • Ability to obtain and interpret market prices and trends and apply these to procurement problems
    • https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016
    • ATTACHMENT 4
    • ATTACHMENT 4
    • Jeane Carver-St Luce
    • At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations fun
    • Two important take-away from this email
    • middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed
    • middotmiddot Identify and maintain copies of all your award documents and invoices
    • bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files
    • The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines
    • After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support
    • George
    • George R Jr middotLsisrunt Cinmiddot funllltJcI
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    • FLORIDA
    • Master Contract List (MCL)
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    • What is the MCL
    • bull Summary
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    • Deinonstration
    • bull TCITY MANAGERMCL Demo
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    • MCL-Next Steps
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    • ATTACHMENT 5
    • ATTACHMENT 5
    • George Keller
    • From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde
    • Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice
    • Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris
    • Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick
    • Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz
    • Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel
    • Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie
    • Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran
    • Holycross
    • Cc Paul Bassar Directors Subject Master Contract List Training
    • Good Afternoon
    • The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times
    • Please let me know what suits you best also the training will be held at room 303
    • Thank you
    • Maryury Collier
    • Administrative Specialist II
    • City of Hollywood
    • Financial Services
    • 2600 Hollywood Blvd Suite 303
    • PO Box 229045 Hollywood FL 33020 Office 954-921-3221
    • C 11 middot of ~
    • H~QQQ
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Jeane Carver-St Luce
    • Good Day
    • As some ofyou may be aware the City will be implementing an Electronic Contract File-AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed
    • For your convenience we will be having one hour training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule-Not later than Thursday (552016)
    • Friday May 6 from 330pm to 430pm Monday May 9 at 900am to lOOOam
    • bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam
    • Thank you
    • Maryury Collier
    • Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303
    • P 0 Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MCollierhollywoodflorq
    • Cbullty of ~
    • H L WOOD
    • t i O~IOA
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • ATTACHMENT 6
    • ATTACHMENT 6
    • City ojJfoywootf PCoritfa
    • DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT
    • Date Date Date Date Contract InfoNumber Contract Expiration Date
    • Original Contract Amount Total This Invoice
    • Amendments Adjustment Total Previous Invoices
    • APPENDIXB
    • Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073
    • (954) 895-2949 matthewlalla3
    • March 11 2016
    • Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022
    • Dear Wazir
    • Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016
    • I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors
    • ~~
    • Matthew Lalla
    • cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources
Page 26: BROWARD OFFICE OF THE INSPECTOR GENERAL€¦ · Broward Office of the Inspector General Page 2 . 1. Heightened Awareness, Expectations and Standards of Performance . The senior management

Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside over a facilitated focus group of top users and current IT staffs to prioritize projects identify needs and resources and prepare an IT Business Plan for review by the City Manager Likewise in this reviewers opinion being familiar with the installation of new large IT activities overlaid on existing staff requirements adding a graduate intern as an at will employee for one year would provide a new resource to the IT Director to more rapidly implement the programs he will be asked to bring to fruition This would be in addition to whatever staffing or consultant resources are brought to bear for the Enterprise Resource System

23 The City uses the procurement process to solicit a variety of benefit contracts often amended annually for health insurance dental life and other products These represent significant expenditures and cover all full-time employees their dependents and retirees In the face of complex and changing insurance rules deadlines engagements with insurance companies and much more a special expertise is required to look after the City of Hollywoods best interests Monitoring utilization developing innovations and cost containment strategies and being able to negotiate aggressively with insurance providers is best managed by outside expertise engaged by the City Currently the procurement elements of this process are managed by the Human Resources Director - along with_her many other responsibilities - not to mention the process improvements called for in this report The City should use professional procurement practices to select a consultantbroker to represent the City The result can be a tighter control on a very significant area of cost and administration This should be done well in advance of the expiration of benefit contracts in the year to come

24 This Reviewer urges the City to be especially wary of vendor promises with regard to the implementation of an expensive organization-wide enterprise resource program Vendors may make what have previously been called piecrust promises - easily made easily broken The vendor support team may well experience staff turnover Resources will be shifted to other clients The estimated time and cost of system installation may stretch well past the budgeted and anticipated costs originally proposed Aggressive steps under the leadership of the IT director in terms of milestones required of vendors performance penalties built into contracts as well as performance rewards should be considered and implemented If this vigorous enforcement approach does not happen and this large-scale IT project is managed in a way similar to the management of temporary needs reported by the IG the stage will be set

15

for another perhaps even more costly organizational problem in the future

25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential services are the ultimate responsibility of every manager With regard to the core area of Procurement however the job description for the Procurement Manager is clear in its requirements that it is this employee who is responsible for the management and oversight of contracts or particular department services Regardless of the past practices and exigencies of staffing needs in 2013 and 2014 this fundamental element of the Procurement responsibility was not met

Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement professional with years of experience Leadership direction

middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in a better position to determine the future reporting relationships for this important function

26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots administration and finance as well as HR and other central services should convene a stakeholder summit to bring out these concerns and address them The primary outcome would be budget

16

process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process

27 Direct payment vouchers related to any procurement and contractorvendor remuneration should be reviewed by and signed off directly by the Contract Compliance Manager This is especially true in what would be his broader role if the recommendation to place Procurement under his management were implemented In reviewing a sampling of such vouchers for temporary services during the IG report period it was noted that many did not have Department Head signatures Even the Procurement Office itself used such services although the clear focus was on the activities in Police

28 Meeting any staffing need through a temporary services company should require a specific review and sign off by the Director of Human Resources She would be asked to attest to the fact that HR is not capable of meeting the needs presented by the operating department and to explain why this need cannot be met through City procedures and practices In the case of what might be an ongoing need the Director would be required to explain whether actions can be instituted to change that scenario so that an ongoing use of temporary help from an outside vendor can be reduced if not eliminated

29 Finally this Reviewer notes that recommendations to the City Manager concerning the prospects of disciplinary action were part of this engagement Those recommendations will following consultation with the City Manager be presented as a verbal briefing to him so that his ability to respond to organizational needs is not compromised unduly in the very sensitive areas of staff relations

No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and managed assertively formally and consistently by their managers If the warnings and corrective action opportunities do not change the weak behavior these employees should be demoted or terminated If such actions become necessary it will ironically not be the City which acts it will in reality be the employee him or herself who provokes the action

It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees - that they are the Citys

17

vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances

OVERALL IMPRESSION

The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading managers to feel that the systems in place could meet their needs With a strong past sense of inertia rather than innovation and process improvement factoring into what occurred the City is best and most constructively served by the City Manager acting aggressively to improve internal processes make the improvements more visible and make those now responsible for the Procurement and utilization of services more accountable He is well able to use his strong communications skills and sense of ethics to deliver clear messages of professional expectation and enforce those expectations going into the future

18

ATTACHMENT 2

ATTACHMENT 2

CITY of HOLLYWOOD FLORIDA Office of the City Manager

02600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045 Phone (95 4) 921 -3201 bull Fax (95-1) 921 -3314 deg wwwhullywoodflorg

Wazir A Ishmael PhD City Manager

March 18 2016

The Honorable Mayor Vice Mayor and Members of the City Commission

City of Hollywood Hollywood FL 33020

Mayor Vice Mayor and City Commissioners

This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016

We thank him for his services and wish him well in his future endeavors

Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller

Should you have any questions I am available at your convenience

Sincere I

DtJJ~tr A Ishmael Ciey(Janager

c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director

Our Mission Y l arc dcdic 11 t d lO proiding municip1 l scrvictS for our diverse co mrnuni ry in an atn1osphL rl of tOOperal ion courtesy and respect

Xie do 1h is hy ensu ri ng gtII who li ve work and pby in die C it) of l o ll )~VOoJ enjoy a high qnli l of lifo

hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood Florida 33020

Dr Ishmael

As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities

In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life

Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and capital improvements

Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices

I wish the City of Hollywood and the dedicated employees much luck with their future endeavors

Sincerely

faL--shyJocent Wasserman Director Procurement Services

ATTACHMENT 3

City of Hollywood Florida - Class Specification Bulletin Page 1of3

ATTACHMENT 3

Contract Compliance Officer Class Code

1138

Bargaining Unit Management CITY OF HOLLYWOOD FLORIDA Revision Date Apr 29 2015

SALARY RANGE

$3310 - $5296 Hourly $264809 - $423694 Biweekly

$6885030 - $11016048 Annually

JOB DESCRIPTION

This is advanced responsible professional and administrative work involving contract certification contract compliance and management for all vendors bidders and proposers conducting business with the City coordination of procurement activities and office and field monitoring Work involves providing managerial assistance to the Assistant City Manager for Finance and Administration in managing and monitoring contracts for compliance developing policies procedures rules and regulations for Citywide purchasing and coordinating the resolution of problems with vendors bidders and proposers

The incumbent exercises a considerable degree of independent judgment Employee is expected to make independent decisions in conformance with applicable laws rules and regulations governing the public purchase of commodities and services as well as standard public purchasing policies and procedures

EXAMPLES OF DUTIES

Reviews all City contracts for compliance and adherence to proper procedures including but not limited to confirmation of proper authority adherence to appropriate procurement procedures identification of time frames satisfaction of insurance requirements verification of available funding review of scope of services and notification of upcoming expiration

Assists in developing new and improved procedures concerning City purchasing activities Recommends corrective actions where applicable

Advises City departmentspersonnel on purchasing procedures to ensure proper compliance with Citys purchasing policies and procedures

Assists user departments in the informal competitive negotiated process for acquisition of professionalpersonal services

Reviews specifications from departments to procure goods and services of a complex andor technical nature

Monitors the evaluation andor negotiation process for acquisition of professionalpersonal services to ensure that proposals have been evaluated andor negotiated in accordance with solicitation document and city purchasing policies and procedures

Conducts preliminary investigations and make finding-of-fact reports on contractual bid disputes bid protests proposed debarment bidder non-responsibility and vendor nonshy

https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 2of3

performance

May represent the Director at various meetings within the city and the business community

Performs other job duties as assigned

THE REQUIREMENTS Required Possession of a Bachelors degree with major coursework in business or public administration or a related field

Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration

Be a Certified Professional Contracts Manager (CPCM )

Preferred Masters degree with major coursework in business or public administration or a related field

Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements

KNOWLEDGE SKILLS AND ABILITIES Extensive knowledge of principles practices and techniques of large scale government purchasing

Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing

Extensive knowledge of approved purchasing methods including recording buying inspection and shipping methods

Extensive knowledge of the techniques and requirements of specifications preparation

Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased

Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served

Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing

Some knowledge of insurance as it pertains to property liability and surety bonds

Considerable knowledge of Microsoft Word and Excel and the use of office equipment

Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to

httpsagencygovernmentjobscomhollywoodfldefaultcfmaction=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 3of3

other workers accurately and concisely

Skills in application of systems analysis techniques and procedures including consulting with users to determine hardware so~ware or system functional specifications

Ability to communicate effectively both orally and in writing

Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices

Ability to deal effectively with administrative officials and vendors

Ability to obtain and interpret market prices and trends and apply these to procurement problems

https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016

ATTACHMENT 4

ATTACHMENT 4

Jeane Carver-St Luce

From George Keller Sent Monday March 14 2016 328 PM To Chuck Ellis Clay Milan Eric Busenbarrick George Keller Gus Zambrano Jaye Epstein

Jeffrey Sheffel Lorie Mertens-Black Mel Standley Patricia Cerny Philip Sauer Raelin

Storey Raheem Seecharan Raquel Elejabarrieta Shiv Newaldass Steve Joseph Sylvia

Glazer Tammie Hechler Tomas Sanchez Tamikia Bacon Paul Bassar Cc Jeane Carver-St Luce Subject FW MCL Informational Email for Distribution

Importance High

At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations funding expenditures and Points of Contact Other helpful features will include executed copies of contract documents and invoice summaries

Two important take-away from this email

1 If you havent seen the fVICL demonstration please tune into the next City Commission meeting

2 Preliminary planning for a iVICL anticipation go live date--on or about 442016

middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed

middotmiddot Identify and maintain copies of all your award documents and invoices

bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files

The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines

After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support

George

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Master Contract List (MCL)

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Agenda

o What is the MCL

D MCL Data

D Demonstration of an Electronic Contract File

o MCL Next Steps v 0 v

o Questions

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What is the MCL bull Summary

o An electronic standardized comprehensive Management Tool-A One Stop Shop For all stakeholders who have a role with contract administration

o Useful real time information such as automatic daily countdowns of days for contracts and insurance expirations funding expenditures and Points of Contact

o Executed copies of contract documents and invoice bullsummaries

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MCL-Next Steps

bull Implementation o The MCL is a priority initiative

bull Continue gatheringupdating all contractual information bull Establishing POCs permission rights

o Coordinating with Financial Services Department in obtaining all invoices

o Working with the Procurement Division with keeping contractual documents updated

o Training Administrative Personnel who will have a procurement role

bull Execution After the City Commission presentation and feedback final developmenttraining sessions-anticipating a go live date April 2016

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ATTACHMENT 5

ATTACHMENT 5

George Keller

From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde

Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney

Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra

Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris

Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz

Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel

Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie

Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran Holycross

Cc Paul Bassar Directors Subject Master Contract List Training

Good Afternoon

The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times

bull Thursday May 26 at lOOpm 200pm 300pm bull Tuesday May 31 at 900am lOOOam l lOOam lOOpm 200pm 300pm bull Wednesday June 1 at 900am lOOOam 11 OOam bull Thursday June 2 at 900am lOOOam l lOOam lOOpm 200pm 300pm

Please let me know what suits you best also the training will be held at room 303

Thank you

Maryury Collier Administrative Specialist II City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 PO Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MColl ierholl ywoodflorg C 11 middot o f ~

H~QQQ Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record

Jeane Carver-St Luce

From Maryury Collier Sent Monday May 02 2016 1024 AM To Administrative Assistant II Cc Directors Paul Bassar Subject Training for the Master Contract List

Good Day

As some ofyou may be aware the City will be implementing an Electronic Contract File- AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed

For your convenience we will be having one h our training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule- Not later than Thursday (552016)

Friday May 6 from 330pm to 430pm

Monday May 9 at 900am to lOOOam bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam

Thank you

Maryury Collier Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 P 0 Box 229045 Hollywood FL 33020 Offi ce 954-921-3221 E-mail MCollierhollywoodflorq Cbullty of ~

H L WOOD t i O~IOA

Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mai l may be subject to disclosure as a matter of public record

ATTACHMENT 6

ATTACHMENT 6City ojJfoywootf PCoritfa DPV

DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT

Date 5252016 Pay to Vendor No Amount of Payment

Name Account No Address Separate Check Requested D City Invoice Number StateZip

Explanation of Payment

Date

Date

Date

Date

Contract InfoNumber Contract Expiration Date

Item Budget Item Description Line Item

l SubscriotionDuesMemberships Fees 2 Postage MeterStamps 3 Host Account Reimbursements 4 LicensesPermitsCertificates 5 Court CostOther Govt AgencvTaxes 6 Real Estate Closing - Attach Stmt 7 Advertising - attach tearsheet 8 Education CoursesSeminars 9 EducationReimbursementsBooks 10 RecordsSlidesFilmsGov Publication 11 Deferred ComoBank Pavments 12 MedicalVeterinarv Pavments 13 Insurance Premiums 14 Grant Disbursements 15 UtilitiesDump Fees 16 Refunds 17 CourierFreight 18 Pettv Cash Reimbursement 19 Other Professional Services 20 Soecial EventsRecr Performances 21 Temoorarv Emolovment Services 22 MealParkinQNiileaQe (1 dav tri-countv)

Unit Quantity

Originated by Dept Head Printed Name

DeptDiv Dept Head Signature

Procurement TypeDoc ---------------- Procurement Appr _

Finance Approval __________ Date Budget Approval

City Commission or City Manager Action Resolution

Unit Price

Total

ExtensionTotal

$000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000

Original Contract Amount Total This Invoice

Amendments Adjustment Total Previous Invoices

Total Contract Amount Total to Date --------------shy

City Manager Signature (if required)

Distribution List Finance Procurement Services Depmtment Copy dpv (rev3l02015)

APPENDIXB

Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073 (954) 895-2949 matthewlal la32 7 5comcastnet

March 11 2016

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022

Dear Wazir

Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016

I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors

~~ Matthew Lalla

cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources

  • Structure Bookmarks
    • BROWARD OFFICE OF THE INSPECTOR GENERAL
    • To and Members City of Hollywood C
    • From John W Scott Inspector General
    • Date June 6 2016
    • Subject Status Report-OIG Final Report Re Misconduct and Gross Mismanagement by the City ofHollywood in the Procurement of Temporary Employment Services Ref OIG 14-027
    • On March 2 2014 the Broward Office of the Inspector General (OIG) issued a final report finding that City of Hollywood officials violated numerous city ordinances policies and procedures to pay approximately $1 million for the services of temporary employees (temps) Specifically we found that the officials
    • At the conclusion of the report the OIG acknowledged the initial remedial steps taken by the city but recommended additional action including-given the potential for further abuse of the DPV payment method-a full audit of DPV payments
    • John W Scol1 Inspector General One North University Drive Suite 11 1 bull Planlalion Florida 33324 bull (954) 357-7873 bull Fax (954) 357-7857 4) 357-TIPS
    • As requested City Administrator Wazir Ishmael has now provided the OIG a status report with attachments which is attached as Appendix A The city states that it s senior management team has communicated publicly and individually that the inappropriate actions that occurred in the past were clearly wrong and unacceptable The city has now implemented numerous protocols and procedures in response to the OIGs investigation Of particular significance the city has created and implemented a contract com
    • The city has also restructured the Procurement Division and reformed oversight of the procurement process The finance director and procurement director overseeing the activities discussed in the final report have since resigned from the city Former Procurement Director Joel Wasserman s resignation is attached at Appendix A and former Finance Director Matthew Lallas resignation is attached as Appendix B The city also provided a repo1i it commissioned from a human resources specialist in response to the
    • However the city failed to address our recommendation that the DPV payments be audited in light of the significant misuse of the mechanism and the corresponding vulnerability to fraud waste and abuse Accordingly the OIG requests that we be provided a supplemental status report within 90 days or by September 5 2016 regarding a DPV audit
    • Attachment
    • cc Wazir Ishmael City Administrator
    • From To Cc
    • Subject Date Attachments
    • MaY Johns InsoectorGeneral Wazir Ishmael City of Hollywoods 90 Day Progress Report Regarding TransHire Tuesday May 31 2016 42804 PM 05 31 16 Letter to Inspector Scott re TransHire 90 Day Progress Reportpdf
    • 05 31 16 Letter to Inspector Scott Attachment lpdf 05 31 16 Letter to Inspector Scott Attachment 2pdf 05 31 16 Letter to Inspector Scott Attachment 3pdf 05 31 16 Letter to Inspector Scott Attachment 4pdf 05 31 16 Letter to Inspector Scott Attachment 5pdf 05 31 16 Letter to Inspector Scott Attachment 6pdf
    • Good afternoon Inspector General shy
    • The City Manager asked that I forward you the City of Hollywoods 90 day progress report that you requested in your final report regarding TransHire
    • Thank you Dr Wazir Ishmael City Manager
    • Executive Assistant City of Hollywood Office of the City Manager 2600 Hollywood Blvd Suite 419
    • PO Box 229045 Hollywood FL 33022-9045 Office 954-921-3201 E-mail
    • fjj
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Office of the City Manager
    • 2600 Hollywood Blvd bull PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (954) 92 1-33 14 bull rg
    • Wazir A Ishmael PhD City Manager
    • SENT VIA EMAIL amp US MAIL
    • May 31 2016
    • Mr John W Scott Inspector General Broward Office of the Inspector General
    • One North University Drive Suite 111 Plantation FL 3324
    • Re Broward Office of the Inspector General Report on Transhire 90 Day Progress Report
    • Dear Mr Scott
    • Please accept this response from the City of Hollywood as the 90 Day Progress Report that you requested in your final report on the above matter First let me assure you that your information findings and recommendations have been fully received acknowledged and communicated widely throughout the City staff Secondly I have discussed the serious nature of the issues identified directly with the Mayor City Commission senior management team staff and members of the public reinforcing that those inap
    • Finally we have collectively implemented and followed a broad spectrum of improvements actions resources training and policies to continue forward the lessons learned in progress of the organization The initiatives we have undertaken exist at the policy level and administrative oversight as well as day to day operations The below information describes those steps in more detail along with the attached documentation and the derived benefit for each Your contribution to stimulating these improveme
    • Our Mission Ve are dedicmcd to providing municipal services for our diverse community in an atmosphere ofcooperation courtesy and respect Yc do this by ensuring all who live work and play in the City of Hollywood enjoy a high quality of life
    • An Equa l Opportunity a nd Serv i ce Provide r Ag e nc y
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2
    • 1 Heightened Awareness Expectations and Standards of Performance
    • The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures
    • 2 Services of an External Consulting Professional (Attachment 1)
    • The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many
    • 3 Organizational Modifications and Reform (Attachment 2)
    • The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have be
    • 4 Human Resources Policy Review and Reform
    • Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced
    • 5 WorkflowBusiness Policies and Procedures Modifications
    • The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3
    • The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions
    • 10 Direct Payment Voucher Procedural Modifications (Attachment 6)
    • The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4
    • The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter
    • Attachments
    • c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors
    • ATTACHMENT 1
    • ATTACHMENT 1
    • PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737
    • Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045
    • March 3 2016
    • Dear Messrs Keller and Standley
    • The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one
    • The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues
    • The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not
    • Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement
    • Sincerely
    • Phil Rosenberg President The HR Doctorreg Inc 954 816-4 737
    • attachment
    • Phil Rosenberg President PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737 On
    • March 3 2016
    • IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES
    • BACKGROUND
    • The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in t
    • With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whet
    • City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in th
    • 1
    • The Inspector Generals report is being taken very seriously by the City It is a call to
    • action and catalyst to go beyond the limited and narrow scope of the report in the
    • interest of making broader administrative improvements
    • As part of the response to the report the City engaged the services of The HR Doctor
    • Inc on January 19 2016 to investigate the background of what occurred and offer
    • opinions and recommendations The deliverable in this situation is the presentation of
    • a written report to the City Manager within 30 calendar days of the date of the approval
    • of the engagement (ie January 19 2016) to address the following issues
    • The HR Doctor Inc was authorized and directed by the City Manager to also provide a
    • broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processe
    • METHODOLOGY
    • The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information
    • 2
    • The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employee
    • To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot
    • FINDINGS AND CONCLUSIONS
    • Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positio
    • r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work
    • 3
    • complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur
    • 4
    • service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement
    • 5
    • over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a n
    • 1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be org
    • 6
    • 7
    • managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to
    • ensure the most competent possible workforce If performance evaluations job
    • descriptions and personnel files generally do not reflect written and on-going
    • efforts to document performance excellence weakness and corrective action
    • even those top managers with property rights (ie those covered by Civil
    • Service) can become less willing to take the risks associated with innovation
    • Clients or customers become frustrated by what they regard as excessive
    • delays and lack of responsiveness
    • 8
    • All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance
    • It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The City
    • RECOMMENDATIONS
    • 9
    • Rescue and Public Utilities The Plan would assign specific staff
    • accountability for each project with completion dates and completion
    • milestones There would then be monthly or quarterly progress reviews
    • by the City Manager
    • 10
    • 11
    • 14The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candi
    • 12
    • day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assis
    • SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING
    • PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION
    • THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS
    • SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE
    • ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK
    • ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR
    • THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY
    • CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE
    • 13
    • pro quos such as additional benefits In the absence of such voluntary
    • exemption attrition should be used so that future incumbents in selected
    • positions would be hired as at will employees
    • 14
    • Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside
    • over a facilitated focus group of top users and current IT staffs to
    • prioritize projects identify needs and resources and prepare an IT
    • Business Plan for review by the City Manager Likewise in this reviewers
    • opinion being familiar with the installation of new large IT activities
    • overlaid on existing staff requirements adding a graduate intern as an at
    • will employee for one year would provide a new resource to the IT
    • Director to more rapidly implement the programs he will be asked to bring
    • to fruition This would be in addition to whatever staffing or consultant
    • resources are brought to bear for the Enterprise Resource System
    • 15
    • for another perhaps even more costly organizational problem in the
    • future
    • 25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential s
    • Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement pr
    • middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in
    • 26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots adm
    • 16
    • process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process
    • No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and mana
    • It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees -that they are the Citys
    • 17
    • vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances
    • The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading manager
    • 18
    • ATTACHMENT 2
    • ATTACHMENT 2
    • CITY of HOLLYWOOD FLORIDA
    • Office of the City Manager
    • 0
    • 2600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (95-1) 921-3314 deg
    • Wazir A Ishmael PhD City Manager
    • March 18 2016
    • The Honorable Mayor Vice Mayor
    • and Members of the City Commission City of Hollywood Hollywood FL 33020
    • Mayor Vice Mayor and City Commissioners
    • This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016
    • We thank him for his services and wish him well in his future endeavors
    • Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller
    • Should you have any questions I am available at your convenience
    • Sincere I
    • Dt~tr A Ishmael Ciey(Janager
    • c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director
    • Our Mission Yl arc dcdic 11td lO proiding municip1l scrvictS for our diverse co mrnuniry in an atn1osphLrl of tOOperalion courtesy and respect
    • Xie do 1his hy ensu ring gtII who live work and pby in die Cit) of loll)~VOoJ enjoy a high qnlil oflifo
    • hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y
    • Dr Wazir Ishmael
    • City Manager City of Hollywood
    • 2600 Hollywood Blvd
    • Hollywood Florida 33020
    • Dr Ishmael
    • As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities
    • In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life
    • Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and cap
    • Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices
    • I wish the City of Hollywood and the dedicated employees much luck with their future endeavors
    • Sincerely
    • Jocent Wasserman Director Procurement Services
    • ATTACHMENT 3
    • City of Hollywood Florida -Class Specification Bulletin Page 1of3 ATTACHMENT 3
    • https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016
    • performance
    • May represent the Director at various meetings within the city and the business community
    • Performs other job duties as assigned
    • Required Possession of a Bachelors degree with major coursework in business or public
    • administration or a related field
    • Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration
    • Be a Certified Professional Contracts Manager (CPCM )
    • Preferred Masters degree with major coursework in business or public administration or a related field
    • Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements
    • Extensive knowledge of principles practices and techniques of large scale government purchasing
    • Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing
    • Extensive knowledge of approved purchasing methods including
    • recording buying inspection and shipping methods
    • Extensive knowledge of the techniques and requirements of specifications preparation
    • Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased
    • Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served
    • Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing
    • Some knowledge of insurance as it pertains to property liability and surety bonds
    • Considerable knowledge of Microsoft Word and Excel and the use of office equipment
    • Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to
    • 5252016
    • City of Hollywood Florida -Class Specification Bulletin Page 3of3
    • other workers accurately and concisely Skills in application of systems analysis techniques and
    • procedures including consulting with users to determine hardware so~ware or system functional specifications
    • Ability to communicate effectively both orally and in writing
    • Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices
    • Ability to deal effectively with administrative officials and vendors
    • Ability to obtain and interpret market prices and trends and apply these to procurement problems
    • https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016
    • ATTACHMENT 4
    • ATTACHMENT 4
    • Jeane Carver-St Luce
    • At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations fun
    • Two important take-away from this email
    • middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed
    • middotmiddot Identify and maintain copies of all your award documents and invoices
    • bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files
    • The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines
    • After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support
    • George
    • George R Jr middotLsisrunt Cinmiddot funllltJcI
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    • Master Contract List (MCL)
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    • What is the MCL
    • bull Summary
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    • bull TCITY MANAGERMCL Demo
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    • ATTACHMENT 5
    • ATTACHMENT 5
    • George Keller
    • From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde
    • Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice
    • Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris
    • Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick
    • Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz
    • Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel
    • Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie
    • Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran
    • Holycross
    • Cc Paul Bassar Directors Subject Master Contract List Training
    • Good Afternoon
    • The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times
    • Please let me know what suits you best also the training will be held at room 303
    • Thank you
    • Maryury Collier
    • Administrative Specialist II
    • City of Hollywood
    • Financial Services
    • 2600 Hollywood Blvd Suite 303
    • PO Box 229045 Hollywood FL 33020 Office 954-921-3221
    • C 11 middot of ~
    • H~QQQ
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Jeane Carver-St Luce
    • Good Day
    • As some ofyou may be aware the City will be implementing an Electronic Contract File-AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed
    • For your convenience we will be having one hour training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule-Not later than Thursday (552016)
    • Friday May 6 from 330pm to 430pm Monday May 9 at 900am to lOOOam
    • bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam
    • Thank you
    • Maryury Collier
    • Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303
    • P 0 Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MCollierhollywoodflorq
    • Cbullty of ~
    • H L WOOD
    • t i O~IOA
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • ATTACHMENT 6
    • ATTACHMENT 6
    • City ojJfoywootf PCoritfa
    • DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT
    • Date Date Date Date Contract InfoNumber Contract Expiration Date
    • Original Contract Amount Total This Invoice
    • Amendments Adjustment Total Previous Invoices
    • APPENDIXB
    • Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073
    • (954) 895-2949 matthewlalla3
    • March 11 2016
    • Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022
    • Dear Wazir
    • Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016
    • I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors
    • ~~
    • Matthew Lalla
    • cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources
Page 27: BROWARD OFFICE OF THE INSPECTOR GENERAL€¦ · Broward Office of the Inspector General Page 2 . 1. Heightened Awareness, Expectations and Standards of Performance . The senior management

for another perhaps even more costly organizational problem in the future

25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential services are the ultimate responsibility of every manager With regard to the core area of Procurement however the job description for the Procurement Manager is clear in its requirements that it is this employee who is responsible for the management and oversight of contracts or particular department services Regardless of the past practices and exigencies of staffing needs in 2013 and 2014 this fundamental element of the Procurement responsibility was not met

Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement professional with years of experience Leadership direction

middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in a better position to determine the future reporting relationships for this important function

26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots administration and finance as well as HR and other central services should convene a stakeholder summit to bring out these concerns and address them The primary outcome would be budget

16

process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process

27 Direct payment vouchers related to any procurement and contractorvendor remuneration should be reviewed by and signed off directly by the Contract Compliance Manager This is especially true in what would be his broader role if the recommendation to place Procurement under his management were implemented In reviewing a sampling of such vouchers for temporary services during the IG report period it was noted that many did not have Department Head signatures Even the Procurement Office itself used such services although the clear focus was on the activities in Police

28 Meeting any staffing need through a temporary services company should require a specific review and sign off by the Director of Human Resources She would be asked to attest to the fact that HR is not capable of meeting the needs presented by the operating department and to explain why this need cannot be met through City procedures and practices In the case of what might be an ongoing need the Director would be required to explain whether actions can be instituted to change that scenario so that an ongoing use of temporary help from an outside vendor can be reduced if not eliminated

29 Finally this Reviewer notes that recommendations to the City Manager concerning the prospects of disciplinary action were part of this engagement Those recommendations will following consultation with the City Manager be presented as a verbal briefing to him so that his ability to respond to organizational needs is not compromised unduly in the very sensitive areas of staff relations

No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and managed assertively formally and consistently by their managers If the warnings and corrective action opportunities do not change the weak behavior these employees should be demoted or terminated If such actions become necessary it will ironically not be the City which acts it will in reality be the employee him or herself who provokes the action

It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees - that they are the Citys

17

vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances

OVERALL IMPRESSION

The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading managers to feel that the systems in place could meet their needs With a strong past sense of inertia rather than innovation and process improvement factoring into what occurred the City is best and most constructively served by the City Manager acting aggressively to improve internal processes make the improvements more visible and make those now responsible for the Procurement and utilization of services more accountable He is well able to use his strong communications skills and sense of ethics to deliver clear messages of professional expectation and enforce those expectations going into the future

18

ATTACHMENT 2

ATTACHMENT 2

CITY of HOLLYWOOD FLORIDA Office of the City Manager

02600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045 Phone (95 4) 921 -3201 bull Fax (95-1) 921 -3314 deg wwwhullywoodflorg

Wazir A Ishmael PhD City Manager

March 18 2016

The Honorable Mayor Vice Mayor and Members of the City Commission

City of Hollywood Hollywood FL 33020

Mayor Vice Mayor and City Commissioners

This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016

We thank him for his services and wish him well in his future endeavors

Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller

Should you have any questions I am available at your convenience

Sincere I

DtJJ~tr A Ishmael Ciey(Janager

c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director

Our Mission Y l arc dcdic 11 t d lO proiding municip1 l scrvictS for our diverse co mrnuni ry in an atn1osphL rl of tOOperal ion courtesy and respect

Xie do 1h is hy ensu ri ng gtII who li ve work and pby in die C it) of l o ll )~VOoJ enjoy a high qnli l of lifo

hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood Florida 33020

Dr Ishmael

As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities

In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life

Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and capital improvements

Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices

I wish the City of Hollywood and the dedicated employees much luck with their future endeavors

Sincerely

faL--shyJocent Wasserman Director Procurement Services

ATTACHMENT 3

City of Hollywood Florida - Class Specification Bulletin Page 1of3

ATTACHMENT 3

Contract Compliance Officer Class Code

1138

Bargaining Unit Management CITY OF HOLLYWOOD FLORIDA Revision Date Apr 29 2015

SALARY RANGE

$3310 - $5296 Hourly $264809 - $423694 Biweekly

$6885030 - $11016048 Annually

JOB DESCRIPTION

This is advanced responsible professional and administrative work involving contract certification contract compliance and management for all vendors bidders and proposers conducting business with the City coordination of procurement activities and office and field monitoring Work involves providing managerial assistance to the Assistant City Manager for Finance and Administration in managing and monitoring contracts for compliance developing policies procedures rules and regulations for Citywide purchasing and coordinating the resolution of problems with vendors bidders and proposers

The incumbent exercises a considerable degree of independent judgment Employee is expected to make independent decisions in conformance with applicable laws rules and regulations governing the public purchase of commodities and services as well as standard public purchasing policies and procedures

EXAMPLES OF DUTIES

Reviews all City contracts for compliance and adherence to proper procedures including but not limited to confirmation of proper authority adherence to appropriate procurement procedures identification of time frames satisfaction of insurance requirements verification of available funding review of scope of services and notification of upcoming expiration

Assists in developing new and improved procedures concerning City purchasing activities Recommends corrective actions where applicable

Advises City departmentspersonnel on purchasing procedures to ensure proper compliance with Citys purchasing policies and procedures

Assists user departments in the informal competitive negotiated process for acquisition of professionalpersonal services

Reviews specifications from departments to procure goods and services of a complex andor technical nature

Monitors the evaluation andor negotiation process for acquisition of professionalpersonal services to ensure that proposals have been evaluated andor negotiated in accordance with solicitation document and city purchasing policies and procedures

Conducts preliminary investigations and make finding-of-fact reports on contractual bid disputes bid protests proposed debarment bidder non-responsibility and vendor nonshy

https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 2of3

performance

May represent the Director at various meetings within the city and the business community

Performs other job duties as assigned

THE REQUIREMENTS Required Possession of a Bachelors degree with major coursework in business or public administration or a related field

Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration

Be a Certified Professional Contracts Manager (CPCM )

Preferred Masters degree with major coursework in business or public administration or a related field

Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements

KNOWLEDGE SKILLS AND ABILITIES Extensive knowledge of principles practices and techniques of large scale government purchasing

Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing

Extensive knowledge of approved purchasing methods including recording buying inspection and shipping methods

Extensive knowledge of the techniques and requirements of specifications preparation

Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased

Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served

Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing

Some knowledge of insurance as it pertains to property liability and surety bonds

Considerable knowledge of Microsoft Word and Excel and the use of office equipment

Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to

httpsagencygovernmentjobscomhollywoodfldefaultcfmaction=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 3of3

other workers accurately and concisely

Skills in application of systems analysis techniques and procedures including consulting with users to determine hardware so~ware or system functional specifications

Ability to communicate effectively both orally and in writing

Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices

Ability to deal effectively with administrative officials and vendors

Ability to obtain and interpret market prices and trends and apply these to procurement problems

https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016

ATTACHMENT 4

ATTACHMENT 4

Jeane Carver-St Luce

From George Keller Sent Monday March 14 2016 328 PM To Chuck Ellis Clay Milan Eric Busenbarrick George Keller Gus Zambrano Jaye Epstein

Jeffrey Sheffel Lorie Mertens-Black Mel Standley Patricia Cerny Philip Sauer Raelin

Storey Raheem Seecharan Raquel Elejabarrieta Shiv Newaldass Steve Joseph Sylvia

Glazer Tammie Hechler Tomas Sanchez Tamikia Bacon Paul Bassar Cc Jeane Carver-St Luce Subject FW MCL Informational Email for Distribution

Importance High

At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations funding expenditures and Points of Contact Other helpful features will include executed copies of contract documents and invoice summaries

Two important take-away from this email

1 If you havent seen the fVICL demonstration please tune into the next City Commission meeting

2 Preliminary planning for a iVICL anticipation go live date--on or about 442016

middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed

middotmiddot Identify and maintain copies of all your award documents and invoices

bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files

The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines

After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support

George

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D MCL Data

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o MCL Next Steps v 0 v

o Questions

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What is the MCL bull Summary

o An electronic standardized comprehensive Management Tool-A One Stop Shop For all stakeholders who have a role with contract administration

o Useful real time information such as automatic daily countdowns of days for contracts and insurance expirations funding expenditures and Points of Contact

o Executed copies of contract documents and invoice bullsummaries

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bull Implementation o The MCL is a priority initiative

bull Continue gatheringupdating all contractual information bull Establishing POCs permission rights

o Coordinating with Financial Services Department in obtaining all invoices

o Working with the Procurement Division with keeping contractual documents updated

o Training Administrative Personnel who will have a procurement role

bull Execution After the City Commission presentation and feedback final developmenttraining sessions-anticipating a go live date April 2016

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ATTACHMENT 5

ATTACHMENT 5

George Keller

From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde

Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney

Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra

Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris

Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz

Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel

Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie

Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran Holycross

Cc Paul Bassar Directors Subject Master Contract List Training

Good Afternoon

The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times

bull Thursday May 26 at lOOpm 200pm 300pm bull Tuesday May 31 at 900am lOOOam l lOOam lOOpm 200pm 300pm bull Wednesday June 1 at 900am lOOOam 11 OOam bull Thursday June 2 at 900am lOOOam l lOOam lOOpm 200pm 300pm

Please let me know what suits you best also the training will be held at room 303

Thank you

Maryury Collier Administrative Specialist II City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 PO Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MColl ierholl ywoodflorg C 11 middot o f ~

H~QQQ Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record

Jeane Carver-St Luce

From Maryury Collier Sent Monday May 02 2016 1024 AM To Administrative Assistant II Cc Directors Paul Bassar Subject Training for the Master Contract List

Good Day

As some ofyou may be aware the City will be implementing an Electronic Contract File- AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed

For your convenience we will be having one h our training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule- Not later than Thursday (552016)

Friday May 6 from 330pm to 430pm

Monday May 9 at 900am to lOOOam bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam

Thank you

Maryury Collier Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 P 0 Box 229045 Hollywood FL 33020 Offi ce 954-921-3221 E-mail MCollierhollywoodflorq Cbullty of ~

H L WOOD t i O~IOA

Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mai l may be subject to disclosure as a matter of public record

ATTACHMENT 6

ATTACHMENT 6City ojJfoywootf PCoritfa DPV

DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT

Date 5252016 Pay to Vendor No Amount of Payment

Name Account No Address Separate Check Requested D City Invoice Number StateZip

Explanation of Payment

Date

Date

Date

Date

Contract InfoNumber Contract Expiration Date

Item Budget Item Description Line Item

l SubscriotionDuesMemberships Fees 2 Postage MeterStamps 3 Host Account Reimbursements 4 LicensesPermitsCertificates 5 Court CostOther Govt AgencvTaxes 6 Real Estate Closing - Attach Stmt 7 Advertising - attach tearsheet 8 Education CoursesSeminars 9 EducationReimbursementsBooks 10 RecordsSlidesFilmsGov Publication 11 Deferred ComoBank Pavments 12 MedicalVeterinarv Pavments 13 Insurance Premiums 14 Grant Disbursements 15 UtilitiesDump Fees 16 Refunds 17 CourierFreight 18 Pettv Cash Reimbursement 19 Other Professional Services 20 Soecial EventsRecr Performances 21 Temoorarv Emolovment Services 22 MealParkinQNiileaQe (1 dav tri-countv)

Unit Quantity

Originated by Dept Head Printed Name

DeptDiv Dept Head Signature

Procurement TypeDoc ---------------- Procurement Appr _

Finance Approval __________ Date Budget Approval

City Commission or City Manager Action Resolution

Unit Price

Total

ExtensionTotal

$000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000

Original Contract Amount Total This Invoice

Amendments Adjustment Total Previous Invoices

Total Contract Amount Total to Date --------------shy

City Manager Signature (if required)

Distribution List Finance Procurement Services Depmtment Copy dpv (rev3l02015)

APPENDIXB

Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073 (954) 895-2949 matthewlal la32 7 5comcastnet

March 11 2016

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022

Dear Wazir

Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016

I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors

~~ Matthew Lalla

cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources

  • Structure Bookmarks
    • BROWARD OFFICE OF THE INSPECTOR GENERAL
    • To and Members City of Hollywood C
    • From John W Scott Inspector General
    • Date June 6 2016
    • Subject Status Report-OIG Final Report Re Misconduct and Gross Mismanagement by the City ofHollywood in the Procurement of Temporary Employment Services Ref OIG 14-027
    • On March 2 2014 the Broward Office of the Inspector General (OIG) issued a final report finding that City of Hollywood officials violated numerous city ordinances policies and procedures to pay approximately $1 million for the services of temporary employees (temps) Specifically we found that the officials
    • At the conclusion of the report the OIG acknowledged the initial remedial steps taken by the city but recommended additional action including-given the potential for further abuse of the DPV payment method-a full audit of DPV payments
    • John W Scol1 Inspector General One North University Drive Suite 11 1 bull Planlalion Florida 33324 bull (954) 357-7873 bull Fax (954) 357-7857 4) 357-TIPS
    • As requested City Administrator Wazir Ishmael has now provided the OIG a status report with attachments which is attached as Appendix A The city states that it s senior management team has communicated publicly and individually that the inappropriate actions that occurred in the past were clearly wrong and unacceptable The city has now implemented numerous protocols and procedures in response to the OIGs investigation Of particular significance the city has created and implemented a contract com
    • The city has also restructured the Procurement Division and reformed oversight of the procurement process The finance director and procurement director overseeing the activities discussed in the final report have since resigned from the city Former Procurement Director Joel Wasserman s resignation is attached at Appendix A and former Finance Director Matthew Lallas resignation is attached as Appendix B The city also provided a repo1i it commissioned from a human resources specialist in response to the
    • However the city failed to address our recommendation that the DPV payments be audited in light of the significant misuse of the mechanism and the corresponding vulnerability to fraud waste and abuse Accordingly the OIG requests that we be provided a supplemental status report within 90 days or by September 5 2016 regarding a DPV audit
    • Attachment
    • cc Wazir Ishmael City Administrator
    • From To Cc
    • Subject Date Attachments
    • MaY Johns InsoectorGeneral Wazir Ishmael City of Hollywoods 90 Day Progress Report Regarding TransHire Tuesday May 31 2016 42804 PM 05 31 16 Letter to Inspector Scott re TransHire 90 Day Progress Reportpdf
    • 05 31 16 Letter to Inspector Scott Attachment lpdf 05 31 16 Letter to Inspector Scott Attachment 2pdf 05 31 16 Letter to Inspector Scott Attachment 3pdf 05 31 16 Letter to Inspector Scott Attachment 4pdf 05 31 16 Letter to Inspector Scott Attachment 5pdf 05 31 16 Letter to Inspector Scott Attachment 6pdf
    • Good afternoon Inspector General shy
    • The City Manager asked that I forward you the City of Hollywoods 90 day progress report that you requested in your final report regarding TransHire
    • Thank you Dr Wazir Ishmael City Manager
    • Executive Assistant City of Hollywood Office of the City Manager 2600 Hollywood Blvd Suite 419
    • PO Box 229045 Hollywood FL 33022-9045 Office 954-921-3201 E-mail
    • fjj
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Office of the City Manager
    • 2600 Hollywood Blvd bull PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (954) 92 1-33 14 bull rg
    • Wazir A Ishmael PhD City Manager
    • SENT VIA EMAIL amp US MAIL
    • May 31 2016
    • Mr John W Scott Inspector General Broward Office of the Inspector General
    • One North University Drive Suite 111 Plantation FL 3324
    • Re Broward Office of the Inspector General Report on Transhire 90 Day Progress Report
    • Dear Mr Scott
    • Please accept this response from the City of Hollywood as the 90 Day Progress Report that you requested in your final report on the above matter First let me assure you that your information findings and recommendations have been fully received acknowledged and communicated widely throughout the City staff Secondly I have discussed the serious nature of the issues identified directly with the Mayor City Commission senior management team staff and members of the public reinforcing that those inap
    • Finally we have collectively implemented and followed a broad spectrum of improvements actions resources training and policies to continue forward the lessons learned in progress of the organization The initiatives we have undertaken exist at the policy level and administrative oversight as well as day to day operations The below information describes those steps in more detail along with the attached documentation and the derived benefit for each Your contribution to stimulating these improveme
    • Our Mission Ve are dedicmcd to providing municipal services for our diverse community in an atmosphere ofcooperation courtesy and respect Yc do this by ensuring all who live work and play in the City of Hollywood enjoy a high quality of life
    • An Equa l Opportunity a nd Serv i ce Provide r Ag e nc y
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2
    • 1 Heightened Awareness Expectations and Standards of Performance
    • The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures
    • 2 Services of an External Consulting Professional (Attachment 1)
    • The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many
    • 3 Organizational Modifications and Reform (Attachment 2)
    • The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have be
    • 4 Human Resources Policy Review and Reform
    • Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced
    • 5 WorkflowBusiness Policies and Procedures Modifications
    • The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3
    • The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions
    • 10 Direct Payment Voucher Procedural Modifications (Attachment 6)
    • The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4
    • The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter
    • Attachments
    • c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors
    • ATTACHMENT 1
    • ATTACHMENT 1
    • PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737
    • Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045
    • March 3 2016
    • Dear Messrs Keller and Standley
    • The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one
    • The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues
    • The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not
    • Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement
    • Sincerely
    • Phil Rosenberg President The HR Doctorreg Inc 954 816-4 737
    • attachment
    • Phil Rosenberg President PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737 On
    • March 3 2016
    • IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES
    • BACKGROUND
    • The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in t
    • With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whet
    • City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in th
    • 1
    • The Inspector Generals report is being taken very seriously by the City It is a call to
    • action and catalyst to go beyond the limited and narrow scope of the report in the
    • interest of making broader administrative improvements
    • As part of the response to the report the City engaged the services of The HR Doctor
    • Inc on January 19 2016 to investigate the background of what occurred and offer
    • opinions and recommendations The deliverable in this situation is the presentation of
    • a written report to the City Manager within 30 calendar days of the date of the approval
    • of the engagement (ie January 19 2016) to address the following issues
    • The HR Doctor Inc was authorized and directed by the City Manager to also provide a
    • broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processe
    • METHODOLOGY
    • The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information
    • 2
    • The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employee
    • To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot
    • FINDINGS AND CONCLUSIONS
    • Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positio
    • r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work
    • 3
    • complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur
    • 4
    • service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement
    • 5
    • over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a n
    • 1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be org
    • 6
    • 7
    • managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to
    • ensure the most competent possible workforce If performance evaluations job
    • descriptions and personnel files generally do not reflect written and on-going
    • efforts to document performance excellence weakness and corrective action
    • even those top managers with property rights (ie those covered by Civil
    • Service) can become less willing to take the risks associated with innovation
    • Clients or customers become frustrated by what they regard as excessive
    • delays and lack of responsiveness
    • 8
    • All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance
    • It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The City
    • RECOMMENDATIONS
    • 9
    • Rescue and Public Utilities The Plan would assign specific staff
    • accountability for each project with completion dates and completion
    • milestones There would then be monthly or quarterly progress reviews
    • by the City Manager
    • 10
    • 11
    • 14The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candi
    • 12
    • day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assis
    • SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING
    • PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION
    • THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS
    • SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE
    • ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK
    • ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR
    • THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY
    • CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE
    • 13
    • pro quos such as additional benefits In the absence of such voluntary
    • exemption attrition should be used so that future incumbents in selected
    • positions would be hired as at will employees
    • 14
    • Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside
    • over a facilitated focus group of top users and current IT staffs to
    • prioritize projects identify needs and resources and prepare an IT
    • Business Plan for review by the City Manager Likewise in this reviewers
    • opinion being familiar with the installation of new large IT activities
    • overlaid on existing staff requirements adding a graduate intern as an at
    • will employee for one year would provide a new resource to the IT
    • Director to more rapidly implement the programs he will be asked to bring
    • to fruition This would be in addition to whatever staffing or consultant
    • resources are brought to bear for the Enterprise Resource System
    • 15
    • for another perhaps even more costly organizational problem in the
    • future
    • 25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential s
    • Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement pr
    • middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in
    • 26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots adm
    • 16
    • process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process
    • No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and mana
    • It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees -that they are the Citys
    • 17
    • vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances
    • The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading manager
    • 18
    • ATTACHMENT 2
    • ATTACHMENT 2
    • CITY of HOLLYWOOD FLORIDA
    • Office of the City Manager
    • 0
    • 2600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (95-1) 921-3314 deg
    • Wazir A Ishmael PhD City Manager
    • March 18 2016
    • The Honorable Mayor Vice Mayor
    • and Members of the City Commission City of Hollywood Hollywood FL 33020
    • Mayor Vice Mayor and City Commissioners
    • This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016
    • We thank him for his services and wish him well in his future endeavors
    • Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller
    • Should you have any questions I am available at your convenience
    • Sincere I
    • Dt~tr A Ishmael Ciey(Janager
    • c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director
    • Our Mission Yl arc dcdic 11td lO proiding municip1l scrvictS for our diverse co mrnuniry in an atn1osphLrl of tOOperalion courtesy and respect
    • Xie do 1his hy ensu ring gtII who live work and pby in die Cit) of loll)~VOoJ enjoy a high qnlil oflifo
    • hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y
    • Dr Wazir Ishmael
    • City Manager City of Hollywood
    • 2600 Hollywood Blvd
    • Hollywood Florida 33020
    • Dr Ishmael
    • As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities
    • In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life
    • Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and cap
    • Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices
    • I wish the City of Hollywood and the dedicated employees much luck with their future endeavors
    • Sincerely
    • Jocent Wasserman Director Procurement Services
    • ATTACHMENT 3
    • City of Hollywood Florida -Class Specification Bulletin Page 1of3 ATTACHMENT 3
    • https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016
    • performance
    • May represent the Director at various meetings within the city and the business community
    • Performs other job duties as assigned
    • Required Possession of a Bachelors degree with major coursework in business or public
    • administration or a related field
    • Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration
    • Be a Certified Professional Contracts Manager (CPCM )
    • Preferred Masters degree with major coursework in business or public administration or a related field
    • Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements
    • Extensive knowledge of principles practices and techniques of large scale government purchasing
    • Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing
    • Extensive knowledge of approved purchasing methods including
    • recording buying inspection and shipping methods
    • Extensive knowledge of the techniques and requirements of specifications preparation
    • Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased
    • Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served
    • Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing
    • Some knowledge of insurance as it pertains to property liability and surety bonds
    • Considerable knowledge of Microsoft Word and Excel and the use of office equipment
    • Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to
    • 5252016
    • City of Hollywood Florida -Class Specification Bulletin Page 3of3
    • other workers accurately and concisely Skills in application of systems analysis techniques and
    • procedures including consulting with users to determine hardware so~ware or system functional specifications
    • Ability to communicate effectively both orally and in writing
    • Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices
    • Ability to deal effectively with administrative officials and vendors
    • Ability to obtain and interpret market prices and trends and apply these to procurement problems
    • https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016
    • ATTACHMENT 4
    • ATTACHMENT 4
    • Jeane Carver-St Luce
    • At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations fun
    • Two important take-away from this email
    • middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed
    • middotmiddot Identify and maintain copies of all your award documents and invoices
    • bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files
    • The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines
    • After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support
    • George
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    • FLORIDA
    • Master Contract List (MCL)
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    • ATTACHMENT 5
    • ATTACHMENT 5
    • George Keller
    • From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde
    • Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice
    • Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris
    • Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick
    • Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz
    • Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel
    • Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie
    • Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran
    • Holycross
    • Cc Paul Bassar Directors Subject Master Contract List Training
    • Good Afternoon
    • The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times
    • Please let me know what suits you best also the training will be held at room 303
    • Thank you
    • Maryury Collier
    • Administrative Specialist II
    • City of Hollywood
    • Financial Services
    • 2600 Hollywood Blvd Suite 303
    • PO Box 229045 Hollywood FL 33020 Office 954-921-3221
    • C 11 middot of ~
    • H~QQQ
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Jeane Carver-St Luce
    • Good Day
    • As some ofyou may be aware the City will be implementing an Electronic Contract File-AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed
    • For your convenience we will be having one hour training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule-Not later than Thursday (552016)
    • Friday May 6 from 330pm to 430pm Monday May 9 at 900am to lOOOam
    • bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam
    • Thank you
    • Maryury Collier
    • Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303
    • P 0 Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MCollierhollywoodflorq
    • Cbullty of ~
    • H L WOOD
    • t i O~IOA
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • ATTACHMENT 6
    • ATTACHMENT 6
    • City ojJfoywootf PCoritfa
    • DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT
    • Date Date Date Date Contract InfoNumber Contract Expiration Date
    • Original Contract Amount Total This Invoice
    • Amendments Adjustment Total Previous Invoices
    • APPENDIXB
    • Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073
    • (954) 895-2949 matthewlalla3
    • March 11 2016
    • Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022
    • Dear Wazir
    • Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016
    • I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors
    • ~~
    • Matthew Lalla
    • cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources
Page 28: BROWARD OFFICE OF THE INSPECTOR GENERAL€¦ · Broward Office of the Inspector General Page 2 . 1. Heightened Awareness, Expectations and Standards of Performance . The senior management

process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process

27 Direct payment vouchers related to any procurement and contractorvendor remuneration should be reviewed by and signed off directly by the Contract Compliance Manager This is especially true in what would be his broader role if the recommendation to place Procurement under his management were implemented In reviewing a sampling of such vouchers for temporary services during the IG report period it was noted that many did not have Department Head signatures Even the Procurement Office itself used such services although the clear focus was on the activities in Police

28 Meeting any staffing need through a temporary services company should require a specific review and sign off by the Director of Human Resources She would be asked to attest to the fact that HR is not capable of meeting the needs presented by the operating department and to explain why this need cannot be met through City procedures and practices In the case of what might be an ongoing need the Director would be required to explain whether actions can be instituted to change that scenario so that an ongoing use of temporary help from an outside vendor can be reduced if not eliminated

29 Finally this Reviewer notes that recommendations to the City Manager concerning the prospects of disciplinary action were part of this engagement Those recommendations will following consultation with the City Manager be presented as a verbal briefing to him so that his ability to respond to organizational needs is not compromised unduly in the very sensitive areas of staff relations

No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and managed assertively formally and consistently by their managers If the warnings and corrective action opportunities do not change the weak behavior these employees should be demoted or terminated If such actions become necessary it will ironically not be the City which acts it will in reality be the employee him or herself who provokes the action

It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees - that they are the Citys

17

vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances

OVERALL IMPRESSION

The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading managers to feel that the systems in place could meet their needs With a strong past sense of inertia rather than innovation and process improvement factoring into what occurred the City is best and most constructively served by the City Manager acting aggressively to improve internal processes make the improvements more visible and make those now responsible for the Procurement and utilization of services more accountable He is well able to use his strong communications skills and sense of ethics to deliver clear messages of professional expectation and enforce those expectations going into the future

18

ATTACHMENT 2

ATTACHMENT 2

CITY of HOLLYWOOD FLORIDA Office of the City Manager

02600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045 Phone (95 4) 921 -3201 bull Fax (95-1) 921 -3314 deg wwwhullywoodflorg

Wazir A Ishmael PhD City Manager

March 18 2016

The Honorable Mayor Vice Mayor and Members of the City Commission

City of Hollywood Hollywood FL 33020

Mayor Vice Mayor and City Commissioners

This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016

We thank him for his services and wish him well in his future endeavors

Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller

Should you have any questions I am available at your convenience

Sincere I

DtJJ~tr A Ishmael Ciey(Janager

c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director

Our Mission Y l arc dcdic 11 t d lO proiding municip1 l scrvictS for our diverse co mrnuni ry in an atn1osphL rl of tOOperal ion courtesy and respect

Xie do 1h is hy ensu ri ng gtII who li ve work and pby in die C it) of l o ll )~VOoJ enjoy a high qnli l of lifo

hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood Florida 33020

Dr Ishmael

As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities

In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life

Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and capital improvements

Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices

I wish the City of Hollywood and the dedicated employees much luck with their future endeavors

Sincerely

faL--shyJocent Wasserman Director Procurement Services

ATTACHMENT 3

City of Hollywood Florida - Class Specification Bulletin Page 1of3

ATTACHMENT 3

Contract Compliance Officer Class Code

1138

Bargaining Unit Management CITY OF HOLLYWOOD FLORIDA Revision Date Apr 29 2015

SALARY RANGE

$3310 - $5296 Hourly $264809 - $423694 Biweekly

$6885030 - $11016048 Annually

JOB DESCRIPTION

This is advanced responsible professional and administrative work involving contract certification contract compliance and management for all vendors bidders and proposers conducting business with the City coordination of procurement activities and office and field monitoring Work involves providing managerial assistance to the Assistant City Manager for Finance and Administration in managing and monitoring contracts for compliance developing policies procedures rules and regulations for Citywide purchasing and coordinating the resolution of problems with vendors bidders and proposers

The incumbent exercises a considerable degree of independent judgment Employee is expected to make independent decisions in conformance with applicable laws rules and regulations governing the public purchase of commodities and services as well as standard public purchasing policies and procedures

EXAMPLES OF DUTIES

Reviews all City contracts for compliance and adherence to proper procedures including but not limited to confirmation of proper authority adherence to appropriate procurement procedures identification of time frames satisfaction of insurance requirements verification of available funding review of scope of services and notification of upcoming expiration

Assists in developing new and improved procedures concerning City purchasing activities Recommends corrective actions where applicable

Advises City departmentspersonnel on purchasing procedures to ensure proper compliance with Citys purchasing policies and procedures

Assists user departments in the informal competitive negotiated process for acquisition of professionalpersonal services

Reviews specifications from departments to procure goods and services of a complex andor technical nature

Monitors the evaluation andor negotiation process for acquisition of professionalpersonal services to ensure that proposals have been evaluated andor negotiated in accordance with solicitation document and city purchasing policies and procedures

Conducts preliminary investigations and make finding-of-fact reports on contractual bid disputes bid protests proposed debarment bidder non-responsibility and vendor nonshy

https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 2of3

performance

May represent the Director at various meetings within the city and the business community

Performs other job duties as assigned

THE REQUIREMENTS Required Possession of a Bachelors degree with major coursework in business or public administration or a related field

Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration

Be a Certified Professional Contracts Manager (CPCM )

Preferred Masters degree with major coursework in business or public administration or a related field

Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements

KNOWLEDGE SKILLS AND ABILITIES Extensive knowledge of principles practices and techniques of large scale government purchasing

Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing

Extensive knowledge of approved purchasing methods including recording buying inspection and shipping methods

Extensive knowledge of the techniques and requirements of specifications preparation

Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased

Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served

Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing

Some knowledge of insurance as it pertains to property liability and surety bonds

Considerable knowledge of Microsoft Word and Excel and the use of office equipment

Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to

httpsagencygovernmentjobscomhollywoodfldefaultcfmaction=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 3of3

other workers accurately and concisely

Skills in application of systems analysis techniques and procedures including consulting with users to determine hardware so~ware or system functional specifications

Ability to communicate effectively both orally and in writing

Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices

Ability to deal effectively with administrative officials and vendors

Ability to obtain and interpret market prices and trends and apply these to procurement problems

https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016

ATTACHMENT 4

ATTACHMENT 4

Jeane Carver-St Luce

From George Keller Sent Monday March 14 2016 328 PM To Chuck Ellis Clay Milan Eric Busenbarrick George Keller Gus Zambrano Jaye Epstein

Jeffrey Sheffel Lorie Mertens-Black Mel Standley Patricia Cerny Philip Sauer Raelin

Storey Raheem Seecharan Raquel Elejabarrieta Shiv Newaldass Steve Joseph Sylvia

Glazer Tammie Hechler Tomas Sanchez Tamikia Bacon Paul Bassar Cc Jeane Carver-St Luce Subject FW MCL Informational Email for Distribution

Importance High

At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations funding expenditures and Points of Contact Other helpful features will include executed copies of contract documents and invoice summaries

Two important take-away from this email

1 If you havent seen the fVICL demonstration please tune into the next City Commission meeting

2 Preliminary planning for a iVICL anticipation go live date--on or about 442016

middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed

middotmiddot Identify and maintain copies of all your award documents and invoices

bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files

The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines

After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support

George

George R heJcr Jr middotLsisrunt Cinmiddot funllltJcI

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Master Contract List (MCL)

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Agenda

o What is the MCL

D MCL Data

D Demonstration of an Electronic Contract File

o MCL Next Steps v 0 v

o Questions

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What is the MCL bull Summary

o An electronic standardized comprehensive Management Tool-A One Stop Shop For all stakeholders who have a role with contract administration

o Useful real time information such as automatic daily countdowns of days for contracts and insurance expirations funding expenditures and Points of Contact

o Executed copies of contract documents and invoice bullsummaries

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MCL-Next Steps

bull Implementation o The MCL is a priority initiative

bull Continue gatheringupdating all contractual information bull Establishing POCs permission rights

o Coordinating with Financial Services Department in obtaining all invoices

o Working with the Procurement Division with keeping contractual documents updated

o Training Administrative Personnel who will have a procurement role

bull Execution After the City Commission presentation and feedback final developmenttraining sessions-anticipating a go live date April 2016

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ATTACHMENT 5

ATTACHMENT 5

George Keller

From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde

Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney

Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra

Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris

Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz

Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel

Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie

Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran Holycross

Cc Paul Bassar Directors Subject Master Contract List Training

Good Afternoon

The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times

bull Thursday May 26 at lOOpm 200pm 300pm bull Tuesday May 31 at 900am lOOOam l lOOam lOOpm 200pm 300pm bull Wednesday June 1 at 900am lOOOam 11 OOam bull Thursday June 2 at 900am lOOOam l lOOam lOOpm 200pm 300pm

Please let me know what suits you best also the training will be held at room 303

Thank you

Maryury Collier Administrative Specialist II City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 PO Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MColl ierholl ywoodflorg C 11 middot o f ~

H~QQQ Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record

Jeane Carver-St Luce

From Maryury Collier Sent Monday May 02 2016 1024 AM To Administrative Assistant II Cc Directors Paul Bassar Subject Training for the Master Contract List

Good Day

As some ofyou may be aware the City will be implementing an Electronic Contract File- AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed

For your convenience we will be having one h our training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule- Not later than Thursday (552016)

Friday May 6 from 330pm to 430pm

Monday May 9 at 900am to lOOOam bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam

Thank you

Maryury Collier Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 P 0 Box 229045 Hollywood FL 33020 Offi ce 954-921-3221 E-mail MCollierhollywoodflorq Cbullty of ~

H L WOOD t i O~IOA

Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mai l may be subject to disclosure as a matter of public record

ATTACHMENT 6

ATTACHMENT 6City ojJfoywootf PCoritfa DPV

DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT

Date 5252016 Pay to Vendor No Amount of Payment

Name Account No Address Separate Check Requested D City Invoice Number StateZip

Explanation of Payment

Date

Date

Date

Date

Contract InfoNumber Contract Expiration Date

Item Budget Item Description Line Item

l SubscriotionDuesMemberships Fees 2 Postage MeterStamps 3 Host Account Reimbursements 4 LicensesPermitsCertificates 5 Court CostOther Govt AgencvTaxes 6 Real Estate Closing - Attach Stmt 7 Advertising - attach tearsheet 8 Education CoursesSeminars 9 EducationReimbursementsBooks 10 RecordsSlidesFilmsGov Publication 11 Deferred ComoBank Pavments 12 MedicalVeterinarv Pavments 13 Insurance Premiums 14 Grant Disbursements 15 UtilitiesDump Fees 16 Refunds 17 CourierFreight 18 Pettv Cash Reimbursement 19 Other Professional Services 20 Soecial EventsRecr Performances 21 Temoorarv Emolovment Services 22 MealParkinQNiileaQe (1 dav tri-countv)

Unit Quantity

Originated by Dept Head Printed Name

DeptDiv Dept Head Signature

Procurement TypeDoc ---------------- Procurement Appr _

Finance Approval __________ Date Budget Approval

City Commission or City Manager Action Resolution

Unit Price

Total

ExtensionTotal

$000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000

Original Contract Amount Total This Invoice

Amendments Adjustment Total Previous Invoices

Total Contract Amount Total to Date --------------shy

City Manager Signature (if required)

Distribution List Finance Procurement Services Depmtment Copy dpv (rev3l02015)

APPENDIXB

Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073 (954) 895-2949 matthewlal la32 7 5comcastnet

March 11 2016

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022

Dear Wazir

Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016

I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors

~~ Matthew Lalla

cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources

  • Structure Bookmarks
    • BROWARD OFFICE OF THE INSPECTOR GENERAL
    • To and Members City of Hollywood C
    • From John W Scott Inspector General
    • Date June 6 2016
    • Subject Status Report-OIG Final Report Re Misconduct and Gross Mismanagement by the City ofHollywood in the Procurement of Temporary Employment Services Ref OIG 14-027
    • On March 2 2014 the Broward Office of the Inspector General (OIG) issued a final report finding that City of Hollywood officials violated numerous city ordinances policies and procedures to pay approximately $1 million for the services of temporary employees (temps) Specifically we found that the officials
    • At the conclusion of the report the OIG acknowledged the initial remedial steps taken by the city but recommended additional action including-given the potential for further abuse of the DPV payment method-a full audit of DPV payments
    • John W Scol1 Inspector General One North University Drive Suite 11 1 bull Planlalion Florida 33324 bull (954) 357-7873 bull Fax (954) 357-7857 4) 357-TIPS
    • As requested City Administrator Wazir Ishmael has now provided the OIG a status report with attachments which is attached as Appendix A The city states that it s senior management team has communicated publicly and individually that the inappropriate actions that occurred in the past were clearly wrong and unacceptable The city has now implemented numerous protocols and procedures in response to the OIGs investigation Of particular significance the city has created and implemented a contract com
    • The city has also restructured the Procurement Division and reformed oversight of the procurement process The finance director and procurement director overseeing the activities discussed in the final report have since resigned from the city Former Procurement Director Joel Wasserman s resignation is attached at Appendix A and former Finance Director Matthew Lallas resignation is attached as Appendix B The city also provided a repo1i it commissioned from a human resources specialist in response to the
    • However the city failed to address our recommendation that the DPV payments be audited in light of the significant misuse of the mechanism and the corresponding vulnerability to fraud waste and abuse Accordingly the OIG requests that we be provided a supplemental status report within 90 days or by September 5 2016 regarding a DPV audit
    • Attachment
    • cc Wazir Ishmael City Administrator
    • From To Cc
    • Subject Date Attachments
    • MaY Johns InsoectorGeneral Wazir Ishmael City of Hollywoods 90 Day Progress Report Regarding TransHire Tuesday May 31 2016 42804 PM 05 31 16 Letter to Inspector Scott re TransHire 90 Day Progress Reportpdf
    • 05 31 16 Letter to Inspector Scott Attachment lpdf 05 31 16 Letter to Inspector Scott Attachment 2pdf 05 31 16 Letter to Inspector Scott Attachment 3pdf 05 31 16 Letter to Inspector Scott Attachment 4pdf 05 31 16 Letter to Inspector Scott Attachment 5pdf 05 31 16 Letter to Inspector Scott Attachment 6pdf
    • Good afternoon Inspector General shy
    • The City Manager asked that I forward you the City of Hollywoods 90 day progress report that you requested in your final report regarding TransHire
    • Thank you Dr Wazir Ishmael City Manager
    • Executive Assistant City of Hollywood Office of the City Manager 2600 Hollywood Blvd Suite 419
    • PO Box 229045 Hollywood FL 33022-9045 Office 954-921-3201 E-mail
    • fjj
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Office of the City Manager
    • 2600 Hollywood Blvd bull PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (954) 92 1-33 14 bull rg
    • Wazir A Ishmael PhD City Manager
    • SENT VIA EMAIL amp US MAIL
    • May 31 2016
    • Mr John W Scott Inspector General Broward Office of the Inspector General
    • One North University Drive Suite 111 Plantation FL 3324
    • Re Broward Office of the Inspector General Report on Transhire 90 Day Progress Report
    • Dear Mr Scott
    • Please accept this response from the City of Hollywood as the 90 Day Progress Report that you requested in your final report on the above matter First let me assure you that your information findings and recommendations have been fully received acknowledged and communicated widely throughout the City staff Secondly I have discussed the serious nature of the issues identified directly with the Mayor City Commission senior management team staff and members of the public reinforcing that those inap
    • Finally we have collectively implemented and followed a broad spectrum of improvements actions resources training and policies to continue forward the lessons learned in progress of the organization The initiatives we have undertaken exist at the policy level and administrative oversight as well as day to day operations The below information describes those steps in more detail along with the attached documentation and the derived benefit for each Your contribution to stimulating these improveme
    • Our Mission Ve are dedicmcd to providing municipal services for our diverse community in an atmosphere ofcooperation courtesy and respect Yc do this by ensuring all who live work and play in the City of Hollywood enjoy a high quality of life
    • An Equa l Opportunity a nd Serv i ce Provide r Ag e nc y
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2
    • 1 Heightened Awareness Expectations and Standards of Performance
    • The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures
    • 2 Services of an External Consulting Professional (Attachment 1)
    • The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many
    • 3 Organizational Modifications and Reform (Attachment 2)
    • The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have be
    • 4 Human Resources Policy Review and Reform
    • Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced
    • 5 WorkflowBusiness Policies and Procedures Modifications
    • The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3
    • The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions
    • 10 Direct Payment Voucher Procedural Modifications (Attachment 6)
    • The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4
    • The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter
    • Attachments
    • c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors
    • ATTACHMENT 1
    • ATTACHMENT 1
    • PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737
    • Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045
    • March 3 2016
    • Dear Messrs Keller and Standley
    • The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one
    • The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues
    • The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not
    • Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement
    • Sincerely
    • Phil Rosenberg President The HR Doctorreg Inc 954 816-4 737
    • attachment
    • Phil Rosenberg President PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737 On
    • March 3 2016
    • IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES
    • BACKGROUND
    • The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in t
    • With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whet
    • City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in th
    • 1
    • The Inspector Generals report is being taken very seriously by the City It is a call to
    • action and catalyst to go beyond the limited and narrow scope of the report in the
    • interest of making broader administrative improvements
    • As part of the response to the report the City engaged the services of The HR Doctor
    • Inc on January 19 2016 to investigate the background of what occurred and offer
    • opinions and recommendations The deliverable in this situation is the presentation of
    • a written report to the City Manager within 30 calendar days of the date of the approval
    • of the engagement (ie January 19 2016) to address the following issues
    • The HR Doctor Inc was authorized and directed by the City Manager to also provide a
    • broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processe
    • METHODOLOGY
    • The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information
    • 2
    • The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employee
    • To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot
    • FINDINGS AND CONCLUSIONS
    • Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positio
    • r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work
    • 3
    • complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur
    • 4
    • service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement
    • 5
    • over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a n
    • 1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be org
    • 6
    • 7
    • managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to
    • ensure the most competent possible workforce If performance evaluations job
    • descriptions and personnel files generally do not reflect written and on-going
    • efforts to document performance excellence weakness and corrective action
    • even those top managers with property rights (ie those covered by Civil
    • Service) can become less willing to take the risks associated with innovation
    • Clients or customers become frustrated by what they regard as excessive
    • delays and lack of responsiveness
    • 8
    • All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance
    • It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The City
    • RECOMMENDATIONS
    • 9
    • Rescue and Public Utilities The Plan would assign specific staff
    • accountability for each project with completion dates and completion
    • milestones There would then be monthly or quarterly progress reviews
    • by the City Manager
    • 10
    • 11
    • 14The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candi
    • 12
    • day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assis
    • SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING
    • PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION
    • THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS
    • SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE
    • ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK
    • ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR
    • THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY
    • CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE
    • 13
    • pro quos such as additional benefits In the absence of such voluntary
    • exemption attrition should be used so that future incumbents in selected
    • positions would be hired as at will employees
    • 14
    • Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside
    • over a facilitated focus group of top users and current IT staffs to
    • prioritize projects identify needs and resources and prepare an IT
    • Business Plan for review by the City Manager Likewise in this reviewers
    • opinion being familiar with the installation of new large IT activities
    • overlaid on existing staff requirements adding a graduate intern as an at
    • will employee for one year would provide a new resource to the IT
    • Director to more rapidly implement the programs he will be asked to bring
    • to fruition This would be in addition to whatever staffing or consultant
    • resources are brought to bear for the Enterprise Resource System
    • 15
    • for another perhaps even more costly organizational problem in the
    • future
    • 25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential s
    • Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement pr
    • middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in
    • 26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots adm
    • 16
    • process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process
    • No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and mana
    • It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees -that they are the Citys
    • 17
    • vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances
    • The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading manager
    • 18
    • ATTACHMENT 2
    • ATTACHMENT 2
    • CITY of HOLLYWOOD FLORIDA
    • Office of the City Manager
    • 0
    • 2600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (95-1) 921-3314 deg
    • Wazir A Ishmael PhD City Manager
    • March 18 2016
    • The Honorable Mayor Vice Mayor
    • and Members of the City Commission City of Hollywood Hollywood FL 33020
    • Mayor Vice Mayor and City Commissioners
    • This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016
    • We thank him for his services and wish him well in his future endeavors
    • Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller
    • Should you have any questions I am available at your convenience
    • Sincere I
    • Dt~tr A Ishmael Ciey(Janager
    • c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director
    • Our Mission Yl arc dcdic 11td lO proiding municip1l scrvictS for our diverse co mrnuniry in an atn1osphLrl of tOOperalion courtesy and respect
    • Xie do 1his hy ensu ring gtII who live work and pby in die Cit) of loll)~VOoJ enjoy a high qnlil oflifo
    • hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y
    • Dr Wazir Ishmael
    • City Manager City of Hollywood
    • 2600 Hollywood Blvd
    • Hollywood Florida 33020
    • Dr Ishmael
    • As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities
    • In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life
    • Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and cap
    • Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices
    • I wish the City of Hollywood and the dedicated employees much luck with their future endeavors
    • Sincerely
    • Jocent Wasserman Director Procurement Services
    • ATTACHMENT 3
    • City of Hollywood Florida -Class Specification Bulletin Page 1of3 ATTACHMENT 3
    • https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016
    • performance
    • May represent the Director at various meetings within the city and the business community
    • Performs other job duties as assigned
    • Required Possession of a Bachelors degree with major coursework in business or public
    • administration or a related field
    • Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration
    • Be a Certified Professional Contracts Manager (CPCM )
    • Preferred Masters degree with major coursework in business or public administration or a related field
    • Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements
    • Extensive knowledge of principles practices and techniques of large scale government purchasing
    • Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing
    • Extensive knowledge of approved purchasing methods including
    • recording buying inspection and shipping methods
    • Extensive knowledge of the techniques and requirements of specifications preparation
    • Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased
    • Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served
    • Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing
    • Some knowledge of insurance as it pertains to property liability and surety bonds
    • Considerable knowledge of Microsoft Word and Excel and the use of office equipment
    • Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to
    • 5252016
    • City of Hollywood Florida -Class Specification Bulletin Page 3of3
    • other workers accurately and concisely Skills in application of systems analysis techniques and
    • procedures including consulting with users to determine hardware so~ware or system functional specifications
    • Ability to communicate effectively both orally and in writing
    • Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices
    • Ability to deal effectively with administrative officials and vendors
    • Ability to obtain and interpret market prices and trends and apply these to procurement problems
    • https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016
    • ATTACHMENT 4
    • ATTACHMENT 4
    • Jeane Carver-St Luce
    • At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations fun
    • Two important take-away from this email
    • middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed
    • middotmiddot Identify and maintain copies of all your award documents and invoices
    • bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files
    • The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines
    • After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support
    • George
    • George R Jr middotLsisrunt Cinmiddot funllltJcI
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    • FLORIDA
    • Master Contract List (MCL)
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    • What is the MCL
    • bull Summary
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    • Deinonstration
    • bull TCITY MANAGERMCL Demo
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    • MCL-Next Steps
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    • ATTACHMENT 5
    • ATTACHMENT 5
    • George Keller
    • From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde
    • Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice
    • Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris
    • Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick
    • Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz
    • Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel
    • Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie
    • Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran
    • Holycross
    • Cc Paul Bassar Directors Subject Master Contract List Training
    • Good Afternoon
    • The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times
    • Please let me know what suits you best also the training will be held at room 303
    • Thank you
    • Maryury Collier
    • Administrative Specialist II
    • City of Hollywood
    • Financial Services
    • 2600 Hollywood Blvd Suite 303
    • PO Box 229045 Hollywood FL 33020 Office 954-921-3221
    • C 11 middot of ~
    • H~QQQ
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Jeane Carver-St Luce
    • Good Day
    • As some ofyou may be aware the City will be implementing an Electronic Contract File-AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed
    • For your convenience we will be having one hour training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule-Not later than Thursday (552016)
    • Friday May 6 from 330pm to 430pm Monday May 9 at 900am to lOOOam
    • bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam
    • Thank you
    • Maryury Collier
    • Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303
    • P 0 Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MCollierhollywoodflorq
    • Cbullty of ~
    • H L WOOD
    • t i O~IOA
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • ATTACHMENT 6
    • ATTACHMENT 6
    • City ojJfoywootf PCoritfa
    • DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT
    • Date Date Date Date Contract InfoNumber Contract Expiration Date
    • Original Contract Amount Total This Invoice
    • Amendments Adjustment Total Previous Invoices
    • APPENDIXB
    • Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073
    • (954) 895-2949 matthewlalla3
    • March 11 2016
    • Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022
    • Dear Wazir
    • Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016
    • I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors
    • ~~
    • Matthew Lalla
    • cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources
Page 29: BROWARD OFFICE OF THE INSPECTOR GENERAL€¦ · Broward Office of the Inspector General Page 2 . 1. Heightened Awareness, Expectations and Standards of Performance . The senior management

vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances

OVERALL IMPRESSION

The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading managers to feel that the systems in place could meet their needs With a strong past sense of inertia rather than innovation and process improvement factoring into what occurred the City is best and most constructively served by the City Manager acting aggressively to improve internal processes make the improvements more visible and make those now responsible for the Procurement and utilization of services more accountable He is well able to use his strong communications skills and sense of ethics to deliver clear messages of professional expectation and enforce those expectations going into the future

18

ATTACHMENT 2

ATTACHMENT 2

CITY of HOLLYWOOD FLORIDA Office of the City Manager

02600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045 Phone (95 4) 921 -3201 bull Fax (95-1) 921 -3314 deg wwwhullywoodflorg

Wazir A Ishmael PhD City Manager

March 18 2016

The Honorable Mayor Vice Mayor and Members of the City Commission

City of Hollywood Hollywood FL 33020

Mayor Vice Mayor and City Commissioners

This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016

We thank him for his services and wish him well in his future endeavors

Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller

Should you have any questions I am available at your convenience

Sincere I

DtJJ~tr A Ishmael Ciey(Janager

c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director

Our Mission Y l arc dcdic 11 t d lO proiding municip1 l scrvictS for our diverse co mrnuni ry in an atn1osphL rl of tOOperal ion courtesy and respect

Xie do 1h is hy ensu ri ng gtII who li ve work and pby in die C it) of l o ll )~VOoJ enjoy a high qnli l of lifo

hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood Florida 33020

Dr Ishmael

As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities

In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life

Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and capital improvements

Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices

I wish the City of Hollywood and the dedicated employees much luck with their future endeavors

Sincerely

faL--shyJocent Wasserman Director Procurement Services

ATTACHMENT 3

City of Hollywood Florida - Class Specification Bulletin Page 1of3

ATTACHMENT 3

Contract Compliance Officer Class Code

1138

Bargaining Unit Management CITY OF HOLLYWOOD FLORIDA Revision Date Apr 29 2015

SALARY RANGE

$3310 - $5296 Hourly $264809 - $423694 Biweekly

$6885030 - $11016048 Annually

JOB DESCRIPTION

This is advanced responsible professional and administrative work involving contract certification contract compliance and management for all vendors bidders and proposers conducting business with the City coordination of procurement activities and office and field monitoring Work involves providing managerial assistance to the Assistant City Manager for Finance and Administration in managing and monitoring contracts for compliance developing policies procedures rules and regulations for Citywide purchasing and coordinating the resolution of problems with vendors bidders and proposers

The incumbent exercises a considerable degree of independent judgment Employee is expected to make independent decisions in conformance with applicable laws rules and regulations governing the public purchase of commodities and services as well as standard public purchasing policies and procedures

EXAMPLES OF DUTIES

Reviews all City contracts for compliance and adherence to proper procedures including but not limited to confirmation of proper authority adherence to appropriate procurement procedures identification of time frames satisfaction of insurance requirements verification of available funding review of scope of services and notification of upcoming expiration

Assists in developing new and improved procedures concerning City purchasing activities Recommends corrective actions where applicable

Advises City departmentspersonnel on purchasing procedures to ensure proper compliance with Citys purchasing policies and procedures

Assists user departments in the informal competitive negotiated process for acquisition of professionalpersonal services

Reviews specifications from departments to procure goods and services of a complex andor technical nature

Monitors the evaluation andor negotiation process for acquisition of professionalpersonal services to ensure that proposals have been evaluated andor negotiated in accordance with solicitation document and city purchasing policies and procedures

Conducts preliminary investigations and make finding-of-fact reports on contractual bid disputes bid protests proposed debarment bidder non-responsibility and vendor nonshy

https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 2of3

performance

May represent the Director at various meetings within the city and the business community

Performs other job duties as assigned

THE REQUIREMENTS Required Possession of a Bachelors degree with major coursework in business or public administration or a related field

Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration

Be a Certified Professional Contracts Manager (CPCM )

Preferred Masters degree with major coursework in business or public administration or a related field

Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements

KNOWLEDGE SKILLS AND ABILITIES Extensive knowledge of principles practices and techniques of large scale government purchasing

Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing

Extensive knowledge of approved purchasing methods including recording buying inspection and shipping methods

Extensive knowledge of the techniques and requirements of specifications preparation

Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased

Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served

Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing

Some knowledge of insurance as it pertains to property liability and surety bonds

Considerable knowledge of Microsoft Word and Excel and the use of office equipment

Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to

httpsagencygovernmentjobscomhollywoodfldefaultcfmaction=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 3of3

other workers accurately and concisely

Skills in application of systems analysis techniques and procedures including consulting with users to determine hardware so~ware or system functional specifications

Ability to communicate effectively both orally and in writing

Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices

Ability to deal effectively with administrative officials and vendors

Ability to obtain and interpret market prices and trends and apply these to procurement problems

https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016

ATTACHMENT 4

ATTACHMENT 4

Jeane Carver-St Luce

From George Keller Sent Monday March 14 2016 328 PM To Chuck Ellis Clay Milan Eric Busenbarrick George Keller Gus Zambrano Jaye Epstein

Jeffrey Sheffel Lorie Mertens-Black Mel Standley Patricia Cerny Philip Sauer Raelin

Storey Raheem Seecharan Raquel Elejabarrieta Shiv Newaldass Steve Joseph Sylvia

Glazer Tammie Hechler Tomas Sanchez Tamikia Bacon Paul Bassar Cc Jeane Carver-St Luce Subject FW MCL Informational Email for Distribution

Importance High

At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations funding expenditures and Points of Contact Other helpful features will include executed copies of contract documents and invoice summaries

Two important take-away from this email

1 If you havent seen the fVICL demonstration please tune into the next City Commission meeting

2 Preliminary planning for a iVICL anticipation go live date--on or about 442016

middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed

middotmiddot Identify and maintain copies of all your award documents and invoices

bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files

The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines

After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support

George

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Master Contract List (MCL)

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o What is the MCL

D MCL Data

D Demonstration of an Electronic Contract File

o MCL Next Steps v 0 v

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What is the MCL bull Summary

o An electronic standardized comprehensive Management Tool-A One Stop Shop For all stakeholders who have a role with contract administration

o Useful real time information such as automatic daily countdowns of days for contracts and insurance expirations funding expenditures and Points of Contact

o Executed copies of contract documents and invoice bullsummaries

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MCL-Next Steps

bull Implementation o The MCL is a priority initiative

bull Continue gatheringupdating all contractual information bull Establishing POCs permission rights

o Coordinating with Financial Services Department in obtaining all invoices

o Working with the Procurement Division with keeping contractual documents updated

o Training Administrative Personnel who will have a procurement role

bull Execution After the City Commission presentation and feedback final developmenttraining sessions-anticipating a go live date April 2016

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ATTACHMENT 5

ATTACHMENT 5

George Keller

From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde

Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney

Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra

Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris

Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz

Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel

Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie

Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran Holycross

Cc Paul Bassar Directors Subject Master Contract List Training

Good Afternoon

The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times

bull Thursday May 26 at lOOpm 200pm 300pm bull Tuesday May 31 at 900am lOOOam l lOOam lOOpm 200pm 300pm bull Wednesday June 1 at 900am lOOOam 11 OOam bull Thursday June 2 at 900am lOOOam l lOOam lOOpm 200pm 300pm

Please let me know what suits you best also the training will be held at room 303

Thank you

Maryury Collier Administrative Specialist II City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 PO Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MColl ierholl ywoodflorg C 11 middot o f ~

H~QQQ Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record

Jeane Carver-St Luce

From Maryury Collier Sent Monday May 02 2016 1024 AM To Administrative Assistant II Cc Directors Paul Bassar Subject Training for the Master Contract List

Good Day

As some ofyou may be aware the City will be implementing an Electronic Contract File- AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed

For your convenience we will be having one h our training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule- Not later than Thursday (552016)

Friday May 6 from 330pm to 430pm

Monday May 9 at 900am to lOOOam bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam

Thank you

Maryury Collier Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 P 0 Box 229045 Hollywood FL 33020 Offi ce 954-921-3221 E-mail MCollierhollywoodflorq Cbullty of ~

H L WOOD t i O~IOA

Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mai l may be subject to disclosure as a matter of public record

ATTACHMENT 6

ATTACHMENT 6City ojJfoywootf PCoritfa DPV

DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT

Date 5252016 Pay to Vendor No Amount of Payment

Name Account No Address Separate Check Requested D City Invoice Number StateZip

Explanation of Payment

Date

Date

Date

Date

Contract InfoNumber Contract Expiration Date

Item Budget Item Description Line Item

l SubscriotionDuesMemberships Fees 2 Postage MeterStamps 3 Host Account Reimbursements 4 LicensesPermitsCertificates 5 Court CostOther Govt AgencvTaxes 6 Real Estate Closing - Attach Stmt 7 Advertising - attach tearsheet 8 Education CoursesSeminars 9 EducationReimbursementsBooks 10 RecordsSlidesFilmsGov Publication 11 Deferred ComoBank Pavments 12 MedicalVeterinarv Pavments 13 Insurance Premiums 14 Grant Disbursements 15 UtilitiesDump Fees 16 Refunds 17 CourierFreight 18 Pettv Cash Reimbursement 19 Other Professional Services 20 Soecial EventsRecr Performances 21 Temoorarv Emolovment Services 22 MealParkinQNiileaQe (1 dav tri-countv)

Unit Quantity

Originated by Dept Head Printed Name

DeptDiv Dept Head Signature

Procurement TypeDoc ---------------- Procurement Appr _

Finance Approval __________ Date Budget Approval

City Commission or City Manager Action Resolution

Unit Price

Total

ExtensionTotal

$000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000

Original Contract Amount Total This Invoice

Amendments Adjustment Total Previous Invoices

Total Contract Amount Total to Date --------------shy

City Manager Signature (if required)

Distribution List Finance Procurement Services Depmtment Copy dpv (rev3l02015)

APPENDIXB

Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073 (954) 895-2949 matthewlal la32 7 5comcastnet

March 11 2016

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022

Dear Wazir

Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016

I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors

~~ Matthew Lalla

cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources

  • Structure Bookmarks
    • BROWARD OFFICE OF THE INSPECTOR GENERAL
    • To and Members City of Hollywood C
    • From John W Scott Inspector General
    • Date June 6 2016
    • Subject Status Report-OIG Final Report Re Misconduct and Gross Mismanagement by the City ofHollywood in the Procurement of Temporary Employment Services Ref OIG 14-027
    • On March 2 2014 the Broward Office of the Inspector General (OIG) issued a final report finding that City of Hollywood officials violated numerous city ordinances policies and procedures to pay approximately $1 million for the services of temporary employees (temps) Specifically we found that the officials
    • At the conclusion of the report the OIG acknowledged the initial remedial steps taken by the city but recommended additional action including-given the potential for further abuse of the DPV payment method-a full audit of DPV payments
    • John W Scol1 Inspector General One North University Drive Suite 11 1 bull Planlalion Florida 33324 bull (954) 357-7873 bull Fax (954) 357-7857 4) 357-TIPS
    • As requested City Administrator Wazir Ishmael has now provided the OIG a status report with attachments which is attached as Appendix A The city states that it s senior management team has communicated publicly and individually that the inappropriate actions that occurred in the past were clearly wrong and unacceptable The city has now implemented numerous protocols and procedures in response to the OIGs investigation Of particular significance the city has created and implemented a contract com
    • The city has also restructured the Procurement Division and reformed oversight of the procurement process The finance director and procurement director overseeing the activities discussed in the final report have since resigned from the city Former Procurement Director Joel Wasserman s resignation is attached at Appendix A and former Finance Director Matthew Lallas resignation is attached as Appendix B The city also provided a repo1i it commissioned from a human resources specialist in response to the
    • However the city failed to address our recommendation that the DPV payments be audited in light of the significant misuse of the mechanism and the corresponding vulnerability to fraud waste and abuse Accordingly the OIG requests that we be provided a supplemental status report within 90 days or by September 5 2016 regarding a DPV audit
    • Attachment
    • cc Wazir Ishmael City Administrator
    • From To Cc
    • Subject Date Attachments
    • MaY Johns InsoectorGeneral Wazir Ishmael City of Hollywoods 90 Day Progress Report Regarding TransHire Tuesday May 31 2016 42804 PM 05 31 16 Letter to Inspector Scott re TransHire 90 Day Progress Reportpdf
    • 05 31 16 Letter to Inspector Scott Attachment lpdf 05 31 16 Letter to Inspector Scott Attachment 2pdf 05 31 16 Letter to Inspector Scott Attachment 3pdf 05 31 16 Letter to Inspector Scott Attachment 4pdf 05 31 16 Letter to Inspector Scott Attachment 5pdf 05 31 16 Letter to Inspector Scott Attachment 6pdf
    • Good afternoon Inspector General shy
    • The City Manager asked that I forward you the City of Hollywoods 90 day progress report that you requested in your final report regarding TransHire
    • Thank you Dr Wazir Ishmael City Manager
    • Executive Assistant City of Hollywood Office of the City Manager 2600 Hollywood Blvd Suite 419
    • PO Box 229045 Hollywood FL 33022-9045 Office 954-921-3201 E-mail
    • fjj
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Office of the City Manager
    • 2600 Hollywood Blvd bull PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (954) 92 1-33 14 bull rg
    • Wazir A Ishmael PhD City Manager
    • SENT VIA EMAIL amp US MAIL
    • May 31 2016
    • Mr John W Scott Inspector General Broward Office of the Inspector General
    • One North University Drive Suite 111 Plantation FL 3324
    • Re Broward Office of the Inspector General Report on Transhire 90 Day Progress Report
    • Dear Mr Scott
    • Please accept this response from the City of Hollywood as the 90 Day Progress Report that you requested in your final report on the above matter First let me assure you that your information findings and recommendations have been fully received acknowledged and communicated widely throughout the City staff Secondly I have discussed the serious nature of the issues identified directly with the Mayor City Commission senior management team staff and members of the public reinforcing that those inap
    • Finally we have collectively implemented and followed a broad spectrum of improvements actions resources training and policies to continue forward the lessons learned in progress of the organization The initiatives we have undertaken exist at the policy level and administrative oversight as well as day to day operations The below information describes those steps in more detail along with the attached documentation and the derived benefit for each Your contribution to stimulating these improveme
    • Our Mission Ve are dedicmcd to providing municipal services for our diverse community in an atmosphere ofcooperation courtesy and respect Yc do this by ensuring all who live work and play in the City of Hollywood enjoy a high quality of life
    • An Equa l Opportunity a nd Serv i ce Provide r Ag e nc y
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2
    • 1 Heightened Awareness Expectations and Standards of Performance
    • The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures
    • 2 Services of an External Consulting Professional (Attachment 1)
    • The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many
    • 3 Organizational Modifications and Reform (Attachment 2)
    • The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have be
    • 4 Human Resources Policy Review and Reform
    • Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced
    • 5 WorkflowBusiness Policies and Procedures Modifications
    • The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3
    • The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions
    • 10 Direct Payment Voucher Procedural Modifications (Attachment 6)
    • The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4
    • The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter
    • Attachments
    • c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors
    • ATTACHMENT 1
    • ATTACHMENT 1
    • PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737
    • Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045
    • March 3 2016
    • Dear Messrs Keller and Standley
    • The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one
    • The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues
    • The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not
    • Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement
    • Sincerely
    • Phil Rosenberg President The HR Doctorreg Inc 954 816-4 737
    • attachment
    • Phil Rosenberg President PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737 On
    • March 3 2016
    • IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES
    • BACKGROUND
    • The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in t
    • With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whet
    • City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in th
    • 1
    • The Inspector Generals report is being taken very seriously by the City It is a call to
    • action and catalyst to go beyond the limited and narrow scope of the report in the
    • interest of making broader administrative improvements
    • As part of the response to the report the City engaged the services of The HR Doctor
    • Inc on January 19 2016 to investigate the background of what occurred and offer
    • opinions and recommendations The deliverable in this situation is the presentation of
    • a written report to the City Manager within 30 calendar days of the date of the approval
    • of the engagement (ie January 19 2016) to address the following issues
    • The HR Doctor Inc was authorized and directed by the City Manager to also provide a
    • broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processe
    • METHODOLOGY
    • The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information
    • 2
    • The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employee
    • To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot
    • FINDINGS AND CONCLUSIONS
    • Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positio
    • r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work
    • 3
    • complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur
    • 4
    • service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement
    • 5
    • over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a n
    • 1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be org
    • 6
    • 7
    • managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to
    • ensure the most competent possible workforce If performance evaluations job
    • descriptions and personnel files generally do not reflect written and on-going
    • efforts to document performance excellence weakness and corrective action
    • even those top managers with property rights (ie those covered by Civil
    • Service) can become less willing to take the risks associated with innovation
    • Clients or customers become frustrated by what they regard as excessive
    • delays and lack of responsiveness
    • 8
    • All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance
    • It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The City
    • RECOMMENDATIONS
    • 9
    • Rescue and Public Utilities The Plan would assign specific staff
    • accountability for each project with completion dates and completion
    • milestones There would then be monthly or quarterly progress reviews
    • by the City Manager
    • 10
    • 11
    • 14The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candi
    • 12
    • day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assis
    • SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING
    • PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION
    • THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS
    • SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE
    • ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK
    • ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR
    • THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY
    • CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE
    • 13
    • pro quos such as additional benefits In the absence of such voluntary
    • exemption attrition should be used so that future incumbents in selected
    • positions would be hired as at will employees
    • 14
    • Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside
    • over a facilitated focus group of top users and current IT staffs to
    • prioritize projects identify needs and resources and prepare an IT
    • Business Plan for review by the City Manager Likewise in this reviewers
    • opinion being familiar with the installation of new large IT activities
    • overlaid on existing staff requirements adding a graduate intern as an at
    • will employee for one year would provide a new resource to the IT
    • Director to more rapidly implement the programs he will be asked to bring
    • to fruition This would be in addition to whatever staffing or consultant
    • resources are brought to bear for the Enterprise Resource System
    • 15
    • for another perhaps even more costly organizational problem in the
    • future
    • 25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential s
    • Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement pr
    • middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in
    • 26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots adm
    • 16
    • process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process
    • No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and mana
    • It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees -that they are the Citys
    • 17
    • vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances
    • The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading manager
    • 18
    • ATTACHMENT 2
    • ATTACHMENT 2
    • CITY of HOLLYWOOD FLORIDA
    • Office of the City Manager
    • 0
    • 2600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (95-1) 921-3314 deg
    • Wazir A Ishmael PhD City Manager
    • March 18 2016
    • The Honorable Mayor Vice Mayor
    • and Members of the City Commission City of Hollywood Hollywood FL 33020
    • Mayor Vice Mayor and City Commissioners
    • This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016
    • We thank him for his services and wish him well in his future endeavors
    • Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller
    • Should you have any questions I am available at your convenience
    • Sincere I
    • Dt~tr A Ishmael Ciey(Janager
    • c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director
    • Our Mission Yl arc dcdic 11td lO proiding municip1l scrvictS for our diverse co mrnuniry in an atn1osphLrl of tOOperalion courtesy and respect
    • Xie do 1his hy ensu ring gtII who live work and pby in die Cit) of loll)~VOoJ enjoy a high qnlil oflifo
    • hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y
    • Dr Wazir Ishmael
    • City Manager City of Hollywood
    • 2600 Hollywood Blvd
    • Hollywood Florida 33020
    • Dr Ishmael
    • As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities
    • In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life
    • Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and cap
    • Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices
    • I wish the City of Hollywood and the dedicated employees much luck with their future endeavors
    • Sincerely
    • Jocent Wasserman Director Procurement Services
    • ATTACHMENT 3
    • City of Hollywood Florida -Class Specification Bulletin Page 1of3 ATTACHMENT 3
    • https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016
    • performance
    • May represent the Director at various meetings within the city and the business community
    • Performs other job duties as assigned
    • Required Possession of a Bachelors degree with major coursework in business or public
    • administration or a related field
    • Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration
    • Be a Certified Professional Contracts Manager (CPCM )
    • Preferred Masters degree with major coursework in business or public administration or a related field
    • Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements
    • Extensive knowledge of principles practices and techniques of large scale government purchasing
    • Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing
    • Extensive knowledge of approved purchasing methods including
    • recording buying inspection and shipping methods
    • Extensive knowledge of the techniques and requirements of specifications preparation
    • Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased
    • Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served
    • Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing
    • Some knowledge of insurance as it pertains to property liability and surety bonds
    • Considerable knowledge of Microsoft Word and Excel and the use of office equipment
    • Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to
    • 5252016
    • City of Hollywood Florida -Class Specification Bulletin Page 3of3
    • other workers accurately and concisely Skills in application of systems analysis techniques and
    • procedures including consulting with users to determine hardware so~ware or system functional specifications
    • Ability to communicate effectively both orally and in writing
    • Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices
    • Ability to deal effectively with administrative officials and vendors
    • Ability to obtain and interpret market prices and trends and apply these to procurement problems
    • https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016
    • ATTACHMENT 4
    • ATTACHMENT 4
    • Jeane Carver-St Luce
    • At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations fun
    • Two important take-away from this email
    • middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed
    • middotmiddot Identify and maintain copies of all your award documents and invoices
    • bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files
    • The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines
    • After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support
    • George
    • George R Jr middotLsisrunt Cinmiddot funllltJcI
    • ()Ill follrmind R1111tl1UlaquoI
    • VU Bn_rl_)lt)l-f5 -u1 1 uud FL 330cIJ Oiicc 11)5- F-3(j
    • Fur 195--IJ Vl-331--1 gke11er(ii10lv1 voodfl org
    • FLORIDA
    • Master Contract List (MCL)
    • -~
    • c i t y 0 f
    • H
    • 41iki c= L 0 R I D A
    • v 0 v
    • o Questions
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    • What is the MCL
    • bull Summary
    • bull
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    • bull TCITY MANAGERMCL Demo
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    • MCL-Next Steps
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    • ATTACHMENT 5
    • ATTACHMENT 5
    • George Keller
    • From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde
    • Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice
    • Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris
    • Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick
    • Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz
    • Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel
    • Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie
    • Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran
    • Holycross
    • Cc Paul Bassar Directors Subject Master Contract List Training
    • Good Afternoon
    • The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times
    • Please let me know what suits you best also the training will be held at room 303
    • Thank you
    • Maryury Collier
    • Administrative Specialist II
    • City of Hollywood
    • Financial Services
    • 2600 Hollywood Blvd Suite 303
    • PO Box 229045 Hollywood FL 33020 Office 954-921-3221
    • C 11 middot of ~
    • H~QQQ
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Jeane Carver-St Luce
    • Good Day
    • As some ofyou may be aware the City will be implementing an Electronic Contract File-AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed
    • For your convenience we will be having one hour training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule-Not later than Thursday (552016)
    • Friday May 6 from 330pm to 430pm Monday May 9 at 900am to lOOOam
    • bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam
    • Thank you
    • Maryury Collier
    • Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303
    • P 0 Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MCollierhollywoodflorq
    • Cbullty of ~
    • H L WOOD
    • t i O~IOA
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • ATTACHMENT 6
    • ATTACHMENT 6
    • City ojJfoywootf PCoritfa
    • DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT
    • Date Date Date Date Contract InfoNumber Contract Expiration Date
    • Original Contract Amount Total This Invoice
    • Amendments Adjustment Total Previous Invoices
    • APPENDIXB
    • Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073
    • (954) 895-2949 matthewlalla3
    • March 11 2016
    • Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022
    • Dear Wazir
    • Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016
    • I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors
    • ~~
    • Matthew Lalla
    • cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources
Page 30: BROWARD OFFICE OF THE INSPECTOR GENERAL€¦ · Broward Office of the Inspector General Page 2 . 1. Heightened Awareness, Expectations and Standards of Performance . The senior management

ATTACHMENT 2

ATTACHMENT 2

CITY of HOLLYWOOD FLORIDA Office of the City Manager

02600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045 Phone (95 4) 921 -3201 bull Fax (95-1) 921 -3314 deg wwwhullywoodflorg

Wazir A Ishmael PhD City Manager

March 18 2016

The Honorable Mayor Vice Mayor and Members of the City Commission

City of Hollywood Hollywood FL 33020

Mayor Vice Mayor and City Commissioners

This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016

We thank him for his services and wish him well in his future endeavors

Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller

Should you have any questions I am available at your convenience

Sincere I

DtJJ~tr A Ishmael Ciey(Janager

c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director

Our Mission Y l arc dcdic 11 t d lO proiding municip1 l scrvictS for our diverse co mrnuni ry in an atn1osphL rl of tOOperal ion courtesy and respect

Xie do 1h is hy ensu ri ng gtII who li ve work and pby in die C it) of l o ll )~VOoJ enjoy a high qnli l of lifo

hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood Florida 33020

Dr Ishmael

As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities

In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life

Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and capital improvements

Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices

I wish the City of Hollywood and the dedicated employees much luck with their future endeavors

Sincerely

faL--shyJocent Wasserman Director Procurement Services

ATTACHMENT 3

City of Hollywood Florida - Class Specification Bulletin Page 1of3

ATTACHMENT 3

Contract Compliance Officer Class Code

1138

Bargaining Unit Management CITY OF HOLLYWOOD FLORIDA Revision Date Apr 29 2015

SALARY RANGE

$3310 - $5296 Hourly $264809 - $423694 Biweekly

$6885030 - $11016048 Annually

JOB DESCRIPTION

This is advanced responsible professional and administrative work involving contract certification contract compliance and management for all vendors bidders and proposers conducting business with the City coordination of procurement activities and office and field monitoring Work involves providing managerial assistance to the Assistant City Manager for Finance and Administration in managing and monitoring contracts for compliance developing policies procedures rules and regulations for Citywide purchasing and coordinating the resolution of problems with vendors bidders and proposers

The incumbent exercises a considerable degree of independent judgment Employee is expected to make independent decisions in conformance with applicable laws rules and regulations governing the public purchase of commodities and services as well as standard public purchasing policies and procedures

EXAMPLES OF DUTIES

Reviews all City contracts for compliance and adherence to proper procedures including but not limited to confirmation of proper authority adherence to appropriate procurement procedures identification of time frames satisfaction of insurance requirements verification of available funding review of scope of services and notification of upcoming expiration

Assists in developing new and improved procedures concerning City purchasing activities Recommends corrective actions where applicable

Advises City departmentspersonnel on purchasing procedures to ensure proper compliance with Citys purchasing policies and procedures

Assists user departments in the informal competitive negotiated process for acquisition of professionalpersonal services

Reviews specifications from departments to procure goods and services of a complex andor technical nature

Monitors the evaluation andor negotiation process for acquisition of professionalpersonal services to ensure that proposals have been evaluated andor negotiated in accordance with solicitation document and city purchasing policies and procedures

Conducts preliminary investigations and make finding-of-fact reports on contractual bid disputes bid protests proposed debarment bidder non-responsibility and vendor nonshy

https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 2of3

performance

May represent the Director at various meetings within the city and the business community

Performs other job duties as assigned

THE REQUIREMENTS Required Possession of a Bachelors degree with major coursework in business or public administration or a related field

Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration

Be a Certified Professional Contracts Manager (CPCM )

Preferred Masters degree with major coursework in business or public administration or a related field

Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements

KNOWLEDGE SKILLS AND ABILITIES Extensive knowledge of principles practices and techniques of large scale government purchasing

Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing

Extensive knowledge of approved purchasing methods including recording buying inspection and shipping methods

Extensive knowledge of the techniques and requirements of specifications preparation

Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased

Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served

Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing

Some knowledge of insurance as it pertains to property liability and surety bonds

Considerable knowledge of Microsoft Word and Excel and the use of office equipment

Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to

httpsagencygovernmentjobscomhollywoodfldefaultcfmaction=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 3of3

other workers accurately and concisely

Skills in application of systems analysis techniques and procedures including consulting with users to determine hardware so~ware or system functional specifications

Ability to communicate effectively both orally and in writing

Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices

Ability to deal effectively with administrative officials and vendors

Ability to obtain and interpret market prices and trends and apply these to procurement problems

https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016

ATTACHMENT 4

ATTACHMENT 4

Jeane Carver-St Luce

From George Keller Sent Monday March 14 2016 328 PM To Chuck Ellis Clay Milan Eric Busenbarrick George Keller Gus Zambrano Jaye Epstein

Jeffrey Sheffel Lorie Mertens-Black Mel Standley Patricia Cerny Philip Sauer Raelin

Storey Raheem Seecharan Raquel Elejabarrieta Shiv Newaldass Steve Joseph Sylvia

Glazer Tammie Hechler Tomas Sanchez Tamikia Bacon Paul Bassar Cc Jeane Carver-St Luce Subject FW MCL Informational Email for Distribution

Importance High

At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations funding expenditures and Points of Contact Other helpful features will include executed copies of contract documents and invoice summaries

Two important take-away from this email

1 If you havent seen the fVICL demonstration please tune into the next City Commission meeting

2 Preliminary planning for a iVICL anticipation go live date--on or about 442016

middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed

middotmiddot Identify and maintain copies of all your award documents and invoices

bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files

The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines

After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support

George

George R heJcr Jr middotLsisrunt Cinmiddot funllltJcI

City of Hollywood ()Ill follrmind R1111tl1UlaquoI VU Bn_rl_)lt)l-f5

-u1 1 uud FL 330cIJ Oiicc 11)5- 1F-3(j Fur 195--IJ Vl-331--1 gke11er(ii10lv1 voodfl org

2

FLORIDA

Master Contract List (MCL)

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Agenda

o What is the MCL

D MCL Data

D Demonstration of an Electronic Contract File

o MCL Next Steps v 0 v

o Questions

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What is the MCL bull Summary

o An electronic standardized comprehensive Management Tool-A One Stop Shop For all stakeholders who have a role with contract administration

o Useful real time information such as automatic daily countdowns of days for contracts and insurance expirations funding expenditures and Points of Contact

o Executed copies of contract documents and invoice bullsummaries

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MCL-Next Steps

bull Implementation o The MCL is a priority initiative

bull Continue gatheringupdating all contractual information bull Establishing POCs permission rights

o Coordinating with Financial Services Department in obtaining all invoices

o Working with the Procurement Division with keeping contractual documents updated

o Training Administrative Personnel who will have a procurement role

bull Execution After the City Commission presentation and feedback final developmenttraining sessions-anticipating a go live date April 2016

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ATTACHMENT 5

ATTACHMENT 5

George Keller

From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde

Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney

Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra

Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris

Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz

Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel

Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie

Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran Holycross

Cc Paul Bassar Directors Subject Master Contract List Training

Good Afternoon

The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times

bull Thursday May 26 at lOOpm 200pm 300pm bull Tuesday May 31 at 900am lOOOam l lOOam lOOpm 200pm 300pm bull Wednesday June 1 at 900am lOOOam 11 OOam bull Thursday June 2 at 900am lOOOam l lOOam lOOpm 200pm 300pm

Please let me know what suits you best also the training will be held at room 303

Thank you

Maryury Collier Administrative Specialist II City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 PO Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MColl ierholl ywoodflorg C 11 middot o f ~

H~QQQ Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record

Jeane Carver-St Luce

From Maryury Collier Sent Monday May 02 2016 1024 AM To Administrative Assistant II Cc Directors Paul Bassar Subject Training for the Master Contract List

Good Day

As some ofyou may be aware the City will be implementing an Electronic Contract File- AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed

For your convenience we will be having one h our training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule- Not later than Thursday (552016)

Friday May 6 from 330pm to 430pm

Monday May 9 at 900am to lOOOam bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam

Thank you

Maryury Collier Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 P 0 Box 229045 Hollywood FL 33020 Offi ce 954-921-3221 E-mail MCollierhollywoodflorq Cbullty of ~

H L WOOD t i O~IOA

Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mai l may be subject to disclosure as a matter of public record

ATTACHMENT 6

ATTACHMENT 6City ojJfoywootf PCoritfa DPV

DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT

Date 5252016 Pay to Vendor No Amount of Payment

Name Account No Address Separate Check Requested D City Invoice Number StateZip

Explanation of Payment

Date

Date

Date

Date

Contract InfoNumber Contract Expiration Date

Item Budget Item Description Line Item

l SubscriotionDuesMemberships Fees 2 Postage MeterStamps 3 Host Account Reimbursements 4 LicensesPermitsCertificates 5 Court CostOther Govt AgencvTaxes 6 Real Estate Closing - Attach Stmt 7 Advertising - attach tearsheet 8 Education CoursesSeminars 9 EducationReimbursementsBooks 10 RecordsSlidesFilmsGov Publication 11 Deferred ComoBank Pavments 12 MedicalVeterinarv Pavments 13 Insurance Premiums 14 Grant Disbursements 15 UtilitiesDump Fees 16 Refunds 17 CourierFreight 18 Pettv Cash Reimbursement 19 Other Professional Services 20 Soecial EventsRecr Performances 21 Temoorarv Emolovment Services 22 MealParkinQNiileaQe (1 dav tri-countv)

Unit Quantity

Originated by Dept Head Printed Name

DeptDiv Dept Head Signature

Procurement TypeDoc ---------------- Procurement Appr _

Finance Approval __________ Date Budget Approval

City Commission or City Manager Action Resolution

Unit Price

Total

ExtensionTotal

$000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000

Original Contract Amount Total This Invoice

Amendments Adjustment Total Previous Invoices

Total Contract Amount Total to Date --------------shy

City Manager Signature (if required)

Distribution List Finance Procurement Services Depmtment Copy dpv (rev3l02015)

APPENDIXB

Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073 (954) 895-2949 matthewlal la32 7 5comcastnet

March 11 2016

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022

Dear Wazir

Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016

I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors

~~ Matthew Lalla

cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources

  • Structure Bookmarks
    • BROWARD OFFICE OF THE INSPECTOR GENERAL
    • To and Members City of Hollywood C
    • From John W Scott Inspector General
    • Date June 6 2016
    • Subject Status Report-OIG Final Report Re Misconduct and Gross Mismanagement by the City ofHollywood in the Procurement of Temporary Employment Services Ref OIG 14-027
    • On March 2 2014 the Broward Office of the Inspector General (OIG) issued a final report finding that City of Hollywood officials violated numerous city ordinances policies and procedures to pay approximately $1 million for the services of temporary employees (temps) Specifically we found that the officials
    • At the conclusion of the report the OIG acknowledged the initial remedial steps taken by the city but recommended additional action including-given the potential for further abuse of the DPV payment method-a full audit of DPV payments
    • John W Scol1 Inspector General One North University Drive Suite 11 1 bull Planlalion Florida 33324 bull (954) 357-7873 bull Fax (954) 357-7857 4) 357-TIPS
    • As requested City Administrator Wazir Ishmael has now provided the OIG a status report with attachments which is attached as Appendix A The city states that it s senior management team has communicated publicly and individually that the inappropriate actions that occurred in the past were clearly wrong and unacceptable The city has now implemented numerous protocols and procedures in response to the OIGs investigation Of particular significance the city has created and implemented a contract com
    • The city has also restructured the Procurement Division and reformed oversight of the procurement process The finance director and procurement director overseeing the activities discussed in the final report have since resigned from the city Former Procurement Director Joel Wasserman s resignation is attached at Appendix A and former Finance Director Matthew Lallas resignation is attached as Appendix B The city also provided a repo1i it commissioned from a human resources specialist in response to the
    • However the city failed to address our recommendation that the DPV payments be audited in light of the significant misuse of the mechanism and the corresponding vulnerability to fraud waste and abuse Accordingly the OIG requests that we be provided a supplemental status report within 90 days or by September 5 2016 regarding a DPV audit
    • Attachment
    • cc Wazir Ishmael City Administrator
    • From To Cc
    • Subject Date Attachments
    • MaY Johns InsoectorGeneral Wazir Ishmael City of Hollywoods 90 Day Progress Report Regarding TransHire Tuesday May 31 2016 42804 PM 05 31 16 Letter to Inspector Scott re TransHire 90 Day Progress Reportpdf
    • 05 31 16 Letter to Inspector Scott Attachment lpdf 05 31 16 Letter to Inspector Scott Attachment 2pdf 05 31 16 Letter to Inspector Scott Attachment 3pdf 05 31 16 Letter to Inspector Scott Attachment 4pdf 05 31 16 Letter to Inspector Scott Attachment 5pdf 05 31 16 Letter to Inspector Scott Attachment 6pdf
    • Good afternoon Inspector General shy
    • The City Manager asked that I forward you the City of Hollywoods 90 day progress report that you requested in your final report regarding TransHire
    • Thank you Dr Wazir Ishmael City Manager
    • Executive Assistant City of Hollywood Office of the City Manager 2600 Hollywood Blvd Suite 419
    • PO Box 229045 Hollywood FL 33022-9045 Office 954-921-3201 E-mail
    • fjj
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Office of the City Manager
    • 2600 Hollywood Blvd bull PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (954) 92 1-33 14 bull rg
    • Wazir A Ishmael PhD City Manager
    • SENT VIA EMAIL amp US MAIL
    • May 31 2016
    • Mr John W Scott Inspector General Broward Office of the Inspector General
    • One North University Drive Suite 111 Plantation FL 3324
    • Re Broward Office of the Inspector General Report on Transhire 90 Day Progress Report
    • Dear Mr Scott
    • Please accept this response from the City of Hollywood as the 90 Day Progress Report that you requested in your final report on the above matter First let me assure you that your information findings and recommendations have been fully received acknowledged and communicated widely throughout the City staff Secondly I have discussed the serious nature of the issues identified directly with the Mayor City Commission senior management team staff and members of the public reinforcing that those inap
    • Finally we have collectively implemented and followed a broad spectrum of improvements actions resources training and policies to continue forward the lessons learned in progress of the organization The initiatives we have undertaken exist at the policy level and administrative oversight as well as day to day operations The below information describes those steps in more detail along with the attached documentation and the derived benefit for each Your contribution to stimulating these improveme
    • Our Mission Ve are dedicmcd to providing municipal services for our diverse community in an atmosphere ofcooperation courtesy and respect Yc do this by ensuring all who live work and play in the City of Hollywood enjoy a high quality of life
    • An Equa l Opportunity a nd Serv i ce Provide r Ag e nc y
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2
    • 1 Heightened Awareness Expectations and Standards of Performance
    • The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures
    • 2 Services of an External Consulting Professional (Attachment 1)
    • The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many
    • 3 Organizational Modifications and Reform (Attachment 2)
    • The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have be
    • 4 Human Resources Policy Review and Reform
    • Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced
    • 5 WorkflowBusiness Policies and Procedures Modifications
    • The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3
    • The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions
    • 10 Direct Payment Voucher Procedural Modifications (Attachment 6)
    • The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4
    • The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter
    • Attachments
    • c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors
    • ATTACHMENT 1
    • ATTACHMENT 1
    • PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737
    • Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045
    • March 3 2016
    • Dear Messrs Keller and Standley
    • The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one
    • The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues
    • The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not
    • Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement
    • Sincerely
    • Phil Rosenberg President The HR Doctorreg Inc 954 816-4 737
    • attachment
    • Phil Rosenberg President PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737 On
    • March 3 2016
    • IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES
    • BACKGROUND
    • The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in t
    • With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whet
    • City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in th
    • 1
    • The Inspector Generals report is being taken very seriously by the City It is a call to
    • action and catalyst to go beyond the limited and narrow scope of the report in the
    • interest of making broader administrative improvements
    • As part of the response to the report the City engaged the services of The HR Doctor
    • Inc on January 19 2016 to investigate the background of what occurred and offer
    • opinions and recommendations The deliverable in this situation is the presentation of
    • a written report to the City Manager within 30 calendar days of the date of the approval
    • of the engagement (ie January 19 2016) to address the following issues
    • The HR Doctor Inc was authorized and directed by the City Manager to also provide a
    • broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processe
    • METHODOLOGY
    • The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information
    • 2
    • The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employee
    • To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot
    • FINDINGS AND CONCLUSIONS
    • Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positio
    • r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work
    • 3
    • complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur
    • 4
    • service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement
    • 5
    • over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a n
    • 1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be org
    • 6
    • 7
    • managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to
    • ensure the most competent possible workforce If performance evaluations job
    • descriptions and personnel files generally do not reflect written and on-going
    • efforts to document performance excellence weakness and corrective action
    • even those top managers with property rights (ie those covered by Civil
    • Service) can become less willing to take the risks associated with innovation
    • Clients or customers become frustrated by what they regard as excessive
    • delays and lack of responsiveness
    • 8
    • All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance
    • It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The City
    • RECOMMENDATIONS
    • 9
    • Rescue and Public Utilities The Plan would assign specific staff
    • accountability for each project with completion dates and completion
    • milestones There would then be monthly or quarterly progress reviews
    • by the City Manager
    • 10
    • 11
    • 14The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candi
    • 12
    • day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assis
    • SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING
    • PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION
    • THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS
    • SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE
    • ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK
    • ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR
    • THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY
    • CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE
    • 13
    • pro quos such as additional benefits In the absence of such voluntary
    • exemption attrition should be used so that future incumbents in selected
    • positions would be hired as at will employees
    • 14
    • Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside
    • over a facilitated focus group of top users and current IT staffs to
    • prioritize projects identify needs and resources and prepare an IT
    • Business Plan for review by the City Manager Likewise in this reviewers
    • opinion being familiar with the installation of new large IT activities
    • overlaid on existing staff requirements adding a graduate intern as an at
    • will employee for one year would provide a new resource to the IT
    • Director to more rapidly implement the programs he will be asked to bring
    • to fruition This would be in addition to whatever staffing or consultant
    • resources are brought to bear for the Enterprise Resource System
    • 15
    • for another perhaps even more costly organizational problem in the
    • future
    • 25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential s
    • Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement pr
    • middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in
    • 26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots adm
    • 16
    • process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process
    • No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and mana
    • It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees -that they are the Citys
    • 17
    • vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances
    • The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading manager
    • 18
    • ATTACHMENT 2
    • ATTACHMENT 2
    • CITY of HOLLYWOOD FLORIDA
    • Office of the City Manager
    • 0
    • 2600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (95-1) 921-3314 deg
    • Wazir A Ishmael PhD City Manager
    • March 18 2016
    • The Honorable Mayor Vice Mayor
    • and Members of the City Commission City of Hollywood Hollywood FL 33020
    • Mayor Vice Mayor and City Commissioners
    • This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016
    • We thank him for his services and wish him well in his future endeavors
    • Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller
    • Should you have any questions I am available at your convenience
    • Sincere I
    • Dt~tr A Ishmael Ciey(Janager
    • c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director
    • Our Mission Yl arc dcdic 11td lO proiding municip1l scrvictS for our diverse co mrnuniry in an atn1osphLrl of tOOperalion courtesy and respect
    • Xie do 1his hy ensu ring gtII who live work and pby in die Cit) of loll)~VOoJ enjoy a high qnlil oflifo
    • hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y
    • Dr Wazir Ishmael
    • City Manager City of Hollywood
    • 2600 Hollywood Blvd
    • Hollywood Florida 33020
    • Dr Ishmael
    • As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities
    • In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life
    • Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and cap
    • Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices
    • I wish the City of Hollywood and the dedicated employees much luck with their future endeavors
    • Sincerely
    • Jocent Wasserman Director Procurement Services
    • ATTACHMENT 3
    • City of Hollywood Florida -Class Specification Bulletin Page 1of3 ATTACHMENT 3
    • https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016
    • performance
    • May represent the Director at various meetings within the city and the business community
    • Performs other job duties as assigned
    • Required Possession of a Bachelors degree with major coursework in business or public
    • administration or a related field
    • Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration
    • Be a Certified Professional Contracts Manager (CPCM )
    • Preferred Masters degree with major coursework in business or public administration or a related field
    • Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements
    • Extensive knowledge of principles practices and techniques of large scale government purchasing
    • Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing
    • Extensive knowledge of approved purchasing methods including
    • recording buying inspection and shipping methods
    • Extensive knowledge of the techniques and requirements of specifications preparation
    • Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased
    • Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served
    • Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing
    • Some knowledge of insurance as it pertains to property liability and surety bonds
    • Considerable knowledge of Microsoft Word and Excel and the use of office equipment
    • Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to
    • 5252016
    • City of Hollywood Florida -Class Specification Bulletin Page 3of3
    • other workers accurately and concisely Skills in application of systems analysis techniques and
    • procedures including consulting with users to determine hardware so~ware or system functional specifications
    • Ability to communicate effectively both orally and in writing
    • Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices
    • Ability to deal effectively with administrative officials and vendors
    • Ability to obtain and interpret market prices and trends and apply these to procurement problems
    • https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016
    • ATTACHMENT 4
    • ATTACHMENT 4
    • Jeane Carver-St Luce
    • At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations fun
    • Two important take-away from this email
    • middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed
    • middotmiddot Identify and maintain copies of all your award documents and invoices
    • bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files
    • The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines
    • After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support
    • George
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    • ATTACHMENT 5
    • ATTACHMENT 5
    • George Keller
    • From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde
    • Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice
    • Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris
    • Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick
    • Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz
    • Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel
    • Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie
    • Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran
    • Holycross
    • Cc Paul Bassar Directors Subject Master Contract List Training
    • Good Afternoon
    • The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times
    • Please let me know what suits you best also the training will be held at room 303
    • Thank you
    • Maryury Collier
    • Administrative Specialist II
    • City of Hollywood
    • Financial Services
    • 2600 Hollywood Blvd Suite 303
    • PO Box 229045 Hollywood FL 33020 Office 954-921-3221
    • C 11 middot of ~
    • H~QQQ
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Jeane Carver-St Luce
    • Good Day
    • As some ofyou may be aware the City will be implementing an Electronic Contract File-AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed
    • For your convenience we will be having one hour training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule-Not later than Thursday (552016)
    • Friday May 6 from 330pm to 430pm Monday May 9 at 900am to lOOOam
    • bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam
    • Thank you
    • Maryury Collier
    • Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303
    • P 0 Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MCollierhollywoodflorq
    • Cbullty of ~
    • H L WOOD
    • t i O~IOA
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • ATTACHMENT 6
    • ATTACHMENT 6
    • City ojJfoywootf PCoritfa
    • DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT
    • Date Date Date Date Contract InfoNumber Contract Expiration Date
    • Original Contract Amount Total This Invoice
    • Amendments Adjustment Total Previous Invoices
    • APPENDIXB
    • Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073
    • (954) 895-2949 matthewlalla3
    • March 11 2016
    • Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022
    • Dear Wazir
    • Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016
    • I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors
    • ~~
    • Matthew Lalla
    • cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources
Page 31: BROWARD OFFICE OF THE INSPECTOR GENERAL€¦ · Broward Office of the Inspector General Page 2 . 1. Heightened Awareness, Expectations and Standards of Performance . The senior management

ATTACHMENT 2

CITY of HOLLYWOOD FLORIDA Office of the City Manager

02600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045 Phone (95 4) 921 -3201 bull Fax (95-1) 921 -3314 deg wwwhullywoodflorg

Wazir A Ishmael PhD City Manager

March 18 2016

The Honorable Mayor Vice Mayor and Members of the City Commission

City of Hollywood Hollywood FL 33020

Mayor Vice Mayor and City Commissioners

This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016

We thank him for his services and wish him well in his future endeavors

Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller

Should you have any questions I am available at your convenience

Sincere I

DtJJ~tr A Ishmael Ciey(Janager

c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director

Our Mission Y l arc dcdic 11 t d lO proiding municip1 l scrvictS for our diverse co mrnuni ry in an atn1osphL rl of tOOperal ion courtesy and respect

Xie do 1h is hy ensu ri ng gtII who li ve work and pby in die C it) of l o ll )~VOoJ enjoy a high qnli l of lifo

hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood Florida 33020

Dr Ishmael

As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities

In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life

Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and capital improvements

Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices

I wish the City of Hollywood and the dedicated employees much luck with their future endeavors

Sincerely

faL--shyJocent Wasserman Director Procurement Services

ATTACHMENT 3

City of Hollywood Florida - Class Specification Bulletin Page 1of3

ATTACHMENT 3

Contract Compliance Officer Class Code

1138

Bargaining Unit Management CITY OF HOLLYWOOD FLORIDA Revision Date Apr 29 2015

SALARY RANGE

$3310 - $5296 Hourly $264809 - $423694 Biweekly

$6885030 - $11016048 Annually

JOB DESCRIPTION

This is advanced responsible professional and administrative work involving contract certification contract compliance and management for all vendors bidders and proposers conducting business with the City coordination of procurement activities and office and field monitoring Work involves providing managerial assistance to the Assistant City Manager for Finance and Administration in managing and monitoring contracts for compliance developing policies procedures rules and regulations for Citywide purchasing and coordinating the resolution of problems with vendors bidders and proposers

The incumbent exercises a considerable degree of independent judgment Employee is expected to make independent decisions in conformance with applicable laws rules and regulations governing the public purchase of commodities and services as well as standard public purchasing policies and procedures

EXAMPLES OF DUTIES

Reviews all City contracts for compliance and adherence to proper procedures including but not limited to confirmation of proper authority adherence to appropriate procurement procedures identification of time frames satisfaction of insurance requirements verification of available funding review of scope of services and notification of upcoming expiration

Assists in developing new and improved procedures concerning City purchasing activities Recommends corrective actions where applicable

Advises City departmentspersonnel on purchasing procedures to ensure proper compliance with Citys purchasing policies and procedures

Assists user departments in the informal competitive negotiated process for acquisition of professionalpersonal services

Reviews specifications from departments to procure goods and services of a complex andor technical nature

Monitors the evaluation andor negotiation process for acquisition of professionalpersonal services to ensure that proposals have been evaluated andor negotiated in accordance with solicitation document and city purchasing policies and procedures

Conducts preliminary investigations and make finding-of-fact reports on contractual bid disputes bid protests proposed debarment bidder non-responsibility and vendor nonshy

https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 2of3

performance

May represent the Director at various meetings within the city and the business community

Performs other job duties as assigned

THE REQUIREMENTS Required Possession of a Bachelors degree with major coursework in business or public administration or a related field

Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration

Be a Certified Professional Contracts Manager (CPCM )

Preferred Masters degree with major coursework in business or public administration or a related field

Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements

KNOWLEDGE SKILLS AND ABILITIES Extensive knowledge of principles practices and techniques of large scale government purchasing

Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing

Extensive knowledge of approved purchasing methods including recording buying inspection and shipping methods

Extensive knowledge of the techniques and requirements of specifications preparation

Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased

Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served

Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing

Some knowledge of insurance as it pertains to property liability and surety bonds

Considerable knowledge of Microsoft Word and Excel and the use of office equipment

Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to

httpsagencygovernmentjobscomhollywoodfldefaultcfmaction=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 3of3

other workers accurately and concisely

Skills in application of systems analysis techniques and procedures including consulting with users to determine hardware so~ware or system functional specifications

Ability to communicate effectively both orally and in writing

Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices

Ability to deal effectively with administrative officials and vendors

Ability to obtain and interpret market prices and trends and apply these to procurement problems

https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016

ATTACHMENT 4

ATTACHMENT 4

Jeane Carver-St Luce

From George Keller Sent Monday March 14 2016 328 PM To Chuck Ellis Clay Milan Eric Busenbarrick George Keller Gus Zambrano Jaye Epstein

Jeffrey Sheffel Lorie Mertens-Black Mel Standley Patricia Cerny Philip Sauer Raelin

Storey Raheem Seecharan Raquel Elejabarrieta Shiv Newaldass Steve Joseph Sylvia

Glazer Tammie Hechler Tomas Sanchez Tamikia Bacon Paul Bassar Cc Jeane Carver-St Luce Subject FW MCL Informational Email for Distribution

Importance High

At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations funding expenditures and Points of Contact Other helpful features will include executed copies of contract documents and invoice summaries

Two important take-away from this email

1 If you havent seen the fVICL demonstration please tune into the next City Commission meeting

2 Preliminary planning for a iVICL anticipation go live date--on or about 442016

middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed

middotmiddot Identify and maintain copies of all your award documents and invoices

bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files

The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines

After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support

George

George R heJcr Jr middotLsisrunt Cinmiddot funllltJcI

City of Hollywood ()Ill follrmind R1111tl1UlaquoI VU Bn_rl_)lt)l-f5

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Master Contract List (MCL)

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Agenda

o What is the MCL

D MCL Data

D Demonstration of an Electronic Contract File

o MCL Next Steps v 0 v

o Questions

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What is the MCL bull Summary

o An electronic standardized comprehensive Management Tool-A One Stop Shop For all stakeholders who have a role with contract administration

o Useful real time information such as automatic daily countdowns of days for contracts and insurance expirations funding expenditures and Points of Contact

o Executed copies of contract documents and invoice bullsummaries

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MCL-Next Steps

bull Implementation o The MCL is a priority initiative

bull Continue gatheringupdating all contractual information bull Establishing POCs permission rights

o Coordinating with Financial Services Department in obtaining all invoices

o Working with the Procurement Division with keeping contractual documents updated

o Training Administrative Personnel who will have a procurement role

bull Execution After the City Commission presentation and feedback final developmenttraining sessions-anticipating a go live date April 2016

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ATTACHMENT 5

ATTACHMENT 5

George Keller

From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde

Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney

Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra

Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris

Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz

Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel

Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie

Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran Holycross

Cc Paul Bassar Directors Subject Master Contract List Training

Good Afternoon

The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times

bull Thursday May 26 at lOOpm 200pm 300pm bull Tuesday May 31 at 900am lOOOam l lOOam lOOpm 200pm 300pm bull Wednesday June 1 at 900am lOOOam 11 OOam bull Thursday June 2 at 900am lOOOam l lOOam lOOpm 200pm 300pm

Please let me know what suits you best also the training will be held at room 303

Thank you

Maryury Collier Administrative Specialist II City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 PO Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MColl ierholl ywoodflorg C 11 middot o f ~

H~QQQ Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record

Jeane Carver-St Luce

From Maryury Collier Sent Monday May 02 2016 1024 AM To Administrative Assistant II Cc Directors Paul Bassar Subject Training for the Master Contract List

Good Day

As some ofyou may be aware the City will be implementing an Electronic Contract File- AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed

For your convenience we will be having one h our training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule- Not later than Thursday (552016)

Friday May 6 from 330pm to 430pm

Monday May 9 at 900am to lOOOam bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam

Thank you

Maryury Collier Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 P 0 Box 229045 Hollywood FL 33020 Offi ce 954-921-3221 E-mail MCollierhollywoodflorq Cbullty of ~

H L WOOD t i O~IOA

Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mai l may be subject to disclosure as a matter of public record

ATTACHMENT 6

ATTACHMENT 6City ojJfoywootf PCoritfa DPV

DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT

Date 5252016 Pay to Vendor No Amount of Payment

Name Account No Address Separate Check Requested D City Invoice Number StateZip

Explanation of Payment

Date

Date

Date

Date

Contract InfoNumber Contract Expiration Date

Item Budget Item Description Line Item

l SubscriotionDuesMemberships Fees 2 Postage MeterStamps 3 Host Account Reimbursements 4 LicensesPermitsCertificates 5 Court CostOther Govt AgencvTaxes 6 Real Estate Closing - Attach Stmt 7 Advertising - attach tearsheet 8 Education CoursesSeminars 9 EducationReimbursementsBooks 10 RecordsSlidesFilmsGov Publication 11 Deferred ComoBank Pavments 12 MedicalVeterinarv Pavments 13 Insurance Premiums 14 Grant Disbursements 15 UtilitiesDump Fees 16 Refunds 17 CourierFreight 18 Pettv Cash Reimbursement 19 Other Professional Services 20 Soecial EventsRecr Performances 21 Temoorarv Emolovment Services 22 MealParkinQNiileaQe (1 dav tri-countv)

Unit Quantity

Originated by Dept Head Printed Name

DeptDiv Dept Head Signature

Procurement TypeDoc ---------------- Procurement Appr _

Finance Approval __________ Date Budget Approval

City Commission or City Manager Action Resolution

Unit Price

Total

ExtensionTotal

$000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000

Original Contract Amount Total This Invoice

Amendments Adjustment Total Previous Invoices

Total Contract Amount Total to Date --------------shy

City Manager Signature (if required)

Distribution List Finance Procurement Services Depmtment Copy dpv (rev3l02015)

APPENDIXB

Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073 (954) 895-2949 matthewlal la32 7 5comcastnet

March 11 2016

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022

Dear Wazir

Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016

I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors

~~ Matthew Lalla

cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources

  • Structure Bookmarks
    • BROWARD OFFICE OF THE INSPECTOR GENERAL
    • To and Members City of Hollywood C
    • From John W Scott Inspector General
    • Date June 6 2016
    • Subject Status Report-OIG Final Report Re Misconduct and Gross Mismanagement by the City ofHollywood in the Procurement of Temporary Employment Services Ref OIG 14-027
    • On March 2 2014 the Broward Office of the Inspector General (OIG) issued a final report finding that City of Hollywood officials violated numerous city ordinances policies and procedures to pay approximately $1 million for the services of temporary employees (temps) Specifically we found that the officials
    • At the conclusion of the report the OIG acknowledged the initial remedial steps taken by the city but recommended additional action including-given the potential for further abuse of the DPV payment method-a full audit of DPV payments
    • John W Scol1 Inspector General One North University Drive Suite 11 1 bull Planlalion Florida 33324 bull (954) 357-7873 bull Fax (954) 357-7857 4) 357-TIPS
    • As requested City Administrator Wazir Ishmael has now provided the OIG a status report with attachments which is attached as Appendix A The city states that it s senior management team has communicated publicly and individually that the inappropriate actions that occurred in the past were clearly wrong and unacceptable The city has now implemented numerous protocols and procedures in response to the OIGs investigation Of particular significance the city has created and implemented a contract com
    • The city has also restructured the Procurement Division and reformed oversight of the procurement process The finance director and procurement director overseeing the activities discussed in the final report have since resigned from the city Former Procurement Director Joel Wasserman s resignation is attached at Appendix A and former Finance Director Matthew Lallas resignation is attached as Appendix B The city also provided a repo1i it commissioned from a human resources specialist in response to the
    • However the city failed to address our recommendation that the DPV payments be audited in light of the significant misuse of the mechanism and the corresponding vulnerability to fraud waste and abuse Accordingly the OIG requests that we be provided a supplemental status report within 90 days or by September 5 2016 regarding a DPV audit
    • Attachment
    • cc Wazir Ishmael City Administrator
    • From To Cc
    • Subject Date Attachments
    • MaY Johns InsoectorGeneral Wazir Ishmael City of Hollywoods 90 Day Progress Report Regarding TransHire Tuesday May 31 2016 42804 PM 05 31 16 Letter to Inspector Scott re TransHire 90 Day Progress Reportpdf
    • 05 31 16 Letter to Inspector Scott Attachment lpdf 05 31 16 Letter to Inspector Scott Attachment 2pdf 05 31 16 Letter to Inspector Scott Attachment 3pdf 05 31 16 Letter to Inspector Scott Attachment 4pdf 05 31 16 Letter to Inspector Scott Attachment 5pdf 05 31 16 Letter to Inspector Scott Attachment 6pdf
    • Good afternoon Inspector General shy
    • The City Manager asked that I forward you the City of Hollywoods 90 day progress report that you requested in your final report regarding TransHire
    • Thank you Dr Wazir Ishmael City Manager
    • Executive Assistant City of Hollywood Office of the City Manager 2600 Hollywood Blvd Suite 419
    • PO Box 229045 Hollywood FL 33022-9045 Office 954-921-3201 E-mail
    • fjj
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Office of the City Manager
    • 2600 Hollywood Blvd bull PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (954) 92 1-33 14 bull rg
    • Wazir A Ishmael PhD City Manager
    • SENT VIA EMAIL amp US MAIL
    • May 31 2016
    • Mr John W Scott Inspector General Broward Office of the Inspector General
    • One North University Drive Suite 111 Plantation FL 3324
    • Re Broward Office of the Inspector General Report on Transhire 90 Day Progress Report
    • Dear Mr Scott
    • Please accept this response from the City of Hollywood as the 90 Day Progress Report that you requested in your final report on the above matter First let me assure you that your information findings and recommendations have been fully received acknowledged and communicated widely throughout the City staff Secondly I have discussed the serious nature of the issues identified directly with the Mayor City Commission senior management team staff and members of the public reinforcing that those inap
    • Finally we have collectively implemented and followed a broad spectrum of improvements actions resources training and policies to continue forward the lessons learned in progress of the organization The initiatives we have undertaken exist at the policy level and administrative oversight as well as day to day operations The below information describes those steps in more detail along with the attached documentation and the derived benefit for each Your contribution to stimulating these improveme
    • Our Mission Ve are dedicmcd to providing municipal services for our diverse community in an atmosphere ofcooperation courtesy and respect Yc do this by ensuring all who live work and play in the City of Hollywood enjoy a high quality of life
    • An Equa l Opportunity a nd Serv i ce Provide r Ag e nc y
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2
    • 1 Heightened Awareness Expectations and Standards of Performance
    • The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures
    • 2 Services of an External Consulting Professional (Attachment 1)
    • The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many
    • 3 Organizational Modifications and Reform (Attachment 2)
    • The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have be
    • 4 Human Resources Policy Review and Reform
    • Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced
    • 5 WorkflowBusiness Policies and Procedures Modifications
    • The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3
    • The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions
    • 10 Direct Payment Voucher Procedural Modifications (Attachment 6)
    • The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4
    • The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter
    • Attachments
    • c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors
    • ATTACHMENT 1
    • ATTACHMENT 1
    • PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737
    • Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045
    • March 3 2016
    • Dear Messrs Keller and Standley
    • The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one
    • The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues
    • The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not
    • Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement
    • Sincerely
    • Phil Rosenberg President The HR Doctorreg Inc 954 816-4 737
    • attachment
    • Phil Rosenberg President PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737 On
    • March 3 2016
    • IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES
    • BACKGROUND
    • The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in t
    • With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whet
    • City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in th
    • 1
    • The Inspector Generals report is being taken very seriously by the City It is a call to
    • action and catalyst to go beyond the limited and narrow scope of the report in the
    • interest of making broader administrative improvements
    • As part of the response to the report the City engaged the services of The HR Doctor
    • Inc on January 19 2016 to investigate the background of what occurred and offer
    • opinions and recommendations The deliverable in this situation is the presentation of
    • a written report to the City Manager within 30 calendar days of the date of the approval
    • of the engagement (ie January 19 2016) to address the following issues
    • The HR Doctor Inc was authorized and directed by the City Manager to also provide a
    • broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processe
    • METHODOLOGY
    • The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information
    • 2
    • The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employee
    • To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot
    • FINDINGS AND CONCLUSIONS
    • Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positio
    • r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work
    • 3
    • complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur
    • 4
    • service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement
    • 5
    • over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a n
    • 1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be org
    • 6
    • 7
    • managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to
    • ensure the most competent possible workforce If performance evaluations job
    • descriptions and personnel files generally do not reflect written and on-going
    • efforts to document performance excellence weakness and corrective action
    • even those top managers with property rights (ie those covered by Civil
    • Service) can become less willing to take the risks associated with innovation
    • Clients or customers become frustrated by what they regard as excessive
    • delays and lack of responsiveness
    • 8
    • All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance
    • It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The City
    • RECOMMENDATIONS
    • 9
    • Rescue and Public Utilities The Plan would assign specific staff
    • accountability for each project with completion dates and completion
    • milestones There would then be monthly or quarterly progress reviews
    • by the City Manager
    • 10
    • 11
    • 14The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candi
    • 12
    • day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assis
    • SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING
    • PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION
    • THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS
    • SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE
    • ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK
    • ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR
    • THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY
    • CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE
    • 13
    • pro quos such as additional benefits In the absence of such voluntary
    • exemption attrition should be used so that future incumbents in selected
    • positions would be hired as at will employees
    • 14
    • Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside
    • over a facilitated focus group of top users and current IT staffs to
    • prioritize projects identify needs and resources and prepare an IT
    • Business Plan for review by the City Manager Likewise in this reviewers
    • opinion being familiar with the installation of new large IT activities
    • overlaid on existing staff requirements adding a graduate intern as an at
    • will employee for one year would provide a new resource to the IT
    • Director to more rapidly implement the programs he will be asked to bring
    • to fruition This would be in addition to whatever staffing or consultant
    • resources are brought to bear for the Enterprise Resource System
    • 15
    • for another perhaps even more costly organizational problem in the
    • future
    • 25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential s
    • Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement pr
    • middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in
    • 26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots adm
    • 16
    • process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process
    • No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and mana
    • It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees -that they are the Citys
    • 17
    • vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances
    • The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading manager
    • 18
    • ATTACHMENT 2
    • ATTACHMENT 2
    • CITY of HOLLYWOOD FLORIDA
    • Office of the City Manager
    • 0
    • 2600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (95-1) 921-3314 deg
    • Wazir A Ishmael PhD City Manager
    • March 18 2016
    • The Honorable Mayor Vice Mayor
    • and Members of the City Commission City of Hollywood Hollywood FL 33020
    • Mayor Vice Mayor and City Commissioners
    • This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016
    • We thank him for his services and wish him well in his future endeavors
    • Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller
    • Should you have any questions I am available at your convenience
    • Sincere I
    • Dt~tr A Ishmael Ciey(Janager
    • c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director
    • Our Mission Yl arc dcdic 11td lO proiding municip1l scrvictS for our diverse co mrnuniry in an atn1osphLrl of tOOperalion courtesy and respect
    • Xie do 1his hy ensu ring gtII who live work and pby in die Cit) of loll)~VOoJ enjoy a high qnlil oflifo
    • hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y
    • Dr Wazir Ishmael
    • City Manager City of Hollywood
    • 2600 Hollywood Blvd
    • Hollywood Florida 33020
    • Dr Ishmael
    • As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities
    • In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life
    • Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and cap
    • Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices
    • I wish the City of Hollywood and the dedicated employees much luck with their future endeavors
    • Sincerely
    • Jocent Wasserman Director Procurement Services
    • ATTACHMENT 3
    • City of Hollywood Florida -Class Specification Bulletin Page 1of3 ATTACHMENT 3
    • https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016
    • performance
    • May represent the Director at various meetings within the city and the business community
    • Performs other job duties as assigned
    • Required Possession of a Bachelors degree with major coursework in business or public
    • administration or a related field
    • Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration
    • Be a Certified Professional Contracts Manager (CPCM )
    • Preferred Masters degree with major coursework in business or public administration or a related field
    • Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements
    • Extensive knowledge of principles practices and techniques of large scale government purchasing
    • Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing
    • Extensive knowledge of approved purchasing methods including
    • recording buying inspection and shipping methods
    • Extensive knowledge of the techniques and requirements of specifications preparation
    • Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased
    • Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served
    • Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing
    • Some knowledge of insurance as it pertains to property liability and surety bonds
    • Considerable knowledge of Microsoft Word and Excel and the use of office equipment
    • Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to
    • 5252016
    • City of Hollywood Florida -Class Specification Bulletin Page 3of3
    • other workers accurately and concisely Skills in application of systems analysis techniques and
    • procedures including consulting with users to determine hardware so~ware or system functional specifications
    • Ability to communicate effectively both orally and in writing
    • Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices
    • Ability to deal effectively with administrative officials and vendors
    • Ability to obtain and interpret market prices and trends and apply these to procurement problems
    • https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016
    • ATTACHMENT 4
    • ATTACHMENT 4
    • Jeane Carver-St Luce
    • At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations fun
    • Two important take-away from this email
    • middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed
    • middotmiddot Identify and maintain copies of all your award documents and invoices
    • bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files
    • The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines
    • After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support
    • George
    • George R Jr middotLsisrunt Cinmiddot funllltJcI
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    • FLORIDA
    • Master Contract List (MCL)
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    • What is the MCL
    • bull Summary
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    • bull TCITY MANAGERMCL Demo
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    • ATTACHMENT 5
    • ATTACHMENT 5
    • George Keller
    • From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde
    • Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice
    • Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris
    • Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick
    • Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz
    • Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel
    • Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie
    • Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran
    • Holycross
    • Cc Paul Bassar Directors Subject Master Contract List Training
    • Good Afternoon
    • The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times
    • Please let me know what suits you best also the training will be held at room 303
    • Thank you
    • Maryury Collier
    • Administrative Specialist II
    • City of Hollywood
    • Financial Services
    • 2600 Hollywood Blvd Suite 303
    • PO Box 229045 Hollywood FL 33020 Office 954-921-3221
    • C 11 middot of ~
    • H~QQQ
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Jeane Carver-St Luce
    • Good Day
    • As some ofyou may be aware the City will be implementing an Electronic Contract File-AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed
    • For your convenience we will be having one hour training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule-Not later than Thursday (552016)
    • Friday May 6 from 330pm to 430pm Monday May 9 at 900am to lOOOam
    • bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam
    • Thank you
    • Maryury Collier
    • Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303
    • P 0 Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MCollierhollywoodflorq
    • Cbullty of ~
    • H L WOOD
    • t i O~IOA
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • ATTACHMENT 6
    • ATTACHMENT 6
    • City ojJfoywootf PCoritfa
    • DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT
    • Date Date Date Date Contract InfoNumber Contract Expiration Date
    • Original Contract Amount Total This Invoice
    • Amendments Adjustment Total Previous Invoices
    • APPENDIXB
    • Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073
    • (954) 895-2949 matthewlalla3
    • March 11 2016
    • Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022
    • Dear Wazir
    • Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016
    • I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors
    • ~~
    • Matthew Lalla
    • cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources
Page 32: BROWARD OFFICE OF THE INSPECTOR GENERAL€¦ · Broward Office of the Inspector General Page 2 . 1. Heightened Awareness, Expectations and Standards of Performance . The senior management

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood Florida 33020

Dr Ishmael

As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities

In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life

Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and capital improvements

Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices

I wish the City of Hollywood and the dedicated employees much luck with their future endeavors

Sincerely

faL--shyJocent Wasserman Director Procurement Services

ATTACHMENT 3

City of Hollywood Florida - Class Specification Bulletin Page 1of3

ATTACHMENT 3

Contract Compliance Officer Class Code

1138

Bargaining Unit Management CITY OF HOLLYWOOD FLORIDA Revision Date Apr 29 2015

SALARY RANGE

$3310 - $5296 Hourly $264809 - $423694 Biweekly

$6885030 - $11016048 Annually

JOB DESCRIPTION

This is advanced responsible professional and administrative work involving contract certification contract compliance and management for all vendors bidders and proposers conducting business with the City coordination of procurement activities and office and field monitoring Work involves providing managerial assistance to the Assistant City Manager for Finance and Administration in managing and monitoring contracts for compliance developing policies procedures rules and regulations for Citywide purchasing and coordinating the resolution of problems with vendors bidders and proposers

The incumbent exercises a considerable degree of independent judgment Employee is expected to make independent decisions in conformance with applicable laws rules and regulations governing the public purchase of commodities and services as well as standard public purchasing policies and procedures

EXAMPLES OF DUTIES

Reviews all City contracts for compliance and adherence to proper procedures including but not limited to confirmation of proper authority adherence to appropriate procurement procedures identification of time frames satisfaction of insurance requirements verification of available funding review of scope of services and notification of upcoming expiration

Assists in developing new and improved procedures concerning City purchasing activities Recommends corrective actions where applicable

Advises City departmentspersonnel on purchasing procedures to ensure proper compliance with Citys purchasing policies and procedures

Assists user departments in the informal competitive negotiated process for acquisition of professionalpersonal services

Reviews specifications from departments to procure goods and services of a complex andor technical nature

Monitors the evaluation andor negotiation process for acquisition of professionalpersonal services to ensure that proposals have been evaluated andor negotiated in accordance with solicitation document and city purchasing policies and procedures

Conducts preliminary investigations and make finding-of-fact reports on contractual bid disputes bid protests proposed debarment bidder non-responsibility and vendor nonshy

https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 2of3

performance

May represent the Director at various meetings within the city and the business community

Performs other job duties as assigned

THE REQUIREMENTS Required Possession of a Bachelors degree with major coursework in business or public administration or a related field

Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration

Be a Certified Professional Contracts Manager (CPCM )

Preferred Masters degree with major coursework in business or public administration or a related field

Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements

KNOWLEDGE SKILLS AND ABILITIES Extensive knowledge of principles practices and techniques of large scale government purchasing

Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing

Extensive knowledge of approved purchasing methods including recording buying inspection and shipping methods

Extensive knowledge of the techniques and requirements of specifications preparation

Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased

Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served

Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing

Some knowledge of insurance as it pertains to property liability and surety bonds

Considerable knowledge of Microsoft Word and Excel and the use of office equipment

Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to

httpsagencygovernmentjobscomhollywoodfldefaultcfmaction=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 3of3

other workers accurately and concisely

Skills in application of systems analysis techniques and procedures including consulting with users to determine hardware so~ware or system functional specifications

Ability to communicate effectively both orally and in writing

Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices

Ability to deal effectively with administrative officials and vendors

Ability to obtain and interpret market prices and trends and apply these to procurement problems

https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016

ATTACHMENT 4

ATTACHMENT 4

Jeane Carver-St Luce

From George Keller Sent Monday March 14 2016 328 PM To Chuck Ellis Clay Milan Eric Busenbarrick George Keller Gus Zambrano Jaye Epstein

Jeffrey Sheffel Lorie Mertens-Black Mel Standley Patricia Cerny Philip Sauer Raelin

Storey Raheem Seecharan Raquel Elejabarrieta Shiv Newaldass Steve Joseph Sylvia

Glazer Tammie Hechler Tomas Sanchez Tamikia Bacon Paul Bassar Cc Jeane Carver-St Luce Subject FW MCL Informational Email for Distribution

Importance High

At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations funding expenditures and Points of Contact Other helpful features will include executed copies of contract documents and invoice summaries

Two important take-away from this email

1 If you havent seen the fVICL demonstration please tune into the next City Commission meeting

2 Preliminary planning for a iVICL anticipation go live date--on or about 442016

middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed

middotmiddot Identify and maintain copies of all your award documents and invoices

bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files

The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines

After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support

George

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Master Contract List (MCL)

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Agenda

o What is the MCL

D MCL Data

D Demonstration of an Electronic Contract File

o MCL Next Steps v 0 v

o Questions

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What is the MCL bull Summary

o An electronic standardized comprehensive Management Tool-A One Stop Shop For all stakeholders who have a role with contract administration

o Useful real time information such as automatic daily countdowns of days for contracts and insurance expirations funding expenditures and Points of Contact

o Executed copies of contract documents and invoice bullsummaries

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MCL-Next Steps

bull Implementation o The MCL is a priority initiative

bull Continue gatheringupdating all contractual information bull Establishing POCs permission rights

o Coordinating with Financial Services Department in obtaining all invoices

o Working with the Procurement Division with keeping contractual documents updated

o Training Administrative Personnel who will have a procurement role

bull Execution After the City Commission presentation and feedback final developmenttraining sessions-anticipating a go live date April 2016

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ATTACHMENT 5

ATTACHMENT 5

George Keller

From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde

Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney

Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra

Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris

Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz

Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel

Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie

Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran Holycross

Cc Paul Bassar Directors Subject Master Contract List Training

Good Afternoon

The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times

bull Thursday May 26 at lOOpm 200pm 300pm bull Tuesday May 31 at 900am lOOOam l lOOam lOOpm 200pm 300pm bull Wednesday June 1 at 900am lOOOam 11 OOam bull Thursday June 2 at 900am lOOOam l lOOam lOOpm 200pm 300pm

Please let me know what suits you best also the training will be held at room 303

Thank you

Maryury Collier Administrative Specialist II City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 PO Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MColl ierholl ywoodflorg C 11 middot o f ~

H~QQQ Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record

Jeane Carver-St Luce

From Maryury Collier Sent Monday May 02 2016 1024 AM To Administrative Assistant II Cc Directors Paul Bassar Subject Training for the Master Contract List

Good Day

As some ofyou may be aware the City will be implementing an Electronic Contract File- AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed

For your convenience we will be having one h our training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule- Not later than Thursday (552016)

Friday May 6 from 330pm to 430pm

Monday May 9 at 900am to lOOOam bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam

Thank you

Maryury Collier Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 P 0 Box 229045 Hollywood FL 33020 Offi ce 954-921-3221 E-mail MCollierhollywoodflorq Cbullty of ~

H L WOOD t i O~IOA

Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mai l may be subject to disclosure as a matter of public record

ATTACHMENT 6

ATTACHMENT 6City ojJfoywootf PCoritfa DPV

DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT

Date 5252016 Pay to Vendor No Amount of Payment

Name Account No Address Separate Check Requested D City Invoice Number StateZip

Explanation of Payment

Date

Date

Date

Date

Contract InfoNumber Contract Expiration Date

Item Budget Item Description Line Item

l SubscriotionDuesMemberships Fees 2 Postage MeterStamps 3 Host Account Reimbursements 4 LicensesPermitsCertificates 5 Court CostOther Govt AgencvTaxes 6 Real Estate Closing - Attach Stmt 7 Advertising - attach tearsheet 8 Education CoursesSeminars 9 EducationReimbursementsBooks 10 RecordsSlidesFilmsGov Publication 11 Deferred ComoBank Pavments 12 MedicalVeterinarv Pavments 13 Insurance Premiums 14 Grant Disbursements 15 UtilitiesDump Fees 16 Refunds 17 CourierFreight 18 Pettv Cash Reimbursement 19 Other Professional Services 20 Soecial EventsRecr Performances 21 Temoorarv Emolovment Services 22 MealParkinQNiileaQe (1 dav tri-countv)

Unit Quantity

Originated by Dept Head Printed Name

DeptDiv Dept Head Signature

Procurement TypeDoc ---------------- Procurement Appr _

Finance Approval __________ Date Budget Approval

City Commission or City Manager Action Resolution

Unit Price

Total

ExtensionTotal

$000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000

Original Contract Amount Total This Invoice

Amendments Adjustment Total Previous Invoices

Total Contract Amount Total to Date --------------shy

City Manager Signature (if required)

Distribution List Finance Procurement Services Depmtment Copy dpv (rev3l02015)

APPENDIXB

Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073 (954) 895-2949 matthewlal la32 7 5comcastnet

March 11 2016

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022

Dear Wazir

Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016

I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors

~~ Matthew Lalla

cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources

  • Structure Bookmarks
    • BROWARD OFFICE OF THE INSPECTOR GENERAL
    • To and Members City of Hollywood C
    • From John W Scott Inspector General
    • Date June 6 2016
    • Subject Status Report-OIG Final Report Re Misconduct and Gross Mismanagement by the City ofHollywood in the Procurement of Temporary Employment Services Ref OIG 14-027
    • On March 2 2014 the Broward Office of the Inspector General (OIG) issued a final report finding that City of Hollywood officials violated numerous city ordinances policies and procedures to pay approximately $1 million for the services of temporary employees (temps) Specifically we found that the officials
    • At the conclusion of the report the OIG acknowledged the initial remedial steps taken by the city but recommended additional action including-given the potential for further abuse of the DPV payment method-a full audit of DPV payments
    • John W Scol1 Inspector General One North University Drive Suite 11 1 bull Planlalion Florida 33324 bull (954) 357-7873 bull Fax (954) 357-7857 4) 357-TIPS
    • As requested City Administrator Wazir Ishmael has now provided the OIG a status report with attachments which is attached as Appendix A The city states that it s senior management team has communicated publicly and individually that the inappropriate actions that occurred in the past were clearly wrong and unacceptable The city has now implemented numerous protocols and procedures in response to the OIGs investigation Of particular significance the city has created and implemented a contract com
    • The city has also restructured the Procurement Division and reformed oversight of the procurement process The finance director and procurement director overseeing the activities discussed in the final report have since resigned from the city Former Procurement Director Joel Wasserman s resignation is attached at Appendix A and former Finance Director Matthew Lallas resignation is attached as Appendix B The city also provided a repo1i it commissioned from a human resources specialist in response to the
    • However the city failed to address our recommendation that the DPV payments be audited in light of the significant misuse of the mechanism and the corresponding vulnerability to fraud waste and abuse Accordingly the OIG requests that we be provided a supplemental status report within 90 days or by September 5 2016 regarding a DPV audit
    • Attachment
    • cc Wazir Ishmael City Administrator
    • From To Cc
    • Subject Date Attachments
    • MaY Johns InsoectorGeneral Wazir Ishmael City of Hollywoods 90 Day Progress Report Regarding TransHire Tuesday May 31 2016 42804 PM 05 31 16 Letter to Inspector Scott re TransHire 90 Day Progress Reportpdf
    • 05 31 16 Letter to Inspector Scott Attachment lpdf 05 31 16 Letter to Inspector Scott Attachment 2pdf 05 31 16 Letter to Inspector Scott Attachment 3pdf 05 31 16 Letter to Inspector Scott Attachment 4pdf 05 31 16 Letter to Inspector Scott Attachment 5pdf 05 31 16 Letter to Inspector Scott Attachment 6pdf
    • Good afternoon Inspector General shy
    • The City Manager asked that I forward you the City of Hollywoods 90 day progress report that you requested in your final report regarding TransHire
    • Thank you Dr Wazir Ishmael City Manager
    • Executive Assistant City of Hollywood Office of the City Manager 2600 Hollywood Blvd Suite 419
    • PO Box 229045 Hollywood FL 33022-9045 Office 954-921-3201 E-mail
    • fjj
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Office of the City Manager
    • 2600 Hollywood Blvd bull PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (954) 92 1-33 14 bull rg
    • Wazir A Ishmael PhD City Manager
    • SENT VIA EMAIL amp US MAIL
    • May 31 2016
    • Mr John W Scott Inspector General Broward Office of the Inspector General
    • One North University Drive Suite 111 Plantation FL 3324
    • Re Broward Office of the Inspector General Report on Transhire 90 Day Progress Report
    • Dear Mr Scott
    • Please accept this response from the City of Hollywood as the 90 Day Progress Report that you requested in your final report on the above matter First let me assure you that your information findings and recommendations have been fully received acknowledged and communicated widely throughout the City staff Secondly I have discussed the serious nature of the issues identified directly with the Mayor City Commission senior management team staff and members of the public reinforcing that those inap
    • Finally we have collectively implemented and followed a broad spectrum of improvements actions resources training and policies to continue forward the lessons learned in progress of the organization The initiatives we have undertaken exist at the policy level and administrative oversight as well as day to day operations The below information describes those steps in more detail along with the attached documentation and the derived benefit for each Your contribution to stimulating these improveme
    • Our Mission Ve are dedicmcd to providing municipal services for our diverse community in an atmosphere ofcooperation courtesy and respect Yc do this by ensuring all who live work and play in the City of Hollywood enjoy a high quality of life
    • An Equa l Opportunity a nd Serv i ce Provide r Ag e nc y
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2
    • 1 Heightened Awareness Expectations and Standards of Performance
    • The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures
    • 2 Services of an External Consulting Professional (Attachment 1)
    • The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many
    • 3 Organizational Modifications and Reform (Attachment 2)
    • The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have be
    • 4 Human Resources Policy Review and Reform
    • Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced
    • 5 WorkflowBusiness Policies and Procedures Modifications
    • The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3
    • The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions
    • 10 Direct Payment Voucher Procedural Modifications (Attachment 6)
    • The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4
    • The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter
    • Attachments
    • c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors
    • ATTACHMENT 1
    • ATTACHMENT 1
    • PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737
    • Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045
    • March 3 2016
    • Dear Messrs Keller and Standley
    • The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one
    • The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues
    • The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not
    • Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement
    • Sincerely
    • Phil Rosenberg President The HR Doctorreg Inc 954 816-4 737
    • attachment
    • Phil Rosenberg President PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737 On
    • March 3 2016
    • IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES
    • BACKGROUND
    • The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in t
    • With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whet
    • City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in th
    • 1
    • The Inspector Generals report is being taken very seriously by the City It is a call to
    • action and catalyst to go beyond the limited and narrow scope of the report in the
    • interest of making broader administrative improvements
    • As part of the response to the report the City engaged the services of The HR Doctor
    • Inc on January 19 2016 to investigate the background of what occurred and offer
    • opinions and recommendations The deliverable in this situation is the presentation of
    • a written report to the City Manager within 30 calendar days of the date of the approval
    • of the engagement (ie January 19 2016) to address the following issues
    • The HR Doctor Inc was authorized and directed by the City Manager to also provide a
    • broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processe
    • METHODOLOGY
    • The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information
    • 2
    • The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employee
    • To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot
    • FINDINGS AND CONCLUSIONS
    • Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positio
    • r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work
    • 3
    • complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur
    • 4
    • service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement
    • 5
    • over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a n
    • 1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be org
    • 6
    • 7
    • managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to
    • ensure the most competent possible workforce If performance evaluations job
    • descriptions and personnel files generally do not reflect written and on-going
    • efforts to document performance excellence weakness and corrective action
    • even those top managers with property rights (ie those covered by Civil
    • Service) can become less willing to take the risks associated with innovation
    • Clients or customers become frustrated by what they regard as excessive
    • delays and lack of responsiveness
    • 8
    • All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance
    • It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The City
    • RECOMMENDATIONS
    • 9
    • Rescue and Public Utilities The Plan would assign specific staff
    • accountability for each project with completion dates and completion
    • milestones There would then be monthly or quarterly progress reviews
    • by the City Manager
    • 10
    • 11
    • 14The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candi
    • 12
    • day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assis
    • SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING
    • PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION
    • THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS
    • SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE
    • ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK
    • ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR
    • THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY
    • CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE
    • 13
    • pro quos such as additional benefits In the absence of such voluntary
    • exemption attrition should be used so that future incumbents in selected
    • positions would be hired as at will employees
    • 14
    • Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside
    • over a facilitated focus group of top users and current IT staffs to
    • prioritize projects identify needs and resources and prepare an IT
    • Business Plan for review by the City Manager Likewise in this reviewers
    • opinion being familiar with the installation of new large IT activities
    • overlaid on existing staff requirements adding a graduate intern as an at
    • will employee for one year would provide a new resource to the IT
    • Director to more rapidly implement the programs he will be asked to bring
    • to fruition This would be in addition to whatever staffing or consultant
    • resources are brought to bear for the Enterprise Resource System
    • 15
    • for another perhaps even more costly organizational problem in the
    • future
    • 25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential s
    • Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement pr
    • middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in
    • 26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots adm
    • 16
    • process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process
    • No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and mana
    • It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees -that they are the Citys
    • 17
    • vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances
    • The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading manager
    • 18
    • ATTACHMENT 2
    • ATTACHMENT 2
    • CITY of HOLLYWOOD FLORIDA
    • Office of the City Manager
    • 0
    • 2600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (95-1) 921-3314 deg
    • Wazir A Ishmael PhD City Manager
    • March 18 2016
    • The Honorable Mayor Vice Mayor
    • and Members of the City Commission City of Hollywood Hollywood FL 33020
    • Mayor Vice Mayor and City Commissioners
    • This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016
    • We thank him for his services and wish him well in his future endeavors
    • Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller
    • Should you have any questions I am available at your convenience
    • Sincere I
    • Dt~tr A Ishmael Ciey(Janager
    • c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director
    • Our Mission Yl arc dcdic 11td lO proiding municip1l scrvictS for our diverse co mrnuniry in an atn1osphLrl of tOOperalion courtesy and respect
    • Xie do 1his hy ensu ring gtII who live work and pby in die Cit) of loll)~VOoJ enjoy a high qnlil oflifo
    • hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y
    • Dr Wazir Ishmael
    • City Manager City of Hollywood
    • 2600 Hollywood Blvd
    • Hollywood Florida 33020
    • Dr Ishmael
    • As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities
    • In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life
    • Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and cap
    • Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices
    • I wish the City of Hollywood and the dedicated employees much luck with their future endeavors
    • Sincerely
    • Jocent Wasserman Director Procurement Services
    • ATTACHMENT 3
    • City of Hollywood Florida -Class Specification Bulletin Page 1of3 ATTACHMENT 3
    • https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016
    • performance
    • May represent the Director at various meetings within the city and the business community
    • Performs other job duties as assigned
    • Required Possession of a Bachelors degree with major coursework in business or public
    • administration or a related field
    • Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration
    • Be a Certified Professional Contracts Manager (CPCM )
    • Preferred Masters degree with major coursework in business or public administration or a related field
    • Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements
    • Extensive knowledge of principles practices and techniques of large scale government purchasing
    • Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing
    • Extensive knowledge of approved purchasing methods including
    • recording buying inspection and shipping methods
    • Extensive knowledge of the techniques and requirements of specifications preparation
    • Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased
    • Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served
    • Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing
    • Some knowledge of insurance as it pertains to property liability and surety bonds
    • Considerable knowledge of Microsoft Word and Excel and the use of office equipment
    • Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to
    • 5252016
    • City of Hollywood Florida -Class Specification Bulletin Page 3of3
    • other workers accurately and concisely Skills in application of systems analysis techniques and
    • procedures including consulting with users to determine hardware so~ware or system functional specifications
    • Ability to communicate effectively both orally and in writing
    • Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices
    • Ability to deal effectively with administrative officials and vendors
    • Ability to obtain and interpret market prices and trends and apply these to procurement problems
    • https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016
    • ATTACHMENT 4
    • ATTACHMENT 4
    • Jeane Carver-St Luce
    • At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations fun
    • Two important take-away from this email
    • middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed
    • middotmiddot Identify and maintain copies of all your award documents and invoices
    • bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files
    • The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines
    • After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support
    • George
    • George R Jr middotLsisrunt Cinmiddot funllltJcI
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    • FLORIDA
    • Master Contract List (MCL)
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    • bull Summary
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    • ATTACHMENT 5
    • ATTACHMENT 5
    • George Keller
    • From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde
    • Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice
    • Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris
    • Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick
    • Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz
    • Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel
    • Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie
    • Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran
    • Holycross
    • Cc Paul Bassar Directors Subject Master Contract List Training
    • Good Afternoon
    • The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times
    • Please let me know what suits you best also the training will be held at room 303
    • Thank you
    • Maryury Collier
    • Administrative Specialist II
    • City of Hollywood
    • Financial Services
    • 2600 Hollywood Blvd Suite 303
    • PO Box 229045 Hollywood FL 33020 Office 954-921-3221
    • C 11 middot of ~
    • H~QQQ
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Jeane Carver-St Luce
    • Good Day
    • As some ofyou may be aware the City will be implementing an Electronic Contract File-AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed
    • For your convenience we will be having one hour training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule-Not later than Thursday (552016)
    • Friday May 6 from 330pm to 430pm Monday May 9 at 900am to lOOOam
    • bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam
    • Thank you
    • Maryury Collier
    • Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303
    • P 0 Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MCollierhollywoodflorq
    • Cbullty of ~
    • H L WOOD
    • t i O~IOA
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • ATTACHMENT 6
    • ATTACHMENT 6
    • City ojJfoywootf PCoritfa
    • DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT
    • Date Date Date Date Contract InfoNumber Contract Expiration Date
    • Original Contract Amount Total This Invoice
    • Amendments Adjustment Total Previous Invoices
    • APPENDIXB
    • Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073
    • (954) 895-2949 matthewlalla3
    • March 11 2016
    • Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022
    • Dear Wazir
    • Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016
    • I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors
    • ~~
    • Matthew Lalla
    • cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources
Page 33: BROWARD OFFICE OF THE INSPECTOR GENERAL€¦ · Broward Office of the Inspector General Page 2 . 1. Heightened Awareness, Expectations and Standards of Performance . The senior management

ATTACHMENT 3

City of Hollywood Florida - Class Specification Bulletin Page 1of3

ATTACHMENT 3

Contract Compliance Officer Class Code

1138

Bargaining Unit Management CITY OF HOLLYWOOD FLORIDA Revision Date Apr 29 2015

SALARY RANGE

$3310 - $5296 Hourly $264809 - $423694 Biweekly

$6885030 - $11016048 Annually

JOB DESCRIPTION

This is advanced responsible professional and administrative work involving contract certification contract compliance and management for all vendors bidders and proposers conducting business with the City coordination of procurement activities and office and field monitoring Work involves providing managerial assistance to the Assistant City Manager for Finance and Administration in managing and monitoring contracts for compliance developing policies procedures rules and regulations for Citywide purchasing and coordinating the resolution of problems with vendors bidders and proposers

The incumbent exercises a considerable degree of independent judgment Employee is expected to make independent decisions in conformance with applicable laws rules and regulations governing the public purchase of commodities and services as well as standard public purchasing policies and procedures

EXAMPLES OF DUTIES

Reviews all City contracts for compliance and adherence to proper procedures including but not limited to confirmation of proper authority adherence to appropriate procurement procedures identification of time frames satisfaction of insurance requirements verification of available funding review of scope of services and notification of upcoming expiration

Assists in developing new and improved procedures concerning City purchasing activities Recommends corrective actions where applicable

Advises City departmentspersonnel on purchasing procedures to ensure proper compliance with Citys purchasing policies and procedures

Assists user departments in the informal competitive negotiated process for acquisition of professionalpersonal services

Reviews specifications from departments to procure goods and services of a complex andor technical nature

Monitors the evaluation andor negotiation process for acquisition of professionalpersonal services to ensure that proposals have been evaluated andor negotiated in accordance with solicitation document and city purchasing policies and procedures

Conducts preliminary investigations and make finding-of-fact reports on contractual bid disputes bid protests proposed debarment bidder non-responsibility and vendor nonshy

https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 2of3

performance

May represent the Director at various meetings within the city and the business community

Performs other job duties as assigned

THE REQUIREMENTS Required Possession of a Bachelors degree with major coursework in business or public administration or a related field

Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration

Be a Certified Professional Contracts Manager (CPCM )

Preferred Masters degree with major coursework in business or public administration or a related field

Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements

KNOWLEDGE SKILLS AND ABILITIES Extensive knowledge of principles practices and techniques of large scale government purchasing

Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing

Extensive knowledge of approved purchasing methods including recording buying inspection and shipping methods

Extensive knowledge of the techniques and requirements of specifications preparation

Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased

Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served

Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing

Some knowledge of insurance as it pertains to property liability and surety bonds

Considerable knowledge of Microsoft Word and Excel and the use of office equipment

Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to

httpsagencygovernmentjobscomhollywoodfldefaultcfmaction=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 3of3

other workers accurately and concisely

Skills in application of systems analysis techniques and procedures including consulting with users to determine hardware so~ware or system functional specifications

Ability to communicate effectively both orally and in writing

Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices

Ability to deal effectively with administrative officials and vendors

Ability to obtain and interpret market prices and trends and apply these to procurement problems

https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016

ATTACHMENT 4

ATTACHMENT 4

Jeane Carver-St Luce

From George Keller Sent Monday March 14 2016 328 PM To Chuck Ellis Clay Milan Eric Busenbarrick George Keller Gus Zambrano Jaye Epstein

Jeffrey Sheffel Lorie Mertens-Black Mel Standley Patricia Cerny Philip Sauer Raelin

Storey Raheem Seecharan Raquel Elejabarrieta Shiv Newaldass Steve Joseph Sylvia

Glazer Tammie Hechler Tomas Sanchez Tamikia Bacon Paul Bassar Cc Jeane Carver-St Luce Subject FW MCL Informational Email for Distribution

Importance High

At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations funding expenditures and Points of Contact Other helpful features will include executed copies of contract documents and invoice summaries

Two important take-away from this email

1 If you havent seen the fVICL demonstration please tune into the next City Commission meeting

2 Preliminary planning for a iVICL anticipation go live date--on or about 442016

middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed

middotmiddot Identify and maintain copies of all your award documents and invoices

bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files

The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines

After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support

George

George R heJcr Jr middotLsisrunt Cinmiddot funllltJcI

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o What is the MCL

D MCL Data

D Demonstration of an Electronic Contract File

o MCL Next Steps v 0 v

o Questions

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What is the MCL bull Summary

o An electronic standardized comprehensive Management Tool-A One Stop Shop For all stakeholders who have a role with contract administration

o Useful real time information such as automatic daily countdowns of days for contracts and insurance expirations funding expenditures and Points of Contact

o Executed copies of contract documents and invoice bullsummaries

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MCL-Next Steps

bull Implementation o The MCL is a priority initiative

bull Continue gatheringupdating all contractual information bull Establishing POCs permission rights

o Coordinating with Financial Services Department in obtaining all invoices

o Working with the Procurement Division with keeping contractual documents updated

o Training Administrative Personnel who will have a procurement role

bull Execution After the City Commission presentation and feedback final developmenttraining sessions-anticipating a go live date April 2016

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ATTACHMENT 5

ATTACHMENT 5

George Keller

From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde

Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney

Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra

Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris

Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz

Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel

Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie

Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran Holycross

Cc Paul Bassar Directors Subject Master Contract List Training

Good Afternoon

The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times

bull Thursday May 26 at lOOpm 200pm 300pm bull Tuesday May 31 at 900am lOOOam l lOOam lOOpm 200pm 300pm bull Wednesday June 1 at 900am lOOOam 11 OOam bull Thursday June 2 at 900am lOOOam l lOOam lOOpm 200pm 300pm

Please let me know what suits you best also the training will be held at room 303

Thank you

Maryury Collier Administrative Specialist II City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 PO Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MColl ierholl ywoodflorg C 11 middot o f ~

H~QQQ Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record

Jeane Carver-St Luce

From Maryury Collier Sent Monday May 02 2016 1024 AM To Administrative Assistant II Cc Directors Paul Bassar Subject Training for the Master Contract List

Good Day

As some ofyou may be aware the City will be implementing an Electronic Contract File- AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed

For your convenience we will be having one h our training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule- Not later than Thursday (552016)

Friday May 6 from 330pm to 430pm

Monday May 9 at 900am to lOOOam bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam

Thank you

Maryury Collier Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 P 0 Box 229045 Hollywood FL 33020 Offi ce 954-921-3221 E-mail MCollierhollywoodflorq Cbullty of ~

H L WOOD t i O~IOA

Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mai l may be subject to disclosure as a matter of public record

ATTACHMENT 6

ATTACHMENT 6City ojJfoywootf PCoritfa DPV

DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT

Date 5252016 Pay to Vendor No Amount of Payment

Name Account No Address Separate Check Requested D City Invoice Number StateZip

Explanation of Payment

Date

Date

Date

Date

Contract InfoNumber Contract Expiration Date

Item Budget Item Description Line Item

l SubscriotionDuesMemberships Fees 2 Postage MeterStamps 3 Host Account Reimbursements 4 LicensesPermitsCertificates 5 Court CostOther Govt AgencvTaxes 6 Real Estate Closing - Attach Stmt 7 Advertising - attach tearsheet 8 Education CoursesSeminars 9 EducationReimbursementsBooks 10 RecordsSlidesFilmsGov Publication 11 Deferred ComoBank Pavments 12 MedicalVeterinarv Pavments 13 Insurance Premiums 14 Grant Disbursements 15 UtilitiesDump Fees 16 Refunds 17 CourierFreight 18 Pettv Cash Reimbursement 19 Other Professional Services 20 Soecial EventsRecr Performances 21 Temoorarv Emolovment Services 22 MealParkinQNiileaQe (1 dav tri-countv)

Unit Quantity

Originated by Dept Head Printed Name

DeptDiv Dept Head Signature

Procurement TypeDoc ---------------- Procurement Appr _

Finance Approval __________ Date Budget Approval

City Commission or City Manager Action Resolution

Unit Price

Total

ExtensionTotal

$000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000

Original Contract Amount Total This Invoice

Amendments Adjustment Total Previous Invoices

Total Contract Amount Total to Date --------------shy

City Manager Signature (if required)

Distribution List Finance Procurement Services Depmtment Copy dpv (rev3l02015)

APPENDIXB

Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073 (954) 895-2949 matthewlal la32 7 5comcastnet

March 11 2016

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022

Dear Wazir

Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016

I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors

~~ Matthew Lalla

cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources

  • Structure Bookmarks
    • BROWARD OFFICE OF THE INSPECTOR GENERAL
    • To and Members City of Hollywood C
    • From John W Scott Inspector General
    • Date June 6 2016
    • Subject Status Report-OIG Final Report Re Misconduct and Gross Mismanagement by the City ofHollywood in the Procurement of Temporary Employment Services Ref OIG 14-027
    • On March 2 2014 the Broward Office of the Inspector General (OIG) issued a final report finding that City of Hollywood officials violated numerous city ordinances policies and procedures to pay approximately $1 million for the services of temporary employees (temps) Specifically we found that the officials
    • At the conclusion of the report the OIG acknowledged the initial remedial steps taken by the city but recommended additional action including-given the potential for further abuse of the DPV payment method-a full audit of DPV payments
    • John W Scol1 Inspector General One North University Drive Suite 11 1 bull Planlalion Florida 33324 bull (954) 357-7873 bull Fax (954) 357-7857 4) 357-TIPS
    • As requested City Administrator Wazir Ishmael has now provided the OIG a status report with attachments which is attached as Appendix A The city states that it s senior management team has communicated publicly and individually that the inappropriate actions that occurred in the past were clearly wrong and unacceptable The city has now implemented numerous protocols and procedures in response to the OIGs investigation Of particular significance the city has created and implemented a contract com
    • The city has also restructured the Procurement Division and reformed oversight of the procurement process The finance director and procurement director overseeing the activities discussed in the final report have since resigned from the city Former Procurement Director Joel Wasserman s resignation is attached at Appendix A and former Finance Director Matthew Lallas resignation is attached as Appendix B The city also provided a repo1i it commissioned from a human resources specialist in response to the
    • However the city failed to address our recommendation that the DPV payments be audited in light of the significant misuse of the mechanism and the corresponding vulnerability to fraud waste and abuse Accordingly the OIG requests that we be provided a supplemental status report within 90 days or by September 5 2016 regarding a DPV audit
    • Attachment
    • cc Wazir Ishmael City Administrator
    • From To Cc
    • Subject Date Attachments
    • MaY Johns InsoectorGeneral Wazir Ishmael City of Hollywoods 90 Day Progress Report Regarding TransHire Tuesday May 31 2016 42804 PM 05 31 16 Letter to Inspector Scott re TransHire 90 Day Progress Reportpdf
    • 05 31 16 Letter to Inspector Scott Attachment lpdf 05 31 16 Letter to Inspector Scott Attachment 2pdf 05 31 16 Letter to Inspector Scott Attachment 3pdf 05 31 16 Letter to Inspector Scott Attachment 4pdf 05 31 16 Letter to Inspector Scott Attachment 5pdf 05 31 16 Letter to Inspector Scott Attachment 6pdf
    • Good afternoon Inspector General shy
    • The City Manager asked that I forward you the City of Hollywoods 90 day progress report that you requested in your final report regarding TransHire
    • Thank you Dr Wazir Ishmael City Manager
    • Executive Assistant City of Hollywood Office of the City Manager 2600 Hollywood Blvd Suite 419
    • PO Box 229045 Hollywood FL 33022-9045 Office 954-921-3201 E-mail
    • fjj
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Office of the City Manager
    • 2600 Hollywood Blvd bull PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (954) 92 1-33 14 bull rg
    • Wazir A Ishmael PhD City Manager
    • SENT VIA EMAIL amp US MAIL
    • May 31 2016
    • Mr John W Scott Inspector General Broward Office of the Inspector General
    • One North University Drive Suite 111 Plantation FL 3324
    • Re Broward Office of the Inspector General Report on Transhire 90 Day Progress Report
    • Dear Mr Scott
    • Please accept this response from the City of Hollywood as the 90 Day Progress Report that you requested in your final report on the above matter First let me assure you that your information findings and recommendations have been fully received acknowledged and communicated widely throughout the City staff Secondly I have discussed the serious nature of the issues identified directly with the Mayor City Commission senior management team staff and members of the public reinforcing that those inap
    • Finally we have collectively implemented and followed a broad spectrum of improvements actions resources training and policies to continue forward the lessons learned in progress of the organization The initiatives we have undertaken exist at the policy level and administrative oversight as well as day to day operations The below information describes those steps in more detail along with the attached documentation and the derived benefit for each Your contribution to stimulating these improveme
    • Our Mission Ve are dedicmcd to providing municipal services for our diverse community in an atmosphere ofcooperation courtesy and respect Yc do this by ensuring all who live work and play in the City of Hollywood enjoy a high quality of life
    • An Equa l Opportunity a nd Serv i ce Provide r Ag e nc y
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2
    • 1 Heightened Awareness Expectations and Standards of Performance
    • The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures
    • 2 Services of an External Consulting Professional (Attachment 1)
    • The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many
    • 3 Organizational Modifications and Reform (Attachment 2)
    • The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have be
    • 4 Human Resources Policy Review and Reform
    • Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced
    • 5 WorkflowBusiness Policies and Procedures Modifications
    • The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3
    • The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions
    • 10 Direct Payment Voucher Procedural Modifications (Attachment 6)
    • The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4
    • The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter
    • Attachments
    • c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors
    • ATTACHMENT 1
    • ATTACHMENT 1
    • PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737
    • Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045
    • March 3 2016
    • Dear Messrs Keller and Standley
    • The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one
    • The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues
    • The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not
    • Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement
    • Sincerely
    • Phil Rosenberg President The HR Doctorreg Inc 954 816-4 737
    • attachment
    • Phil Rosenberg President PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737 On
    • March 3 2016
    • IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES
    • BACKGROUND
    • The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in t
    • With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whet
    • City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in th
    • 1
    • The Inspector Generals report is being taken very seriously by the City It is a call to
    • action and catalyst to go beyond the limited and narrow scope of the report in the
    • interest of making broader administrative improvements
    • As part of the response to the report the City engaged the services of The HR Doctor
    • Inc on January 19 2016 to investigate the background of what occurred and offer
    • opinions and recommendations The deliverable in this situation is the presentation of
    • a written report to the City Manager within 30 calendar days of the date of the approval
    • of the engagement (ie January 19 2016) to address the following issues
    • The HR Doctor Inc was authorized and directed by the City Manager to also provide a
    • broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processe
    • METHODOLOGY
    • The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information
    • 2
    • The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employee
    • To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot
    • FINDINGS AND CONCLUSIONS
    • Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positio
    • r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work
    • 3
    • complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur
    • 4
    • service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement
    • 5
    • over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a n
    • 1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be org
    • 6
    • 7
    • managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to
    • ensure the most competent possible workforce If performance evaluations job
    • descriptions and personnel files generally do not reflect written and on-going
    • efforts to document performance excellence weakness and corrective action
    • even those top managers with property rights (ie those covered by Civil
    • Service) can become less willing to take the risks associated with innovation
    • Clients or customers become frustrated by what they regard as excessive
    • delays and lack of responsiveness
    • 8
    • All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance
    • It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The City
    • RECOMMENDATIONS
    • 9
    • Rescue and Public Utilities The Plan would assign specific staff
    • accountability for each project with completion dates and completion
    • milestones There would then be monthly or quarterly progress reviews
    • by the City Manager
    • 10
    • 11
    • 14The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candi
    • 12
    • day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assis
    • SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING
    • PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION
    • THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS
    • SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE
    • ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK
    • ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR
    • THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY
    • CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE
    • 13
    • pro quos such as additional benefits In the absence of such voluntary
    • exemption attrition should be used so that future incumbents in selected
    • positions would be hired as at will employees
    • 14
    • Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside
    • over a facilitated focus group of top users and current IT staffs to
    • prioritize projects identify needs and resources and prepare an IT
    • Business Plan for review by the City Manager Likewise in this reviewers
    • opinion being familiar with the installation of new large IT activities
    • overlaid on existing staff requirements adding a graduate intern as an at
    • will employee for one year would provide a new resource to the IT
    • Director to more rapidly implement the programs he will be asked to bring
    • to fruition This would be in addition to whatever staffing or consultant
    • resources are brought to bear for the Enterprise Resource System
    • 15
    • for another perhaps even more costly organizational problem in the
    • future
    • 25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential s
    • Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement pr
    • middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in
    • 26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots adm
    • 16
    • process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process
    • No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and mana
    • It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees -that they are the Citys
    • 17
    • vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances
    • The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading manager
    • 18
    • ATTACHMENT 2
    • ATTACHMENT 2
    • CITY of HOLLYWOOD FLORIDA
    • Office of the City Manager
    • 0
    • 2600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (95-1) 921-3314 deg
    • Wazir A Ishmael PhD City Manager
    • March 18 2016
    • The Honorable Mayor Vice Mayor
    • and Members of the City Commission City of Hollywood Hollywood FL 33020
    • Mayor Vice Mayor and City Commissioners
    • This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016
    • We thank him for his services and wish him well in his future endeavors
    • Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller
    • Should you have any questions I am available at your convenience
    • Sincere I
    • Dt~tr A Ishmael Ciey(Janager
    • c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director
    • Our Mission Yl arc dcdic 11td lO proiding municip1l scrvictS for our diverse co mrnuniry in an atn1osphLrl of tOOperalion courtesy and respect
    • Xie do 1his hy ensu ring gtII who live work and pby in die Cit) of loll)~VOoJ enjoy a high qnlil oflifo
    • hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y
    • Dr Wazir Ishmael
    • City Manager City of Hollywood
    • 2600 Hollywood Blvd
    • Hollywood Florida 33020
    • Dr Ishmael
    • As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities
    • In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life
    • Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and cap
    • Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices
    • I wish the City of Hollywood and the dedicated employees much luck with their future endeavors
    • Sincerely
    • Jocent Wasserman Director Procurement Services
    • ATTACHMENT 3
    • City of Hollywood Florida -Class Specification Bulletin Page 1of3 ATTACHMENT 3
    • https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016
    • performance
    • May represent the Director at various meetings within the city and the business community
    • Performs other job duties as assigned
    • Required Possession of a Bachelors degree with major coursework in business or public
    • administration or a related field
    • Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration
    • Be a Certified Professional Contracts Manager (CPCM )
    • Preferred Masters degree with major coursework in business or public administration or a related field
    • Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements
    • Extensive knowledge of principles practices and techniques of large scale government purchasing
    • Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing
    • Extensive knowledge of approved purchasing methods including
    • recording buying inspection and shipping methods
    • Extensive knowledge of the techniques and requirements of specifications preparation
    • Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased
    • Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served
    • Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing
    • Some knowledge of insurance as it pertains to property liability and surety bonds
    • Considerable knowledge of Microsoft Word and Excel and the use of office equipment
    • Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to
    • 5252016
    • City of Hollywood Florida -Class Specification Bulletin Page 3of3
    • other workers accurately and concisely Skills in application of systems analysis techniques and
    • procedures including consulting with users to determine hardware so~ware or system functional specifications
    • Ability to communicate effectively both orally and in writing
    • Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices
    • Ability to deal effectively with administrative officials and vendors
    • Ability to obtain and interpret market prices and trends and apply these to procurement problems
    • https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016
    • ATTACHMENT 4
    • ATTACHMENT 4
    • Jeane Carver-St Luce
    • At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations fun
    • Two important take-away from this email
    • middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed
    • middotmiddot Identify and maintain copies of all your award documents and invoices
    • bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files
    • The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines
    • After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support
    • George
    • George R Jr middotLsisrunt Cinmiddot funllltJcI
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    • FLORIDA
    • Master Contract List (MCL)
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    • bull Summary
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    • ATTACHMENT 5
    • ATTACHMENT 5
    • George Keller
    • From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde
    • Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice
    • Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris
    • Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick
    • Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz
    • Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel
    • Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie
    • Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran
    • Holycross
    • Cc Paul Bassar Directors Subject Master Contract List Training
    • Good Afternoon
    • The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times
    • Please let me know what suits you best also the training will be held at room 303
    • Thank you
    • Maryury Collier
    • Administrative Specialist II
    • City of Hollywood
    • Financial Services
    • 2600 Hollywood Blvd Suite 303
    • PO Box 229045 Hollywood FL 33020 Office 954-921-3221
    • C 11 middot of ~
    • H~QQQ
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Jeane Carver-St Luce
    • Good Day
    • As some ofyou may be aware the City will be implementing an Electronic Contract File-AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed
    • For your convenience we will be having one hour training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule-Not later than Thursday (552016)
    • Friday May 6 from 330pm to 430pm Monday May 9 at 900am to lOOOam
    • bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam
    • Thank you
    • Maryury Collier
    • Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303
    • P 0 Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MCollierhollywoodflorq
    • Cbullty of ~
    • H L WOOD
    • t i O~IOA
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • ATTACHMENT 6
    • ATTACHMENT 6
    • City ojJfoywootf PCoritfa
    • DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT
    • Date Date Date Date Contract InfoNumber Contract Expiration Date
    • Original Contract Amount Total This Invoice
    • Amendments Adjustment Total Previous Invoices
    • APPENDIXB
    • Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073
    • (954) 895-2949 matthewlalla3
    • March 11 2016
    • Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022
    • Dear Wazir
    • Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016
    • I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors
    • ~~
    • Matthew Lalla
    • cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources
Page 34: BROWARD OFFICE OF THE INSPECTOR GENERAL€¦ · Broward Office of the Inspector General Page 2 . 1. Heightened Awareness, Expectations and Standards of Performance . The senior management

City of Hollywood Florida - Class Specification Bulletin Page 1of3

ATTACHMENT 3

Contract Compliance Officer Class Code

1138

Bargaining Unit Management CITY OF HOLLYWOOD FLORIDA Revision Date Apr 29 2015

SALARY RANGE

$3310 - $5296 Hourly $264809 - $423694 Biweekly

$6885030 - $11016048 Annually

JOB DESCRIPTION

This is advanced responsible professional and administrative work involving contract certification contract compliance and management for all vendors bidders and proposers conducting business with the City coordination of procurement activities and office and field monitoring Work involves providing managerial assistance to the Assistant City Manager for Finance and Administration in managing and monitoring contracts for compliance developing policies procedures rules and regulations for Citywide purchasing and coordinating the resolution of problems with vendors bidders and proposers

The incumbent exercises a considerable degree of independent judgment Employee is expected to make independent decisions in conformance with applicable laws rules and regulations governing the public purchase of commodities and services as well as standard public purchasing policies and procedures

EXAMPLES OF DUTIES

Reviews all City contracts for compliance and adherence to proper procedures including but not limited to confirmation of proper authority adherence to appropriate procurement procedures identification of time frames satisfaction of insurance requirements verification of available funding review of scope of services and notification of upcoming expiration

Assists in developing new and improved procedures concerning City purchasing activities Recommends corrective actions where applicable

Advises City departmentspersonnel on purchasing procedures to ensure proper compliance with Citys purchasing policies and procedures

Assists user departments in the informal competitive negotiated process for acquisition of professionalpersonal services

Reviews specifications from departments to procure goods and services of a complex andor technical nature

Monitors the evaluation andor negotiation process for acquisition of professionalpersonal services to ensure that proposals have been evaluated andor negotiated in accordance with solicitation document and city purchasing policies and procedures

Conducts preliminary investigations and make finding-of-fact reports on contractual bid disputes bid protests proposed debarment bidder non-responsibility and vendor nonshy

https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 2of3

performance

May represent the Director at various meetings within the city and the business community

Performs other job duties as assigned

THE REQUIREMENTS Required Possession of a Bachelors degree with major coursework in business or public administration or a related field

Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration

Be a Certified Professional Contracts Manager (CPCM )

Preferred Masters degree with major coursework in business or public administration or a related field

Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements

KNOWLEDGE SKILLS AND ABILITIES Extensive knowledge of principles practices and techniques of large scale government purchasing

Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing

Extensive knowledge of approved purchasing methods including recording buying inspection and shipping methods

Extensive knowledge of the techniques and requirements of specifications preparation

Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased

Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served

Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing

Some knowledge of insurance as it pertains to property liability and surety bonds

Considerable knowledge of Microsoft Word and Excel and the use of office equipment

Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to

httpsagencygovernmentjobscomhollywoodfldefaultcfmaction=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 3of3

other workers accurately and concisely

Skills in application of systems analysis techniques and procedures including consulting with users to determine hardware so~ware or system functional specifications

Ability to communicate effectively both orally and in writing

Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices

Ability to deal effectively with administrative officials and vendors

Ability to obtain and interpret market prices and trends and apply these to procurement problems

https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016

ATTACHMENT 4

ATTACHMENT 4

Jeane Carver-St Luce

From George Keller Sent Monday March 14 2016 328 PM To Chuck Ellis Clay Milan Eric Busenbarrick George Keller Gus Zambrano Jaye Epstein

Jeffrey Sheffel Lorie Mertens-Black Mel Standley Patricia Cerny Philip Sauer Raelin

Storey Raheem Seecharan Raquel Elejabarrieta Shiv Newaldass Steve Joseph Sylvia

Glazer Tammie Hechler Tomas Sanchez Tamikia Bacon Paul Bassar Cc Jeane Carver-St Luce Subject FW MCL Informational Email for Distribution

Importance High

At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations funding expenditures and Points of Contact Other helpful features will include executed copies of contract documents and invoice summaries

Two important take-away from this email

1 If you havent seen the fVICL demonstration please tune into the next City Commission meeting

2 Preliminary planning for a iVICL anticipation go live date--on or about 442016

middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed

middotmiddot Identify and maintain copies of all your award documents and invoices

bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files

The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines

After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support

George

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Master Contract List (MCL)

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Agenda

o What is the MCL

D MCL Data

D Demonstration of an Electronic Contract File

o MCL Next Steps v 0 v

o Questions

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What is the MCL bull Summary

o An electronic standardized comprehensive Management Tool-A One Stop Shop For all stakeholders who have a role with contract administration

o Useful real time information such as automatic daily countdowns of days for contracts and insurance expirations funding expenditures and Points of Contact

o Executed copies of contract documents and invoice bullsummaries

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MCL-Next Steps

bull Implementation o The MCL is a priority initiative

bull Continue gatheringupdating all contractual information bull Establishing POCs permission rights

o Coordinating with Financial Services Department in obtaining all invoices

o Working with the Procurement Division with keeping contractual documents updated

o Training Administrative Personnel who will have a procurement role

bull Execution After the City Commission presentation and feedback final developmenttraining sessions-anticipating a go live date April 2016

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ATTACHMENT 5

ATTACHMENT 5

George Keller

From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde

Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney

Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra

Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris

Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz

Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel

Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie

Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran Holycross

Cc Paul Bassar Directors Subject Master Contract List Training

Good Afternoon

The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times

bull Thursday May 26 at lOOpm 200pm 300pm bull Tuesday May 31 at 900am lOOOam l lOOam lOOpm 200pm 300pm bull Wednesday June 1 at 900am lOOOam 11 OOam bull Thursday June 2 at 900am lOOOam l lOOam lOOpm 200pm 300pm

Please let me know what suits you best also the training will be held at room 303

Thank you

Maryury Collier Administrative Specialist II City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 PO Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MColl ierholl ywoodflorg C 11 middot o f ~

H~QQQ Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record

Jeane Carver-St Luce

From Maryury Collier Sent Monday May 02 2016 1024 AM To Administrative Assistant II Cc Directors Paul Bassar Subject Training for the Master Contract List

Good Day

As some ofyou may be aware the City will be implementing an Electronic Contract File- AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed

For your convenience we will be having one h our training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule- Not later than Thursday (552016)

Friday May 6 from 330pm to 430pm

Monday May 9 at 900am to lOOOam bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam

Thank you

Maryury Collier Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 P 0 Box 229045 Hollywood FL 33020 Offi ce 954-921-3221 E-mail MCollierhollywoodflorq Cbullty of ~

H L WOOD t i O~IOA

Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mai l may be subject to disclosure as a matter of public record

ATTACHMENT 6

ATTACHMENT 6City ojJfoywootf PCoritfa DPV

DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT

Date 5252016 Pay to Vendor No Amount of Payment

Name Account No Address Separate Check Requested D City Invoice Number StateZip

Explanation of Payment

Date

Date

Date

Date

Contract InfoNumber Contract Expiration Date

Item Budget Item Description Line Item

l SubscriotionDuesMemberships Fees 2 Postage MeterStamps 3 Host Account Reimbursements 4 LicensesPermitsCertificates 5 Court CostOther Govt AgencvTaxes 6 Real Estate Closing - Attach Stmt 7 Advertising - attach tearsheet 8 Education CoursesSeminars 9 EducationReimbursementsBooks 10 RecordsSlidesFilmsGov Publication 11 Deferred ComoBank Pavments 12 MedicalVeterinarv Pavments 13 Insurance Premiums 14 Grant Disbursements 15 UtilitiesDump Fees 16 Refunds 17 CourierFreight 18 Pettv Cash Reimbursement 19 Other Professional Services 20 Soecial EventsRecr Performances 21 Temoorarv Emolovment Services 22 MealParkinQNiileaQe (1 dav tri-countv)

Unit Quantity

Originated by Dept Head Printed Name

DeptDiv Dept Head Signature

Procurement TypeDoc ---------------- Procurement Appr _

Finance Approval __________ Date Budget Approval

City Commission or City Manager Action Resolution

Unit Price

Total

ExtensionTotal

$000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000

Original Contract Amount Total This Invoice

Amendments Adjustment Total Previous Invoices

Total Contract Amount Total to Date --------------shy

City Manager Signature (if required)

Distribution List Finance Procurement Services Depmtment Copy dpv (rev3l02015)

APPENDIXB

Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073 (954) 895-2949 matthewlal la32 7 5comcastnet

March 11 2016

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022

Dear Wazir

Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016

I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors

~~ Matthew Lalla

cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources

  • Structure Bookmarks
    • BROWARD OFFICE OF THE INSPECTOR GENERAL
    • To and Members City of Hollywood C
    • From John W Scott Inspector General
    • Date June 6 2016
    • Subject Status Report-OIG Final Report Re Misconduct and Gross Mismanagement by the City ofHollywood in the Procurement of Temporary Employment Services Ref OIG 14-027
    • On March 2 2014 the Broward Office of the Inspector General (OIG) issued a final report finding that City of Hollywood officials violated numerous city ordinances policies and procedures to pay approximately $1 million for the services of temporary employees (temps) Specifically we found that the officials
    • At the conclusion of the report the OIG acknowledged the initial remedial steps taken by the city but recommended additional action including-given the potential for further abuse of the DPV payment method-a full audit of DPV payments
    • John W Scol1 Inspector General One North University Drive Suite 11 1 bull Planlalion Florida 33324 bull (954) 357-7873 bull Fax (954) 357-7857 4) 357-TIPS
    • As requested City Administrator Wazir Ishmael has now provided the OIG a status report with attachments which is attached as Appendix A The city states that it s senior management team has communicated publicly and individually that the inappropriate actions that occurred in the past were clearly wrong and unacceptable The city has now implemented numerous protocols and procedures in response to the OIGs investigation Of particular significance the city has created and implemented a contract com
    • The city has also restructured the Procurement Division and reformed oversight of the procurement process The finance director and procurement director overseeing the activities discussed in the final report have since resigned from the city Former Procurement Director Joel Wasserman s resignation is attached at Appendix A and former Finance Director Matthew Lallas resignation is attached as Appendix B The city also provided a repo1i it commissioned from a human resources specialist in response to the
    • However the city failed to address our recommendation that the DPV payments be audited in light of the significant misuse of the mechanism and the corresponding vulnerability to fraud waste and abuse Accordingly the OIG requests that we be provided a supplemental status report within 90 days or by September 5 2016 regarding a DPV audit
    • Attachment
    • cc Wazir Ishmael City Administrator
    • From To Cc
    • Subject Date Attachments
    • MaY Johns InsoectorGeneral Wazir Ishmael City of Hollywoods 90 Day Progress Report Regarding TransHire Tuesday May 31 2016 42804 PM 05 31 16 Letter to Inspector Scott re TransHire 90 Day Progress Reportpdf
    • 05 31 16 Letter to Inspector Scott Attachment lpdf 05 31 16 Letter to Inspector Scott Attachment 2pdf 05 31 16 Letter to Inspector Scott Attachment 3pdf 05 31 16 Letter to Inspector Scott Attachment 4pdf 05 31 16 Letter to Inspector Scott Attachment 5pdf 05 31 16 Letter to Inspector Scott Attachment 6pdf
    • Good afternoon Inspector General shy
    • The City Manager asked that I forward you the City of Hollywoods 90 day progress report that you requested in your final report regarding TransHire
    • Thank you Dr Wazir Ishmael City Manager
    • Executive Assistant City of Hollywood Office of the City Manager 2600 Hollywood Blvd Suite 419
    • PO Box 229045 Hollywood FL 33022-9045 Office 954-921-3201 E-mail
    • fjj
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Office of the City Manager
    • 2600 Hollywood Blvd bull PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (954) 92 1-33 14 bull rg
    • Wazir A Ishmael PhD City Manager
    • SENT VIA EMAIL amp US MAIL
    • May 31 2016
    • Mr John W Scott Inspector General Broward Office of the Inspector General
    • One North University Drive Suite 111 Plantation FL 3324
    • Re Broward Office of the Inspector General Report on Transhire 90 Day Progress Report
    • Dear Mr Scott
    • Please accept this response from the City of Hollywood as the 90 Day Progress Report that you requested in your final report on the above matter First let me assure you that your information findings and recommendations have been fully received acknowledged and communicated widely throughout the City staff Secondly I have discussed the serious nature of the issues identified directly with the Mayor City Commission senior management team staff and members of the public reinforcing that those inap
    • Finally we have collectively implemented and followed a broad spectrum of improvements actions resources training and policies to continue forward the lessons learned in progress of the organization The initiatives we have undertaken exist at the policy level and administrative oversight as well as day to day operations The below information describes those steps in more detail along with the attached documentation and the derived benefit for each Your contribution to stimulating these improveme
    • Our Mission Ve are dedicmcd to providing municipal services for our diverse community in an atmosphere ofcooperation courtesy and respect Yc do this by ensuring all who live work and play in the City of Hollywood enjoy a high quality of life
    • An Equa l Opportunity a nd Serv i ce Provide r Ag e nc y
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2
    • 1 Heightened Awareness Expectations and Standards of Performance
    • The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures
    • 2 Services of an External Consulting Professional (Attachment 1)
    • The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many
    • 3 Organizational Modifications and Reform (Attachment 2)
    • The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have be
    • 4 Human Resources Policy Review and Reform
    • Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced
    • 5 WorkflowBusiness Policies and Procedures Modifications
    • The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3
    • The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions
    • 10 Direct Payment Voucher Procedural Modifications (Attachment 6)
    • The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4
    • The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter
    • Attachments
    • c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors
    • ATTACHMENT 1
    • ATTACHMENT 1
    • PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737
    • Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045
    • March 3 2016
    • Dear Messrs Keller and Standley
    • The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one
    • The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues
    • The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not
    • Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement
    • Sincerely
    • Phil Rosenberg President The HR Doctorreg Inc 954 816-4 737
    • attachment
    • Phil Rosenberg President PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737 On
    • March 3 2016
    • IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES
    • BACKGROUND
    • The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in t
    • With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whet
    • City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in th
    • 1
    • The Inspector Generals report is being taken very seriously by the City It is a call to
    • action and catalyst to go beyond the limited and narrow scope of the report in the
    • interest of making broader administrative improvements
    • As part of the response to the report the City engaged the services of The HR Doctor
    • Inc on January 19 2016 to investigate the background of what occurred and offer
    • opinions and recommendations The deliverable in this situation is the presentation of
    • a written report to the City Manager within 30 calendar days of the date of the approval
    • of the engagement (ie January 19 2016) to address the following issues
    • The HR Doctor Inc was authorized and directed by the City Manager to also provide a
    • broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processe
    • METHODOLOGY
    • The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information
    • 2
    • The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employee
    • To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot
    • FINDINGS AND CONCLUSIONS
    • Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positio
    • r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work
    • 3
    • complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur
    • 4
    • service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement
    • 5
    • over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a n
    • 1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be org
    • 6
    • 7
    • managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to
    • ensure the most competent possible workforce If performance evaluations job
    • descriptions and personnel files generally do not reflect written and on-going
    • efforts to document performance excellence weakness and corrective action
    • even those top managers with property rights (ie those covered by Civil
    • Service) can become less willing to take the risks associated with innovation
    • Clients or customers become frustrated by what they regard as excessive
    • delays and lack of responsiveness
    • 8
    • All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance
    • It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The City
    • RECOMMENDATIONS
    • 9
    • Rescue and Public Utilities The Plan would assign specific staff
    • accountability for each project with completion dates and completion
    • milestones There would then be monthly or quarterly progress reviews
    • by the City Manager
    • 10
    • 11
    • 14The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candi
    • 12
    • day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assis
    • SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING
    • PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION
    • THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS
    • SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE
    • ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK
    • ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR
    • THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY
    • CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE
    • 13
    • pro quos such as additional benefits In the absence of such voluntary
    • exemption attrition should be used so that future incumbents in selected
    • positions would be hired as at will employees
    • 14
    • Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside
    • over a facilitated focus group of top users and current IT staffs to
    • prioritize projects identify needs and resources and prepare an IT
    • Business Plan for review by the City Manager Likewise in this reviewers
    • opinion being familiar with the installation of new large IT activities
    • overlaid on existing staff requirements adding a graduate intern as an at
    • will employee for one year would provide a new resource to the IT
    • Director to more rapidly implement the programs he will be asked to bring
    • to fruition This would be in addition to whatever staffing or consultant
    • resources are brought to bear for the Enterprise Resource System
    • 15
    • for another perhaps even more costly organizational problem in the
    • future
    • 25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential s
    • Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement pr
    • middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in
    • 26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots adm
    • 16
    • process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process
    • No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and mana
    • It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees -that they are the Citys
    • 17
    • vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances
    • The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading manager
    • 18
    • ATTACHMENT 2
    • ATTACHMENT 2
    • CITY of HOLLYWOOD FLORIDA
    • Office of the City Manager
    • 0
    • 2600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (95-1) 921-3314 deg
    • Wazir A Ishmael PhD City Manager
    • March 18 2016
    • The Honorable Mayor Vice Mayor
    • and Members of the City Commission City of Hollywood Hollywood FL 33020
    • Mayor Vice Mayor and City Commissioners
    • This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016
    • We thank him for his services and wish him well in his future endeavors
    • Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller
    • Should you have any questions I am available at your convenience
    • Sincere I
    • Dt~tr A Ishmael Ciey(Janager
    • c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director
    • Our Mission Yl arc dcdic 11td lO proiding municip1l scrvictS for our diverse co mrnuniry in an atn1osphLrl of tOOperalion courtesy and respect
    • Xie do 1his hy ensu ring gtII who live work and pby in die Cit) of loll)~VOoJ enjoy a high qnlil oflifo
    • hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y
    • Dr Wazir Ishmael
    • City Manager City of Hollywood
    • 2600 Hollywood Blvd
    • Hollywood Florida 33020
    • Dr Ishmael
    • As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities
    • In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life
    • Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and cap
    • Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices
    • I wish the City of Hollywood and the dedicated employees much luck with their future endeavors
    • Sincerely
    • Jocent Wasserman Director Procurement Services
    • ATTACHMENT 3
    • City of Hollywood Florida -Class Specification Bulletin Page 1of3 ATTACHMENT 3
    • https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016
    • performance
    • May represent the Director at various meetings within the city and the business community
    • Performs other job duties as assigned
    • Required Possession of a Bachelors degree with major coursework in business or public
    • administration or a related field
    • Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration
    • Be a Certified Professional Contracts Manager (CPCM )
    • Preferred Masters degree with major coursework in business or public administration or a related field
    • Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements
    • Extensive knowledge of principles practices and techniques of large scale government purchasing
    • Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing
    • Extensive knowledge of approved purchasing methods including
    • recording buying inspection and shipping methods
    • Extensive knowledge of the techniques and requirements of specifications preparation
    • Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased
    • Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served
    • Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing
    • Some knowledge of insurance as it pertains to property liability and surety bonds
    • Considerable knowledge of Microsoft Word and Excel and the use of office equipment
    • Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to
    • 5252016
    • City of Hollywood Florida -Class Specification Bulletin Page 3of3
    • other workers accurately and concisely Skills in application of systems analysis techniques and
    • procedures including consulting with users to determine hardware so~ware or system functional specifications
    • Ability to communicate effectively both orally and in writing
    • Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices
    • Ability to deal effectively with administrative officials and vendors
    • Ability to obtain and interpret market prices and trends and apply these to procurement problems
    • https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016
    • ATTACHMENT 4
    • ATTACHMENT 4
    • Jeane Carver-St Luce
    • At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations fun
    • Two important take-away from this email
    • middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed
    • middotmiddot Identify and maintain copies of all your award documents and invoices
    • bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files
    • The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines
    • After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support
    • George
    • George R Jr middotLsisrunt Cinmiddot funllltJcI
    • ()Ill follrmind R1111tl1UlaquoI
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    • FLORIDA
    • Master Contract List (MCL)
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    • What is the MCL
    • bull Summary
    • bull
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    • bull TCITY MANAGERMCL Demo
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    • MCL-Next Steps
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    • ATTACHMENT 5
    • ATTACHMENT 5
    • George Keller
    • From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde
    • Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice
    • Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris
    • Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick
    • Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz
    • Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel
    • Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie
    • Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran
    • Holycross
    • Cc Paul Bassar Directors Subject Master Contract List Training
    • Good Afternoon
    • The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times
    • Please let me know what suits you best also the training will be held at room 303
    • Thank you
    • Maryury Collier
    • Administrative Specialist II
    • City of Hollywood
    • Financial Services
    • 2600 Hollywood Blvd Suite 303
    • PO Box 229045 Hollywood FL 33020 Office 954-921-3221
    • C 11 middot of ~
    • H~QQQ
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Jeane Carver-St Luce
    • Good Day
    • As some ofyou may be aware the City will be implementing an Electronic Contract File-AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed
    • For your convenience we will be having one hour training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule-Not later than Thursday (552016)
    • Friday May 6 from 330pm to 430pm Monday May 9 at 900am to lOOOam
    • bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam
    • Thank you
    • Maryury Collier
    • Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303
    • P 0 Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MCollierhollywoodflorq
    • Cbullty of ~
    • H L WOOD
    • t i O~IOA
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • ATTACHMENT 6
    • ATTACHMENT 6
    • City ojJfoywootf PCoritfa
    • DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT
    • Date Date Date Date Contract InfoNumber Contract Expiration Date
    • Original Contract Amount Total This Invoice
    • Amendments Adjustment Total Previous Invoices
    • APPENDIXB
    • Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073
    • (954) 895-2949 matthewlalla3
    • March 11 2016
    • Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022
    • Dear Wazir
    • Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016
    • I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors
    • ~~
    • Matthew Lalla
    • cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources
Page 35: BROWARD OFFICE OF THE INSPECTOR GENERAL€¦ · Broward Office of the Inspector General Page 2 . 1. Heightened Awareness, Expectations and Standards of Performance . The senior management

City of Hollywood Florida - Class Specification Bulletin Page 2of3

performance

May represent the Director at various meetings within the city and the business community

Performs other job duties as assigned

THE REQUIREMENTS Required Possession of a Bachelors degree with major coursework in business or public administration or a related field

Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration

Be a Certified Professional Contracts Manager (CPCM )

Preferred Masters degree with major coursework in business or public administration or a related field

Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements

KNOWLEDGE SKILLS AND ABILITIES Extensive knowledge of principles practices and techniques of large scale government purchasing

Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing

Extensive knowledge of approved purchasing methods including recording buying inspection and shipping methods

Extensive knowledge of the techniques and requirements of specifications preparation

Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased

Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served

Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing

Some knowledge of insurance as it pertains to property liability and surety bonds

Considerable knowledge of Microsoft Word and Excel and the use of office equipment

Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to

httpsagencygovernmentjobscomhollywoodfldefaultcfmaction=specbu 5252016

City of Hollywood Florida - Class Specification Bulletin Page 3of3

other workers accurately and concisely

Skills in application of systems analysis techniques and procedures including consulting with users to determine hardware so~ware or system functional specifications

Ability to communicate effectively both orally and in writing

Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices

Ability to deal effectively with administrative officials and vendors

Ability to obtain and interpret market prices and trends and apply these to procurement problems

https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016

ATTACHMENT 4

ATTACHMENT 4

Jeane Carver-St Luce

From George Keller Sent Monday March 14 2016 328 PM To Chuck Ellis Clay Milan Eric Busenbarrick George Keller Gus Zambrano Jaye Epstein

Jeffrey Sheffel Lorie Mertens-Black Mel Standley Patricia Cerny Philip Sauer Raelin

Storey Raheem Seecharan Raquel Elejabarrieta Shiv Newaldass Steve Joseph Sylvia

Glazer Tammie Hechler Tomas Sanchez Tamikia Bacon Paul Bassar Cc Jeane Carver-St Luce Subject FW MCL Informational Email for Distribution

Importance High

At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations funding expenditures and Points of Contact Other helpful features will include executed copies of contract documents and invoice summaries

Two important take-away from this email

1 If you havent seen the fVICL demonstration please tune into the next City Commission meeting

2 Preliminary planning for a iVICL anticipation go live date--on or about 442016

middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed

middotmiddot Identify and maintain copies of all your award documents and invoices

bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files

The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines

After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support

George

George R heJcr Jr middotLsisrunt Cinmiddot funllltJcI

City of Hollywood ()Ill follrmind R1111tl1UlaquoI VU Bn_rl_)lt)l-f5

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FLORIDA

Master Contract List (MCL)

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Agenda

o What is the MCL

D MCL Data

D Demonstration of an Electronic Contract File

o MCL Next Steps v 0 v

o Questions

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What is the MCL bull Summary

o An electronic standardized comprehensive Management Tool-A One Stop Shop For all stakeholders who have a role with contract administration

o Useful real time information such as automatic daily countdowns of days for contracts and insurance expirations funding expenditures and Points of Contact

o Executed copies of contract documents and invoice bullsummaries

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MCL-Next Steps

bull Implementation o The MCL is a priority initiative

bull Continue gatheringupdating all contractual information bull Establishing POCs permission rights

o Coordinating with Financial Services Department in obtaining all invoices

o Working with the Procurement Division with keeping contractual documents updated

o Training Administrative Personnel who will have a procurement role

bull Execution After the City Commission presentation and feedback final developmenttraining sessions-anticipating a go live date April 2016

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ATTACHMENT 5

ATTACHMENT 5

George Keller

From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde

Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney

Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra

Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris

Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz

Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel

Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie

Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran Holycross

Cc Paul Bassar Directors Subject Master Contract List Training

Good Afternoon

The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times

bull Thursday May 26 at lOOpm 200pm 300pm bull Tuesday May 31 at 900am lOOOam l lOOam lOOpm 200pm 300pm bull Wednesday June 1 at 900am lOOOam 11 OOam bull Thursday June 2 at 900am lOOOam l lOOam lOOpm 200pm 300pm

Please let me know what suits you best also the training will be held at room 303

Thank you

Maryury Collier Administrative Specialist II City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 PO Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MColl ierholl ywoodflorg C 11 middot o f ~

H~QQQ Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record

Jeane Carver-St Luce

From Maryury Collier Sent Monday May 02 2016 1024 AM To Administrative Assistant II Cc Directors Paul Bassar Subject Training for the Master Contract List

Good Day

As some ofyou may be aware the City will be implementing an Electronic Contract File- AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed

For your convenience we will be having one h our training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule- Not later than Thursday (552016)

Friday May 6 from 330pm to 430pm

Monday May 9 at 900am to lOOOam bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam

Thank you

Maryury Collier Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 P 0 Box 229045 Hollywood FL 33020 Offi ce 954-921-3221 E-mail MCollierhollywoodflorq Cbullty of ~

H L WOOD t i O~IOA

Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mai l may be subject to disclosure as a matter of public record

ATTACHMENT 6

ATTACHMENT 6City ojJfoywootf PCoritfa DPV

DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT

Date 5252016 Pay to Vendor No Amount of Payment

Name Account No Address Separate Check Requested D City Invoice Number StateZip

Explanation of Payment

Date

Date

Date

Date

Contract InfoNumber Contract Expiration Date

Item Budget Item Description Line Item

l SubscriotionDuesMemberships Fees 2 Postage MeterStamps 3 Host Account Reimbursements 4 LicensesPermitsCertificates 5 Court CostOther Govt AgencvTaxes 6 Real Estate Closing - Attach Stmt 7 Advertising - attach tearsheet 8 Education CoursesSeminars 9 EducationReimbursementsBooks 10 RecordsSlidesFilmsGov Publication 11 Deferred ComoBank Pavments 12 MedicalVeterinarv Pavments 13 Insurance Premiums 14 Grant Disbursements 15 UtilitiesDump Fees 16 Refunds 17 CourierFreight 18 Pettv Cash Reimbursement 19 Other Professional Services 20 Soecial EventsRecr Performances 21 Temoorarv Emolovment Services 22 MealParkinQNiileaQe (1 dav tri-countv)

Unit Quantity

Originated by Dept Head Printed Name

DeptDiv Dept Head Signature

Procurement TypeDoc ---------------- Procurement Appr _

Finance Approval __________ Date Budget Approval

City Commission or City Manager Action Resolution

Unit Price

Total

ExtensionTotal

$000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000

Original Contract Amount Total This Invoice

Amendments Adjustment Total Previous Invoices

Total Contract Amount Total to Date --------------shy

City Manager Signature (if required)

Distribution List Finance Procurement Services Depmtment Copy dpv (rev3l02015)

APPENDIXB

Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073 (954) 895-2949 matthewlal la32 7 5comcastnet

March 11 2016

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022

Dear Wazir

Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016

I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors

~~ Matthew Lalla

cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources

  • Structure Bookmarks
    • BROWARD OFFICE OF THE INSPECTOR GENERAL
    • To and Members City of Hollywood C
    • From John W Scott Inspector General
    • Date June 6 2016
    • Subject Status Report-OIG Final Report Re Misconduct and Gross Mismanagement by the City ofHollywood in the Procurement of Temporary Employment Services Ref OIG 14-027
    • On March 2 2014 the Broward Office of the Inspector General (OIG) issued a final report finding that City of Hollywood officials violated numerous city ordinances policies and procedures to pay approximately $1 million for the services of temporary employees (temps) Specifically we found that the officials
    • At the conclusion of the report the OIG acknowledged the initial remedial steps taken by the city but recommended additional action including-given the potential for further abuse of the DPV payment method-a full audit of DPV payments
    • John W Scol1 Inspector General One North University Drive Suite 11 1 bull Planlalion Florida 33324 bull (954) 357-7873 bull Fax (954) 357-7857 4) 357-TIPS
    • As requested City Administrator Wazir Ishmael has now provided the OIG a status report with attachments which is attached as Appendix A The city states that it s senior management team has communicated publicly and individually that the inappropriate actions that occurred in the past were clearly wrong and unacceptable The city has now implemented numerous protocols and procedures in response to the OIGs investigation Of particular significance the city has created and implemented a contract com
    • The city has also restructured the Procurement Division and reformed oversight of the procurement process The finance director and procurement director overseeing the activities discussed in the final report have since resigned from the city Former Procurement Director Joel Wasserman s resignation is attached at Appendix A and former Finance Director Matthew Lallas resignation is attached as Appendix B The city also provided a repo1i it commissioned from a human resources specialist in response to the
    • However the city failed to address our recommendation that the DPV payments be audited in light of the significant misuse of the mechanism and the corresponding vulnerability to fraud waste and abuse Accordingly the OIG requests that we be provided a supplemental status report within 90 days or by September 5 2016 regarding a DPV audit
    • Attachment
    • cc Wazir Ishmael City Administrator
    • From To Cc
    • Subject Date Attachments
    • MaY Johns InsoectorGeneral Wazir Ishmael City of Hollywoods 90 Day Progress Report Regarding TransHire Tuesday May 31 2016 42804 PM 05 31 16 Letter to Inspector Scott re TransHire 90 Day Progress Reportpdf
    • 05 31 16 Letter to Inspector Scott Attachment lpdf 05 31 16 Letter to Inspector Scott Attachment 2pdf 05 31 16 Letter to Inspector Scott Attachment 3pdf 05 31 16 Letter to Inspector Scott Attachment 4pdf 05 31 16 Letter to Inspector Scott Attachment 5pdf 05 31 16 Letter to Inspector Scott Attachment 6pdf
    • Good afternoon Inspector General shy
    • The City Manager asked that I forward you the City of Hollywoods 90 day progress report that you requested in your final report regarding TransHire
    • Thank you Dr Wazir Ishmael City Manager
    • Executive Assistant City of Hollywood Office of the City Manager 2600 Hollywood Blvd Suite 419
    • PO Box 229045 Hollywood FL 33022-9045 Office 954-921-3201 E-mail
    • fjj
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Office of the City Manager
    • 2600 Hollywood Blvd bull PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (954) 92 1-33 14 bull rg
    • Wazir A Ishmael PhD City Manager
    • SENT VIA EMAIL amp US MAIL
    • May 31 2016
    • Mr John W Scott Inspector General Broward Office of the Inspector General
    • One North University Drive Suite 111 Plantation FL 3324
    • Re Broward Office of the Inspector General Report on Transhire 90 Day Progress Report
    • Dear Mr Scott
    • Please accept this response from the City of Hollywood as the 90 Day Progress Report that you requested in your final report on the above matter First let me assure you that your information findings and recommendations have been fully received acknowledged and communicated widely throughout the City staff Secondly I have discussed the serious nature of the issues identified directly with the Mayor City Commission senior management team staff and members of the public reinforcing that those inap
    • Finally we have collectively implemented and followed a broad spectrum of improvements actions resources training and policies to continue forward the lessons learned in progress of the organization The initiatives we have undertaken exist at the policy level and administrative oversight as well as day to day operations The below information describes those steps in more detail along with the attached documentation and the derived benefit for each Your contribution to stimulating these improveme
    • Our Mission Ve are dedicmcd to providing municipal services for our diverse community in an atmosphere ofcooperation courtesy and respect Yc do this by ensuring all who live work and play in the City of Hollywood enjoy a high quality of life
    • An Equa l Opportunity a nd Serv i ce Provide r Ag e nc y
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2
    • 1 Heightened Awareness Expectations and Standards of Performance
    • The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures
    • 2 Services of an External Consulting Professional (Attachment 1)
    • The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many
    • 3 Organizational Modifications and Reform (Attachment 2)
    • The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have be
    • 4 Human Resources Policy Review and Reform
    • Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced
    • 5 WorkflowBusiness Policies and Procedures Modifications
    • The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3
    • The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions
    • 10 Direct Payment Voucher Procedural Modifications (Attachment 6)
    • The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4
    • The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter
    • Attachments
    • c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors
    • ATTACHMENT 1
    • ATTACHMENT 1
    • PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737
    • Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045
    • March 3 2016
    • Dear Messrs Keller and Standley
    • The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one
    • The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues
    • The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not
    • Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement
    • Sincerely
    • Phil Rosenberg President The HR Doctorreg Inc 954 816-4 737
    • attachment
    • Phil Rosenberg President PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737 On
    • March 3 2016
    • IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES
    • BACKGROUND
    • The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in t
    • With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whet
    • City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in th
    • 1
    • The Inspector Generals report is being taken very seriously by the City It is a call to
    • action and catalyst to go beyond the limited and narrow scope of the report in the
    • interest of making broader administrative improvements
    • As part of the response to the report the City engaged the services of The HR Doctor
    • Inc on January 19 2016 to investigate the background of what occurred and offer
    • opinions and recommendations The deliverable in this situation is the presentation of
    • a written report to the City Manager within 30 calendar days of the date of the approval
    • of the engagement (ie January 19 2016) to address the following issues
    • The HR Doctor Inc was authorized and directed by the City Manager to also provide a
    • broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processe
    • METHODOLOGY
    • The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information
    • 2
    • The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employee
    • To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot
    • FINDINGS AND CONCLUSIONS
    • Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positio
    • r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work
    • 3
    • complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur
    • 4
    • service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement
    • 5
    • over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a n
    • 1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be org
    • 6
    • 7
    • managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to
    • ensure the most competent possible workforce If performance evaluations job
    • descriptions and personnel files generally do not reflect written and on-going
    • efforts to document performance excellence weakness and corrective action
    • even those top managers with property rights (ie those covered by Civil
    • Service) can become less willing to take the risks associated with innovation
    • Clients or customers become frustrated by what they regard as excessive
    • delays and lack of responsiveness
    • 8
    • All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance
    • It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The City
    • RECOMMENDATIONS
    • 9
    • Rescue and Public Utilities The Plan would assign specific staff
    • accountability for each project with completion dates and completion
    • milestones There would then be monthly or quarterly progress reviews
    • by the City Manager
    • 10
    • 11
    • 14The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candi
    • 12
    • day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assis
    • SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING
    • PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION
    • THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS
    • SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE
    • ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK
    • ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR
    • THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY
    • CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE
    • 13
    • pro quos such as additional benefits In the absence of such voluntary
    • exemption attrition should be used so that future incumbents in selected
    • positions would be hired as at will employees
    • 14
    • Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside
    • over a facilitated focus group of top users and current IT staffs to
    • prioritize projects identify needs and resources and prepare an IT
    • Business Plan for review by the City Manager Likewise in this reviewers
    • opinion being familiar with the installation of new large IT activities
    • overlaid on existing staff requirements adding a graduate intern as an at
    • will employee for one year would provide a new resource to the IT
    • Director to more rapidly implement the programs he will be asked to bring
    • to fruition This would be in addition to whatever staffing or consultant
    • resources are brought to bear for the Enterprise Resource System
    • 15
    • for another perhaps even more costly organizational problem in the
    • future
    • 25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential s
    • Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement pr
    • middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in
    • 26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots adm
    • 16
    • process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process
    • No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and mana
    • It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees -that they are the Citys
    • 17
    • vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances
    • The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading manager
    • 18
    • ATTACHMENT 2
    • ATTACHMENT 2
    • CITY of HOLLYWOOD FLORIDA
    • Office of the City Manager
    • 0
    • 2600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (95-1) 921-3314 deg
    • Wazir A Ishmael PhD City Manager
    • March 18 2016
    • The Honorable Mayor Vice Mayor
    • and Members of the City Commission City of Hollywood Hollywood FL 33020
    • Mayor Vice Mayor and City Commissioners
    • This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016
    • We thank him for his services and wish him well in his future endeavors
    • Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller
    • Should you have any questions I am available at your convenience
    • Sincere I
    • Dt~tr A Ishmael Ciey(Janager
    • c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director
    • Our Mission Yl arc dcdic 11td lO proiding municip1l scrvictS for our diverse co mrnuniry in an atn1osphLrl of tOOperalion courtesy and respect
    • Xie do 1his hy ensu ring gtII who live work and pby in die Cit) of loll)~VOoJ enjoy a high qnlil oflifo
    • hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y
    • Dr Wazir Ishmael
    • City Manager City of Hollywood
    • 2600 Hollywood Blvd
    • Hollywood Florida 33020
    • Dr Ishmael
    • As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities
    • In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life
    • Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and cap
    • Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices
    • I wish the City of Hollywood and the dedicated employees much luck with their future endeavors
    • Sincerely
    • Jocent Wasserman Director Procurement Services
    • ATTACHMENT 3
    • City of Hollywood Florida -Class Specification Bulletin Page 1of3 ATTACHMENT 3
    • https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016
    • performance
    • May represent the Director at various meetings within the city and the business community
    • Performs other job duties as assigned
    • Required Possession of a Bachelors degree with major coursework in business or public
    • administration or a related field
    • Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration
    • Be a Certified Professional Contracts Manager (CPCM )
    • Preferred Masters degree with major coursework in business or public administration or a related field
    • Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements
    • Extensive knowledge of principles practices and techniques of large scale government purchasing
    • Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing
    • Extensive knowledge of approved purchasing methods including
    • recording buying inspection and shipping methods
    • Extensive knowledge of the techniques and requirements of specifications preparation
    • Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased
    • Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served
    • Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing
    • Some knowledge of insurance as it pertains to property liability and surety bonds
    • Considerable knowledge of Microsoft Word and Excel and the use of office equipment
    • Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to
    • 5252016
    • City of Hollywood Florida -Class Specification Bulletin Page 3of3
    • other workers accurately and concisely Skills in application of systems analysis techniques and
    • procedures including consulting with users to determine hardware so~ware or system functional specifications
    • Ability to communicate effectively both orally and in writing
    • Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices
    • Ability to deal effectively with administrative officials and vendors
    • Ability to obtain and interpret market prices and trends and apply these to procurement problems
    • https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016
    • ATTACHMENT 4
    • ATTACHMENT 4
    • Jeane Carver-St Luce
    • At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations fun
    • Two important take-away from this email
    • middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed
    • middotmiddot Identify and maintain copies of all your award documents and invoices
    • bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files
    • The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines
    • After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support
    • George
    • George R Jr middotLsisrunt Cinmiddot funllltJcI
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    • FLORIDA
    • Master Contract List (MCL)
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    • bull Summary
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    • bull TCITY MANAGERMCL Demo
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    • ATTACHMENT 5
    • ATTACHMENT 5
    • George Keller
    • From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde
    • Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice
    • Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris
    • Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick
    • Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz
    • Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel
    • Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie
    • Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran
    • Holycross
    • Cc Paul Bassar Directors Subject Master Contract List Training
    • Good Afternoon
    • The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times
    • Please let me know what suits you best also the training will be held at room 303
    • Thank you
    • Maryury Collier
    • Administrative Specialist II
    • City of Hollywood
    • Financial Services
    • 2600 Hollywood Blvd Suite 303
    • PO Box 229045 Hollywood FL 33020 Office 954-921-3221
    • C 11 middot of ~
    • H~QQQ
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Jeane Carver-St Luce
    • Good Day
    • As some ofyou may be aware the City will be implementing an Electronic Contract File-AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed
    • For your convenience we will be having one hour training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule-Not later than Thursday (552016)
    • Friday May 6 from 330pm to 430pm Monday May 9 at 900am to lOOOam
    • bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam
    • Thank you
    • Maryury Collier
    • Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303
    • P 0 Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MCollierhollywoodflorq
    • Cbullty of ~
    • H L WOOD
    • t i O~IOA
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • ATTACHMENT 6
    • ATTACHMENT 6
    • City ojJfoywootf PCoritfa
    • DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT
    • Date Date Date Date Contract InfoNumber Contract Expiration Date
    • Original Contract Amount Total This Invoice
    • Amendments Adjustment Total Previous Invoices
    • APPENDIXB
    • Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073
    • (954) 895-2949 matthewlalla3
    • March 11 2016
    • Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022
    • Dear Wazir
    • Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016
    • I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors
    • ~~
    • Matthew Lalla
    • cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources
Page 36: BROWARD OFFICE OF THE INSPECTOR GENERAL€¦ · Broward Office of the Inspector General Page 2 . 1. Heightened Awareness, Expectations and Standards of Performance . The senior management

City of Hollywood Florida - Class Specification Bulletin Page 3of3

other workers accurately and concisely

Skills in application of systems analysis techniques and procedures including consulting with users to determine hardware so~ware or system functional specifications

Ability to communicate effectively both orally and in writing

Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices

Ability to deal effectively with administrative officials and vendors

Ability to obtain and interpret market prices and trends and apply these to procurement problems

https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016

ATTACHMENT 4

ATTACHMENT 4

Jeane Carver-St Luce

From George Keller Sent Monday March 14 2016 328 PM To Chuck Ellis Clay Milan Eric Busenbarrick George Keller Gus Zambrano Jaye Epstein

Jeffrey Sheffel Lorie Mertens-Black Mel Standley Patricia Cerny Philip Sauer Raelin

Storey Raheem Seecharan Raquel Elejabarrieta Shiv Newaldass Steve Joseph Sylvia

Glazer Tammie Hechler Tomas Sanchez Tamikia Bacon Paul Bassar Cc Jeane Carver-St Luce Subject FW MCL Informational Email for Distribution

Importance High

At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations funding expenditures and Points of Contact Other helpful features will include executed copies of contract documents and invoice summaries

Two important take-away from this email

1 If you havent seen the fVICL demonstration please tune into the next City Commission meeting

2 Preliminary planning for a iVICL anticipation go live date--on or about 442016

middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed

middotmiddot Identify and maintain copies of all your award documents and invoices

bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files

The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines

After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support

George

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Master Contract List (MCL)

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Agenda

o What is the MCL

D MCL Data

D Demonstration of an Electronic Contract File

o MCL Next Steps v 0 v

o Questions

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What is the MCL bull Summary

o An electronic standardized comprehensive Management Tool-A One Stop Shop For all stakeholders who have a role with contract administration

o Useful real time information such as automatic daily countdowns of days for contracts and insurance expirations funding expenditures and Points of Contact

o Executed copies of contract documents and invoice bullsummaries

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MCL-Next Steps

bull Implementation o The MCL is a priority initiative

bull Continue gatheringupdating all contractual information bull Establishing POCs permission rights

o Coordinating with Financial Services Department in obtaining all invoices

o Working with the Procurement Division with keeping contractual documents updated

o Training Administrative Personnel who will have a procurement role

bull Execution After the City Commission presentation and feedback final developmenttraining sessions-anticipating a go live date April 2016

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ATTACHMENT 5

ATTACHMENT 5

George Keller

From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde

Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney

Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra

Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris

Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz

Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel

Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie

Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran Holycross

Cc Paul Bassar Directors Subject Master Contract List Training

Good Afternoon

The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times

bull Thursday May 26 at lOOpm 200pm 300pm bull Tuesday May 31 at 900am lOOOam l lOOam lOOpm 200pm 300pm bull Wednesday June 1 at 900am lOOOam 11 OOam bull Thursday June 2 at 900am lOOOam l lOOam lOOpm 200pm 300pm

Please let me know what suits you best also the training will be held at room 303

Thank you

Maryury Collier Administrative Specialist II City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 PO Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MColl ierholl ywoodflorg C 11 middot o f ~

H~QQQ Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record

Jeane Carver-St Luce

From Maryury Collier Sent Monday May 02 2016 1024 AM To Administrative Assistant II Cc Directors Paul Bassar Subject Training for the Master Contract List

Good Day

As some ofyou may be aware the City will be implementing an Electronic Contract File- AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed

For your convenience we will be having one h our training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule- Not later than Thursday (552016)

Friday May 6 from 330pm to 430pm

Monday May 9 at 900am to lOOOam bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam

Thank you

Maryury Collier Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 P 0 Box 229045 Hollywood FL 33020 Offi ce 954-921-3221 E-mail MCollierhollywoodflorq Cbullty of ~

H L WOOD t i O~IOA

Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mai l may be subject to disclosure as a matter of public record

ATTACHMENT 6

ATTACHMENT 6City ojJfoywootf PCoritfa DPV

DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT

Date 5252016 Pay to Vendor No Amount of Payment

Name Account No Address Separate Check Requested D City Invoice Number StateZip

Explanation of Payment

Date

Date

Date

Date

Contract InfoNumber Contract Expiration Date

Item Budget Item Description Line Item

l SubscriotionDuesMemberships Fees 2 Postage MeterStamps 3 Host Account Reimbursements 4 LicensesPermitsCertificates 5 Court CostOther Govt AgencvTaxes 6 Real Estate Closing - Attach Stmt 7 Advertising - attach tearsheet 8 Education CoursesSeminars 9 EducationReimbursementsBooks 10 RecordsSlidesFilmsGov Publication 11 Deferred ComoBank Pavments 12 MedicalVeterinarv Pavments 13 Insurance Premiums 14 Grant Disbursements 15 UtilitiesDump Fees 16 Refunds 17 CourierFreight 18 Pettv Cash Reimbursement 19 Other Professional Services 20 Soecial EventsRecr Performances 21 Temoorarv Emolovment Services 22 MealParkinQNiileaQe (1 dav tri-countv)

Unit Quantity

Originated by Dept Head Printed Name

DeptDiv Dept Head Signature

Procurement TypeDoc ---------------- Procurement Appr _

Finance Approval __________ Date Budget Approval

City Commission or City Manager Action Resolution

Unit Price

Total

ExtensionTotal

$000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000

Original Contract Amount Total This Invoice

Amendments Adjustment Total Previous Invoices

Total Contract Amount Total to Date --------------shy

City Manager Signature (if required)

Distribution List Finance Procurement Services Depmtment Copy dpv (rev3l02015)

APPENDIXB

Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073 (954) 895-2949 matthewlal la32 7 5comcastnet

March 11 2016

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022

Dear Wazir

Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016

I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors

~~ Matthew Lalla

cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources

  • Structure Bookmarks
    • BROWARD OFFICE OF THE INSPECTOR GENERAL
    • To and Members City of Hollywood C
    • From John W Scott Inspector General
    • Date June 6 2016
    • Subject Status Report-OIG Final Report Re Misconduct and Gross Mismanagement by the City ofHollywood in the Procurement of Temporary Employment Services Ref OIG 14-027
    • On March 2 2014 the Broward Office of the Inspector General (OIG) issued a final report finding that City of Hollywood officials violated numerous city ordinances policies and procedures to pay approximately $1 million for the services of temporary employees (temps) Specifically we found that the officials
    • At the conclusion of the report the OIG acknowledged the initial remedial steps taken by the city but recommended additional action including-given the potential for further abuse of the DPV payment method-a full audit of DPV payments
    • John W Scol1 Inspector General One North University Drive Suite 11 1 bull Planlalion Florida 33324 bull (954) 357-7873 bull Fax (954) 357-7857 4) 357-TIPS
    • As requested City Administrator Wazir Ishmael has now provided the OIG a status report with attachments which is attached as Appendix A The city states that it s senior management team has communicated publicly and individually that the inappropriate actions that occurred in the past were clearly wrong and unacceptable The city has now implemented numerous protocols and procedures in response to the OIGs investigation Of particular significance the city has created and implemented a contract com
    • The city has also restructured the Procurement Division and reformed oversight of the procurement process The finance director and procurement director overseeing the activities discussed in the final report have since resigned from the city Former Procurement Director Joel Wasserman s resignation is attached at Appendix A and former Finance Director Matthew Lallas resignation is attached as Appendix B The city also provided a repo1i it commissioned from a human resources specialist in response to the
    • However the city failed to address our recommendation that the DPV payments be audited in light of the significant misuse of the mechanism and the corresponding vulnerability to fraud waste and abuse Accordingly the OIG requests that we be provided a supplemental status report within 90 days or by September 5 2016 regarding a DPV audit
    • Attachment
    • cc Wazir Ishmael City Administrator
    • From To Cc
    • Subject Date Attachments
    • MaY Johns InsoectorGeneral Wazir Ishmael City of Hollywoods 90 Day Progress Report Regarding TransHire Tuesday May 31 2016 42804 PM 05 31 16 Letter to Inspector Scott re TransHire 90 Day Progress Reportpdf
    • 05 31 16 Letter to Inspector Scott Attachment lpdf 05 31 16 Letter to Inspector Scott Attachment 2pdf 05 31 16 Letter to Inspector Scott Attachment 3pdf 05 31 16 Letter to Inspector Scott Attachment 4pdf 05 31 16 Letter to Inspector Scott Attachment 5pdf 05 31 16 Letter to Inspector Scott Attachment 6pdf
    • Good afternoon Inspector General shy
    • The City Manager asked that I forward you the City of Hollywoods 90 day progress report that you requested in your final report regarding TransHire
    • Thank you Dr Wazir Ishmael City Manager
    • Executive Assistant City of Hollywood Office of the City Manager 2600 Hollywood Blvd Suite 419
    • PO Box 229045 Hollywood FL 33022-9045 Office 954-921-3201 E-mail
    • fjj
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Office of the City Manager
    • 2600 Hollywood Blvd bull PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (954) 92 1-33 14 bull rg
    • Wazir A Ishmael PhD City Manager
    • SENT VIA EMAIL amp US MAIL
    • May 31 2016
    • Mr John W Scott Inspector General Broward Office of the Inspector General
    • One North University Drive Suite 111 Plantation FL 3324
    • Re Broward Office of the Inspector General Report on Transhire 90 Day Progress Report
    • Dear Mr Scott
    • Please accept this response from the City of Hollywood as the 90 Day Progress Report that you requested in your final report on the above matter First let me assure you that your information findings and recommendations have been fully received acknowledged and communicated widely throughout the City staff Secondly I have discussed the serious nature of the issues identified directly with the Mayor City Commission senior management team staff and members of the public reinforcing that those inap
    • Finally we have collectively implemented and followed a broad spectrum of improvements actions resources training and policies to continue forward the lessons learned in progress of the organization The initiatives we have undertaken exist at the policy level and administrative oversight as well as day to day operations The below information describes those steps in more detail along with the attached documentation and the derived benefit for each Your contribution to stimulating these improveme
    • Our Mission Ve are dedicmcd to providing municipal services for our diverse community in an atmosphere ofcooperation courtesy and respect Yc do this by ensuring all who live work and play in the City of Hollywood enjoy a high quality of life
    • An Equa l Opportunity a nd Serv i ce Provide r Ag e nc y
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2
    • 1 Heightened Awareness Expectations and Standards of Performance
    • The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures
    • 2 Services of an External Consulting Professional (Attachment 1)
    • The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many
    • 3 Organizational Modifications and Reform (Attachment 2)
    • The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have be
    • 4 Human Resources Policy Review and Reform
    • Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced
    • 5 WorkflowBusiness Policies and Procedures Modifications
    • The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3
    • The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions
    • 10 Direct Payment Voucher Procedural Modifications (Attachment 6)
    • The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4
    • The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter
    • Attachments
    • c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors
    • ATTACHMENT 1
    • ATTACHMENT 1
    • PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737
    • Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045
    • March 3 2016
    • Dear Messrs Keller and Standley
    • The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one
    • The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues
    • The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not
    • Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement
    • Sincerely
    • Phil Rosenberg President The HR Doctorreg Inc 954 816-4 737
    • attachment
    • Phil Rosenberg President PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737 On
    • March 3 2016
    • IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES
    • BACKGROUND
    • The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in t
    • With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whet
    • City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in th
    • 1
    • The Inspector Generals report is being taken very seriously by the City It is a call to
    • action and catalyst to go beyond the limited and narrow scope of the report in the
    • interest of making broader administrative improvements
    • As part of the response to the report the City engaged the services of The HR Doctor
    • Inc on January 19 2016 to investigate the background of what occurred and offer
    • opinions and recommendations The deliverable in this situation is the presentation of
    • a written report to the City Manager within 30 calendar days of the date of the approval
    • of the engagement (ie January 19 2016) to address the following issues
    • The HR Doctor Inc was authorized and directed by the City Manager to also provide a
    • broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processe
    • METHODOLOGY
    • The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information
    • 2
    • The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employee
    • To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot
    • FINDINGS AND CONCLUSIONS
    • Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positio
    • r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work
    • 3
    • complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur
    • 4
    • service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement
    • 5
    • over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a n
    • 1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be org
    • 6
    • 7
    • managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to
    • ensure the most competent possible workforce If performance evaluations job
    • descriptions and personnel files generally do not reflect written and on-going
    • efforts to document performance excellence weakness and corrective action
    • even those top managers with property rights (ie those covered by Civil
    • Service) can become less willing to take the risks associated with innovation
    • Clients or customers become frustrated by what they regard as excessive
    • delays and lack of responsiveness
    • 8
    • All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance
    • It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The City
    • RECOMMENDATIONS
    • 9
    • Rescue and Public Utilities The Plan would assign specific staff
    • accountability for each project with completion dates and completion
    • milestones There would then be monthly or quarterly progress reviews
    • by the City Manager
    • 10
    • 11
    • 14The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candi
    • 12
    • day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assis
    • SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING
    • PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION
    • THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS
    • SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE
    • ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK
    • ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR
    • THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY
    • CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE
    • 13
    • pro quos such as additional benefits In the absence of such voluntary
    • exemption attrition should be used so that future incumbents in selected
    • positions would be hired as at will employees
    • 14
    • Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside
    • over a facilitated focus group of top users and current IT staffs to
    • prioritize projects identify needs and resources and prepare an IT
    • Business Plan for review by the City Manager Likewise in this reviewers
    • opinion being familiar with the installation of new large IT activities
    • overlaid on existing staff requirements adding a graduate intern as an at
    • will employee for one year would provide a new resource to the IT
    • Director to more rapidly implement the programs he will be asked to bring
    • to fruition This would be in addition to whatever staffing or consultant
    • resources are brought to bear for the Enterprise Resource System
    • 15
    • for another perhaps even more costly organizational problem in the
    • future
    • 25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential s
    • Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement pr
    • middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in
    • 26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots adm
    • 16
    • process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process
    • No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and mana
    • It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees -that they are the Citys
    • 17
    • vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances
    • The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading manager
    • 18
    • ATTACHMENT 2
    • ATTACHMENT 2
    • CITY of HOLLYWOOD FLORIDA
    • Office of the City Manager
    • 0
    • 2600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (95-1) 921-3314 deg
    • Wazir A Ishmael PhD City Manager
    • March 18 2016
    • The Honorable Mayor Vice Mayor
    • and Members of the City Commission City of Hollywood Hollywood FL 33020
    • Mayor Vice Mayor and City Commissioners
    • This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016
    • We thank him for his services and wish him well in his future endeavors
    • Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller
    • Should you have any questions I am available at your convenience
    • Sincere I
    • Dt~tr A Ishmael Ciey(Janager
    • c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director
    • Our Mission Yl arc dcdic 11td lO proiding municip1l scrvictS for our diverse co mrnuniry in an atn1osphLrl of tOOperalion courtesy and respect
    • Xie do 1his hy ensu ring gtII who live work and pby in die Cit) of loll)~VOoJ enjoy a high qnlil oflifo
    • hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y
    • Dr Wazir Ishmael
    • City Manager City of Hollywood
    • 2600 Hollywood Blvd
    • Hollywood Florida 33020
    • Dr Ishmael
    • As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities
    • In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life
    • Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and cap
    • Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices
    • I wish the City of Hollywood and the dedicated employees much luck with their future endeavors
    • Sincerely
    • Jocent Wasserman Director Procurement Services
    • ATTACHMENT 3
    • City of Hollywood Florida -Class Specification Bulletin Page 1of3 ATTACHMENT 3
    • https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016
    • performance
    • May represent the Director at various meetings within the city and the business community
    • Performs other job duties as assigned
    • Required Possession of a Bachelors degree with major coursework in business or public
    • administration or a related field
    • Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration
    • Be a Certified Professional Contracts Manager (CPCM )
    • Preferred Masters degree with major coursework in business or public administration or a related field
    • Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements
    • Extensive knowledge of principles practices and techniques of large scale government purchasing
    • Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing
    • Extensive knowledge of approved purchasing methods including
    • recording buying inspection and shipping methods
    • Extensive knowledge of the techniques and requirements of specifications preparation
    • Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased
    • Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served
    • Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing
    • Some knowledge of insurance as it pertains to property liability and surety bonds
    • Considerable knowledge of Microsoft Word and Excel and the use of office equipment
    • Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to
    • 5252016
    • City of Hollywood Florida -Class Specification Bulletin Page 3of3
    • other workers accurately and concisely Skills in application of systems analysis techniques and
    • procedures including consulting with users to determine hardware so~ware or system functional specifications
    • Ability to communicate effectively both orally and in writing
    • Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices
    • Ability to deal effectively with administrative officials and vendors
    • Ability to obtain and interpret market prices and trends and apply these to procurement problems
    • https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016
    • ATTACHMENT 4
    • ATTACHMENT 4
    • Jeane Carver-St Luce
    • At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations fun
    • Two important take-away from this email
    • middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed
    • middotmiddot Identify and maintain copies of all your award documents and invoices
    • bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files
    • The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines
    • After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support
    • George
    • George R Jr middotLsisrunt Cinmiddot funllltJcI
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    • bull Summary
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    • ATTACHMENT 5
    • ATTACHMENT 5
    • George Keller
    • From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde
    • Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice
    • Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris
    • Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick
    • Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz
    • Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel
    • Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie
    • Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran
    • Holycross
    • Cc Paul Bassar Directors Subject Master Contract List Training
    • Good Afternoon
    • The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times
    • Please let me know what suits you best also the training will be held at room 303
    • Thank you
    • Maryury Collier
    • Administrative Specialist II
    • City of Hollywood
    • Financial Services
    • 2600 Hollywood Blvd Suite 303
    • PO Box 229045 Hollywood FL 33020 Office 954-921-3221
    • C 11 middot of ~
    • H~QQQ
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Jeane Carver-St Luce
    • Good Day
    • As some ofyou may be aware the City will be implementing an Electronic Contract File-AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed
    • For your convenience we will be having one hour training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule-Not later than Thursday (552016)
    • Friday May 6 from 330pm to 430pm Monday May 9 at 900am to lOOOam
    • bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam
    • Thank you
    • Maryury Collier
    • Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303
    • P 0 Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MCollierhollywoodflorq
    • Cbullty of ~
    • H L WOOD
    • t i O~IOA
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • ATTACHMENT 6
    • ATTACHMENT 6
    • City ojJfoywootf PCoritfa
    • DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT
    • Date Date Date Date Contract InfoNumber Contract Expiration Date
    • Original Contract Amount Total This Invoice
    • Amendments Adjustment Total Previous Invoices
    • APPENDIXB
    • Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073
    • (954) 895-2949 matthewlalla3
    • March 11 2016
    • Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022
    • Dear Wazir
    • Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016
    • I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors
    • ~~
    • Matthew Lalla
    • cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources
Page 37: BROWARD OFFICE OF THE INSPECTOR GENERAL€¦ · Broward Office of the Inspector General Page 2 . 1. Heightened Awareness, Expectations and Standards of Performance . The senior management

ATTACHMENT 4

ATTACHMENT 4

Jeane Carver-St Luce

From George Keller Sent Monday March 14 2016 328 PM To Chuck Ellis Clay Milan Eric Busenbarrick George Keller Gus Zambrano Jaye Epstein

Jeffrey Sheffel Lorie Mertens-Black Mel Standley Patricia Cerny Philip Sauer Raelin

Storey Raheem Seecharan Raquel Elejabarrieta Shiv Newaldass Steve Joseph Sylvia

Glazer Tammie Hechler Tomas Sanchez Tamikia Bacon Paul Bassar Cc Jeane Carver-St Luce Subject FW MCL Informational Email for Distribution

Importance High

At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations funding expenditures and Points of Contact Other helpful features will include executed copies of contract documents and invoice summaries

Two important take-away from this email

1 If you havent seen the fVICL demonstration please tune into the next City Commission meeting

2 Preliminary planning for a iVICL anticipation go live date--on or about 442016

middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed

middotmiddot Identify and maintain copies of all your award documents and invoices

bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files

The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines

After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support

George

George R heJcr Jr middotLsisrunt Cinmiddot funllltJcI

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Master Contract List (MCL)

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Agenda

o What is the MCL

D MCL Data

D Demonstration of an Electronic Contract File

o MCL Next Steps v 0 v

o Questions

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What is the MCL bull Summary

o An electronic standardized comprehensive Management Tool-A One Stop Shop For all stakeholders who have a role with contract administration

o Useful real time information such as automatic daily countdowns of days for contracts and insurance expirations funding expenditures and Points of Contact

o Executed copies of contract documents and invoice bullsummaries

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MCL-Next Steps

bull Implementation o The MCL is a priority initiative

bull Continue gatheringupdating all contractual information bull Establishing POCs permission rights

o Coordinating with Financial Services Department in obtaining all invoices

o Working with the Procurement Division with keeping contractual documents updated

o Training Administrative Personnel who will have a procurement role

bull Execution After the City Commission presentation and feedback final developmenttraining sessions-anticipating a go live date April 2016

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ATTACHMENT 5

ATTACHMENT 5

George Keller

From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde

Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney

Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra

Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris

Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz

Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel

Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie

Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran Holycross

Cc Paul Bassar Directors Subject Master Contract List Training

Good Afternoon

The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times

bull Thursday May 26 at lOOpm 200pm 300pm bull Tuesday May 31 at 900am lOOOam l lOOam lOOpm 200pm 300pm bull Wednesday June 1 at 900am lOOOam 11 OOam bull Thursday June 2 at 900am lOOOam l lOOam lOOpm 200pm 300pm

Please let me know what suits you best also the training will be held at room 303

Thank you

Maryury Collier Administrative Specialist II City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 PO Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MColl ierholl ywoodflorg C 11 middot o f ~

H~QQQ Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record

Jeane Carver-St Luce

From Maryury Collier Sent Monday May 02 2016 1024 AM To Administrative Assistant II Cc Directors Paul Bassar Subject Training for the Master Contract List

Good Day

As some ofyou may be aware the City will be implementing an Electronic Contract File- AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed

For your convenience we will be having one h our training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule- Not later than Thursday (552016)

Friday May 6 from 330pm to 430pm

Monday May 9 at 900am to lOOOam bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam

Thank you

Maryury Collier Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 P 0 Box 229045 Hollywood FL 33020 Offi ce 954-921-3221 E-mail MCollierhollywoodflorq Cbullty of ~

H L WOOD t i O~IOA

Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mai l may be subject to disclosure as a matter of public record

ATTACHMENT 6

ATTACHMENT 6City ojJfoywootf PCoritfa DPV

DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT

Date 5252016 Pay to Vendor No Amount of Payment

Name Account No Address Separate Check Requested D City Invoice Number StateZip

Explanation of Payment

Date

Date

Date

Date

Contract InfoNumber Contract Expiration Date

Item Budget Item Description Line Item

l SubscriotionDuesMemberships Fees 2 Postage MeterStamps 3 Host Account Reimbursements 4 LicensesPermitsCertificates 5 Court CostOther Govt AgencvTaxes 6 Real Estate Closing - Attach Stmt 7 Advertising - attach tearsheet 8 Education CoursesSeminars 9 EducationReimbursementsBooks 10 RecordsSlidesFilmsGov Publication 11 Deferred ComoBank Pavments 12 MedicalVeterinarv Pavments 13 Insurance Premiums 14 Grant Disbursements 15 UtilitiesDump Fees 16 Refunds 17 CourierFreight 18 Pettv Cash Reimbursement 19 Other Professional Services 20 Soecial EventsRecr Performances 21 Temoorarv Emolovment Services 22 MealParkinQNiileaQe (1 dav tri-countv)

Unit Quantity

Originated by Dept Head Printed Name

DeptDiv Dept Head Signature

Procurement TypeDoc ---------------- Procurement Appr _

Finance Approval __________ Date Budget Approval

City Commission or City Manager Action Resolution

Unit Price

Total

ExtensionTotal

$000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000

Original Contract Amount Total This Invoice

Amendments Adjustment Total Previous Invoices

Total Contract Amount Total to Date --------------shy

City Manager Signature (if required)

Distribution List Finance Procurement Services Depmtment Copy dpv (rev3l02015)

APPENDIXB

Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073 (954) 895-2949 matthewlal la32 7 5comcastnet

March 11 2016

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022

Dear Wazir

Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016

I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors

~~ Matthew Lalla

cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources

  • Structure Bookmarks
    • BROWARD OFFICE OF THE INSPECTOR GENERAL
    • To and Members City of Hollywood C
    • From John W Scott Inspector General
    • Date June 6 2016
    • Subject Status Report-OIG Final Report Re Misconduct and Gross Mismanagement by the City ofHollywood in the Procurement of Temporary Employment Services Ref OIG 14-027
    • On March 2 2014 the Broward Office of the Inspector General (OIG) issued a final report finding that City of Hollywood officials violated numerous city ordinances policies and procedures to pay approximately $1 million for the services of temporary employees (temps) Specifically we found that the officials
    • At the conclusion of the report the OIG acknowledged the initial remedial steps taken by the city but recommended additional action including-given the potential for further abuse of the DPV payment method-a full audit of DPV payments
    • John W Scol1 Inspector General One North University Drive Suite 11 1 bull Planlalion Florida 33324 bull (954) 357-7873 bull Fax (954) 357-7857 4) 357-TIPS
    • As requested City Administrator Wazir Ishmael has now provided the OIG a status report with attachments which is attached as Appendix A The city states that it s senior management team has communicated publicly and individually that the inappropriate actions that occurred in the past were clearly wrong and unacceptable The city has now implemented numerous protocols and procedures in response to the OIGs investigation Of particular significance the city has created and implemented a contract com
    • The city has also restructured the Procurement Division and reformed oversight of the procurement process The finance director and procurement director overseeing the activities discussed in the final report have since resigned from the city Former Procurement Director Joel Wasserman s resignation is attached at Appendix A and former Finance Director Matthew Lallas resignation is attached as Appendix B The city also provided a repo1i it commissioned from a human resources specialist in response to the
    • However the city failed to address our recommendation that the DPV payments be audited in light of the significant misuse of the mechanism and the corresponding vulnerability to fraud waste and abuse Accordingly the OIG requests that we be provided a supplemental status report within 90 days or by September 5 2016 regarding a DPV audit
    • Attachment
    • cc Wazir Ishmael City Administrator
    • From To Cc
    • Subject Date Attachments
    • MaY Johns InsoectorGeneral Wazir Ishmael City of Hollywoods 90 Day Progress Report Regarding TransHire Tuesday May 31 2016 42804 PM 05 31 16 Letter to Inspector Scott re TransHire 90 Day Progress Reportpdf
    • 05 31 16 Letter to Inspector Scott Attachment lpdf 05 31 16 Letter to Inspector Scott Attachment 2pdf 05 31 16 Letter to Inspector Scott Attachment 3pdf 05 31 16 Letter to Inspector Scott Attachment 4pdf 05 31 16 Letter to Inspector Scott Attachment 5pdf 05 31 16 Letter to Inspector Scott Attachment 6pdf
    • Good afternoon Inspector General shy
    • The City Manager asked that I forward you the City of Hollywoods 90 day progress report that you requested in your final report regarding TransHire
    • Thank you Dr Wazir Ishmael City Manager
    • Executive Assistant City of Hollywood Office of the City Manager 2600 Hollywood Blvd Suite 419
    • PO Box 229045 Hollywood FL 33022-9045 Office 954-921-3201 E-mail
    • fjj
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Office of the City Manager
    • 2600 Hollywood Blvd bull PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (954) 92 1-33 14 bull rg
    • Wazir A Ishmael PhD City Manager
    • SENT VIA EMAIL amp US MAIL
    • May 31 2016
    • Mr John W Scott Inspector General Broward Office of the Inspector General
    • One North University Drive Suite 111 Plantation FL 3324
    • Re Broward Office of the Inspector General Report on Transhire 90 Day Progress Report
    • Dear Mr Scott
    • Please accept this response from the City of Hollywood as the 90 Day Progress Report that you requested in your final report on the above matter First let me assure you that your information findings and recommendations have been fully received acknowledged and communicated widely throughout the City staff Secondly I have discussed the serious nature of the issues identified directly with the Mayor City Commission senior management team staff and members of the public reinforcing that those inap
    • Finally we have collectively implemented and followed a broad spectrum of improvements actions resources training and policies to continue forward the lessons learned in progress of the organization The initiatives we have undertaken exist at the policy level and administrative oversight as well as day to day operations The below information describes those steps in more detail along with the attached documentation and the derived benefit for each Your contribution to stimulating these improveme
    • Our Mission Ve are dedicmcd to providing municipal services for our diverse community in an atmosphere ofcooperation courtesy and respect Yc do this by ensuring all who live work and play in the City of Hollywood enjoy a high quality of life
    • An Equa l Opportunity a nd Serv i ce Provide r Ag e nc y
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2
    • 1 Heightened Awareness Expectations and Standards of Performance
    • The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures
    • 2 Services of an External Consulting Professional (Attachment 1)
    • The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many
    • 3 Organizational Modifications and Reform (Attachment 2)
    • The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have be
    • 4 Human Resources Policy Review and Reform
    • Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced
    • 5 WorkflowBusiness Policies and Procedures Modifications
    • The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3
    • The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions
    • 10 Direct Payment Voucher Procedural Modifications (Attachment 6)
    • The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4
    • The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter
    • Attachments
    • c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors
    • ATTACHMENT 1
    • ATTACHMENT 1
    • PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737
    • Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045
    • March 3 2016
    • Dear Messrs Keller and Standley
    • The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one
    • The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues
    • The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not
    • Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement
    • Sincerely
    • Phil Rosenberg President The HR Doctorreg Inc 954 816-4 737
    • attachment
    • Phil Rosenberg President PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737 On
    • March 3 2016
    • IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES
    • BACKGROUND
    • The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in t
    • With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whet
    • City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in th
    • 1
    • The Inspector Generals report is being taken very seriously by the City It is a call to
    • action and catalyst to go beyond the limited and narrow scope of the report in the
    • interest of making broader administrative improvements
    • As part of the response to the report the City engaged the services of The HR Doctor
    • Inc on January 19 2016 to investigate the background of what occurred and offer
    • opinions and recommendations The deliverable in this situation is the presentation of
    • a written report to the City Manager within 30 calendar days of the date of the approval
    • of the engagement (ie January 19 2016) to address the following issues
    • The HR Doctor Inc was authorized and directed by the City Manager to also provide a
    • broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processe
    • METHODOLOGY
    • The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information
    • 2
    • The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employee
    • To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot
    • FINDINGS AND CONCLUSIONS
    • Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positio
    • r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work
    • 3
    • complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur
    • 4
    • service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement
    • 5
    • over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a n
    • 1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be org
    • 6
    • 7
    • managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to
    • ensure the most competent possible workforce If performance evaluations job
    • descriptions and personnel files generally do not reflect written and on-going
    • efforts to document performance excellence weakness and corrective action
    • even those top managers with property rights (ie those covered by Civil
    • Service) can become less willing to take the risks associated with innovation
    • Clients or customers become frustrated by what they regard as excessive
    • delays and lack of responsiveness
    • 8
    • All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance
    • It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The City
    • RECOMMENDATIONS
    • 9
    • Rescue and Public Utilities The Plan would assign specific staff
    • accountability for each project with completion dates and completion
    • milestones There would then be monthly or quarterly progress reviews
    • by the City Manager
    • 10
    • 11
    • 14The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candi
    • 12
    • day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assis
    • SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING
    • PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION
    • THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS
    • SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE
    • ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK
    • ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR
    • THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY
    • CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE
    • 13
    • pro quos such as additional benefits In the absence of such voluntary
    • exemption attrition should be used so that future incumbents in selected
    • positions would be hired as at will employees
    • 14
    • Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside
    • over a facilitated focus group of top users and current IT staffs to
    • prioritize projects identify needs and resources and prepare an IT
    • Business Plan for review by the City Manager Likewise in this reviewers
    • opinion being familiar with the installation of new large IT activities
    • overlaid on existing staff requirements adding a graduate intern as an at
    • will employee for one year would provide a new resource to the IT
    • Director to more rapidly implement the programs he will be asked to bring
    • to fruition This would be in addition to whatever staffing or consultant
    • resources are brought to bear for the Enterprise Resource System
    • 15
    • for another perhaps even more costly organizational problem in the
    • future
    • 25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential s
    • Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement pr
    • middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in
    • 26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots adm
    • 16
    • process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process
    • No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and mana
    • It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees -that they are the Citys
    • 17
    • vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances
    • The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading manager
    • 18
    • ATTACHMENT 2
    • ATTACHMENT 2
    • CITY of HOLLYWOOD FLORIDA
    • Office of the City Manager
    • 0
    • 2600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (95-1) 921-3314 deg
    • Wazir A Ishmael PhD City Manager
    • March 18 2016
    • The Honorable Mayor Vice Mayor
    • and Members of the City Commission City of Hollywood Hollywood FL 33020
    • Mayor Vice Mayor and City Commissioners
    • This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016
    • We thank him for his services and wish him well in his future endeavors
    • Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller
    • Should you have any questions I am available at your convenience
    • Sincere I
    • Dt~tr A Ishmael Ciey(Janager
    • c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director
    • Our Mission Yl arc dcdic 11td lO proiding municip1l scrvictS for our diverse co mrnuniry in an atn1osphLrl of tOOperalion courtesy and respect
    • Xie do 1his hy ensu ring gtII who live work and pby in die Cit) of loll)~VOoJ enjoy a high qnlil oflifo
    • hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y
    • Dr Wazir Ishmael
    • City Manager City of Hollywood
    • 2600 Hollywood Blvd
    • Hollywood Florida 33020
    • Dr Ishmael
    • As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities
    • In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life
    • Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and cap
    • Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices
    • I wish the City of Hollywood and the dedicated employees much luck with their future endeavors
    • Sincerely
    • Jocent Wasserman Director Procurement Services
    • ATTACHMENT 3
    • City of Hollywood Florida -Class Specification Bulletin Page 1of3 ATTACHMENT 3
    • https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016
    • performance
    • May represent the Director at various meetings within the city and the business community
    • Performs other job duties as assigned
    • Required Possession of a Bachelors degree with major coursework in business or public
    • administration or a related field
    • Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration
    • Be a Certified Professional Contracts Manager (CPCM )
    • Preferred Masters degree with major coursework in business or public administration or a related field
    • Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements
    • Extensive knowledge of principles practices and techniques of large scale government purchasing
    • Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing
    • Extensive knowledge of approved purchasing methods including
    • recording buying inspection and shipping methods
    • Extensive knowledge of the techniques and requirements of specifications preparation
    • Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased
    • Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served
    • Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing
    • Some knowledge of insurance as it pertains to property liability and surety bonds
    • Considerable knowledge of Microsoft Word and Excel and the use of office equipment
    • Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to
    • 5252016
    • City of Hollywood Florida -Class Specification Bulletin Page 3of3
    • other workers accurately and concisely Skills in application of systems analysis techniques and
    • procedures including consulting with users to determine hardware so~ware or system functional specifications
    • Ability to communicate effectively both orally and in writing
    • Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices
    • Ability to deal effectively with administrative officials and vendors
    • Ability to obtain and interpret market prices and trends and apply these to procurement problems
    • https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016
    • ATTACHMENT 4
    • ATTACHMENT 4
    • Jeane Carver-St Luce
    • At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations fun
    • Two important take-away from this email
    • middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed
    • middotmiddot Identify and maintain copies of all your award documents and invoices
    • bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files
    • The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines
    • After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support
    • George
    • George R Jr middotLsisrunt Cinmiddot funllltJcI
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    • FLORIDA
    • Master Contract List (MCL)
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    • bull Summary
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    • bull TCITY MANAGERMCL Demo
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    • MCL-Next Steps
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    • ATTACHMENT 5
    • ATTACHMENT 5
    • George Keller
    • From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde
    • Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice
    • Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris
    • Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick
    • Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz
    • Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel
    • Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie
    • Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran
    • Holycross
    • Cc Paul Bassar Directors Subject Master Contract List Training
    • Good Afternoon
    • The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times
    • Please let me know what suits you best also the training will be held at room 303
    • Thank you
    • Maryury Collier
    • Administrative Specialist II
    • City of Hollywood
    • Financial Services
    • 2600 Hollywood Blvd Suite 303
    • PO Box 229045 Hollywood FL 33020 Office 954-921-3221
    • C 11 middot of ~
    • H~QQQ
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Jeane Carver-St Luce
    • Good Day
    • As some ofyou may be aware the City will be implementing an Electronic Contract File-AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed
    • For your convenience we will be having one hour training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule-Not later than Thursday (552016)
    • Friday May 6 from 330pm to 430pm Monday May 9 at 900am to lOOOam
    • bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam
    • Thank you
    • Maryury Collier
    • Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303
    • P 0 Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MCollierhollywoodflorq
    • Cbullty of ~
    • H L WOOD
    • t i O~IOA
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • ATTACHMENT 6
    • ATTACHMENT 6
    • City ojJfoywootf PCoritfa
    • DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT
    • Date Date Date Date Contract InfoNumber Contract Expiration Date
    • Original Contract Amount Total This Invoice
    • Amendments Adjustment Total Previous Invoices
    • APPENDIXB
    • Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073
    • (954) 895-2949 matthewlalla3
    • March 11 2016
    • Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022
    • Dear Wazir
    • Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016
    • I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors
    • ~~
    • Matthew Lalla
    • cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources
Page 38: BROWARD OFFICE OF THE INSPECTOR GENERAL€¦ · Broward Office of the Inspector General Page 2 . 1. Heightened Awareness, Expectations and Standards of Performance . The senior management

ATTACHMENT 4

Jeane Carver-St Luce

From George Keller Sent Monday March 14 2016 328 PM To Chuck Ellis Clay Milan Eric Busenbarrick George Keller Gus Zambrano Jaye Epstein

Jeffrey Sheffel Lorie Mertens-Black Mel Standley Patricia Cerny Philip Sauer Raelin

Storey Raheem Seecharan Raquel Elejabarrieta Shiv Newaldass Steve Joseph Sylvia

Glazer Tammie Hechler Tomas Sanchez Tamikia Bacon Paul Bassar Cc Jeane Carver-St Luce Subject FW MCL Informational Email for Distribution

Importance High

At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations funding expenditures and Points of Contact Other helpful features will include executed copies of contract documents and invoice summaries

Two important take-away from this email

1 If you havent seen the fVICL demonstration please tune into the next City Commission meeting

2 Preliminary planning for a iVICL anticipation go live date--on or about 442016

middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed

middotmiddot Identify and maintain copies of all your award documents and invoices

bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files

The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines

After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support

George

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Master Contract List (MCL)

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o What is the MCL

D MCL Data

D Demonstration of an Electronic Contract File

o MCL Next Steps v 0 v

o Questions

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What is the MCL bull Summary

o An electronic standardized comprehensive Management Tool-A One Stop Shop For all stakeholders who have a role with contract administration

o Useful real time information such as automatic daily countdowns of days for contracts and insurance expirations funding expenditures and Points of Contact

o Executed copies of contract documents and invoice bullsummaries

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MCL-Next Steps

bull Implementation o The MCL is a priority initiative

bull Continue gatheringupdating all contractual information bull Establishing POCs permission rights

o Coordinating with Financial Services Department in obtaining all invoices

o Working with the Procurement Division with keeping contractual documents updated

o Training Administrative Personnel who will have a procurement role

bull Execution After the City Commission presentation and feedback final developmenttraining sessions-anticipating a go live date April 2016

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ATTACHMENT 5

ATTACHMENT 5

George Keller

From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde

Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney

Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra

Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris

Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz

Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel

Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie

Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran Holycross

Cc Paul Bassar Directors Subject Master Contract List Training

Good Afternoon

The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times

bull Thursday May 26 at lOOpm 200pm 300pm bull Tuesday May 31 at 900am lOOOam l lOOam lOOpm 200pm 300pm bull Wednesday June 1 at 900am lOOOam 11 OOam bull Thursday June 2 at 900am lOOOam l lOOam lOOpm 200pm 300pm

Please let me know what suits you best also the training will be held at room 303

Thank you

Maryury Collier Administrative Specialist II City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 PO Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MColl ierholl ywoodflorg C 11 middot o f ~

H~QQQ Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record

Jeane Carver-St Luce

From Maryury Collier Sent Monday May 02 2016 1024 AM To Administrative Assistant II Cc Directors Paul Bassar Subject Training for the Master Contract List

Good Day

As some ofyou may be aware the City will be implementing an Electronic Contract File- AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed

For your convenience we will be having one h our training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule- Not later than Thursday (552016)

Friday May 6 from 330pm to 430pm

Monday May 9 at 900am to lOOOam bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam

Thank you

Maryury Collier Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 P 0 Box 229045 Hollywood FL 33020 Offi ce 954-921-3221 E-mail MCollierhollywoodflorq Cbullty of ~

H L WOOD t i O~IOA

Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mai l may be subject to disclosure as a matter of public record

ATTACHMENT 6

ATTACHMENT 6City ojJfoywootf PCoritfa DPV

DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT

Date 5252016 Pay to Vendor No Amount of Payment

Name Account No Address Separate Check Requested D City Invoice Number StateZip

Explanation of Payment

Date

Date

Date

Date

Contract InfoNumber Contract Expiration Date

Item Budget Item Description Line Item

l SubscriotionDuesMemberships Fees 2 Postage MeterStamps 3 Host Account Reimbursements 4 LicensesPermitsCertificates 5 Court CostOther Govt AgencvTaxes 6 Real Estate Closing - Attach Stmt 7 Advertising - attach tearsheet 8 Education CoursesSeminars 9 EducationReimbursementsBooks 10 RecordsSlidesFilmsGov Publication 11 Deferred ComoBank Pavments 12 MedicalVeterinarv Pavments 13 Insurance Premiums 14 Grant Disbursements 15 UtilitiesDump Fees 16 Refunds 17 CourierFreight 18 Pettv Cash Reimbursement 19 Other Professional Services 20 Soecial EventsRecr Performances 21 Temoorarv Emolovment Services 22 MealParkinQNiileaQe (1 dav tri-countv)

Unit Quantity

Originated by Dept Head Printed Name

DeptDiv Dept Head Signature

Procurement TypeDoc ---------------- Procurement Appr _

Finance Approval __________ Date Budget Approval

City Commission or City Manager Action Resolution

Unit Price

Total

ExtensionTotal

$000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000

Original Contract Amount Total This Invoice

Amendments Adjustment Total Previous Invoices

Total Contract Amount Total to Date --------------shy

City Manager Signature (if required)

Distribution List Finance Procurement Services Depmtment Copy dpv (rev3l02015)

APPENDIXB

Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073 (954) 895-2949 matthewlal la32 7 5comcastnet

March 11 2016

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022

Dear Wazir

Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016

I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors

~~ Matthew Lalla

cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources

  • Structure Bookmarks
    • BROWARD OFFICE OF THE INSPECTOR GENERAL
    • To and Members City of Hollywood C
    • From John W Scott Inspector General
    • Date June 6 2016
    • Subject Status Report-OIG Final Report Re Misconduct and Gross Mismanagement by the City ofHollywood in the Procurement of Temporary Employment Services Ref OIG 14-027
    • On March 2 2014 the Broward Office of the Inspector General (OIG) issued a final report finding that City of Hollywood officials violated numerous city ordinances policies and procedures to pay approximately $1 million for the services of temporary employees (temps) Specifically we found that the officials
    • At the conclusion of the report the OIG acknowledged the initial remedial steps taken by the city but recommended additional action including-given the potential for further abuse of the DPV payment method-a full audit of DPV payments
    • John W Scol1 Inspector General One North University Drive Suite 11 1 bull Planlalion Florida 33324 bull (954) 357-7873 bull Fax (954) 357-7857 4) 357-TIPS
    • As requested City Administrator Wazir Ishmael has now provided the OIG a status report with attachments which is attached as Appendix A The city states that it s senior management team has communicated publicly and individually that the inappropriate actions that occurred in the past were clearly wrong and unacceptable The city has now implemented numerous protocols and procedures in response to the OIGs investigation Of particular significance the city has created and implemented a contract com
    • The city has also restructured the Procurement Division and reformed oversight of the procurement process The finance director and procurement director overseeing the activities discussed in the final report have since resigned from the city Former Procurement Director Joel Wasserman s resignation is attached at Appendix A and former Finance Director Matthew Lallas resignation is attached as Appendix B The city also provided a repo1i it commissioned from a human resources specialist in response to the
    • However the city failed to address our recommendation that the DPV payments be audited in light of the significant misuse of the mechanism and the corresponding vulnerability to fraud waste and abuse Accordingly the OIG requests that we be provided a supplemental status report within 90 days or by September 5 2016 regarding a DPV audit
    • Attachment
    • cc Wazir Ishmael City Administrator
    • From To Cc
    • Subject Date Attachments
    • MaY Johns InsoectorGeneral Wazir Ishmael City of Hollywoods 90 Day Progress Report Regarding TransHire Tuesday May 31 2016 42804 PM 05 31 16 Letter to Inspector Scott re TransHire 90 Day Progress Reportpdf
    • 05 31 16 Letter to Inspector Scott Attachment lpdf 05 31 16 Letter to Inspector Scott Attachment 2pdf 05 31 16 Letter to Inspector Scott Attachment 3pdf 05 31 16 Letter to Inspector Scott Attachment 4pdf 05 31 16 Letter to Inspector Scott Attachment 5pdf 05 31 16 Letter to Inspector Scott Attachment 6pdf
    • Good afternoon Inspector General shy
    • The City Manager asked that I forward you the City of Hollywoods 90 day progress report that you requested in your final report regarding TransHire
    • Thank you Dr Wazir Ishmael City Manager
    • Executive Assistant City of Hollywood Office of the City Manager 2600 Hollywood Blvd Suite 419
    • PO Box 229045 Hollywood FL 33022-9045 Office 954-921-3201 E-mail
    • fjj
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Office of the City Manager
    • 2600 Hollywood Blvd bull PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (954) 92 1-33 14 bull rg
    • Wazir A Ishmael PhD City Manager
    • SENT VIA EMAIL amp US MAIL
    • May 31 2016
    • Mr John W Scott Inspector General Broward Office of the Inspector General
    • One North University Drive Suite 111 Plantation FL 3324
    • Re Broward Office of the Inspector General Report on Transhire 90 Day Progress Report
    • Dear Mr Scott
    • Please accept this response from the City of Hollywood as the 90 Day Progress Report that you requested in your final report on the above matter First let me assure you that your information findings and recommendations have been fully received acknowledged and communicated widely throughout the City staff Secondly I have discussed the serious nature of the issues identified directly with the Mayor City Commission senior management team staff and members of the public reinforcing that those inap
    • Finally we have collectively implemented and followed a broad spectrum of improvements actions resources training and policies to continue forward the lessons learned in progress of the organization The initiatives we have undertaken exist at the policy level and administrative oversight as well as day to day operations The below information describes those steps in more detail along with the attached documentation and the derived benefit for each Your contribution to stimulating these improveme
    • Our Mission Ve are dedicmcd to providing municipal services for our diverse community in an atmosphere ofcooperation courtesy and respect Yc do this by ensuring all who live work and play in the City of Hollywood enjoy a high quality of life
    • An Equa l Opportunity a nd Serv i ce Provide r Ag e nc y
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2
    • 1 Heightened Awareness Expectations and Standards of Performance
    • The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures
    • 2 Services of an External Consulting Professional (Attachment 1)
    • The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many
    • 3 Organizational Modifications and Reform (Attachment 2)
    • The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have be
    • 4 Human Resources Policy Review and Reform
    • Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced
    • 5 WorkflowBusiness Policies and Procedures Modifications
    • The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3
    • The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions
    • 10 Direct Payment Voucher Procedural Modifications (Attachment 6)
    • The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4
    • The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter
    • Attachments
    • c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors
    • ATTACHMENT 1
    • ATTACHMENT 1
    • PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737
    • Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045
    • March 3 2016
    • Dear Messrs Keller and Standley
    • The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one
    • The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues
    • The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not
    • Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement
    • Sincerely
    • Phil Rosenberg President The HR Doctorreg Inc 954 816-4 737
    • attachment
    • Phil Rosenberg President PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737 On
    • March 3 2016
    • IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES
    • BACKGROUND
    • The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in t
    • With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whet
    • City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in th
    • 1
    • The Inspector Generals report is being taken very seriously by the City It is a call to
    • action and catalyst to go beyond the limited and narrow scope of the report in the
    • interest of making broader administrative improvements
    • As part of the response to the report the City engaged the services of The HR Doctor
    • Inc on January 19 2016 to investigate the background of what occurred and offer
    • opinions and recommendations The deliverable in this situation is the presentation of
    • a written report to the City Manager within 30 calendar days of the date of the approval
    • of the engagement (ie January 19 2016) to address the following issues
    • The HR Doctor Inc was authorized and directed by the City Manager to also provide a
    • broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processe
    • METHODOLOGY
    • The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information
    • 2
    • The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employee
    • To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot
    • FINDINGS AND CONCLUSIONS
    • Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positio
    • r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work
    • 3
    • complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur
    • 4
    • service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement
    • 5
    • over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a n
    • 1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be org
    • 6
    • 7
    • managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to
    • ensure the most competent possible workforce If performance evaluations job
    • descriptions and personnel files generally do not reflect written and on-going
    • efforts to document performance excellence weakness and corrective action
    • even those top managers with property rights (ie those covered by Civil
    • Service) can become less willing to take the risks associated with innovation
    • Clients or customers become frustrated by what they regard as excessive
    • delays and lack of responsiveness
    • 8
    • All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance
    • It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The City
    • RECOMMENDATIONS
    • 9
    • Rescue and Public Utilities The Plan would assign specific staff
    • accountability for each project with completion dates and completion
    • milestones There would then be monthly or quarterly progress reviews
    • by the City Manager
    • 10
    • 11
    • 14The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candi
    • 12
    • day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assis
    • SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING
    • PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION
    • THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS
    • SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE
    • ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK
    • ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR
    • THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY
    • CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE
    • 13
    • pro quos such as additional benefits In the absence of such voluntary
    • exemption attrition should be used so that future incumbents in selected
    • positions would be hired as at will employees
    • 14
    • Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside
    • over a facilitated focus group of top users and current IT staffs to
    • prioritize projects identify needs and resources and prepare an IT
    • Business Plan for review by the City Manager Likewise in this reviewers
    • opinion being familiar with the installation of new large IT activities
    • overlaid on existing staff requirements adding a graduate intern as an at
    • will employee for one year would provide a new resource to the IT
    • Director to more rapidly implement the programs he will be asked to bring
    • to fruition This would be in addition to whatever staffing or consultant
    • resources are brought to bear for the Enterprise Resource System
    • 15
    • for another perhaps even more costly organizational problem in the
    • future
    • 25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential s
    • Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement pr
    • middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in
    • 26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots adm
    • 16
    • process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process
    • No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and mana
    • It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees -that they are the Citys
    • 17
    • vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances
    • The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading manager
    • 18
    • ATTACHMENT 2
    • ATTACHMENT 2
    • CITY of HOLLYWOOD FLORIDA
    • Office of the City Manager
    • 0
    • 2600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (95-1) 921-3314 deg
    • Wazir A Ishmael PhD City Manager
    • March 18 2016
    • The Honorable Mayor Vice Mayor
    • and Members of the City Commission City of Hollywood Hollywood FL 33020
    • Mayor Vice Mayor and City Commissioners
    • This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016
    • We thank him for his services and wish him well in his future endeavors
    • Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller
    • Should you have any questions I am available at your convenience
    • Sincere I
    • Dt~tr A Ishmael Ciey(Janager
    • c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director
    • Our Mission Yl arc dcdic 11td lO proiding municip1l scrvictS for our diverse co mrnuniry in an atn1osphLrl of tOOperalion courtesy and respect
    • Xie do 1his hy ensu ring gtII who live work and pby in die Cit) of loll)~VOoJ enjoy a high qnlil oflifo
    • hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y
    • Dr Wazir Ishmael
    • City Manager City of Hollywood
    • 2600 Hollywood Blvd
    • Hollywood Florida 33020
    • Dr Ishmael
    • As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities
    • In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life
    • Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and cap
    • Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices
    • I wish the City of Hollywood and the dedicated employees much luck with their future endeavors
    • Sincerely
    • Jocent Wasserman Director Procurement Services
    • ATTACHMENT 3
    • City of Hollywood Florida -Class Specification Bulletin Page 1of3 ATTACHMENT 3
    • https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016
    • performance
    • May represent the Director at various meetings within the city and the business community
    • Performs other job duties as assigned
    • Required Possession of a Bachelors degree with major coursework in business or public
    • administration or a related field
    • Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration
    • Be a Certified Professional Contracts Manager (CPCM )
    • Preferred Masters degree with major coursework in business or public administration or a related field
    • Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements
    • Extensive knowledge of principles practices and techniques of large scale government purchasing
    • Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing
    • Extensive knowledge of approved purchasing methods including
    • recording buying inspection and shipping methods
    • Extensive knowledge of the techniques and requirements of specifications preparation
    • Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased
    • Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served
    • Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing
    • Some knowledge of insurance as it pertains to property liability and surety bonds
    • Considerable knowledge of Microsoft Word and Excel and the use of office equipment
    • Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to
    • 5252016
    • City of Hollywood Florida -Class Specification Bulletin Page 3of3
    • other workers accurately and concisely Skills in application of systems analysis techniques and
    • procedures including consulting with users to determine hardware so~ware or system functional specifications
    • Ability to communicate effectively both orally and in writing
    • Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices
    • Ability to deal effectively with administrative officials and vendors
    • Ability to obtain and interpret market prices and trends and apply these to procurement problems
    • https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016
    • ATTACHMENT 4
    • ATTACHMENT 4
    • Jeane Carver-St Luce
    • At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations fun
    • Two important take-away from this email
    • middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed
    • middotmiddot Identify and maintain copies of all your award documents and invoices
    • bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files
    • The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines
    • After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support
    • George
    • George R Jr middotLsisrunt Cinmiddot funllltJcI
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    • FLORIDA
    • Master Contract List (MCL)
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    • bull Summary
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    • ATTACHMENT 5
    • ATTACHMENT 5
    • George Keller
    • From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde
    • Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice
    • Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris
    • Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick
    • Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz
    • Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel
    • Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie
    • Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran
    • Holycross
    • Cc Paul Bassar Directors Subject Master Contract List Training
    • Good Afternoon
    • The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times
    • Please let me know what suits you best also the training will be held at room 303
    • Thank you
    • Maryury Collier
    • Administrative Specialist II
    • City of Hollywood
    • Financial Services
    • 2600 Hollywood Blvd Suite 303
    • PO Box 229045 Hollywood FL 33020 Office 954-921-3221
    • C 11 middot of ~
    • H~QQQ
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Jeane Carver-St Luce
    • Good Day
    • As some ofyou may be aware the City will be implementing an Electronic Contract File-AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed
    • For your convenience we will be having one hour training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule-Not later than Thursday (552016)
    • Friday May 6 from 330pm to 430pm Monday May 9 at 900am to lOOOam
    • bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam
    • Thank you
    • Maryury Collier
    • Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303
    • P 0 Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MCollierhollywoodflorq
    • Cbullty of ~
    • H L WOOD
    • t i O~IOA
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • ATTACHMENT 6
    • ATTACHMENT 6
    • City ojJfoywootf PCoritfa
    • DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT
    • Date Date Date Date Contract InfoNumber Contract Expiration Date
    • Original Contract Amount Total This Invoice
    • Amendments Adjustment Total Previous Invoices
    • APPENDIXB
    • Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073
    • (954) 895-2949 matthewlalla3
    • March 11 2016
    • Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022
    • Dear Wazir
    • Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016
    • I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors
    • ~~
    • Matthew Lalla
    • cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources
Page 39: BROWARD OFFICE OF THE INSPECTOR GENERAL€¦ · Broward Office of the Inspector General Page 2 . 1. Heightened Awareness, Expectations and Standards of Performance . The senior management

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o What is the MCL

D MCL Data

D Demonstration of an Electronic Contract File

o MCL Next Steps v 0 v

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What is the MCL bull Summary

o An electronic standardized comprehensive Management Tool-A One Stop Shop For all stakeholders who have a role with contract administration

o Useful real time information such as automatic daily countdowns of days for contracts and insurance expirations funding expenditures and Points of Contact

o Executed copies of contract documents and invoice bullsummaries

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MCL-Next Steps

bull Implementation o The MCL is a priority initiative

bull Continue gatheringupdating all contractual information bull Establishing POCs permission rights

o Coordinating with Financial Services Department in obtaining all invoices

o Working with the Procurement Division with keeping contractual documents updated

o Training Administrative Personnel who will have a procurement role

bull Execution After the City Commission presentation and feedback final developmenttraining sessions-anticipating a go live date April 2016

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ATTACHMENT 5

ATTACHMENT 5

George Keller

From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde

Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney

Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra

Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris

Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz

Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel

Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie

Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran Holycross

Cc Paul Bassar Directors Subject Master Contract List Training

Good Afternoon

The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times

bull Thursday May 26 at lOOpm 200pm 300pm bull Tuesday May 31 at 900am lOOOam l lOOam lOOpm 200pm 300pm bull Wednesday June 1 at 900am lOOOam 11 OOam bull Thursday June 2 at 900am lOOOam l lOOam lOOpm 200pm 300pm

Please let me know what suits you best also the training will be held at room 303

Thank you

Maryury Collier Administrative Specialist II City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 PO Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MColl ierholl ywoodflorg C 11 middot o f ~

H~QQQ Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record

Jeane Carver-St Luce

From Maryury Collier Sent Monday May 02 2016 1024 AM To Administrative Assistant II Cc Directors Paul Bassar Subject Training for the Master Contract List

Good Day

As some ofyou may be aware the City will be implementing an Electronic Contract File- AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed

For your convenience we will be having one h our training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule- Not later than Thursday (552016)

Friday May 6 from 330pm to 430pm

Monday May 9 at 900am to lOOOam bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam

Thank you

Maryury Collier Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 P 0 Box 229045 Hollywood FL 33020 Offi ce 954-921-3221 E-mail MCollierhollywoodflorq Cbullty of ~

H L WOOD t i O~IOA

Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mai l may be subject to disclosure as a matter of public record

ATTACHMENT 6

ATTACHMENT 6City ojJfoywootf PCoritfa DPV

DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT

Date 5252016 Pay to Vendor No Amount of Payment

Name Account No Address Separate Check Requested D City Invoice Number StateZip

Explanation of Payment

Date

Date

Date

Date

Contract InfoNumber Contract Expiration Date

Item Budget Item Description Line Item

l SubscriotionDuesMemberships Fees 2 Postage MeterStamps 3 Host Account Reimbursements 4 LicensesPermitsCertificates 5 Court CostOther Govt AgencvTaxes 6 Real Estate Closing - Attach Stmt 7 Advertising - attach tearsheet 8 Education CoursesSeminars 9 EducationReimbursementsBooks 10 RecordsSlidesFilmsGov Publication 11 Deferred ComoBank Pavments 12 MedicalVeterinarv Pavments 13 Insurance Premiums 14 Grant Disbursements 15 UtilitiesDump Fees 16 Refunds 17 CourierFreight 18 Pettv Cash Reimbursement 19 Other Professional Services 20 Soecial EventsRecr Performances 21 Temoorarv Emolovment Services 22 MealParkinQNiileaQe (1 dav tri-countv)

Unit Quantity

Originated by Dept Head Printed Name

DeptDiv Dept Head Signature

Procurement TypeDoc ---------------- Procurement Appr _

Finance Approval __________ Date Budget Approval

City Commission or City Manager Action Resolution

Unit Price

Total

ExtensionTotal

$000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000

Original Contract Amount Total This Invoice

Amendments Adjustment Total Previous Invoices

Total Contract Amount Total to Date --------------shy

City Manager Signature (if required)

Distribution List Finance Procurement Services Depmtment Copy dpv (rev3l02015)

APPENDIXB

Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073 (954) 895-2949 matthewlal la32 7 5comcastnet

March 11 2016

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022

Dear Wazir

Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016

I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors

~~ Matthew Lalla

cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources

  • Structure Bookmarks
    • BROWARD OFFICE OF THE INSPECTOR GENERAL
    • To and Members City of Hollywood C
    • From John W Scott Inspector General
    • Date June 6 2016
    • Subject Status Report-OIG Final Report Re Misconduct and Gross Mismanagement by the City ofHollywood in the Procurement of Temporary Employment Services Ref OIG 14-027
    • On March 2 2014 the Broward Office of the Inspector General (OIG) issued a final report finding that City of Hollywood officials violated numerous city ordinances policies and procedures to pay approximately $1 million for the services of temporary employees (temps) Specifically we found that the officials
    • At the conclusion of the report the OIG acknowledged the initial remedial steps taken by the city but recommended additional action including-given the potential for further abuse of the DPV payment method-a full audit of DPV payments
    • John W Scol1 Inspector General One North University Drive Suite 11 1 bull Planlalion Florida 33324 bull (954) 357-7873 bull Fax (954) 357-7857 4) 357-TIPS
    • As requested City Administrator Wazir Ishmael has now provided the OIG a status report with attachments which is attached as Appendix A The city states that it s senior management team has communicated publicly and individually that the inappropriate actions that occurred in the past were clearly wrong and unacceptable The city has now implemented numerous protocols and procedures in response to the OIGs investigation Of particular significance the city has created and implemented a contract com
    • The city has also restructured the Procurement Division and reformed oversight of the procurement process The finance director and procurement director overseeing the activities discussed in the final report have since resigned from the city Former Procurement Director Joel Wasserman s resignation is attached at Appendix A and former Finance Director Matthew Lallas resignation is attached as Appendix B The city also provided a repo1i it commissioned from a human resources specialist in response to the
    • However the city failed to address our recommendation that the DPV payments be audited in light of the significant misuse of the mechanism and the corresponding vulnerability to fraud waste and abuse Accordingly the OIG requests that we be provided a supplemental status report within 90 days or by September 5 2016 regarding a DPV audit
    • Attachment
    • cc Wazir Ishmael City Administrator
    • From To Cc
    • Subject Date Attachments
    • MaY Johns InsoectorGeneral Wazir Ishmael City of Hollywoods 90 Day Progress Report Regarding TransHire Tuesday May 31 2016 42804 PM 05 31 16 Letter to Inspector Scott re TransHire 90 Day Progress Reportpdf
    • 05 31 16 Letter to Inspector Scott Attachment lpdf 05 31 16 Letter to Inspector Scott Attachment 2pdf 05 31 16 Letter to Inspector Scott Attachment 3pdf 05 31 16 Letter to Inspector Scott Attachment 4pdf 05 31 16 Letter to Inspector Scott Attachment 5pdf 05 31 16 Letter to Inspector Scott Attachment 6pdf
    • Good afternoon Inspector General shy
    • The City Manager asked that I forward you the City of Hollywoods 90 day progress report that you requested in your final report regarding TransHire
    • Thank you Dr Wazir Ishmael City Manager
    • Executive Assistant City of Hollywood Office of the City Manager 2600 Hollywood Blvd Suite 419
    • PO Box 229045 Hollywood FL 33022-9045 Office 954-921-3201 E-mail
    • fjj
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Office of the City Manager
    • 2600 Hollywood Blvd bull PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (954) 92 1-33 14 bull rg
    • Wazir A Ishmael PhD City Manager
    • SENT VIA EMAIL amp US MAIL
    • May 31 2016
    • Mr John W Scott Inspector General Broward Office of the Inspector General
    • One North University Drive Suite 111 Plantation FL 3324
    • Re Broward Office of the Inspector General Report on Transhire 90 Day Progress Report
    • Dear Mr Scott
    • Please accept this response from the City of Hollywood as the 90 Day Progress Report that you requested in your final report on the above matter First let me assure you that your information findings and recommendations have been fully received acknowledged and communicated widely throughout the City staff Secondly I have discussed the serious nature of the issues identified directly with the Mayor City Commission senior management team staff and members of the public reinforcing that those inap
    • Finally we have collectively implemented and followed a broad spectrum of improvements actions resources training and policies to continue forward the lessons learned in progress of the organization The initiatives we have undertaken exist at the policy level and administrative oversight as well as day to day operations The below information describes those steps in more detail along with the attached documentation and the derived benefit for each Your contribution to stimulating these improveme
    • Our Mission Ve are dedicmcd to providing municipal services for our diverse community in an atmosphere ofcooperation courtesy and respect Yc do this by ensuring all who live work and play in the City of Hollywood enjoy a high quality of life
    • An Equa l Opportunity a nd Serv i ce Provide r Ag e nc y
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2
    • 1 Heightened Awareness Expectations and Standards of Performance
    • The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures
    • 2 Services of an External Consulting Professional (Attachment 1)
    • The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many
    • 3 Organizational Modifications and Reform (Attachment 2)
    • The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have be
    • 4 Human Resources Policy Review and Reform
    • Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced
    • 5 WorkflowBusiness Policies and Procedures Modifications
    • The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3
    • The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions
    • 10 Direct Payment Voucher Procedural Modifications (Attachment 6)
    • The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4
    • The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter
    • Attachments
    • c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors
    • ATTACHMENT 1
    • ATTACHMENT 1
    • PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737
    • Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045
    • March 3 2016
    • Dear Messrs Keller and Standley
    • The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one
    • The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues
    • The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not
    • Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement
    • Sincerely
    • Phil Rosenberg President The HR Doctorreg Inc 954 816-4 737
    • attachment
    • Phil Rosenberg President PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737 On
    • March 3 2016
    • IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES
    • BACKGROUND
    • The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in t
    • With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whet
    • City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in th
    • 1
    • The Inspector Generals report is being taken very seriously by the City It is a call to
    • action and catalyst to go beyond the limited and narrow scope of the report in the
    • interest of making broader administrative improvements
    • As part of the response to the report the City engaged the services of The HR Doctor
    • Inc on January 19 2016 to investigate the background of what occurred and offer
    • opinions and recommendations The deliverable in this situation is the presentation of
    • a written report to the City Manager within 30 calendar days of the date of the approval
    • of the engagement (ie January 19 2016) to address the following issues
    • The HR Doctor Inc was authorized and directed by the City Manager to also provide a
    • broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processe
    • METHODOLOGY
    • The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information
    • 2
    • The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employee
    • To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot
    • FINDINGS AND CONCLUSIONS
    • Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positio
    • r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work
    • 3
    • complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur
    • 4
    • service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement
    • 5
    • over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a n
    • 1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be org
    • 6
    • 7
    • managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to
    • ensure the most competent possible workforce If performance evaluations job
    • descriptions and personnel files generally do not reflect written and on-going
    • efforts to document performance excellence weakness and corrective action
    • even those top managers with property rights (ie those covered by Civil
    • Service) can become less willing to take the risks associated with innovation
    • Clients or customers become frustrated by what they regard as excessive
    • delays and lack of responsiveness
    • 8
    • All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance
    • It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The City
    • RECOMMENDATIONS
    • 9
    • Rescue and Public Utilities The Plan would assign specific staff
    • accountability for each project with completion dates and completion
    • milestones There would then be monthly or quarterly progress reviews
    • by the City Manager
    • 10
    • 11
    • 14The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candi
    • 12
    • day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assis
    • SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING
    • PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION
    • THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS
    • SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE
    • ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK
    • ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR
    • THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY
    • CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE
    • 13
    • pro quos such as additional benefits In the absence of such voluntary
    • exemption attrition should be used so that future incumbents in selected
    • positions would be hired as at will employees
    • 14
    • Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside
    • over a facilitated focus group of top users and current IT staffs to
    • prioritize projects identify needs and resources and prepare an IT
    • Business Plan for review by the City Manager Likewise in this reviewers
    • opinion being familiar with the installation of new large IT activities
    • overlaid on existing staff requirements adding a graduate intern as an at
    • will employee for one year would provide a new resource to the IT
    • Director to more rapidly implement the programs he will be asked to bring
    • to fruition This would be in addition to whatever staffing or consultant
    • resources are brought to bear for the Enterprise Resource System
    • 15
    • for another perhaps even more costly organizational problem in the
    • future
    • 25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential s
    • Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement pr
    • middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in
    • 26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots adm
    • 16
    • process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process
    • No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and mana
    • It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees -that they are the Citys
    • 17
    • vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances
    • The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading manager
    • 18
    • ATTACHMENT 2
    • ATTACHMENT 2
    • CITY of HOLLYWOOD FLORIDA
    • Office of the City Manager
    • 0
    • 2600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (95-1) 921-3314 deg
    • Wazir A Ishmael PhD City Manager
    • March 18 2016
    • The Honorable Mayor Vice Mayor
    • and Members of the City Commission City of Hollywood Hollywood FL 33020
    • Mayor Vice Mayor and City Commissioners
    • This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016
    • We thank him for his services and wish him well in his future endeavors
    • Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller
    • Should you have any questions I am available at your convenience
    • Sincere I
    • Dt~tr A Ishmael Ciey(Janager
    • c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director
    • Our Mission Yl arc dcdic 11td lO proiding municip1l scrvictS for our diverse co mrnuniry in an atn1osphLrl of tOOperalion courtesy and respect
    • Xie do 1his hy ensu ring gtII who live work and pby in die Cit) of loll)~VOoJ enjoy a high qnlil oflifo
    • hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y
    • Dr Wazir Ishmael
    • City Manager City of Hollywood
    • 2600 Hollywood Blvd
    • Hollywood Florida 33020
    • Dr Ishmael
    • As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities
    • In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life
    • Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and cap
    • Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices
    • I wish the City of Hollywood and the dedicated employees much luck with their future endeavors
    • Sincerely
    • Jocent Wasserman Director Procurement Services
    • ATTACHMENT 3
    • City of Hollywood Florida -Class Specification Bulletin Page 1of3 ATTACHMENT 3
    • https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016
    • performance
    • May represent the Director at various meetings within the city and the business community
    • Performs other job duties as assigned
    • Required Possession of a Bachelors degree with major coursework in business or public
    • administration or a related field
    • Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration
    • Be a Certified Professional Contracts Manager (CPCM )
    • Preferred Masters degree with major coursework in business or public administration or a related field
    • Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements
    • Extensive knowledge of principles practices and techniques of large scale government purchasing
    • Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing
    • Extensive knowledge of approved purchasing methods including
    • recording buying inspection and shipping methods
    • Extensive knowledge of the techniques and requirements of specifications preparation
    • Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased
    • Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served
    • Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing
    • Some knowledge of insurance as it pertains to property liability and surety bonds
    • Considerable knowledge of Microsoft Word and Excel and the use of office equipment
    • Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to
    • 5252016
    • City of Hollywood Florida -Class Specification Bulletin Page 3of3
    • other workers accurately and concisely Skills in application of systems analysis techniques and
    • procedures including consulting with users to determine hardware so~ware or system functional specifications
    • Ability to communicate effectively both orally and in writing
    • Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices
    • Ability to deal effectively with administrative officials and vendors
    • Ability to obtain and interpret market prices and trends and apply these to procurement problems
    • https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016
    • ATTACHMENT 4
    • ATTACHMENT 4
    • Jeane Carver-St Luce
    • At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations fun
    • Two important take-away from this email
    • middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed
    • middotmiddot Identify and maintain copies of all your award documents and invoices
    • bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files
    • The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines
    • After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support
    • George
    • George R Jr middotLsisrunt Cinmiddot funllltJcI
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    • FLORIDA
    • Master Contract List (MCL)
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    • What is the MCL
    • bull Summary
    • bull
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    • Deinonstration
    • bull TCITY MANAGERMCL Demo
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    • MCL-Next Steps
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    • ATTACHMENT 5
    • ATTACHMENT 5
    • George Keller
    • From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde
    • Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice
    • Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris
    • Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick
    • Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz
    • Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel
    • Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie
    • Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran
    • Holycross
    • Cc Paul Bassar Directors Subject Master Contract List Training
    • Good Afternoon
    • The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times
    • Please let me know what suits you best also the training will be held at room 303
    • Thank you
    • Maryury Collier
    • Administrative Specialist II
    • City of Hollywood
    • Financial Services
    • 2600 Hollywood Blvd Suite 303
    • PO Box 229045 Hollywood FL 33020 Office 954-921-3221
    • C 11 middot of ~
    • H~QQQ
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Jeane Carver-St Luce
    • Good Day
    • As some ofyou may be aware the City will be implementing an Electronic Contract File-AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed
    • For your convenience we will be having one hour training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule-Not later than Thursday (552016)
    • Friday May 6 from 330pm to 430pm Monday May 9 at 900am to lOOOam
    • bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam
    • Thank you
    • Maryury Collier
    • Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303
    • P 0 Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MCollierhollywoodflorq
    • Cbullty of ~
    • H L WOOD
    • t i O~IOA
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • ATTACHMENT 6
    • ATTACHMENT 6
    • City ojJfoywootf PCoritfa
    • DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT
    • Date Date Date Date Contract InfoNumber Contract Expiration Date
    • Original Contract Amount Total This Invoice
    • Amendments Adjustment Total Previous Invoices
    • APPENDIXB
    • Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073
    • (954) 895-2949 matthewlalla3
    • March 11 2016
    • Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022
    • Dear Wazir
    • Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016
    • I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors
    • ~~
    • Matthew Lalla
    • cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources
Page 40: BROWARD OFFICE OF THE INSPECTOR GENERAL€¦ · Broward Office of the Inspector General Page 2 . 1. Heightened Awareness, Expectations and Standards of Performance . The senior management

FLORIDA

Master Contract List (MCL)

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Agenda

o What is the MCL

D MCL Data

D Demonstration of an Electronic Contract File

o MCL Next Steps v 0 v

o Questions

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What is the MCL bull Summary

o An electronic standardized comprehensive Management Tool-A One Stop Shop For all stakeholders who have a role with contract administration

o Useful real time information such as automatic daily countdowns of days for contracts and insurance expirations funding expenditures and Points of Contact

o Executed copies of contract documents and invoice bullsummaries

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MCL-Next Steps

bull Implementation o The MCL is a priority initiative

bull Continue gatheringupdating all contractual information bull Establishing POCs permission rights

o Coordinating with Financial Services Department in obtaining all invoices

o Working with the Procurement Division with keeping contractual documents updated

o Training Administrative Personnel who will have a procurement role

bull Execution After the City Commission presentation and feedback final developmenttraining sessions-anticipating a go live date April 2016

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ATTACHMENT 5

ATTACHMENT 5

George Keller

From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde

Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney

Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra

Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris

Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz

Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel

Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie

Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran Holycross

Cc Paul Bassar Directors Subject Master Contract List Training

Good Afternoon

The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times

bull Thursday May 26 at lOOpm 200pm 300pm bull Tuesday May 31 at 900am lOOOam l lOOam lOOpm 200pm 300pm bull Wednesday June 1 at 900am lOOOam 11 OOam bull Thursday June 2 at 900am lOOOam l lOOam lOOpm 200pm 300pm

Please let me know what suits you best also the training will be held at room 303

Thank you

Maryury Collier Administrative Specialist II City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 PO Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MColl ierholl ywoodflorg C 11 middot o f ~

H~QQQ Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record

Jeane Carver-St Luce

From Maryury Collier Sent Monday May 02 2016 1024 AM To Administrative Assistant II Cc Directors Paul Bassar Subject Training for the Master Contract List

Good Day

As some ofyou may be aware the City will be implementing an Electronic Contract File- AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed

For your convenience we will be having one h our training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule- Not later than Thursday (552016)

Friday May 6 from 330pm to 430pm

Monday May 9 at 900am to lOOOam bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam

Thank you

Maryury Collier Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 P 0 Box 229045 Hollywood FL 33020 Offi ce 954-921-3221 E-mail MCollierhollywoodflorq Cbullty of ~

H L WOOD t i O~IOA

Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mai l may be subject to disclosure as a matter of public record

ATTACHMENT 6

ATTACHMENT 6City ojJfoywootf PCoritfa DPV

DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT

Date 5252016 Pay to Vendor No Amount of Payment

Name Account No Address Separate Check Requested D City Invoice Number StateZip

Explanation of Payment

Date

Date

Date

Date

Contract InfoNumber Contract Expiration Date

Item Budget Item Description Line Item

l SubscriotionDuesMemberships Fees 2 Postage MeterStamps 3 Host Account Reimbursements 4 LicensesPermitsCertificates 5 Court CostOther Govt AgencvTaxes 6 Real Estate Closing - Attach Stmt 7 Advertising - attach tearsheet 8 Education CoursesSeminars 9 EducationReimbursementsBooks 10 RecordsSlidesFilmsGov Publication 11 Deferred ComoBank Pavments 12 MedicalVeterinarv Pavments 13 Insurance Premiums 14 Grant Disbursements 15 UtilitiesDump Fees 16 Refunds 17 CourierFreight 18 Pettv Cash Reimbursement 19 Other Professional Services 20 Soecial EventsRecr Performances 21 Temoorarv Emolovment Services 22 MealParkinQNiileaQe (1 dav tri-countv)

Unit Quantity

Originated by Dept Head Printed Name

DeptDiv Dept Head Signature

Procurement TypeDoc ---------------- Procurement Appr _

Finance Approval __________ Date Budget Approval

City Commission or City Manager Action Resolution

Unit Price

Total

ExtensionTotal

$000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000

Original Contract Amount Total This Invoice

Amendments Adjustment Total Previous Invoices

Total Contract Amount Total to Date --------------shy

City Manager Signature (if required)

Distribution List Finance Procurement Services Depmtment Copy dpv (rev3l02015)

APPENDIXB

Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073 (954) 895-2949 matthewlal la32 7 5comcastnet

March 11 2016

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022

Dear Wazir

Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016

I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors

~~ Matthew Lalla

cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources

  • Structure Bookmarks
    • BROWARD OFFICE OF THE INSPECTOR GENERAL
    • To and Members City of Hollywood C
    • From John W Scott Inspector General
    • Date June 6 2016
    • Subject Status Report-OIG Final Report Re Misconduct and Gross Mismanagement by the City ofHollywood in the Procurement of Temporary Employment Services Ref OIG 14-027
    • On March 2 2014 the Broward Office of the Inspector General (OIG) issued a final report finding that City of Hollywood officials violated numerous city ordinances policies and procedures to pay approximately $1 million for the services of temporary employees (temps) Specifically we found that the officials
    • At the conclusion of the report the OIG acknowledged the initial remedial steps taken by the city but recommended additional action including-given the potential for further abuse of the DPV payment method-a full audit of DPV payments
    • John W Scol1 Inspector General One North University Drive Suite 11 1 bull Planlalion Florida 33324 bull (954) 357-7873 bull Fax (954) 357-7857 4) 357-TIPS
    • As requested City Administrator Wazir Ishmael has now provided the OIG a status report with attachments which is attached as Appendix A The city states that it s senior management team has communicated publicly and individually that the inappropriate actions that occurred in the past were clearly wrong and unacceptable The city has now implemented numerous protocols and procedures in response to the OIGs investigation Of particular significance the city has created and implemented a contract com
    • The city has also restructured the Procurement Division and reformed oversight of the procurement process The finance director and procurement director overseeing the activities discussed in the final report have since resigned from the city Former Procurement Director Joel Wasserman s resignation is attached at Appendix A and former Finance Director Matthew Lallas resignation is attached as Appendix B The city also provided a repo1i it commissioned from a human resources specialist in response to the
    • However the city failed to address our recommendation that the DPV payments be audited in light of the significant misuse of the mechanism and the corresponding vulnerability to fraud waste and abuse Accordingly the OIG requests that we be provided a supplemental status report within 90 days or by September 5 2016 regarding a DPV audit
    • Attachment
    • cc Wazir Ishmael City Administrator
    • From To Cc
    • Subject Date Attachments
    • MaY Johns InsoectorGeneral Wazir Ishmael City of Hollywoods 90 Day Progress Report Regarding TransHire Tuesday May 31 2016 42804 PM 05 31 16 Letter to Inspector Scott re TransHire 90 Day Progress Reportpdf
    • 05 31 16 Letter to Inspector Scott Attachment lpdf 05 31 16 Letter to Inspector Scott Attachment 2pdf 05 31 16 Letter to Inspector Scott Attachment 3pdf 05 31 16 Letter to Inspector Scott Attachment 4pdf 05 31 16 Letter to Inspector Scott Attachment 5pdf 05 31 16 Letter to Inspector Scott Attachment 6pdf
    • Good afternoon Inspector General shy
    • The City Manager asked that I forward you the City of Hollywoods 90 day progress report that you requested in your final report regarding TransHire
    • Thank you Dr Wazir Ishmael City Manager
    • Executive Assistant City of Hollywood Office of the City Manager 2600 Hollywood Blvd Suite 419
    • PO Box 229045 Hollywood FL 33022-9045 Office 954-921-3201 E-mail
    • fjj
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Office of the City Manager
    • 2600 Hollywood Blvd bull PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (954) 92 1-33 14 bull rg
    • Wazir A Ishmael PhD City Manager
    • SENT VIA EMAIL amp US MAIL
    • May 31 2016
    • Mr John W Scott Inspector General Broward Office of the Inspector General
    • One North University Drive Suite 111 Plantation FL 3324
    • Re Broward Office of the Inspector General Report on Transhire 90 Day Progress Report
    • Dear Mr Scott
    • Please accept this response from the City of Hollywood as the 90 Day Progress Report that you requested in your final report on the above matter First let me assure you that your information findings and recommendations have been fully received acknowledged and communicated widely throughout the City staff Secondly I have discussed the serious nature of the issues identified directly with the Mayor City Commission senior management team staff and members of the public reinforcing that those inap
    • Finally we have collectively implemented and followed a broad spectrum of improvements actions resources training and policies to continue forward the lessons learned in progress of the organization The initiatives we have undertaken exist at the policy level and administrative oversight as well as day to day operations The below information describes those steps in more detail along with the attached documentation and the derived benefit for each Your contribution to stimulating these improveme
    • Our Mission Ve are dedicmcd to providing municipal services for our diverse community in an atmosphere ofcooperation courtesy and respect Yc do this by ensuring all who live work and play in the City of Hollywood enjoy a high quality of life
    • An Equa l Opportunity a nd Serv i ce Provide r Ag e nc y
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2
    • 1 Heightened Awareness Expectations and Standards of Performance
    • The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures
    • 2 Services of an External Consulting Professional (Attachment 1)
    • The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many
    • 3 Organizational Modifications and Reform (Attachment 2)
    • The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have be
    • 4 Human Resources Policy Review and Reform
    • Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced
    • 5 WorkflowBusiness Policies and Procedures Modifications
    • The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3
    • The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions
    • 10 Direct Payment Voucher Procedural Modifications (Attachment 6)
    • The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4
    • The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter
    • Attachments
    • c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors
    • ATTACHMENT 1
    • ATTACHMENT 1
    • PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737
    • Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045
    • March 3 2016
    • Dear Messrs Keller and Standley
    • The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one
    • The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues
    • The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not
    • Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement
    • Sincerely
    • Phil Rosenberg President The HR Doctorreg Inc 954 816-4 737
    • attachment
    • Phil Rosenberg President PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737 On
    • March 3 2016
    • IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES
    • BACKGROUND
    • The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in t
    • With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whet
    • City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in th
    • 1
    • The Inspector Generals report is being taken very seriously by the City It is a call to
    • action and catalyst to go beyond the limited and narrow scope of the report in the
    • interest of making broader administrative improvements
    • As part of the response to the report the City engaged the services of The HR Doctor
    • Inc on January 19 2016 to investigate the background of what occurred and offer
    • opinions and recommendations The deliverable in this situation is the presentation of
    • a written report to the City Manager within 30 calendar days of the date of the approval
    • of the engagement (ie January 19 2016) to address the following issues
    • The HR Doctor Inc was authorized and directed by the City Manager to also provide a
    • broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processe
    • METHODOLOGY
    • The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information
    • 2
    • The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employee
    • To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot
    • FINDINGS AND CONCLUSIONS
    • Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positio
    • r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work
    • 3
    • complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur
    • 4
    • service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement
    • 5
    • over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a n
    • 1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be org
    • 6
    • 7
    • managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to
    • ensure the most competent possible workforce If performance evaluations job
    • descriptions and personnel files generally do not reflect written and on-going
    • efforts to document performance excellence weakness and corrective action
    • even those top managers with property rights (ie those covered by Civil
    • Service) can become less willing to take the risks associated with innovation
    • Clients or customers become frustrated by what they regard as excessive
    • delays and lack of responsiveness
    • 8
    • All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance
    • It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The City
    • RECOMMENDATIONS
    • 9
    • Rescue and Public Utilities The Plan would assign specific staff
    • accountability for each project with completion dates and completion
    • milestones There would then be monthly or quarterly progress reviews
    • by the City Manager
    • 10
    • 11
    • 14The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candi
    • 12
    • day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assis
    • SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING
    • PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION
    • THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS
    • SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE
    • ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK
    • ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR
    • THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY
    • CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE
    • 13
    • pro quos such as additional benefits In the absence of such voluntary
    • exemption attrition should be used so that future incumbents in selected
    • positions would be hired as at will employees
    • 14
    • Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside
    • over a facilitated focus group of top users and current IT staffs to
    • prioritize projects identify needs and resources and prepare an IT
    • Business Plan for review by the City Manager Likewise in this reviewers
    • opinion being familiar with the installation of new large IT activities
    • overlaid on existing staff requirements adding a graduate intern as an at
    • will employee for one year would provide a new resource to the IT
    • Director to more rapidly implement the programs he will be asked to bring
    • to fruition This would be in addition to whatever staffing or consultant
    • resources are brought to bear for the Enterprise Resource System
    • 15
    • for another perhaps even more costly organizational problem in the
    • future
    • 25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential s
    • Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement pr
    • middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in
    • 26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots adm
    • 16
    • process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process
    • No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and mana
    • It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees -that they are the Citys
    • 17
    • vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances
    • The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading manager
    • 18
    • ATTACHMENT 2
    • ATTACHMENT 2
    • CITY of HOLLYWOOD FLORIDA
    • Office of the City Manager
    • 0
    • 2600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (95-1) 921-3314 deg
    • Wazir A Ishmael PhD City Manager
    • March 18 2016
    • The Honorable Mayor Vice Mayor
    • and Members of the City Commission City of Hollywood Hollywood FL 33020
    • Mayor Vice Mayor and City Commissioners
    • This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016
    • We thank him for his services and wish him well in his future endeavors
    • Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller
    • Should you have any questions I am available at your convenience
    • Sincere I
    • Dt~tr A Ishmael Ciey(Janager
    • c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director
    • Our Mission Yl arc dcdic 11td lO proiding municip1l scrvictS for our diverse co mrnuniry in an atn1osphLrl of tOOperalion courtesy and respect
    • Xie do 1his hy ensu ring gtII who live work and pby in die Cit) of loll)~VOoJ enjoy a high qnlil oflifo
    • hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y
    • Dr Wazir Ishmael
    • City Manager City of Hollywood
    • 2600 Hollywood Blvd
    • Hollywood Florida 33020
    • Dr Ishmael
    • As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities
    • In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life
    • Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and cap
    • Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices
    • I wish the City of Hollywood and the dedicated employees much luck with their future endeavors
    • Sincerely
    • Jocent Wasserman Director Procurement Services
    • ATTACHMENT 3
    • City of Hollywood Florida -Class Specification Bulletin Page 1of3 ATTACHMENT 3
    • https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016
    • performance
    • May represent the Director at various meetings within the city and the business community
    • Performs other job duties as assigned
    • Required Possession of a Bachelors degree with major coursework in business or public
    • administration or a related field
    • Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration
    • Be a Certified Professional Contracts Manager (CPCM )
    • Preferred Masters degree with major coursework in business or public administration or a related field
    • Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements
    • Extensive knowledge of principles practices and techniques of large scale government purchasing
    • Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing
    • Extensive knowledge of approved purchasing methods including
    • recording buying inspection and shipping methods
    • Extensive knowledge of the techniques and requirements of specifications preparation
    • Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased
    • Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served
    • Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing
    • Some knowledge of insurance as it pertains to property liability and surety bonds
    • Considerable knowledge of Microsoft Word and Excel and the use of office equipment
    • Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to
    • 5252016
    • City of Hollywood Florida -Class Specification Bulletin Page 3of3
    • other workers accurately and concisely Skills in application of systems analysis techniques and
    • procedures including consulting with users to determine hardware so~ware or system functional specifications
    • Ability to communicate effectively both orally and in writing
    • Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices
    • Ability to deal effectively with administrative officials and vendors
    • Ability to obtain and interpret market prices and trends and apply these to procurement problems
    • https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016
    • ATTACHMENT 4
    • ATTACHMENT 4
    • Jeane Carver-St Luce
    • At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations fun
    • Two important take-away from this email
    • middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed
    • middotmiddot Identify and maintain copies of all your award documents and invoices
    • bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files
    • The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines
    • After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support
    • George
    • George R Jr middotLsisrunt Cinmiddot funllltJcI
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    • FLORIDA
    • Master Contract List (MCL)
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    • bull Summary
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    • ATTACHMENT 5
    • ATTACHMENT 5
    • George Keller
    • From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde
    • Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice
    • Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris
    • Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick
    • Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz
    • Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel
    • Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie
    • Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran
    • Holycross
    • Cc Paul Bassar Directors Subject Master Contract List Training
    • Good Afternoon
    • The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times
    • Please let me know what suits you best also the training will be held at room 303
    • Thank you
    • Maryury Collier
    • Administrative Specialist II
    • City of Hollywood
    • Financial Services
    • 2600 Hollywood Blvd Suite 303
    • PO Box 229045 Hollywood FL 33020 Office 954-921-3221
    • C 11 middot of ~
    • H~QQQ
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Jeane Carver-St Luce
    • Good Day
    • As some ofyou may be aware the City will be implementing an Electronic Contract File-AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed
    • For your convenience we will be having one hour training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule-Not later than Thursday (552016)
    • Friday May 6 from 330pm to 430pm Monday May 9 at 900am to lOOOam
    • bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam
    • Thank you
    • Maryury Collier
    • Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303
    • P 0 Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MCollierhollywoodflorq
    • Cbullty of ~
    • H L WOOD
    • t i O~IOA
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • ATTACHMENT 6
    • ATTACHMENT 6
    • City ojJfoywootf PCoritfa
    • DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT
    • Date Date Date Date Contract InfoNumber Contract Expiration Date
    • Original Contract Amount Total This Invoice
    • Amendments Adjustment Total Previous Invoices
    • APPENDIXB
    • Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073
    • (954) 895-2949 matthewlalla3
    • March 11 2016
    • Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022
    • Dear Wazir
    • Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016
    • I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors
    • ~~
    • Matthew Lalla
    • cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources
Page 41: BROWARD OFFICE OF THE INSPECTOR GENERAL€¦ · Broward Office of the Inspector General Page 2 . 1. Heightened Awareness, Expectations and Standards of Performance . The senior management

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o What is the MCL

D MCL Data

D Demonstration of an Electronic Contract File

o MCL Next Steps v 0 v

o Questions

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What is the MCL bull Summary

o An electronic standardized comprehensive Management Tool-A One Stop Shop For all stakeholders who have a role with contract administration

o Useful real time information such as automatic daily countdowns of days for contracts and insurance expirations funding expenditures and Points of Contact

o Executed copies of contract documents and invoice bullsummaries

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MCL-Next Steps

bull Implementation o The MCL is a priority initiative

bull Continue gatheringupdating all contractual information bull Establishing POCs permission rights

o Coordinating with Financial Services Department in obtaining all invoices

o Working with the Procurement Division with keeping contractual documents updated

o Training Administrative Personnel who will have a procurement role

bull Execution After the City Commission presentation and feedback final developmenttraining sessions-anticipating a go live date April 2016

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ATTACHMENT 5

ATTACHMENT 5

George Keller

From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde

Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney

Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra

Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris

Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz

Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel

Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie

Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran Holycross

Cc Paul Bassar Directors Subject Master Contract List Training

Good Afternoon

The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times

bull Thursday May 26 at lOOpm 200pm 300pm bull Tuesday May 31 at 900am lOOOam l lOOam lOOpm 200pm 300pm bull Wednesday June 1 at 900am lOOOam 11 OOam bull Thursday June 2 at 900am lOOOam l lOOam lOOpm 200pm 300pm

Please let me know what suits you best also the training will be held at room 303

Thank you

Maryury Collier Administrative Specialist II City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 PO Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MColl ierholl ywoodflorg C 11 middot o f ~

H~QQQ Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record

Jeane Carver-St Luce

From Maryury Collier Sent Monday May 02 2016 1024 AM To Administrative Assistant II Cc Directors Paul Bassar Subject Training for the Master Contract List

Good Day

As some ofyou may be aware the City will be implementing an Electronic Contract File- AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed

For your convenience we will be having one h our training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule- Not later than Thursday (552016)

Friday May 6 from 330pm to 430pm

Monday May 9 at 900am to lOOOam bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam

Thank you

Maryury Collier Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 P 0 Box 229045 Hollywood FL 33020 Offi ce 954-921-3221 E-mail MCollierhollywoodflorq Cbullty of ~

H L WOOD t i O~IOA

Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mai l may be subject to disclosure as a matter of public record

ATTACHMENT 6

ATTACHMENT 6City ojJfoywootf PCoritfa DPV

DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT

Date 5252016 Pay to Vendor No Amount of Payment

Name Account No Address Separate Check Requested D City Invoice Number StateZip

Explanation of Payment

Date

Date

Date

Date

Contract InfoNumber Contract Expiration Date

Item Budget Item Description Line Item

l SubscriotionDuesMemberships Fees 2 Postage MeterStamps 3 Host Account Reimbursements 4 LicensesPermitsCertificates 5 Court CostOther Govt AgencvTaxes 6 Real Estate Closing - Attach Stmt 7 Advertising - attach tearsheet 8 Education CoursesSeminars 9 EducationReimbursementsBooks 10 RecordsSlidesFilmsGov Publication 11 Deferred ComoBank Pavments 12 MedicalVeterinarv Pavments 13 Insurance Premiums 14 Grant Disbursements 15 UtilitiesDump Fees 16 Refunds 17 CourierFreight 18 Pettv Cash Reimbursement 19 Other Professional Services 20 Soecial EventsRecr Performances 21 Temoorarv Emolovment Services 22 MealParkinQNiileaQe (1 dav tri-countv)

Unit Quantity

Originated by Dept Head Printed Name

DeptDiv Dept Head Signature

Procurement TypeDoc ---------------- Procurement Appr _

Finance Approval __________ Date Budget Approval

City Commission or City Manager Action Resolution

Unit Price

Total

ExtensionTotal

$000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000

Original Contract Amount Total This Invoice

Amendments Adjustment Total Previous Invoices

Total Contract Amount Total to Date --------------shy

City Manager Signature (if required)

Distribution List Finance Procurement Services Depmtment Copy dpv (rev3l02015)

APPENDIXB

Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073 (954) 895-2949 matthewlal la32 7 5comcastnet

March 11 2016

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022

Dear Wazir

Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016

I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors

~~ Matthew Lalla

cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources

  • Structure Bookmarks
    • BROWARD OFFICE OF THE INSPECTOR GENERAL
    • To and Members City of Hollywood C
    • From John W Scott Inspector General
    • Date June 6 2016
    • Subject Status Report-OIG Final Report Re Misconduct and Gross Mismanagement by the City ofHollywood in the Procurement of Temporary Employment Services Ref OIG 14-027
    • On March 2 2014 the Broward Office of the Inspector General (OIG) issued a final report finding that City of Hollywood officials violated numerous city ordinances policies and procedures to pay approximately $1 million for the services of temporary employees (temps) Specifically we found that the officials
    • At the conclusion of the report the OIG acknowledged the initial remedial steps taken by the city but recommended additional action including-given the potential for further abuse of the DPV payment method-a full audit of DPV payments
    • John W Scol1 Inspector General One North University Drive Suite 11 1 bull Planlalion Florida 33324 bull (954) 357-7873 bull Fax (954) 357-7857 4) 357-TIPS
    • As requested City Administrator Wazir Ishmael has now provided the OIG a status report with attachments which is attached as Appendix A The city states that it s senior management team has communicated publicly and individually that the inappropriate actions that occurred in the past were clearly wrong and unacceptable The city has now implemented numerous protocols and procedures in response to the OIGs investigation Of particular significance the city has created and implemented a contract com
    • The city has also restructured the Procurement Division and reformed oversight of the procurement process The finance director and procurement director overseeing the activities discussed in the final report have since resigned from the city Former Procurement Director Joel Wasserman s resignation is attached at Appendix A and former Finance Director Matthew Lallas resignation is attached as Appendix B The city also provided a repo1i it commissioned from a human resources specialist in response to the
    • However the city failed to address our recommendation that the DPV payments be audited in light of the significant misuse of the mechanism and the corresponding vulnerability to fraud waste and abuse Accordingly the OIG requests that we be provided a supplemental status report within 90 days or by September 5 2016 regarding a DPV audit
    • Attachment
    • cc Wazir Ishmael City Administrator
    • From To Cc
    • Subject Date Attachments
    • MaY Johns InsoectorGeneral Wazir Ishmael City of Hollywoods 90 Day Progress Report Regarding TransHire Tuesday May 31 2016 42804 PM 05 31 16 Letter to Inspector Scott re TransHire 90 Day Progress Reportpdf
    • 05 31 16 Letter to Inspector Scott Attachment lpdf 05 31 16 Letter to Inspector Scott Attachment 2pdf 05 31 16 Letter to Inspector Scott Attachment 3pdf 05 31 16 Letter to Inspector Scott Attachment 4pdf 05 31 16 Letter to Inspector Scott Attachment 5pdf 05 31 16 Letter to Inspector Scott Attachment 6pdf
    • Good afternoon Inspector General shy
    • The City Manager asked that I forward you the City of Hollywoods 90 day progress report that you requested in your final report regarding TransHire
    • Thank you Dr Wazir Ishmael City Manager
    • Executive Assistant City of Hollywood Office of the City Manager 2600 Hollywood Blvd Suite 419
    • PO Box 229045 Hollywood FL 33022-9045 Office 954-921-3201 E-mail
    • fjj
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Office of the City Manager
    • 2600 Hollywood Blvd bull PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (954) 92 1-33 14 bull rg
    • Wazir A Ishmael PhD City Manager
    • SENT VIA EMAIL amp US MAIL
    • May 31 2016
    • Mr John W Scott Inspector General Broward Office of the Inspector General
    • One North University Drive Suite 111 Plantation FL 3324
    • Re Broward Office of the Inspector General Report on Transhire 90 Day Progress Report
    • Dear Mr Scott
    • Please accept this response from the City of Hollywood as the 90 Day Progress Report that you requested in your final report on the above matter First let me assure you that your information findings and recommendations have been fully received acknowledged and communicated widely throughout the City staff Secondly I have discussed the serious nature of the issues identified directly with the Mayor City Commission senior management team staff and members of the public reinforcing that those inap
    • Finally we have collectively implemented and followed a broad spectrum of improvements actions resources training and policies to continue forward the lessons learned in progress of the organization The initiatives we have undertaken exist at the policy level and administrative oversight as well as day to day operations The below information describes those steps in more detail along with the attached documentation and the derived benefit for each Your contribution to stimulating these improveme
    • Our Mission Ve are dedicmcd to providing municipal services for our diverse community in an atmosphere ofcooperation courtesy and respect Yc do this by ensuring all who live work and play in the City of Hollywood enjoy a high quality of life
    • An Equa l Opportunity a nd Serv i ce Provide r Ag e nc y
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2
    • 1 Heightened Awareness Expectations and Standards of Performance
    • The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures
    • 2 Services of an External Consulting Professional (Attachment 1)
    • The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many
    • 3 Organizational Modifications and Reform (Attachment 2)
    • The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have be
    • 4 Human Resources Policy Review and Reform
    • Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced
    • 5 WorkflowBusiness Policies and Procedures Modifications
    • The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3
    • The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions
    • 10 Direct Payment Voucher Procedural Modifications (Attachment 6)
    • The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4
    • The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter
    • Attachments
    • c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors
    • ATTACHMENT 1
    • ATTACHMENT 1
    • PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737
    • Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045
    • March 3 2016
    • Dear Messrs Keller and Standley
    • The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one
    • The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues
    • The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not
    • Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement
    • Sincerely
    • Phil Rosenberg President The HR Doctorreg Inc 954 816-4 737
    • attachment
    • Phil Rosenberg President PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737 On
    • March 3 2016
    • IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES
    • BACKGROUND
    • The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in t
    • With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whet
    • City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in th
    • 1
    • The Inspector Generals report is being taken very seriously by the City It is a call to
    • action and catalyst to go beyond the limited and narrow scope of the report in the
    • interest of making broader administrative improvements
    • As part of the response to the report the City engaged the services of The HR Doctor
    • Inc on January 19 2016 to investigate the background of what occurred and offer
    • opinions and recommendations The deliverable in this situation is the presentation of
    • a written report to the City Manager within 30 calendar days of the date of the approval
    • of the engagement (ie January 19 2016) to address the following issues
    • The HR Doctor Inc was authorized and directed by the City Manager to also provide a
    • broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processe
    • METHODOLOGY
    • The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information
    • 2
    • The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employee
    • To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot
    • FINDINGS AND CONCLUSIONS
    • Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positio
    • r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work
    • 3
    • complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur
    • 4
    • service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement
    • 5
    • over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a n
    • 1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be org
    • 6
    • 7
    • managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to
    • ensure the most competent possible workforce If performance evaluations job
    • descriptions and personnel files generally do not reflect written and on-going
    • efforts to document performance excellence weakness and corrective action
    • even those top managers with property rights (ie those covered by Civil
    • Service) can become less willing to take the risks associated with innovation
    • Clients or customers become frustrated by what they regard as excessive
    • delays and lack of responsiveness
    • 8
    • All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance
    • It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The City
    • RECOMMENDATIONS
    • 9
    • Rescue and Public Utilities The Plan would assign specific staff
    • accountability for each project with completion dates and completion
    • milestones There would then be monthly or quarterly progress reviews
    • by the City Manager
    • 10
    • 11
    • 14The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candi
    • 12
    • day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assis
    • SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING
    • PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION
    • THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS
    • SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE
    • ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK
    • ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR
    • THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY
    • CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE
    • 13
    • pro quos such as additional benefits In the absence of such voluntary
    • exemption attrition should be used so that future incumbents in selected
    • positions would be hired as at will employees
    • 14
    • Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside
    • over a facilitated focus group of top users and current IT staffs to
    • prioritize projects identify needs and resources and prepare an IT
    • Business Plan for review by the City Manager Likewise in this reviewers
    • opinion being familiar with the installation of new large IT activities
    • overlaid on existing staff requirements adding a graduate intern as an at
    • will employee for one year would provide a new resource to the IT
    • Director to more rapidly implement the programs he will be asked to bring
    • to fruition This would be in addition to whatever staffing or consultant
    • resources are brought to bear for the Enterprise Resource System
    • 15
    • for another perhaps even more costly organizational problem in the
    • future
    • 25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential s
    • Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement pr
    • middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in
    • 26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots adm
    • 16
    • process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process
    • No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and mana
    • It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees -that they are the Citys
    • 17
    • vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances
    • The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading manager
    • 18
    • ATTACHMENT 2
    • ATTACHMENT 2
    • CITY of HOLLYWOOD FLORIDA
    • Office of the City Manager
    • 0
    • 2600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (95-1) 921-3314 deg
    • Wazir A Ishmael PhD City Manager
    • March 18 2016
    • The Honorable Mayor Vice Mayor
    • and Members of the City Commission City of Hollywood Hollywood FL 33020
    • Mayor Vice Mayor and City Commissioners
    • This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016
    • We thank him for his services and wish him well in his future endeavors
    • Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller
    • Should you have any questions I am available at your convenience
    • Sincere I
    • Dt~tr A Ishmael Ciey(Janager
    • c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director
    • Our Mission Yl arc dcdic 11td lO proiding municip1l scrvictS for our diverse co mrnuniry in an atn1osphLrl of tOOperalion courtesy and respect
    • Xie do 1his hy ensu ring gtII who live work and pby in die Cit) of loll)~VOoJ enjoy a high qnlil oflifo
    • hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y
    • Dr Wazir Ishmael
    • City Manager City of Hollywood
    • 2600 Hollywood Blvd
    • Hollywood Florida 33020
    • Dr Ishmael
    • As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities
    • In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life
    • Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and cap
    • Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices
    • I wish the City of Hollywood and the dedicated employees much luck with their future endeavors
    • Sincerely
    • Jocent Wasserman Director Procurement Services
    • ATTACHMENT 3
    • City of Hollywood Florida -Class Specification Bulletin Page 1of3 ATTACHMENT 3
    • https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016
    • performance
    • May represent the Director at various meetings within the city and the business community
    • Performs other job duties as assigned
    • Required Possession of a Bachelors degree with major coursework in business or public
    • administration or a related field
    • Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration
    • Be a Certified Professional Contracts Manager (CPCM )
    • Preferred Masters degree with major coursework in business or public administration or a related field
    • Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements
    • Extensive knowledge of principles practices and techniques of large scale government purchasing
    • Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing
    • Extensive knowledge of approved purchasing methods including
    • recording buying inspection and shipping methods
    • Extensive knowledge of the techniques and requirements of specifications preparation
    • Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased
    • Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served
    • Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing
    • Some knowledge of insurance as it pertains to property liability and surety bonds
    • Considerable knowledge of Microsoft Word and Excel and the use of office equipment
    • Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to
    • 5252016
    • City of Hollywood Florida -Class Specification Bulletin Page 3of3
    • other workers accurately and concisely Skills in application of systems analysis techniques and
    • procedures including consulting with users to determine hardware so~ware or system functional specifications
    • Ability to communicate effectively both orally and in writing
    • Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices
    • Ability to deal effectively with administrative officials and vendors
    • Ability to obtain and interpret market prices and trends and apply these to procurement problems
    • https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016
    • ATTACHMENT 4
    • ATTACHMENT 4
    • Jeane Carver-St Luce
    • At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations fun
    • Two important take-away from this email
    • middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed
    • middotmiddot Identify and maintain copies of all your award documents and invoices
    • bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files
    • The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines
    • After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support
    • George
    • George R Jr middotLsisrunt Cinmiddot funllltJcI
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    • bull Summary
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    • ATTACHMENT 5
    • ATTACHMENT 5
    • George Keller
    • From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde
    • Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice
    • Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris
    • Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick
    • Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz
    • Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel
    • Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie
    • Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran
    • Holycross
    • Cc Paul Bassar Directors Subject Master Contract List Training
    • Good Afternoon
    • The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times
    • Please let me know what suits you best also the training will be held at room 303
    • Thank you
    • Maryury Collier
    • Administrative Specialist II
    • City of Hollywood
    • Financial Services
    • 2600 Hollywood Blvd Suite 303
    • PO Box 229045 Hollywood FL 33020 Office 954-921-3221
    • C 11 middot of ~
    • H~QQQ
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Jeane Carver-St Luce
    • Good Day
    • As some ofyou may be aware the City will be implementing an Electronic Contract File-AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed
    • For your convenience we will be having one hour training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule-Not later than Thursday (552016)
    • Friday May 6 from 330pm to 430pm Monday May 9 at 900am to lOOOam
    • bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam
    • Thank you
    • Maryury Collier
    • Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303
    • P 0 Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MCollierhollywoodflorq
    • Cbullty of ~
    • H L WOOD
    • t i O~IOA
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • ATTACHMENT 6
    • ATTACHMENT 6
    • City ojJfoywootf PCoritfa
    • DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT
    • Date Date Date Date Contract InfoNumber Contract Expiration Date
    • Original Contract Amount Total This Invoice
    • Amendments Adjustment Total Previous Invoices
    • APPENDIXB
    • Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073
    • (954) 895-2949 matthewlalla3
    • March 11 2016
    • Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022
    • Dear Wazir
    • Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016
    • I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors
    • ~~
    • Matthew Lalla
    • cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources
Page 42: BROWARD OFFICE OF THE INSPECTOR GENERAL€¦ · Broward Office of the Inspector General Page 2 . 1. Heightened Awareness, Expectations and Standards of Performance . The senior management

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o An electronic standardized comprehensive Management Tool-A One Stop Shop For all stakeholders who have a role with contract administration

o Useful real time information such as automatic daily countdowns of days for contracts and insurance expirations funding expenditures and Points of Contact

o Executed copies of contract documents and invoice bullsummaries

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bull Implementation o The MCL is a priority initiative

bull Continue gatheringupdating all contractual information bull Establishing POCs permission rights

o Coordinating with Financial Services Department in obtaining all invoices

o Working with the Procurement Division with keeping contractual documents updated

o Training Administrative Personnel who will have a procurement role

bull Execution After the City Commission presentation and feedback final developmenttraining sessions-anticipating a go live date April 2016

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ATTACHMENT 5

ATTACHMENT 5

George Keller

From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde

Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney

Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra

Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris

Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz

Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel

Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie

Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran Holycross

Cc Paul Bassar Directors Subject Master Contract List Training

Good Afternoon

The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times

bull Thursday May 26 at lOOpm 200pm 300pm bull Tuesday May 31 at 900am lOOOam l lOOam lOOpm 200pm 300pm bull Wednesday June 1 at 900am lOOOam 11 OOam bull Thursday June 2 at 900am lOOOam l lOOam lOOpm 200pm 300pm

Please let me know what suits you best also the training will be held at room 303

Thank you

Maryury Collier Administrative Specialist II City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 PO Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MColl ierholl ywoodflorg C 11 middot o f ~

H~QQQ Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record

Jeane Carver-St Luce

From Maryury Collier Sent Monday May 02 2016 1024 AM To Administrative Assistant II Cc Directors Paul Bassar Subject Training for the Master Contract List

Good Day

As some ofyou may be aware the City will be implementing an Electronic Contract File- AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed

For your convenience we will be having one h our training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule- Not later than Thursday (552016)

Friday May 6 from 330pm to 430pm

Monday May 9 at 900am to lOOOam bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam

Thank you

Maryury Collier Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 P 0 Box 229045 Hollywood FL 33020 Offi ce 954-921-3221 E-mail MCollierhollywoodflorq Cbullty of ~

H L WOOD t i O~IOA

Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mai l may be subject to disclosure as a matter of public record

ATTACHMENT 6

ATTACHMENT 6City ojJfoywootf PCoritfa DPV

DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT

Date 5252016 Pay to Vendor No Amount of Payment

Name Account No Address Separate Check Requested D City Invoice Number StateZip

Explanation of Payment

Date

Date

Date

Date

Contract InfoNumber Contract Expiration Date

Item Budget Item Description Line Item

l SubscriotionDuesMemberships Fees 2 Postage MeterStamps 3 Host Account Reimbursements 4 LicensesPermitsCertificates 5 Court CostOther Govt AgencvTaxes 6 Real Estate Closing - Attach Stmt 7 Advertising - attach tearsheet 8 Education CoursesSeminars 9 EducationReimbursementsBooks 10 RecordsSlidesFilmsGov Publication 11 Deferred ComoBank Pavments 12 MedicalVeterinarv Pavments 13 Insurance Premiums 14 Grant Disbursements 15 UtilitiesDump Fees 16 Refunds 17 CourierFreight 18 Pettv Cash Reimbursement 19 Other Professional Services 20 Soecial EventsRecr Performances 21 Temoorarv Emolovment Services 22 MealParkinQNiileaQe (1 dav tri-countv)

Unit Quantity

Originated by Dept Head Printed Name

DeptDiv Dept Head Signature

Procurement TypeDoc ---------------- Procurement Appr _

Finance Approval __________ Date Budget Approval

City Commission or City Manager Action Resolution

Unit Price

Total

ExtensionTotal

$000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000

Original Contract Amount Total This Invoice

Amendments Adjustment Total Previous Invoices

Total Contract Amount Total to Date --------------shy

City Manager Signature (if required)

Distribution List Finance Procurement Services Depmtment Copy dpv (rev3l02015)

APPENDIXB

Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073 (954) 895-2949 matthewlal la32 7 5comcastnet

March 11 2016

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022

Dear Wazir

Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016

I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors

~~ Matthew Lalla

cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources

  • Structure Bookmarks
    • BROWARD OFFICE OF THE INSPECTOR GENERAL
    • To and Members City of Hollywood C
    • From John W Scott Inspector General
    • Date June 6 2016
    • Subject Status Report-OIG Final Report Re Misconduct and Gross Mismanagement by the City ofHollywood in the Procurement of Temporary Employment Services Ref OIG 14-027
    • On March 2 2014 the Broward Office of the Inspector General (OIG) issued a final report finding that City of Hollywood officials violated numerous city ordinances policies and procedures to pay approximately $1 million for the services of temporary employees (temps) Specifically we found that the officials
    • At the conclusion of the report the OIG acknowledged the initial remedial steps taken by the city but recommended additional action including-given the potential for further abuse of the DPV payment method-a full audit of DPV payments
    • John W Scol1 Inspector General One North University Drive Suite 11 1 bull Planlalion Florida 33324 bull (954) 357-7873 bull Fax (954) 357-7857 4) 357-TIPS
    • As requested City Administrator Wazir Ishmael has now provided the OIG a status report with attachments which is attached as Appendix A The city states that it s senior management team has communicated publicly and individually that the inappropriate actions that occurred in the past were clearly wrong and unacceptable The city has now implemented numerous protocols and procedures in response to the OIGs investigation Of particular significance the city has created and implemented a contract com
    • The city has also restructured the Procurement Division and reformed oversight of the procurement process The finance director and procurement director overseeing the activities discussed in the final report have since resigned from the city Former Procurement Director Joel Wasserman s resignation is attached at Appendix A and former Finance Director Matthew Lallas resignation is attached as Appendix B The city also provided a repo1i it commissioned from a human resources specialist in response to the
    • However the city failed to address our recommendation that the DPV payments be audited in light of the significant misuse of the mechanism and the corresponding vulnerability to fraud waste and abuse Accordingly the OIG requests that we be provided a supplemental status report within 90 days or by September 5 2016 regarding a DPV audit
    • Attachment
    • cc Wazir Ishmael City Administrator
    • From To Cc
    • Subject Date Attachments
    • MaY Johns InsoectorGeneral Wazir Ishmael City of Hollywoods 90 Day Progress Report Regarding TransHire Tuesday May 31 2016 42804 PM 05 31 16 Letter to Inspector Scott re TransHire 90 Day Progress Reportpdf
    • 05 31 16 Letter to Inspector Scott Attachment lpdf 05 31 16 Letter to Inspector Scott Attachment 2pdf 05 31 16 Letter to Inspector Scott Attachment 3pdf 05 31 16 Letter to Inspector Scott Attachment 4pdf 05 31 16 Letter to Inspector Scott Attachment 5pdf 05 31 16 Letter to Inspector Scott Attachment 6pdf
    • Good afternoon Inspector General shy
    • The City Manager asked that I forward you the City of Hollywoods 90 day progress report that you requested in your final report regarding TransHire
    • Thank you Dr Wazir Ishmael City Manager
    • Executive Assistant City of Hollywood Office of the City Manager 2600 Hollywood Blvd Suite 419
    • PO Box 229045 Hollywood FL 33022-9045 Office 954-921-3201 E-mail
    • fjj
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Office of the City Manager
    • 2600 Hollywood Blvd bull PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (954) 92 1-33 14 bull rg
    • Wazir A Ishmael PhD City Manager
    • SENT VIA EMAIL amp US MAIL
    • May 31 2016
    • Mr John W Scott Inspector General Broward Office of the Inspector General
    • One North University Drive Suite 111 Plantation FL 3324
    • Re Broward Office of the Inspector General Report on Transhire 90 Day Progress Report
    • Dear Mr Scott
    • Please accept this response from the City of Hollywood as the 90 Day Progress Report that you requested in your final report on the above matter First let me assure you that your information findings and recommendations have been fully received acknowledged and communicated widely throughout the City staff Secondly I have discussed the serious nature of the issues identified directly with the Mayor City Commission senior management team staff and members of the public reinforcing that those inap
    • Finally we have collectively implemented and followed a broad spectrum of improvements actions resources training and policies to continue forward the lessons learned in progress of the organization The initiatives we have undertaken exist at the policy level and administrative oversight as well as day to day operations The below information describes those steps in more detail along with the attached documentation and the derived benefit for each Your contribution to stimulating these improveme
    • Our Mission Ve are dedicmcd to providing municipal services for our diverse community in an atmosphere ofcooperation courtesy and respect Yc do this by ensuring all who live work and play in the City of Hollywood enjoy a high quality of life
    • An Equa l Opportunity a nd Serv i ce Provide r Ag e nc y
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2
    • 1 Heightened Awareness Expectations and Standards of Performance
    • The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures
    • 2 Services of an External Consulting Professional (Attachment 1)
    • The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many
    • 3 Organizational Modifications and Reform (Attachment 2)
    • The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have be
    • 4 Human Resources Policy Review and Reform
    • Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced
    • 5 WorkflowBusiness Policies and Procedures Modifications
    • The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3
    • The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions
    • 10 Direct Payment Voucher Procedural Modifications (Attachment 6)
    • The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4
    • The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter
    • Attachments
    • c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors
    • ATTACHMENT 1
    • ATTACHMENT 1
    • PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737
    • Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045
    • March 3 2016
    • Dear Messrs Keller and Standley
    • The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one
    • The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues
    • The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not
    • Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement
    • Sincerely
    • Phil Rosenberg President The HR Doctorreg Inc 954 816-4 737
    • attachment
    • Phil Rosenberg President PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737 On
    • March 3 2016
    • IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES
    • BACKGROUND
    • The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in t
    • With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whet
    • City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in th
    • 1
    • The Inspector Generals report is being taken very seriously by the City It is a call to
    • action and catalyst to go beyond the limited and narrow scope of the report in the
    • interest of making broader administrative improvements
    • As part of the response to the report the City engaged the services of The HR Doctor
    • Inc on January 19 2016 to investigate the background of what occurred and offer
    • opinions and recommendations The deliverable in this situation is the presentation of
    • a written report to the City Manager within 30 calendar days of the date of the approval
    • of the engagement (ie January 19 2016) to address the following issues
    • The HR Doctor Inc was authorized and directed by the City Manager to also provide a
    • broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processe
    • METHODOLOGY
    • The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information
    • 2
    • The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employee
    • To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot
    • FINDINGS AND CONCLUSIONS
    • Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positio
    • r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work
    • 3
    • complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur
    • 4
    • service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement
    • 5
    • over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a n
    • 1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be org
    • 6
    • 7
    • managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to
    • ensure the most competent possible workforce If performance evaluations job
    • descriptions and personnel files generally do not reflect written and on-going
    • efforts to document performance excellence weakness and corrective action
    • even those top managers with property rights (ie those covered by Civil
    • Service) can become less willing to take the risks associated with innovation
    • Clients or customers become frustrated by what they regard as excessive
    • delays and lack of responsiveness
    • 8
    • All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance
    • It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The City
    • RECOMMENDATIONS
    • 9
    • Rescue and Public Utilities The Plan would assign specific staff
    • accountability for each project with completion dates and completion
    • milestones There would then be monthly or quarterly progress reviews
    • by the City Manager
    • 10
    • 11
    • 14The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candi
    • 12
    • day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assis
    • SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING
    • PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION
    • THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS
    • SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE
    • ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK
    • ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR
    • THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY
    • CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE
    • 13
    • pro quos such as additional benefits In the absence of such voluntary
    • exemption attrition should be used so that future incumbents in selected
    • positions would be hired as at will employees
    • 14
    • Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside
    • over a facilitated focus group of top users and current IT staffs to
    • prioritize projects identify needs and resources and prepare an IT
    • Business Plan for review by the City Manager Likewise in this reviewers
    • opinion being familiar with the installation of new large IT activities
    • overlaid on existing staff requirements adding a graduate intern as an at
    • will employee for one year would provide a new resource to the IT
    • Director to more rapidly implement the programs he will be asked to bring
    • to fruition This would be in addition to whatever staffing or consultant
    • resources are brought to bear for the Enterprise Resource System
    • 15
    • for another perhaps even more costly organizational problem in the
    • future
    • 25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential s
    • Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement pr
    • middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in
    • 26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots adm
    • 16
    • process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process
    • No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and mana
    • It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees -that they are the Citys
    • 17
    • vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances
    • The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading manager
    • 18
    • ATTACHMENT 2
    • ATTACHMENT 2
    • CITY of HOLLYWOOD FLORIDA
    • Office of the City Manager
    • 0
    • 2600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (95-1) 921-3314 deg
    • Wazir A Ishmael PhD City Manager
    • March 18 2016
    • The Honorable Mayor Vice Mayor
    • and Members of the City Commission City of Hollywood Hollywood FL 33020
    • Mayor Vice Mayor and City Commissioners
    • This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016
    • We thank him for his services and wish him well in his future endeavors
    • Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller
    • Should you have any questions I am available at your convenience
    • Sincere I
    • Dt~tr A Ishmael Ciey(Janager
    • c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director
    • Our Mission Yl arc dcdic 11td lO proiding municip1l scrvictS for our diverse co mrnuniry in an atn1osphLrl of tOOperalion courtesy and respect
    • Xie do 1his hy ensu ring gtII who live work and pby in die Cit) of loll)~VOoJ enjoy a high qnlil oflifo
    • hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y
    • Dr Wazir Ishmael
    • City Manager City of Hollywood
    • 2600 Hollywood Blvd
    • Hollywood Florida 33020
    • Dr Ishmael
    • As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities
    • In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life
    • Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and cap
    • Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices
    • I wish the City of Hollywood and the dedicated employees much luck with their future endeavors
    • Sincerely
    • Jocent Wasserman Director Procurement Services
    • ATTACHMENT 3
    • City of Hollywood Florida -Class Specification Bulletin Page 1of3 ATTACHMENT 3
    • https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016
    • performance
    • May represent the Director at various meetings within the city and the business community
    • Performs other job duties as assigned
    • Required Possession of a Bachelors degree with major coursework in business or public
    • administration or a related field
    • Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration
    • Be a Certified Professional Contracts Manager (CPCM )
    • Preferred Masters degree with major coursework in business or public administration or a related field
    • Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements
    • Extensive knowledge of principles practices and techniques of large scale government purchasing
    • Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing
    • Extensive knowledge of approved purchasing methods including
    • recording buying inspection and shipping methods
    • Extensive knowledge of the techniques and requirements of specifications preparation
    • Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased
    • Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served
    • Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing
    • Some knowledge of insurance as it pertains to property liability and surety bonds
    • Considerable knowledge of Microsoft Word and Excel and the use of office equipment
    • Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to
    • 5252016
    • City of Hollywood Florida -Class Specification Bulletin Page 3of3
    • other workers accurately and concisely Skills in application of systems analysis techniques and
    • procedures including consulting with users to determine hardware so~ware or system functional specifications
    • Ability to communicate effectively both orally and in writing
    • Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices
    • Ability to deal effectively with administrative officials and vendors
    • Ability to obtain and interpret market prices and trends and apply these to procurement problems
    • https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016
    • ATTACHMENT 4
    • ATTACHMENT 4
    • Jeane Carver-St Luce
    • At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations fun
    • Two important take-away from this email
    • middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed
    • middotmiddot Identify and maintain copies of all your award documents and invoices
    • bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files
    • The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines
    • After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support
    • George
    • George R Jr middotLsisrunt Cinmiddot funllltJcI
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    • FLORIDA
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    • What is the MCL
    • bull Summary
    • bull
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    • Deinonstration
    • bull TCITY MANAGERMCL Demo
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    • FLORIDA
    • MCL-Next Steps
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    • ATTACHMENT 5
    • ATTACHMENT 5
    • George Keller
    • From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde
    • Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice
    • Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris
    • Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick
    • Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz
    • Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel
    • Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie
    • Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran
    • Holycross
    • Cc Paul Bassar Directors Subject Master Contract List Training
    • Good Afternoon
    • The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times
    • Please let me know what suits you best also the training will be held at room 303
    • Thank you
    • Maryury Collier
    • Administrative Specialist II
    • City of Hollywood
    • Financial Services
    • 2600 Hollywood Blvd Suite 303
    • PO Box 229045 Hollywood FL 33020 Office 954-921-3221
    • C 11 middot of ~
    • H~QQQ
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Jeane Carver-St Luce
    • Good Day
    • As some ofyou may be aware the City will be implementing an Electronic Contract File-AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed
    • For your convenience we will be having one hour training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule-Not later than Thursday (552016)
    • Friday May 6 from 330pm to 430pm Monday May 9 at 900am to lOOOam
    • bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam
    • Thank you
    • Maryury Collier
    • Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303
    • P 0 Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MCollierhollywoodflorq
    • Cbullty of ~
    • H L WOOD
    • t i O~IOA
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • ATTACHMENT 6
    • ATTACHMENT 6
    • City ojJfoywootf PCoritfa
    • DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT
    • Date Date Date Date Contract InfoNumber Contract Expiration Date
    • Original Contract Amount Total This Invoice
    • Amendments Adjustment Total Previous Invoices
    • APPENDIXB
    • Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073
    • (954) 895-2949 matthewlalla3
    • March 11 2016
    • Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022
    • Dear Wazir
    • Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016
    • I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors
    • ~~
    • Matthew Lalla
    • cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources
Page 43: BROWARD OFFICE OF THE INSPECTOR GENERAL€¦ · Broward Office of the Inspector General Page 2 . 1. Heightened Awareness, Expectations and Standards of Performance . The senior management

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MCL-Next Steps

bull Implementation o The MCL is a priority initiative

bull Continue gatheringupdating all contractual information bull Establishing POCs permission rights

o Coordinating with Financial Services Department in obtaining all invoices

o Working with the Procurement Division with keeping contractual documents updated

o Training Administrative Personnel who will have a procurement role

bull Execution After the City Commission presentation and feedback final developmenttraining sessions-anticipating a go live date April 2016

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ATTACHMENT 5

ATTACHMENT 5

George Keller

From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde

Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney

Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra

Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris

Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz

Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel

Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie

Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran Holycross

Cc Paul Bassar Directors Subject Master Contract List Training

Good Afternoon

The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times

bull Thursday May 26 at lOOpm 200pm 300pm bull Tuesday May 31 at 900am lOOOam l lOOam lOOpm 200pm 300pm bull Wednesday June 1 at 900am lOOOam 11 OOam bull Thursday June 2 at 900am lOOOam l lOOam lOOpm 200pm 300pm

Please let me know what suits you best also the training will be held at room 303

Thank you

Maryury Collier Administrative Specialist II City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 PO Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MColl ierholl ywoodflorg C 11 middot o f ~

H~QQQ Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record

Jeane Carver-St Luce

From Maryury Collier Sent Monday May 02 2016 1024 AM To Administrative Assistant II Cc Directors Paul Bassar Subject Training for the Master Contract List

Good Day

As some ofyou may be aware the City will be implementing an Electronic Contract File- AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed

For your convenience we will be having one h our training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule- Not later than Thursday (552016)

Friday May 6 from 330pm to 430pm

Monday May 9 at 900am to lOOOam bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam

Thank you

Maryury Collier Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 P 0 Box 229045 Hollywood FL 33020 Offi ce 954-921-3221 E-mail MCollierhollywoodflorq Cbullty of ~

H L WOOD t i O~IOA

Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mai l may be subject to disclosure as a matter of public record

ATTACHMENT 6

ATTACHMENT 6City ojJfoywootf PCoritfa DPV

DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT

Date 5252016 Pay to Vendor No Amount of Payment

Name Account No Address Separate Check Requested D City Invoice Number StateZip

Explanation of Payment

Date

Date

Date

Date

Contract InfoNumber Contract Expiration Date

Item Budget Item Description Line Item

l SubscriotionDuesMemberships Fees 2 Postage MeterStamps 3 Host Account Reimbursements 4 LicensesPermitsCertificates 5 Court CostOther Govt AgencvTaxes 6 Real Estate Closing - Attach Stmt 7 Advertising - attach tearsheet 8 Education CoursesSeminars 9 EducationReimbursementsBooks 10 RecordsSlidesFilmsGov Publication 11 Deferred ComoBank Pavments 12 MedicalVeterinarv Pavments 13 Insurance Premiums 14 Grant Disbursements 15 UtilitiesDump Fees 16 Refunds 17 CourierFreight 18 Pettv Cash Reimbursement 19 Other Professional Services 20 Soecial EventsRecr Performances 21 Temoorarv Emolovment Services 22 MealParkinQNiileaQe (1 dav tri-countv)

Unit Quantity

Originated by Dept Head Printed Name

DeptDiv Dept Head Signature

Procurement TypeDoc ---------------- Procurement Appr _

Finance Approval __________ Date Budget Approval

City Commission or City Manager Action Resolution

Unit Price

Total

ExtensionTotal

$000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000

Original Contract Amount Total This Invoice

Amendments Adjustment Total Previous Invoices

Total Contract Amount Total to Date --------------shy

City Manager Signature (if required)

Distribution List Finance Procurement Services Depmtment Copy dpv (rev3l02015)

APPENDIXB

Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073 (954) 895-2949 matthewlal la32 7 5comcastnet

March 11 2016

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022

Dear Wazir

Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016

I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors

~~ Matthew Lalla

cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources

  • Structure Bookmarks
    • BROWARD OFFICE OF THE INSPECTOR GENERAL
    • To and Members City of Hollywood C
    • From John W Scott Inspector General
    • Date June 6 2016
    • Subject Status Report-OIG Final Report Re Misconduct and Gross Mismanagement by the City ofHollywood in the Procurement of Temporary Employment Services Ref OIG 14-027
    • On March 2 2014 the Broward Office of the Inspector General (OIG) issued a final report finding that City of Hollywood officials violated numerous city ordinances policies and procedures to pay approximately $1 million for the services of temporary employees (temps) Specifically we found that the officials
    • At the conclusion of the report the OIG acknowledged the initial remedial steps taken by the city but recommended additional action including-given the potential for further abuse of the DPV payment method-a full audit of DPV payments
    • John W Scol1 Inspector General One North University Drive Suite 11 1 bull Planlalion Florida 33324 bull (954) 357-7873 bull Fax (954) 357-7857 4) 357-TIPS
    • As requested City Administrator Wazir Ishmael has now provided the OIG a status report with attachments which is attached as Appendix A The city states that it s senior management team has communicated publicly and individually that the inappropriate actions that occurred in the past were clearly wrong and unacceptable The city has now implemented numerous protocols and procedures in response to the OIGs investigation Of particular significance the city has created and implemented a contract com
    • The city has also restructured the Procurement Division and reformed oversight of the procurement process The finance director and procurement director overseeing the activities discussed in the final report have since resigned from the city Former Procurement Director Joel Wasserman s resignation is attached at Appendix A and former Finance Director Matthew Lallas resignation is attached as Appendix B The city also provided a repo1i it commissioned from a human resources specialist in response to the
    • However the city failed to address our recommendation that the DPV payments be audited in light of the significant misuse of the mechanism and the corresponding vulnerability to fraud waste and abuse Accordingly the OIG requests that we be provided a supplemental status report within 90 days or by September 5 2016 regarding a DPV audit
    • Attachment
    • cc Wazir Ishmael City Administrator
    • From To Cc
    • Subject Date Attachments
    • MaY Johns InsoectorGeneral Wazir Ishmael City of Hollywoods 90 Day Progress Report Regarding TransHire Tuesday May 31 2016 42804 PM 05 31 16 Letter to Inspector Scott re TransHire 90 Day Progress Reportpdf
    • 05 31 16 Letter to Inspector Scott Attachment lpdf 05 31 16 Letter to Inspector Scott Attachment 2pdf 05 31 16 Letter to Inspector Scott Attachment 3pdf 05 31 16 Letter to Inspector Scott Attachment 4pdf 05 31 16 Letter to Inspector Scott Attachment 5pdf 05 31 16 Letter to Inspector Scott Attachment 6pdf
    • Good afternoon Inspector General shy
    • The City Manager asked that I forward you the City of Hollywoods 90 day progress report that you requested in your final report regarding TransHire
    • Thank you Dr Wazir Ishmael City Manager
    • Executive Assistant City of Hollywood Office of the City Manager 2600 Hollywood Blvd Suite 419
    • PO Box 229045 Hollywood FL 33022-9045 Office 954-921-3201 E-mail
    • fjj
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Office of the City Manager
    • 2600 Hollywood Blvd bull PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (954) 92 1-33 14 bull rg
    • Wazir A Ishmael PhD City Manager
    • SENT VIA EMAIL amp US MAIL
    • May 31 2016
    • Mr John W Scott Inspector General Broward Office of the Inspector General
    • One North University Drive Suite 111 Plantation FL 3324
    • Re Broward Office of the Inspector General Report on Transhire 90 Day Progress Report
    • Dear Mr Scott
    • Please accept this response from the City of Hollywood as the 90 Day Progress Report that you requested in your final report on the above matter First let me assure you that your information findings and recommendations have been fully received acknowledged and communicated widely throughout the City staff Secondly I have discussed the serious nature of the issues identified directly with the Mayor City Commission senior management team staff and members of the public reinforcing that those inap
    • Finally we have collectively implemented and followed a broad spectrum of improvements actions resources training and policies to continue forward the lessons learned in progress of the organization The initiatives we have undertaken exist at the policy level and administrative oversight as well as day to day operations The below information describes those steps in more detail along with the attached documentation and the derived benefit for each Your contribution to stimulating these improveme
    • Our Mission Ve are dedicmcd to providing municipal services for our diverse community in an atmosphere ofcooperation courtesy and respect Yc do this by ensuring all who live work and play in the City of Hollywood enjoy a high quality of life
    • An Equa l Opportunity a nd Serv i ce Provide r Ag e nc y
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2
    • 1 Heightened Awareness Expectations and Standards of Performance
    • The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures
    • 2 Services of an External Consulting Professional (Attachment 1)
    • The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many
    • 3 Organizational Modifications and Reform (Attachment 2)
    • The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have be
    • 4 Human Resources Policy Review and Reform
    • Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced
    • 5 WorkflowBusiness Policies and Procedures Modifications
    • The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3
    • The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions
    • 10 Direct Payment Voucher Procedural Modifications (Attachment 6)
    • The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4
    • The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter
    • Attachments
    • c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors
    • ATTACHMENT 1
    • ATTACHMENT 1
    • PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737
    • Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045
    • March 3 2016
    • Dear Messrs Keller and Standley
    • The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one
    • The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues
    • The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not
    • Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement
    • Sincerely
    • Phil Rosenberg President The HR Doctorreg Inc 954 816-4 737
    • attachment
    • Phil Rosenberg President PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737 On
    • March 3 2016
    • IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES
    • BACKGROUND
    • The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in t
    • With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whet
    • City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in th
    • 1
    • The Inspector Generals report is being taken very seriously by the City It is a call to
    • action and catalyst to go beyond the limited and narrow scope of the report in the
    • interest of making broader administrative improvements
    • As part of the response to the report the City engaged the services of The HR Doctor
    • Inc on January 19 2016 to investigate the background of what occurred and offer
    • opinions and recommendations The deliverable in this situation is the presentation of
    • a written report to the City Manager within 30 calendar days of the date of the approval
    • of the engagement (ie January 19 2016) to address the following issues
    • The HR Doctor Inc was authorized and directed by the City Manager to also provide a
    • broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processe
    • METHODOLOGY
    • The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information
    • 2
    • The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employee
    • To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot
    • FINDINGS AND CONCLUSIONS
    • Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positio
    • r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work
    • 3
    • complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur
    • 4
    • service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement
    • 5
    • over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a n
    • 1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be org
    • 6
    • 7
    • managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to
    • ensure the most competent possible workforce If performance evaluations job
    • descriptions and personnel files generally do not reflect written and on-going
    • efforts to document performance excellence weakness and corrective action
    • even those top managers with property rights (ie those covered by Civil
    • Service) can become less willing to take the risks associated with innovation
    • Clients or customers become frustrated by what they regard as excessive
    • delays and lack of responsiveness
    • 8
    • All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance
    • It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The City
    • RECOMMENDATIONS
    • 9
    • Rescue and Public Utilities The Plan would assign specific staff
    • accountability for each project with completion dates and completion
    • milestones There would then be monthly or quarterly progress reviews
    • by the City Manager
    • 10
    • 11
    • 14The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candi
    • 12
    • day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assis
    • SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING
    • PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION
    • THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS
    • SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE
    • ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK
    • ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR
    • THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY
    • CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE
    • 13
    • pro quos such as additional benefits In the absence of such voluntary
    • exemption attrition should be used so that future incumbents in selected
    • positions would be hired as at will employees
    • 14
    • Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside
    • over a facilitated focus group of top users and current IT staffs to
    • prioritize projects identify needs and resources and prepare an IT
    • Business Plan for review by the City Manager Likewise in this reviewers
    • opinion being familiar with the installation of new large IT activities
    • overlaid on existing staff requirements adding a graduate intern as an at
    • will employee for one year would provide a new resource to the IT
    • Director to more rapidly implement the programs he will be asked to bring
    • to fruition This would be in addition to whatever staffing or consultant
    • resources are brought to bear for the Enterprise Resource System
    • 15
    • for another perhaps even more costly organizational problem in the
    • future
    • 25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential s
    • Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement pr
    • middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in
    • 26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots adm
    • 16
    • process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process
    • No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and mana
    • It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees -that they are the Citys
    • 17
    • vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances
    • The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading manager
    • 18
    • ATTACHMENT 2
    • ATTACHMENT 2
    • CITY of HOLLYWOOD FLORIDA
    • Office of the City Manager
    • 0
    • 2600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (95-1) 921-3314 deg
    • Wazir A Ishmael PhD City Manager
    • March 18 2016
    • The Honorable Mayor Vice Mayor
    • and Members of the City Commission City of Hollywood Hollywood FL 33020
    • Mayor Vice Mayor and City Commissioners
    • This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016
    • We thank him for his services and wish him well in his future endeavors
    • Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller
    • Should you have any questions I am available at your convenience
    • Sincere I
    • Dt~tr A Ishmael Ciey(Janager
    • c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director
    • Our Mission Yl arc dcdic 11td lO proiding municip1l scrvictS for our diverse co mrnuniry in an atn1osphLrl of tOOperalion courtesy and respect
    • Xie do 1his hy ensu ring gtII who live work and pby in die Cit) of loll)~VOoJ enjoy a high qnlil oflifo
    • hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y
    • Dr Wazir Ishmael
    • City Manager City of Hollywood
    • 2600 Hollywood Blvd
    • Hollywood Florida 33020
    • Dr Ishmael
    • As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities
    • In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life
    • Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and cap
    • Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices
    • I wish the City of Hollywood and the dedicated employees much luck with their future endeavors
    • Sincerely
    • Jocent Wasserman Director Procurement Services
    • ATTACHMENT 3
    • City of Hollywood Florida -Class Specification Bulletin Page 1of3 ATTACHMENT 3
    • https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016
    • performance
    • May represent the Director at various meetings within the city and the business community
    • Performs other job duties as assigned
    • Required Possession of a Bachelors degree with major coursework in business or public
    • administration or a related field
    • Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration
    • Be a Certified Professional Contracts Manager (CPCM )
    • Preferred Masters degree with major coursework in business or public administration or a related field
    • Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements
    • Extensive knowledge of principles practices and techniques of large scale government purchasing
    • Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing
    • Extensive knowledge of approved purchasing methods including
    • recording buying inspection and shipping methods
    • Extensive knowledge of the techniques and requirements of specifications preparation
    • Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased
    • Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served
    • Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing
    • Some knowledge of insurance as it pertains to property liability and surety bonds
    • Considerable knowledge of Microsoft Word and Excel and the use of office equipment
    • Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to
    • 5252016
    • City of Hollywood Florida -Class Specification Bulletin Page 3of3
    • other workers accurately and concisely Skills in application of systems analysis techniques and
    • procedures including consulting with users to determine hardware so~ware or system functional specifications
    • Ability to communicate effectively both orally and in writing
    • Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices
    • Ability to deal effectively with administrative officials and vendors
    • Ability to obtain and interpret market prices and trends and apply these to procurement problems
    • https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016
    • ATTACHMENT 4
    • ATTACHMENT 4
    • Jeane Carver-St Luce
    • At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations fun
    • Two important take-away from this email
    • middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed
    • middotmiddot Identify and maintain copies of all your award documents and invoices
    • bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files
    • The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines
    • After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support
    • George
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    • FLORIDA
    • Master Contract List (MCL)
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    • bull Summary
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    • bull TCITY MANAGERMCL Demo
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    • MCL-Next Steps
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    • ATTACHMENT 5
    • ATTACHMENT 5
    • George Keller
    • From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde
    • Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice
    • Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris
    • Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick
    • Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz
    • Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel
    • Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie
    • Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran
    • Holycross
    • Cc Paul Bassar Directors Subject Master Contract List Training
    • Good Afternoon
    • The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times
    • Please let me know what suits you best also the training will be held at room 303
    • Thank you
    • Maryury Collier
    • Administrative Specialist II
    • City of Hollywood
    • Financial Services
    • 2600 Hollywood Blvd Suite 303
    • PO Box 229045 Hollywood FL 33020 Office 954-921-3221
    • C 11 middot of ~
    • H~QQQ
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Jeane Carver-St Luce
    • Good Day
    • As some ofyou may be aware the City will be implementing an Electronic Contract File-AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed
    • For your convenience we will be having one hour training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule-Not later than Thursday (552016)
    • Friday May 6 from 330pm to 430pm Monday May 9 at 900am to lOOOam
    • bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam
    • Thank you
    • Maryury Collier
    • Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303
    • P 0 Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MCollierhollywoodflorq
    • Cbullty of ~
    • H L WOOD
    • t i O~IOA
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • ATTACHMENT 6
    • ATTACHMENT 6
    • City ojJfoywootf PCoritfa
    • DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT
    • Date Date Date Date Contract InfoNumber Contract Expiration Date
    • Original Contract Amount Total This Invoice
    • Amendments Adjustment Total Previous Invoices
    • APPENDIXB
    • Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073
    • (954) 895-2949 matthewlalla3
    • March 11 2016
    • Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022
    • Dear Wazir
    • Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016
    • I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors
    • ~~
    • Matthew Lalla
    • cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources
Page 44: BROWARD OFFICE OF THE INSPECTOR GENERAL€¦ · Broward Office of the Inspector General Page 2 . 1. Heightened Awareness, Expectations and Standards of Performance . The senior management

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bull Implementation o The MCL is a priority initiative

bull Continue gatheringupdating all contractual information bull Establishing POCs permission rights

o Coordinating with Financial Services Department in obtaining all invoices

o Working with the Procurement Division with keeping contractual documents updated

o Training Administrative Personnel who will have a procurement role

bull Execution After the City Commission presentation and feedback final developmenttraining sessions-anticipating a go live date April 2016

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ATTACHMENT 5

ATTACHMENT 5

George Keller

From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde

Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney

Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra

Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris

Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz

Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel

Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie

Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran Holycross

Cc Paul Bassar Directors Subject Master Contract List Training

Good Afternoon

The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times

bull Thursday May 26 at lOOpm 200pm 300pm bull Tuesday May 31 at 900am lOOOam l lOOam lOOpm 200pm 300pm bull Wednesday June 1 at 900am lOOOam 11 OOam bull Thursday June 2 at 900am lOOOam l lOOam lOOpm 200pm 300pm

Please let me know what suits you best also the training will be held at room 303

Thank you

Maryury Collier Administrative Specialist II City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 PO Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MColl ierholl ywoodflorg C 11 middot o f ~

H~QQQ Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record

Jeane Carver-St Luce

From Maryury Collier Sent Monday May 02 2016 1024 AM To Administrative Assistant II Cc Directors Paul Bassar Subject Training for the Master Contract List

Good Day

As some ofyou may be aware the City will be implementing an Electronic Contract File- AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed

For your convenience we will be having one h our training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule- Not later than Thursday (552016)

Friday May 6 from 330pm to 430pm

Monday May 9 at 900am to lOOOam bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam

Thank you

Maryury Collier Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 P 0 Box 229045 Hollywood FL 33020 Offi ce 954-921-3221 E-mail MCollierhollywoodflorq Cbullty of ~

H L WOOD t i O~IOA

Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mai l may be subject to disclosure as a matter of public record

ATTACHMENT 6

ATTACHMENT 6City ojJfoywootf PCoritfa DPV

DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT

Date 5252016 Pay to Vendor No Amount of Payment

Name Account No Address Separate Check Requested D City Invoice Number StateZip

Explanation of Payment

Date

Date

Date

Date

Contract InfoNumber Contract Expiration Date

Item Budget Item Description Line Item

l SubscriotionDuesMemberships Fees 2 Postage MeterStamps 3 Host Account Reimbursements 4 LicensesPermitsCertificates 5 Court CostOther Govt AgencvTaxes 6 Real Estate Closing - Attach Stmt 7 Advertising - attach tearsheet 8 Education CoursesSeminars 9 EducationReimbursementsBooks 10 RecordsSlidesFilmsGov Publication 11 Deferred ComoBank Pavments 12 MedicalVeterinarv Pavments 13 Insurance Premiums 14 Grant Disbursements 15 UtilitiesDump Fees 16 Refunds 17 CourierFreight 18 Pettv Cash Reimbursement 19 Other Professional Services 20 Soecial EventsRecr Performances 21 Temoorarv Emolovment Services 22 MealParkinQNiileaQe (1 dav tri-countv)

Unit Quantity

Originated by Dept Head Printed Name

DeptDiv Dept Head Signature

Procurement TypeDoc ---------------- Procurement Appr _

Finance Approval __________ Date Budget Approval

City Commission or City Manager Action Resolution

Unit Price

Total

ExtensionTotal

$000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000

Original Contract Amount Total This Invoice

Amendments Adjustment Total Previous Invoices

Total Contract Amount Total to Date --------------shy

City Manager Signature (if required)

Distribution List Finance Procurement Services Depmtment Copy dpv (rev3l02015)

APPENDIXB

Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073 (954) 895-2949 matthewlal la32 7 5comcastnet

March 11 2016

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022

Dear Wazir

Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016

I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors

~~ Matthew Lalla

cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources

  • Structure Bookmarks
    • BROWARD OFFICE OF THE INSPECTOR GENERAL
    • To and Members City of Hollywood C
    • From John W Scott Inspector General
    • Date June 6 2016
    • Subject Status Report-OIG Final Report Re Misconduct and Gross Mismanagement by the City ofHollywood in the Procurement of Temporary Employment Services Ref OIG 14-027
    • On March 2 2014 the Broward Office of the Inspector General (OIG) issued a final report finding that City of Hollywood officials violated numerous city ordinances policies and procedures to pay approximately $1 million for the services of temporary employees (temps) Specifically we found that the officials
    • At the conclusion of the report the OIG acknowledged the initial remedial steps taken by the city but recommended additional action including-given the potential for further abuse of the DPV payment method-a full audit of DPV payments
    • John W Scol1 Inspector General One North University Drive Suite 11 1 bull Planlalion Florida 33324 bull (954) 357-7873 bull Fax (954) 357-7857 4) 357-TIPS
    • As requested City Administrator Wazir Ishmael has now provided the OIG a status report with attachments which is attached as Appendix A The city states that it s senior management team has communicated publicly and individually that the inappropriate actions that occurred in the past were clearly wrong and unacceptable The city has now implemented numerous protocols and procedures in response to the OIGs investigation Of particular significance the city has created and implemented a contract com
    • The city has also restructured the Procurement Division and reformed oversight of the procurement process The finance director and procurement director overseeing the activities discussed in the final report have since resigned from the city Former Procurement Director Joel Wasserman s resignation is attached at Appendix A and former Finance Director Matthew Lallas resignation is attached as Appendix B The city also provided a repo1i it commissioned from a human resources specialist in response to the
    • However the city failed to address our recommendation that the DPV payments be audited in light of the significant misuse of the mechanism and the corresponding vulnerability to fraud waste and abuse Accordingly the OIG requests that we be provided a supplemental status report within 90 days or by September 5 2016 regarding a DPV audit
    • Attachment
    • cc Wazir Ishmael City Administrator
    • From To Cc
    • Subject Date Attachments
    • MaY Johns InsoectorGeneral Wazir Ishmael City of Hollywoods 90 Day Progress Report Regarding TransHire Tuesday May 31 2016 42804 PM 05 31 16 Letter to Inspector Scott re TransHire 90 Day Progress Reportpdf
    • 05 31 16 Letter to Inspector Scott Attachment lpdf 05 31 16 Letter to Inspector Scott Attachment 2pdf 05 31 16 Letter to Inspector Scott Attachment 3pdf 05 31 16 Letter to Inspector Scott Attachment 4pdf 05 31 16 Letter to Inspector Scott Attachment 5pdf 05 31 16 Letter to Inspector Scott Attachment 6pdf
    • Good afternoon Inspector General shy
    • The City Manager asked that I forward you the City of Hollywoods 90 day progress report that you requested in your final report regarding TransHire
    • Thank you Dr Wazir Ishmael City Manager
    • Executive Assistant City of Hollywood Office of the City Manager 2600 Hollywood Blvd Suite 419
    • PO Box 229045 Hollywood FL 33022-9045 Office 954-921-3201 E-mail
    • fjj
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Office of the City Manager
    • 2600 Hollywood Blvd bull PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (954) 92 1-33 14 bull rg
    • Wazir A Ishmael PhD City Manager
    • SENT VIA EMAIL amp US MAIL
    • May 31 2016
    • Mr John W Scott Inspector General Broward Office of the Inspector General
    • One North University Drive Suite 111 Plantation FL 3324
    • Re Broward Office of the Inspector General Report on Transhire 90 Day Progress Report
    • Dear Mr Scott
    • Please accept this response from the City of Hollywood as the 90 Day Progress Report that you requested in your final report on the above matter First let me assure you that your information findings and recommendations have been fully received acknowledged and communicated widely throughout the City staff Secondly I have discussed the serious nature of the issues identified directly with the Mayor City Commission senior management team staff and members of the public reinforcing that those inap
    • Finally we have collectively implemented and followed a broad spectrum of improvements actions resources training and policies to continue forward the lessons learned in progress of the organization The initiatives we have undertaken exist at the policy level and administrative oversight as well as day to day operations The below information describes those steps in more detail along with the attached documentation and the derived benefit for each Your contribution to stimulating these improveme
    • Our Mission Ve are dedicmcd to providing municipal services for our diverse community in an atmosphere ofcooperation courtesy and respect Yc do this by ensuring all who live work and play in the City of Hollywood enjoy a high quality of life
    • An Equa l Opportunity a nd Serv i ce Provide r Ag e nc y
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2
    • 1 Heightened Awareness Expectations and Standards of Performance
    • The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures
    • 2 Services of an External Consulting Professional (Attachment 1)
    • The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many
    • 3 Organizational Modifications and Reform (Attachment 2)
    • The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have be
    • 4 Human Resources Policy Review and Reform
    • Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced
    • 5 WorkflowBusiness Policies and Procedures Modifications
    • The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3
    • The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions
    • 10 Direct Payment Voucher Procedural Modifications (Attachment 6)
    • The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4
    • The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter
    • Attachments
    • c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors
    • ATTACHMENT 1
    • ATTACHMENT 1
    • PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737
    • Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045
    • March 3 2016
    • Dear Messrs Keller and Standley
    • The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one
    • The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues
    • The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not
    • Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement
    • Sincerely
    • Phil Rosenberg President The HR Doctorreg Inc 954 816-4 737
    • attachment
    • Phil Rosenberg President PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737 On
    • March 3 2016
    • IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES
    • BACKGROUND
    • The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in t
    • With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whet
    • City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in th
    • 1
    • The Inspector Generals report is being taken very seriously by the City It is a call to
    • action and catalyst to go beyond the limited and narrow scope of the report in the
    • interest of making broader administrative improvements
    • As part of the response to the report the City engaged the services of The HR Doctor
    • Inc on January 19 2016 to investigate the background of what occurred and offer
    • opinions and recommendations The deliverable in this situation is the presentation of
    • a written report to the City Manager within 30 calendar days of the date of the approval
    • of the engagement (ie January 19 2016) to address the following issues
    • The HR Doctor Inc was authorized and directed by the City Manager to also provide a
    • broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processe
    • METHODOLOGY
    • The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information
    • 2
    • The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employee
    • To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot
    • FINDINGS AND CONCLUSIONS
    • Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positio
    • r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work
    • 3
    • complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur
    • 4
    • service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement
    • 5
    • over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a n
    • 1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be org
    • 6
    • 7
    • managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to
    • ensure the most competent possible workforce If performance evaluations job
    • descriptions and personnel files generally do not reflect written and on-going
    • efforts to document performance excellence weakness and corrective action
    • even those top managers with property rights (ie those covered by Civil
    • Service) can become less willing to take the risks associated with innovation
    • Clients or customers become frustrated by what they regard as excessive
    • delays and lack of responsiveness
    • 8
    • All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance
    • It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The City
    • RECOMMENDATIONS
    • 9
    • Rescue and Public Utilities The Plan would assign specific staff
    • accountability for each project with completion dates and completion
    • milestones There would then be monthly or quarterly progress reviews
    • by the City Manager
    • 10
    • 11
    • 14The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candi
    • 12
    • day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assis
    • SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING
    • PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION
    • THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS
    • SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE
    • ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK
    • ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR
    • THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY
    • CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE
    • 13
    • pro quos such as additional benefits In the absence of such voluntary
    • exemption attrition should be used so that future incumbents in selected
    • positions would be hired as at will employees
    • 14
    • Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside
    • over a facilitated focus group of top users and current IT staffs to
    • prioritize projects identify needs and resources and prepare an IT
    • Business Plan for review by the City Manager Likewise in this reviewers
    • opinion being familiar with the installation of new large IT activities
    • overlaid on existing staff requirements adding a graduate intern as an at
    • will employee for one year would provide a new resource to the IT
    • Director to more rapidly implement the programs he will be asked to bring
    • to fruition This would be in addition to whatever staffing or consultant
    • resources are brought to bear for the Enterprise Resource System
    • 15
    • for another perhaps even more costly organizational problem in the
    • future
    • 25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential s
    • Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement pr
    • middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in
    • 26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots adm
    • 16
    • process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process
    • No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and mana
    • It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees -that they are the Citys
    • 17
    • vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances
    • The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading manager
    • 18
    • ATTACHMENT 2
    • ATTACHMENT 2
    • CITY of HOLLYWOOD FLORIDA
    • Office of the City Manager
    • 0
    • 2600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (95-1) 921-3314 deg
    • Wazir A Ishmael PhD City Manager
    • March 18 2016
    • The Honorable Mayor Vice Mayor
    • and Members of the City Commission City of Hollywood Hollywood FL 33020
    • Mayor Vice Mayor and City Commissioners
    • This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016
    • We thank him for his services and wish him well in his future endeavors
    • Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller
    • Should you have any questions I am available at your convenience
    • Sincere I
    • Dt~tr A Ishmael Ciey(Janager
    • c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director
    • Our Mission Yl arc dcdic 11td lO proiding municip1l scrvictS for our diverse co mrnuniry in an atn1osphLrl of tOOperalion courtesy and respect
    • Xie do 1his hy ensu ring gtII who live work and pby in die Cit) of loll)~VOoJ enjoy a high qnlil oflifo
    • hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y
    • Dr Wazir Ishmael
    • City Manager City of Hollywood
    • 2600 Hollywood Blvd
    • Hollywood Florida 33020
    • Dr Ishmael
    • As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities
    • In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life
    • Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and cap
    • Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices
    • I wish the City of Hollywood and the dedicated employees much luck with their future endeavors
    • Sincerely
    • Jocent Wasserman Director Procurement Services
    • ATTACHMENT 3
    • City of Hollywood Florida -Class Specification Bulletin Page 1of3 ATTACHMENT 3
    • https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016
    • performance
    • May represent the Director at various meetings within the city and the business community
    • Performs other job duties as assigned
    • Required Possession of a Bachelors degree with major coursework in business or public
    • administration or a related field
    • Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration
    • Be a Certified Professional Contracts Manager (CPCM )
    • Preferred Masters degree with major coursework in business or public administration or a related field
    • Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements
    • Extensive knowledge of principles practices and techniques of large scale government purchasing
    • Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing
    • Extensive knowledge of approved purchasing methods including
    • recording buying inspection and shipping methods
    • Extensive knowledge of the techniques and requirements of specifications preparation
    • Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased
    • Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served
    • Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing
    • Some knowledge of insurance as it pertains to property liability and surety bonds
    • Considerable knowledge of Microsoft Word and Excel and the use of office equipment
    • Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to
    • 5252016
    • City of Hollywood Florida -Class Specification Bulletin Page 3of3
    • other workers accurately and concisely Skills in application of systems analysis techniques and
    • procedures including consulting with users to determine hardware so~ware or system functional specifications
    • Ability to communicate effectively both orally and in writing
    • Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices
    • Ability to deal effectively with administrative officials and vendors
    • Ability to obtain and interpret market prices and trends and apply these to procurement problems
    • https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016
    • ATTACHMENT 4
    • ATTACHMENT 4
    • Jeane Carver-St Luce
    • At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations fun
    • Two important take-away from this email
    • middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed
    • middotmiddot Identify and maintain copies of all your award documents and invoices
    • bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files
    • The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines
    • After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support
    • George
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    • FLORIDA
    • Master Contract List (MCL)
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    • ATTACHMENT 5
    • ATTACHMENT 5
    • George Keller
    • From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde
    • Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice
    • Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris
    • Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick
    • Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz
    • Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel
    • Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie
    • Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran
    • Holycross
    • Cc Paul Bassar Directors Subject Master Contract List Training
    • Good Afternoon
    • The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times
    • Please let me know what suits you best also the training will be held at room 303
    • Thank you
    • Maryury Collier
    • Administrative Specialist II
    • City of Hollywood
    • Financial Services
    • 2600 Hollywood Blvd Suite 303
    • PO Box 229045 Hollywood FL 33020 Office 954-921-3221
    • C 11 middot of ~
    • H~QQQ
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Jeane Carver-St Luce
    • Good Day
    • As some ofyou may be aware the City will be implementing an Electronic Contract File-AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed
    • For your convenience we will be having one hour training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule-Not later than Thursday (552016)
    • Friday May 6 from 330pm to 430pm Monday May 9 at 900am to lOOOam
    • bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam
    • Thank you
    • Maryury Collier
    • Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303
    • P 0 Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MCollierhollywoodflorq
    • Cbullty of ~
    • H L WOOD
    • t i O~IOA
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • ATTACHMENT 6
    • ATTACHMENT 6
    • City ojJfoywootf PCoritfa
    • DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT
    • Date Date Date Date Contract InfoNumber Contract Expiration Date
    • Original Contract Amount Total This Invoice
    • Amendments Adjustment Total Previous Invoices
    • APPENDIXB
    • Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073
    • (954) 895-2949 matthewlalla3
    • March 11 2016
    • Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022
    • Dear Wazir
    • Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016
    • I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors
    • ~~
    • Matthew Lalla
    • cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources
Page 45: BROWARD OFFICE OF THE INSPECTOR GENERAL€¦ · Broward Office of the Inspector General Page 2 . 1. Heightened Awareness, Expectations and Standards of Performance . The senior management

c i t y 0 f

H FLORIDA

MCL-Next Steps

bull Implementation o The MCL is a priority initiative

bull Continue gatheringupdating all contractual information bull Establishing POCs permission rights

o Coordinating with Financial Services Department in obtaining all invoices

o Working with the Procurement Division with keeping contractual documents updated

o Training Administrative Personnel who will have a procurement role

bull Execution After the City Commission presentation and feedback final developmenttraining sessions-anticipating a go live date April 2016

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ATTACHMENT 5

ATTACHMENT 5

George Keller

From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde

Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney

Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra

Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris

Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz

Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel

Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie

Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran Holycross

Cc Paul Bassar Directors Subject Master Contract List Training

Good Afternoon

The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times

bull Thursday May 26 at lOOpm 200pm 300pm bull Tuesday May 31 at 900am lOOOam l lOOam lOOpm 200pm 300pm bull Wednesday June 1 at 900am lOOOam 11 OOam bull Thursday June 2 at 900am lOOOam l lOOam lOOpm 200pm 300pm

Please let me know what suits you best also the training will be held at room 303

Thank you

Maryury Collier Administrative Specialist II City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 PO Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MColl ierholl ywoodflorg C 11 middot o f ~

H~QQQ Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record

Jeane Carver-St Luce

From Maryury Collier Sent Monday May 02 2016 1024 AM To Administrative Assistant II Cc Directors Paul Bassar Subject Training for the Master Contract List

Good Day

As some ofyou may be aware the City will be implementing an Electronic Contract File- AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed

For your convenience we will be having one h our training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule- Not later than Thursday (552016)

Friday May 6 from 330pm to 430pm

Monday May 9 at 900am to lOOOam bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam

Thank you

Maryury Collier Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 P 0 Box 229045 Hollywood FL 33020 Offi ce 954-921-3221 E-mail MCollierhollywoodflorq Cbullty of ~

H L WOOD t i O~IOA

Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mai l may be subject to disclosure as a matter of public record

ATTACHMENT 6

ATTACHMENT 6City ojJfoywootf PCoritfa DPV

DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT

Date 5252016 Pay to Vendor No Amount of Payment

Name Account No Address Separate Check Requested D City Invoice Number StateZip

Explanation of Payment

Date

Date

Date

Date

Contract InfoNumber Contract Expiration Date

Item Budget Item Description Line Item

l SubscriotionDuesMemberships Fees 2 Postage MeterStamps 3 Host Account Reimbursements 4 LicensesPermitsCertificates 5 Court CostOther Govt AgencvTaxes 6 Real Estate Closing - Attach Stmt 7 Advertising - attach tearsheet 8 Education CoursesSeminars 9 EducationReimbursementsBooks 10 RecordsSlidesFilmsGov Publication 11 Deferred ComoBank Pavments 12 MedicalVeterinarv Pavments 13 Insurance Premiums 14 Grant Disbursements 15 UtilitiesDump Fees 16 Refunds 17 CourierFreight 18 Pettv Cash Reimbursement 19 Other Professional Services 20 Soecial EventsRecr Performances 21 Temoorarv Emolovment Services 22 MealParkinQNiileaQe (1 dav tri-countv)

Unit Quantity

Originated by Dept Head Printed Name

DeptDiv Dept Head Signature

Procurement TypeDoc ---------------- Procurement Appr _

Finance Approval __________ Date Budget Approval

City Commission or City Manager Action Resolution

Unit Price

Total

ExtensionTotal

$000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000

Original Contract Amount Total This Invoice

Amendments Adjustment Total Previous Invoices

Total Contract Amount Total to Date --------------shy

City Manager Signature (if required)

Distribution List Finance Procurement Services Depmtment Copy dpv (rev3l02015)

APPENDIXB

Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073 (954) 895-2949 matthewlal la32 7 5comcastnet

March 11 2016

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022

Dear Wazir

Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016

I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors

~~ Matthew Lalla

cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources

  • Structure Bookmarks
    • BROWARD OFFICE OF THE INSPECTOR GENERAL
    • To and Members City of Hollywood C
    • From John W Scott Inspector General
    • Date June 6 2016
    • Subject Status Report-OIG Final Report Re Misconduct and Gross Mismanagement by the City ofHollywood in the Procurement of Temporary Employment Services Ref OIG 14-027
    • On March 2 2014 the Broward Office of the Inspector General (OIG) issued a final report finding that City of Hollywood officials violated numerous city ordinances policies and procedures to pay approximately $1 million for the services of temporary employees (temps) Specifically we found that the officials
    • At the conclusion of the report the OIG acknowledged the initial remedial steps taken by the city but recommended additional action including-given the potential for further abuse of the DPV payment method-a full audit of DPV payments
    • John W Scol1 Inspector General One North University Drive Suite 11 1 bull Planlalion Florida 33324 bull (954) 357-7873 bull Fax (954) 357-7857 4) 357-TIPS
    • As requested City Administrator Wazir Ishmael has now provided the OIG a status report with attachments which is attached as Appendix A The city states that it s senior management team has communicated publicly and individually that the inappropriate actions that occurred in the past were clearly wrong and unacceptable The city has now implemented numerous protocols and procedures in response to the OIGs investigation Of particular significance the city has created and implemented a contract com
    • The city has also restructured the Procurement Division and reformed oversight of the procurement process The finance director and procurement director overseeing the activities discussed in the final report have since resigned from the city Former Procurement Director Joel Wasserman s resignation is attached at Appendix A and former Finance Director Matthew Lallas resignation is attached as Appendix B The city also provided a repo1i it commissioned from a human resources specialist in response to the
    • However the city failed to address our recommendation that the DPV payments be audited in light of the significant misuse of the mechanism and the corresponding vulnerability to fraud waste and abuse Accordingly the OIG requests that we be provided a supplemental status report within 90 days or by September 5 2016 regarding a DPV audit
    • Attachment
    • cc Wazir Ishmael City Administrator
    • From To Cc
    • Subject Date Attachments
    • MaY Johns InsoectorGeneral Wazir Ishmael City of Hollywoods 90 Day Progress Report Regarding TransHire Tuesday May 31 2016 42804 PM 05 31 16 Letter to Inspector Scott re TransHire 90 Day Progress Reportpdf
    • 05 31 16 Letter to Inspector Scott Attachment lpdf 05 31 16 Letter to Inspector Scott Attachment 2pdf 05 31 16 Letter to Inspector Scott Attachment 3pdf 05 31 16 Letter to Inspector Scott Attachment 4pdf 05 31 16 Letter to Inspector Scott Attachment 5pdf 05 31 16 Letter to Inspector Scott Attachment 6pdf
    • Good afternoon Inspector General shy
    • The City Manager asked that I forward you the City of Hollywoods 90 day progress report that you requested in your final report regarding TransHire
    • Thank you Dr Wazir Ishmael City Manager
    • Executive Assistant City of Hollywood Office of the City Manager 2600 Hollywood Blvd Suite 419
    • PO Box 229045 Hollywood FL 33022-9045 Office 954-921-3201 E-mail
    • fjj
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Office of the City Manager
    • 2600 Hollywood Blvd bull PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (954) 92 1-33 14 bull rg
    • Wazir A Ishmael PhD City Manager
    • SENT VIA EMAIL amp US MAIL
    • May 31 2016
    • Mr John W Scott Inspector General Broward Office of the Inspector General
    • One North University Drive Suite 111 Plantation FL 3324
    • Re Broward Office of the Inspector General Report on Transhire 90 Day Progress Report
    • Dear Mr Scott
    • Please accept this response from the City of Hollywood as the 90 Day Progress Report that you requested in your final report on the above matter First let me assure you that your information findings and recommendations have been fully received acknowledged and communicated widely throughout the City staff Secondly I have discussed the serious nature of the issues identified directly with the Mayor City Commission senior management team staff and members of the public reinforcing that those inap
    • Finally we have collectively implemented and followed a broad spectrum of improvements actions resources training and policies to continue forward the lessons learned in progress of the organization The initiatives we have undertaken exist at the policy level and administrative oversight as well as day to day operations The below information describes those steps in more detail along with the attached documentation and the derived benefit for each Your contribution to stimulating these improveme
    • Our Mission Ve are dedicmcd to providing municipal services for our diverse community in an atmosphere ofcooperation courtesy and respect Yc do this by ensuring all who live work and play in the City of Hollywood enjoy a high quality of life
    • An Equa l Opportunity a nd Serv i ce Provide r Ag e nc y
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2
    • 1 Heightened Awareness Expectations and Standards of Performance
    • The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures
    • 2 Services of an External Consulting Professional (Attachment 1)
    • The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many
    • 3 Organizational Modifications and Reform (Attachment 2)
    • The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have be
    • 4 Human Resources Policy Review and Reform
    • Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced
    • 5 WorkflowBusiness Policies and Procedures Modifications
    • The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3
    • The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions
    • 10 Direct Payment Voucher Procedural Modifications (Attachment 6)
    • The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4
    • The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter
    • Attachments
    • c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors
    • ATTACHMENT 1
    • ATTACHMENT 1
    • PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737
    • Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045
    • March 3 2016
    • Dear Messrs Keller and Standley
    • The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one
    • The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues
    • The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not
    • Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement
    • Sincerely
    • Phil Rosenberg President The HR Doctorreg Inc 954 816-4 737
    • attachment
    • Phil Rosenberg President PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737 On
    • March 3 2016
    • IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES
    • BACKGROUND
    • The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in t
    • With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whet
    • City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in th
    • 1
    • The Inspector Generals report is being taken very seriously by the City It is a call to
    • action and catalyst to go beyond the limited and narrow scope of the report in the
    • interest of making broader administrative improvements
    • As part of the response to the report the City engaged the services of The HR Doctor
    • Inc on January 19 2016 to investigate the background of what occurred and offer
    • opinions and recommendations The deliverable in this situation is the presentation of
    • a written report to the City Manager within 30 calendar days of the date of the approval
    • of the engagement (ie January 19 2016) to address the following issues
    • The HR Doctor Inc was authorized and directed by the City Manager to also provide a
    • broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processe
    • METHODOLOGY
    • The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information
    • 2
    • The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employee
    • To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot
    • FINDINGS AND CONCLUSIONS
    • Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positio
    • r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work
    • 3
    • complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur
    • 4
    • service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement
    • 5
    • over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a n
    • 1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be org
    • 6
    • 7
    • managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to
    • ensure the most competent possible workforce If performance evaluations job
    • descriptions and personnel files generally do not reflect written and on-going
    • efforts to document performance excellence weakness and corrective action
    • even those top managers with property rights (ie those covered by Civil
    • Service) can become less willing to take the risks associated with innovation
    • Clients or customers become frustrated by what they regard as excessive
    • delays and lack of responsiveness
    • 8
    • All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance
    • It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The City
    • RECOMMENDATIONS
    • 9
    • Rescue and Public Utilities The Plan would assign specific staff
    • accountability for each project with completion dates and completion
    • milestones There would then be monthly or quarterly progress reviews
    • by the City Manager
    • 10
    • 11
    • 14The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candi
    • 12
    • day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assis
    • SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING
    • PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION
    • THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS
    • SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE
    • ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK
    • ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR
    • THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY
    • CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE
    • 13
    • pro quos such as additional benefits In the absence of such voluntary
    • exemption attrition should be used so that future incumbents in selected
    • positions would be hired as at will employees
    • 14
    • Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside
    • over a facilitated focus group of top users and current IT staffs to
    • prioritize projects identify needs and resources and prepare an IT
    • Business Plan for review by the City Manager Likewise in this reviewers
    • opinion being familiar with the installation of new large IT activities
    • overlaid on existing staff requirements adding a graduate intern as an at
    • will employee for one year would provide a new resource to the IT
    • Director to more rapidly implement the programs he will be asked to bring
    • to fruition This would be in addition to whatever staffing or consultant
    • resources are brought to bear for the Enterprise Resource System
    • 15
    • for another perhaps even more costly organizational problem in the
    • future
    • 25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential s
    • Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement pr
    • middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in
    • 26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots adm
    • 16
    • process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process
    • No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and mana
    • It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees -that they are the Citys
    • 17
    • vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances
    • The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading manager
    • 18
    • ATTACHMENT 2
    • ATTACHMENT 2
    • CITY of HOLLYWOOD FLORIDA
    • Office of the City Manager
    • 0
    • 2600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (95-1) 921-3314 deg
    • Wazir A Ishmael PhD City Manager
    • March 18 2016
    • The Honorable Mayor Vice Mayor
    • and Members of the City Commission City of Hollywood Hollywood FL 33020
    • Mayor Vice Mayor and City Commissioners
    • This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016
    • We thank him for his services and wish him well in his future endeavors
    • Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller
    • Should you have any questions I am available at your convenience
    • Sincere I
    • Dt~tr A Ishmael Ciey(Janager
    • c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director
    • Our Mission Yl arc dcdic 11td lO proiding municip1l scrvictS for our diverse co mrnuniry in an atn1osphLrl of tOOperalion courtesy and respect
    • Xie do 1his hy ensu ring gtII who live work and pby in die Cit) of loll)~VOoJ enjoy a high qnlil oflifo
    • hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y
    • Dr Wazir Ishmael
    • City Manager City of Hollywood
    • 2600 Hollywood Blvd
    • Hollywood Florida 33020
    • Dr Ishmael
    • As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities
    • In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life
    • Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and cap
    • Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices
    • I wish the City of Hollywood and the dedicated employees much luck with their future endeavors
    • Sincerely
    • Jocent Wasserman Director Procurement Services
    • ATTACHMENT 3
    • City of Hollywood Florida -Class Specification Bulletin Page 1of3 ATTACHMENT 3
    • https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016
    • performance
    • May represent the Director at various meetings within the city and the business community
    • Performs other job duties as assigned
    • Required Possession of a Bachelors degree with major coursework in business or public
    • administration or a related field
    • Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration
    • Be a Certified Professional Contracts Manager (CPCM )
    • Preferred Masters degree with major coursework in business or public administration or a related field
    • Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements
    • Extensive knowledge of principles practices and techniques of large scale government purchasing
    • Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing
    • Extensive knowledge of approved purchasing methods including
    • recording buying inspection and shipping methods
    • Extensive knowledge of the techniques and requirements of specifications preparation
    • Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased
    • Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served
    • Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing
    • Some knowledge of insurance as it pertains to property liability and surety bonds
    • Considerable knowledge of Microsoft Word and Excel and the use of office equipment
    • Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to
    • 5252016
    • City of Hollywood Florida -Class Specification Bulletin Page 3of3
    • other workers accurately and concisely Skills in application of systems analysis techniques and
    • procedures including consulting with users to determine hardware so~ware or system functional specifications
    • Ability to communicate effectively both orally and in writing
    • Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices
    • Ability to deal effectively with administrative officials and vendors
    • Ability to obtain and interpret market prices and trends and apply these to procurement problems
    • https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016
    • ATTACHMENT 4
    • ATTACHMENT 4
    • Jeane Carver-St Luce
    • At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations fun
    • Two important take-away from this email
    • middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed
    • middotmiddot Identify and maintain copies of all your award documents and invoices
    • bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files
    • The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines
    • After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support
    • George
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    • bull Summary
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    • ATTACHMENT 5
    • ATTACHMENT 5
    • George Keller
    • From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde
    • Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice
    • Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris
    • Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick
    • Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz
    • Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel
    • Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie
    • Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran
    • Holycross
    • Cc Paul Bassar Directors Subject Master Contract List Training
    • Good Afternoon
    • The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times
    • Please let me know what suits you best also the training will be held at room 303
    • Thank you
    • Maryury Collier
    • Administrative Specialist II
    • City of Hollywood
    • Financial Services
    • 2600 Hollywood Blvd Suite 303
    • PO Box 229045 Hollywood FL 33020 Office 954-921-3221
    • C 11 middot of ~
    • H~QQQ
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Jeane Carver-St Luce
    • Good Day
    • As some ofyou may be aware the City will be implementing an Electronic Contract File-AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed
    • For your convenience we will be having one hour training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule-Not later than Thursday (552016)
    • Friday May 6 from 330pm to 430pm Monday May 9 at 900am to lOOOam
    • bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam
    • Thank you
    • Maryury Collier
    • Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303
    • P 0 Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MCollierhollywoodflorq
    • Cbullty of ~
    • H L WOOD
    • t i O~IOA
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • ATTACHMENT 6
    • ATTACHMENT 6
    • City ojJfoywootf PCoritfa
    • DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT
    • Date Date Date Date Contract InfoNumber Contract Expiration Date
    • Original Contract Amount Total This Invoice
    • Amendments Adjustment Total Previous Invoices
    • APPENDIXB
    • Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073
    • (954) 895-2949 matthewlalla3
    • March 11 2016
    • Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022
    • Dear Wazir
    • Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016
    • I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors
    • ~~
    • Matthew Lalla
    • cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources
Page 46: BROWARD OFFICE OF THE INSPECTOR GENERAL€¦ · Broward Office of the Inspector General Page 2 . 1. Heightened Awareness, Expectations and Standards of Performance . The senior management

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ATTACHMENT 5

ATTACHMENT 5

George Keller

From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde

Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney

Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra

Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris

Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz

Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel

Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie

Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran Holycross

Cc Paul Bassar Directors Subject Master Contract List Training

Good Afternoon

The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times

bull Thursday May 26 at lOOpm 200pm 300pm bull Tuesday May 31 at 900am lOOOam l lOOam lOOpm 200pm 300pm bull Wednesday June 1 at 900am lOOOam 11 OOam bull Thursday June 2 at 900am lOOOam l lOOam lOOpm 200pm 300pm

Please let me know what suits you best also the training will be held at room 303

Thank you

Maryury Collier Administrative Specialist II City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 PO Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MColl ierholl ywoodflorg C 11 middot o f ~

H~QQQ Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record

Jeane Carver-St Luce

From Maryury Collier Sent Monday May 02 2016 1024 AM To Administrative Assistant II Cc Directors Paul Bassar Subject Training for the Master Contract List

Good Day

As some ofyou may be aware the City will be implementing an Electronic Contract File- AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed

For your convenience we will be having one h our training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule- Not later than Thursday (552016)

Friday May 6 from 330pm to 430pm

Monday May 9 at 900am to lOOOam bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam

Thank you

Maryury Collier Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 P 0 Box 229045 Hollywood FL 33020 Offi ce 954-921-3221 E-mail MCollierhollywoodflorq Cbullty of ~

H L WOOD t i O~IOA

Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mai l may be subject to disclosure as a matter of public record

ATTACHMENT 6

ATTACHMENT 6City ojJfoywootf PCoritfa DPV

DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT

Date 5252016 Pay to Vendor No Amount of Payment

Name Account No Address Separate Check Requested D City Invoice Number StateZip

Explanation of Payment

Date

Date

Date

Date

Contract InfoNumber Contract Expiration Date

Item Budget Item Description Line Item

l SubscriotionDuesMemberships Fees 2 Postage MeterStamps 3 Host Account Reimbursements 4 LicensesPermitsCertificates 5 Court CostOther Govt AgencvTaxes 6 Real Estate Closing - Attach Stmt 7 Advertising - attach tearsheet 8 Education CoursesSeminars 9 EducationReimbursementsBooks 10 RecordsSlidesFilmsGov Publication 11 Deferred ComoBank Pavments 12 MedicalVeterinarv Pavments 13 Insurance Premiums 14 Grant Disbursements 15 UtilitiesDump Fees 16 Refunds 17 CourierFreight 18 Pettv Cash Reimbursement 19 Other Professional Services 20 Soecial EventsRecr Performances 21 Temoorarv Emolovment Services 22 MealParkinQNiileaQe (1 dav tri-countv)

Unit Quantity

Originated by Dept Head Printed Name

DeptDiv Dept Head Signature

Procurement TypeDoc ---------------- Procurement Appr _

Finance Approval __________ Date Budget Approval

City Commission or City Manager Action Resolution

Unit Price

Total

ExtensionTotal

$000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000

Original Contract Amount Total This Invoice

Amendments Adjustment Total Previous Invoices

Total Contract Amount Total to Date --------------shy

City Manager Signature (if required)

Distribution List Finance Procurement Services Depmtment Copy dpv (rev3l02015)

APPENDIXB

Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073 (954) 895-2949 matthewlal la32 7 5comcastnet

March 11 2016

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022

Dear Wazir

Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016

I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors

~~ Matthew Lalla

cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources

  • Structure Bookmarks
    • BROWARD OFFICE OF THE INSPECTOR GENERAL
    • To and Members City of Hollywood C
    • From John W Scott Inspector General
    • Date June 6 2016
    • Subject Status Report-OIG Final Report Re Misconduct and Gross Mismanagement by the City ofHollywood in the Procurement of Temporary Employment Services Ref OIG 14-027
    • On March 2 2014 the Broward Office of the Inspector General (OIG) issued a final report finding that City of Hollywood officials violated numerous city ordinances policies and procedures to pay approximately $1 million for the services of temporary employees (temps) Specifically we found that the officials
    • At the conclusion of the report the OIG acknowledged the initial remedial steps taken by the city but recommended additional action including-given the potential for further abuse of the DPV payment method-a full audit of DPV payments
    • John W Scol1 Inspector General One North University Drive Suite 11 1 bull Planlalion Florida 33324 bull (954) 357-7873 bull Fax (954) 357-7857 4) 357-TIPS
    • As requested City Administrator Wazir Ishmael has now provided the OIG a status report with attachments which is attached as Appendix A The city states that it s senior management team has communicated publicly and individually that the inappropriate actions that occurred in the past were clearly wrong and unacceptable The city has now implemented numerous protocols and procedures in response to the OIGs investigation Of particular significance the city has created and implemented a contract com
    • The city has also restructured the Procurement Division and reformed oversight of the procurement process The finance director and procurement director overseeing the activities discussed in the final report have since resigned from the city Former Procurement Director Joel Wasserman s resignation is attached at Appendix A and former Finance Director Matthew Lallas resignation is attached as Appendix B The city also provided a repo1i it commissioned from a human resources specialist in response to the
    • However the city failed to address our recommendation that the DPV payments be audited in light of the significant misuse of the mechanism and the corresponding vulnerability to fraud waste and abuse Accordingly the OIG requests that we be provided a supplemental status report within 90 days or by September 5 2016 regarding a DPV audit
    • Attachment
    • cc Wazir Ishmael City Administrator
    • From To Cc
    • Subject Date Attachments
    • MaY Johns InsoectorGeneral Wazir Ishmael City of Hollywoods 90 Day Progress Report Regarding TransHire Tuesday May 31 2016 42804 PM 05 31 16 Letter to Inspector Scott re TransHire 90 Day Progress Reportpdf
    • 05 31 16 Letter to Inspector Scott Attachment lpdf 05 31 16 Letter to Inspector Scott Attachment 2pdf 05 31 16 Letter to Inspector Scott Attachment 3pdf 05 31 16 Letter to Inspector Scott Attachment 4pdf 05 31 16 Letter to Inspector Scott Attachment 5pdf 05 31 16 Letter to Inspector Scott Attachment 6pdf
    • Good afternoon Inspector General shy
    • The City Manager asked that I forward you the City of Hollywoods 90 day progress report that you requested in your final report regarding TransHire
    • Thank you Dr Wazir Ishmael City Manager
    • Executive Assistant City of Hollywood Office of the City Manager 2600 Hollywood Blvd Suite 419
    • PO Box 229045 Hollywood FL 33022-9045 Office 954-921-3201 E-mail
    • fjj
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Office of the City Manager
    • 2600 Hollywood Blvd bull PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (954) 92 1-33 14 bull rg
    • Wazir A Ishmael PhD City Manager
    • SENT VIA EMAIL amp US MAIL
    • May 31 2016
    • Mr John W Scott Inspector General Broward Office of the Inspector General
    • One North University Drive Suite 111 Plantation FL 3324
    • Re Broward Office of the Inspector General Report on Transhire 90 Day Progress Report
    • Dear Mr Scott
    • Please accept this response from the City of Hollywood as the 90 Day Progress Report that you requested in your final report on the above matter First let me assure you that your information findings and recommendations have been fully received acknowledged and communicated widely throughout the City staff Secondly I have discussed the serious nature of the issues identified directly with the Mayor City Commission senior management team staff and members of the public reinforcing that those inap
    • Finally we have collectively implemented and followed a broad spectrum of improvements actions resources training and policies to continue forward the lessons learned in progress of the organization The initiatives we have undertaken exist at the policy level and administrative oversight as well as day to day operations The below information describes those steps in more detail along with the attached documentation and the derived benefit for each Your contribution to stimulating these improveme
    • Our Mission Ve are dedicmcd to providing municipal services for our diverse community in an atmosphere ofcooperation courtesy and respect Yc do this by ensuring all who live work and play in the City of Hollywood enjoy a high quality of life
    • An Equa l Opportunity a nd Serv i ce Provide r Ag e nc y
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2
    • 1 Heightened Awareness Expectations and Standards of Performance
    • The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures
    • 2 Services of an External Consulting Professional (Attachment 1)
    • The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many
    • 3 Organizational Modifications and Reform (Attachment 2)
    • The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have be
    • 4 Human Resources Policy Review and Reform
    • Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced
    • 5 WorkflowBusiness Policies and Procedures Modifications
    • The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3
    • The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions
    • 10 Direct Payment Voucher Procedural Modifications (Attachment 6)
    • The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4
    • The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter
    • Attachments
    • c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors
    • ATTACHMENT 1
    • ATTACHMENT 1
    • PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737
    • Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045
    • March 3 2016
    • Dear Messrs Keller and Standley
    • The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one
    • The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues
    • The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not
    • Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement
    • Sincerely
    • Phil Rosenberg President The HR Doctorreg Inc 954 816-4 737
    • attachment
    • Phil Rosenberg President PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737 On
    • March 3 2016
    • IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES
    • BACKGROUND
    • The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in t
    • With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whet
    • City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in th
    • 1
    • The Inspector Generals report is being taken very seriously by the City It is a call to
    • action and catalyst to go beyond the limited and narrow scope of the report in the
    • interest of making broader administrative improvements
    • As part of the response to the report the City engaged the services of The HR Doctor
    • Inc on January 19 2016 to investigate the background of what occurred and offer
    • opinions and recommendations The deliverable in this situation is the presentation of
    • a written report to the City Manager within 30 calendar days of the date of the approval
    • of the engagement (ie January 19 2016) to address the following issues
    • The HR Doctor Inc was authorized and directed by the City Manager to also provide a
    • broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processe
    • METHODOLOGY
    • The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information
    • 2
    • The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employee
    • To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot
    • FINDINGS AND CONCLUSIONS
    • Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positio
    • r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work
    • 3
    • complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur
    • 4
    • service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement
    • 5
    • over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a n
    • 1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be org
    • 6
    • 7
    • managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to
    • ensure the most competent possible workforce If performance evaluations job
    • descriptions and personnel files generally do not reflect written and on-going
    • efforts to document performance excellence weakness and corrective action
    • even those top managers with property rights (ie those covered by Civil
    • Service) can become less willing to take the risks associated with innovation
    • Clients or customers become frustrated by what they regard as excessive
    • delays and lack of responsiveness
    • 8
    • All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance
    • It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The City
    • RECOMMENDATIONS
    • 9
    • Rescue and Public Utilities The Plan would assign specific staff
    • accountability for each project with completion dates and completion
    • milestones There would then be monthly or quarterly progress reviews
    • by the City Manager
    • 10
    • 11
    • 14The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candi
    • 12
    • day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assis
    • SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING
    • PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION
    • THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS
    • SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE
    • ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK
    • ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR
    • THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY
    • CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE
    • 13
    • pro quos such as additional benefits In the absence of such voluntary
    • exemption attrition should be used so that future incumbents in selected
    • positions would be hired as at will employees
    • 14
    • Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside
    • over a facilitated focus group of top users and current IT staffs to
    • prioritize projects identify needs and resources and prepare an IT
    • Business Plan for review by the City Manager Likewise in this reviewers
    • opinion being familiar with the installation of new large IT activities
    • overlaid on existing staff requirements adding a graduate intern as an at
    • will employee for one year would provide a new resource to the IT
    • Director to more rapidly implement the programs he will be asked to bring
    • to fruition This would be in addition to whatever staffing or consultant
    • resources are brought to bear for the Enterprise Resource System
    • 15
    • for another perhaps even more costly organizational problem in the
    • future
    • 25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential s
    • Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement pr
    • middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in
    • 26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots adm
    • 16
    • process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process
    • No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and mana
    • It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees -that they are the Citys
    • 17
    • vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances
    • The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading manager
    • 18
    • ATTACHMENT 2
    • ATTACHMENT 2
    • CITY of HOLLYWOOD FLORIDA
    • Office of the City Manager
    • 0
    • 2600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (95-1) 921-3314 deg
    • Wazir A Ishmael PhD City Manager
    • March 18 2016
    • The Honorable Mayor Vice Mayor
    • and Members of the City Commission City of Hollywood Hollywood FL 33020
    • Mayor Vice Mayor and City Commissioners
    • This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016
    • We thank him for his services and wish him well in his future endeavors
    • Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller
    • Should you have any questions I am available at your convenience
    • Sincere I
    • Dt~tr A Ishmael Ciey(Janager
    • c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director
    • Our Mission Yl arc dcdic 11td lO proiding municip1l scrvictS for our diverse co mrnuniry in an atn1osphLrl of tOOperalion courtesy and respect
    • Xie do 1his hy ensu ring gtII who live work and pby in die Cit) of loll)~VOoJ enjoy a high qnlil oflifo
    • hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y
    • Dr Wazir Ishmael
    • City Manager City of Hollywood
    • 2600 Hollywood Blvd
    • Hollywood Florida 33020
    • Dr Ishmael
    • As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities
    • In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life
    • Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and cap
    • Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices
    • I wish the City of Hollywood and the dedicated employees much luck with their future endeavors
    • Sincerely
    • Jocent Wasserman Director Procurement Services
    • ATTACHMENT 3
    • City of Hollywood Florida -Class Specification Bulletin Page 1of3 ATTACHMENT 3
    • https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016
    • performance
    • May represent the Director at various meetings within the city and the business community
    • Performs other job duties as assigned
    • Required Possession of a Bachelors degree with major coursework in business or public
    • administration or a related field
    • Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration
    • Be a Certified Professional Contracts Manager (CPCM )
    • Preferred Masters degree with major coursework in business or public administration or a related field
    • Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements
    • Extensive knowledge of principles practices and techniques of large scale government purchasing
    • Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing
    • Extensive knowledge of approved purchasing methods including
    • recording buying inspection and shipping methods
    • Extensive knowledge of the techniques and requirements of specifications preparation
    • Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased
    • Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served
    • Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing
    • Some knowledge of insurance as it pertains to property liability and surety bonds
    • Considerable knowledge of Microsoft Word and Excel and the use of office equipment
    • Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to
    • 5252016
    • City of Hollywood Florida -Class Specification Bulletin Page 3of3
    • other workers accurately and concisely Skills in application of systems analysis techniques and
    • procedures including consulting with users to determine hardware so~ware or system functional specifications
    • Ability to communicate effectively both orally and in writing
    • Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices
    • Ability to deal effectively with administrative officials and vendors
    • Ability to obtain and interpret market prices and trends and apply these to procurement problems
    • https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016
    • ATTACHMENT 4
    • ATTACHMENT 4
    • Jeane Carver-St Luce
    • At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations fun
    • Two important take-away from this email
    • middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed
    • middotmiddot Identify and maintain copies of all your award documents and invoices
    • bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files
    • The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines
    • After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support
    • George
    • George R Jr middotLsisrunt Cinmiddot funllltJcI
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    • FLORIDA
    • Master Contract List (MCL)
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    • bull Summary
    • bull
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    • ATTACHMENT 5
    • ATTACHMENT 5
    • George Keller
    • From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde
    • Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice
    • Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris
    • Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick
    • Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz
    • Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel
    • Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie
    • Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran
    • Holycross
    • Cc Paul Bassar Directors Subject Master Contract List Training
    • Good Afternoon
    • The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times
    • Please let me know what suits you best also the training will be held at room 303
    • Thank you
    • Maryury Collier
    • Administrative Specialist II
    • City of Hollywood
    • Financial Services
    • 2600 Hollywood Blvd Suite 303
    • PO Box 229045 Hollywood FL 33020 Office 954-921-3221
    • C 11 middot of ~
    • H~QQQ
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Jeane Carver-St Luce
    • Good Day
    • As some ofyou may be aware the City will be implementing an Electronic Contract File-AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed
    • For your convenience we will be having one hour training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule-Not later than Thursday (552016)
    • Friday May 6 from 330pm to 430pm Monday May 9 at 900am to lOOOam
    • bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam
    • Thank you
    • Maryury Collier
    • Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303
    • P 0 Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MCollierhollywoodflorq
    • Cbullty of ~
    • H L WOOD
    • t i O~IOA
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • ATTACHMENT 6
    • ATTACHMENT 6
    • City ojJfoywootf PCoritfa
    • DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT
    • Date Date Date Date Contract InfoNumber Contract Expiration Date
    • Original Contract Amount Total This Invoice
    • Amendments Adjustment Total Previous Invoices
    • APPENDIXB
    • Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073
    • (954) 895-2949 matthewlalla3
    • March 11 2016
    • Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022
    • Dear Wazir
    • Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016
    • I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors
    • ~~
    • Matthew Lalla
    • cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources
Page 47: BROWARD OFFICE OF THE INSPECTOR GENERAL€¦ · Broward Office of the Inspector General Page 2 . 1. Heightened Awareness, Expectations and Standards of Performance . The senior management

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ATTACHMENT 5

ATTACHMENT 5

George Keller

From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde

Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney

Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra

Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris

Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz

Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel

Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie

Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran Holycross

Cc Paul Bassar Directors Subject Master Contract List Training

Good Afternoon

The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times

bull Thursday May 26 at lOOpm 200pm 300pm bull Tuesday May 31 at 900am lOOOam l lOOam lOOpm 200pm 300pm bull Wednesday June 1 at 900am lOOOam 11 OOam bull Thursday June 2 at 900am lOOOam l lOOam lOOpm 200pm 300pm

Please let me know what suits you best also the training will be held at room 303

Thank you

Maryury Collier Administrative Specialist II City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 PO Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MColl ierholl ywoodflorg C 11 middot o f ~

H~QQQ Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record

Jeane Carver-St Luce

From Maryury Collier Sent Monday May 02 2016 1024 AM To Administrative Assistant II Cc Directors Paul Bassar Subject Training for the Master Contract List

Good Day

As some ofyou may be aware the City will be implementing an Electronic Contract File- AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed

For your convenience we will be having one h our training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule- Not later than Thursday (552016)

Friday May 6 from 330pm to 430pm

Monday May 9 at 900am to lOOOam bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam

Thank you

Maryury Collier Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 P 0 Box 229045 Hollywood FL 33020 Offi ce 954-921-3221 E-mail MCollierhollywoodflorq Cbullty of ~

H L WOOD t i O~IOA

Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mai l may be subject to disclosure as a matter of public record

ATTACHMENT 6

ATTACHMENT 6City ojJfoywootf PCoritfa DPV

DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT

Date 5252016 Pay to Vendor No Amount of Payment

Name Account No Address Separate Check Requested D City Invoice Number StateZip

Explanation of Payment

Date

Date

Date

Date

Contract InfoNumber Contract Expiration Date

Item Budget Item Description Line Item

l SubscriotionDuesMemberships Fees 2 Postage MeterStamps 3 Host Account Reimbursements 4 LicensesPermitsCertificates 5 Court CostOther Govt AgencvTaxes 6 Real Estate Closing - Attach Stmt 7 Advertising - attach tearsheet 8 Education CoursesSeminars 9 EducationReimbursementsBooks 10 RecordsSlidesFilmsGov Publication 11 Deferred ComoBank Pavments 12 MedicalVeterinarv Pavments 13 Insurance Premiums 14 Grant Disbursements 15 UtilitiesDump Fees 16 Refunds 17 CourierFreight 18 Pettv Cash Reimbursement 19 Other Professional Services 20 Soecial EventsRecr Performances 21 Temoorarv Emolovment Services 22 MealParkinQNiileaQe (1 dav tri-countv)

Unit Quantity

Originated by Dept Head Printed Name

DeptDiv Dept Head Signature

Procurement TypeDoc ---------------- Procurement Appr _

Finance Approval __________ Date Budget Approval

City Commission or City Manager Action Resolution

Unit Price

Total

ExtensionTotal

$000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000

Original Contract Amount Total This Invoice

Amendments Adjustment Total Previous Invoices

Total Contract Amount Total to Date --------------shy

City Manager Signature (if required)

Distribution List Finance Procurement Services Depmtment Copy dpv (rev3l02015)

APPENDIXB

Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073 (954) 895-2949 matthewlal la32 7 5comcastnet

March 11 2016

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022

Dear Wazir

Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016

I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors

~~ Matthew Lalla

cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources

  • Structure Bookmarks
    • BROWARD OFFICE OF THE INSPECTOR GENERAL
    • To and Members City of Hollywood C
    • From John W Scott Inspector General
    • Date June 6 2016
    • Subject Status Report-OIG Final Report Re Misconduct and Gross Mismanagement by the City ofHollywood in the Procurement of Temporary Employment Services Ref OIG 14-027
    • On March 2 2014 the Broward Office of the Inspector General (OIG) issued a final report finding that City of Hollywood officials violated numerous city ordinances policies and procedures to pay approximately $1 million for the services of temporary employees (temps) Specifically we found that the officials
    • At the conclusion of the report the OIG acknowledged the initial remedial steps taken by the city but recommended additional action including-given the potential for further abuse of the DPV payment method-a full audit of DPV payments
    • John W Scol1 Inspector General One North University Drive Suite 11 1 bull Planlalion Florida 33324 bull (954) 357-7873 bull Fax (954) 357-7857 4) 357-TIPS
    • As requested City Administrator Wazir Ishmael has now provided the OIG a status report with attachments which is attached as Appendix A The city states that it s senior management team has communicated publicly and individually that the inappropriate actions that occurred in the past were clearly wrong and unacceptable The city has now implemented numerous protocols and procedures in response to the OIGs investigation Of particular significance the city has created and implemented a contract com
    • The city has also restructured the Procurement Division and reformed oversight of the procurement process The finance director and procurement director overseeing the activities discussed in the final report have since resigned from the city Former Procurement Director Joel Wasserman s resignation is attached at Appendix A and former Finance Director Matthew Lallas resignation is attached as Appendix B The city also provided a repo1i it commissioned from a human resources specialist in response to the
    • However the city failed to address our recommendation that the DPV payments be audited in light of the significant misuse of the mechanism and the corresponding vulnerability to fraud waste and abuse Accordingly the OIG requests that we be provided a supplemental status report within 90 days or by September 5 2016 regarding a DPV audit
    • Attachment
    • cc Wazir Ishmael City Administrator
    • From To Cc
    • Subject Date Attachments
    • MaY Johns InsoectorGeneral Wazir Ishmael City of Hollywoods 90 Day Progress Report Regarding TransHire Tuesday May 31 2016 42804 PM 05 31 16 Letter to Inspector Scott re TransHire 90 Day Progress Reportpdf
    • 05 31 16 Letter to Inspector Scott Attachment lpdf 05 31 16 Letter to Inspector Scott Attachment 2pdf 05 31 16 Letter to Inspector Scott Attachment 3pdf 05 31 16 Letter to Inspector Scott Attachment 4pdf 05 31 16 Letter to Inspector Scott Attachment 5pdf 05 31 16 Letter to Inspector Scott Attachment 6pdf
    • Good afternoon Inspector General shy
    • The City Manager asked that I forward you the City of Hollywoods 90 day progress report that you requested in your final report regarding TransHire
    • Thank you Dr Wazir Ishmael City Manager
    • Executive Assistant City of Hollywood Office of the City Manager 2600 Hollywood Blvd Suite 419
    • PO Box 229045 Hollywood FL 33022-9045 Office 954-921-3201 E-mail
    • fjj
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Office of the City Manager
    • 2600 Hollywood Blvd bull PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (954) 92 1-33 14 bull rg
    • Wazir A Ishmael PhD City Manager
    • SENT VIA EMAIL amp US MAIL
    • May 31 2016
    • Mr John W Scott Inspector General Broward Office of the Inspector General
    • One North University Drive Suite 111 Plantation FL 3324
    • Re Broward Office of the Inspector General Report on Transhire 90 Day Progress Report
    • Dear Mr Scott
    • Please accept this response from the City of Hollywood as the 90 Day Progress Report that you requested in your final report on the above matter First let me assure you that your information findings and recommendations have been fully received acknowledged and communicated widely throughout the City staff Secondly I have discussed the serious nature of the issues identified directly with the Mayor City Commission senior management team staff and members of the public reinforcing that those inap
    • Finally we have collectively implemented and followed a broad spectrum of improvements actions resources training and policies to continue forward the lessons learned in progress of the organization The initiatives we have undertaken exist at the policy level and administrative oversight as well as day to day operations The below information describes those steps in more detail along with the attached documentation and the derived benefit for each Your contribution to stimulating these improveme
    • Our Mission Ve are dedicmcd to providing municipal services for our diverse community in an atmosphere ofcooperation courtesy and respect Yc do this by ensuring all who live work and play in the City of Hollywood enjoy a high quality of life
    • An Equa l Opportunity a nd Serv i ce Provide r Ag e nc y
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2
    • 1 Heightened Awareness Expectations and Standards of Performance
    • The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures
    • 2 Services of an External Consulting Professional (Attachment 1)
    • The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many
    • 3 Organizational Modifications and Reform (Attachment 2)
    • The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have be
    • 4 Human Resources Policy Review and Reform
    • Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced
    • 5 WorkflowBusiness Policies and Procedures Modifications
    • The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3
    • The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions
    • 10 Direct Payment Voucher Procedural Modifications (Attachment 6)
    • The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4
    • The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter
    • Attachments
    • c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors
    • ATTACHMENT 1
    • ATTACHMENT 1
    • PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737
    • Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045
    • March 3 2016
    • Dear Messrs Keller and Standley
    • The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one
    • The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues
    • The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not
    • Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement
    • Sincerely
    • Phil Rosenberg President The HR Doctorreg Inc 954 816-4 737
    • attachment
    • Phil Rosenberg President PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737 On
    • March 3 2016
    • IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES
    • BACKGROUND
    • The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in t
    • With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whet
    • City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in th
    • 1
    • The Inspector Generals report is being taken very seriously by the City It is a call to
    • action and catalyst to go beyond the limited and narrow scope of the report in the
    • interest of making broader administrative improvements
    • As part of the response to the report the City engaged the services of The HR Doctor
    • Inc on January 19 2016 to investigate the background of what occurred and offer
    • opinions and recommendations The deliverable in this situation is the presentation of
    • a written report to the City Manager within 30 calendar days of the date of the approval
    • of the engagement (ie January 19 2016) to address the following issues
    • The HR Doctor Inc was authorized and directed by the City Manager to also provide a
    • broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processe
    • METHODOLOGY
    • The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information
    • 2
    • The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employee
    • To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot
    • FINDINGS AND CONCLUSIONS
    • Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positio
    • r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work
    • 3
    • complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur
    • 4
    • service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement
    • 5
    • over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a n
    • 1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be org
    • 6
    • 7
    • managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to
    • ensure the most competent possible workforce If performance evaluations job
    • descriptions and personnel files generally do not reflect written and on-going
    • efforts to document performance excellence weakness and corrective action
    • even those top managers with property rights (ie those covered by Civil
    • Service) can become less willing to take the risks associated with innovation
    • Clients or customers become frustrated by what they regard as excessive
    • delays and lack of responsiveness
    • 8
    • All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance
    • It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The City
    • RECOMMENDATIONS
    • 9
    • Rescue and Public Utilities The Plan would assign specific staff
    • accountability for each project with completion dates and completion
    • milestones There would then be monthly or quarterly progress reviews
    • by the City Manager
    • 10
    • 11
    • 14The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candi
    • 12
    • day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assis
    • SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING
    • PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION
    • THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS
    • SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE
    • ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK
    • ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR
    • THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY
    • CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE
    • 13
    • pro quos such as additional benefits In the absence of such voluntary
    • exemption attrition should be used so that future incumbents in selected
    • positions would be hired as at will employees
    • 14
    • Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside
    • over a facilitated focus group of top users and current IT staffs to
    • prioritize projects identify needs and resources and prepare an IT
    • Business Plan for review by the City Manager Likewise in this reviewers
    • opinion being familiar with the installation of new large IT activities
    • overlaid on existing staff requirements adding a graduate intern as an at
    • will employee for one year would provide a new resource to the IT
    • Director to more rapidly implement the programs he will be asked to bring
    • to fruition This would be in addition to whatever staffing or consultant
    • resources are brought to bear for the Enterprise Resource System
    • 15
    • for another perhaps even more costly organizational problem in the
    • future
    • 25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential s
    • Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement pr
    • middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in
    • 26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots adm
    • 16
    • process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process
    • No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and mana
    • It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees -that they are the Citys
    • 17
    • vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances
    • The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading manager
    • 18
    • ATTACHMENT 2
    • ATTACHMENT 2
    • CITY of HOLLYWOOD FLORIDA
    • Office of the City Manager
    • 0
    • 2600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (95-1) 921-3314 deg
    • Wazir A Ishmael PhD City Manager
    • March 18 2016
    • The Honorable Mayor Vice Mayor
    • and Members of the City Commission City of Hollywood Hollywood FL 33020
    • Mayor Vice Mayor and City Commissioners
    • This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016
    • We thank him for his services and wish him well in his future endeavors
    • Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller
    • Should you have any questions I am available at your convenience
    • Sincere I
    • Dt~tr A Ishmael Ciey(Janager
    • c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director
    • Our Mission Yl arc dcdic 11td lO proiding municip1l scrvictS for our diverse co mrnuniry in an atn1osphLrl of tOOperalion courtesy and respect
    • Xie do 1his hy ensu ring gtII who live work and pby in die Cit) of loll)~VOoJ enjoy a high qnlil oflifo
    • hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y
    • Dr Wazir Ishmael
    • City Manager City of Hollywood
    • 2600 Hollywood Blvd
    • Hollywood Florida 33020
    • Dr Ishmael
    • As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities
    • In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life
    • Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and cap
    • Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices
    • I wish the City of Hollywood and the dedicated employees much luck with their future endeavors
    • Sincerely
    • Jocent Wasserman Director Procurement Services
    • ATTACHMENT 3
    • City of Hollywood Florida -Class Specification Bulletin Page 1of3 ATTACHMENT 3
    • https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016
    • performance
    • May represent the Director at various meetings within the city and the business community
    • Performs other job duties as assigned
    • Required Possession of a Bachelors degree with major coursework in business or public
    • administration or a related field
    • Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration
    • Be a Certified Professional Contracts Manager (CPCM )
    • Preferred Masters degree with major coursework in business or public administration or a related field
    • Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements
    • Extensive knowledge of principles practices and techniques of large scale government purchasing
    • Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing
    • Extensive knowledge of approved purchasing methods including
    • recording buying inspection and shipping methods
    • Extensive knowledge of the techniques and requirements of specifications preparation
    • Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased
    • Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served
    • Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing
    • Some knowledge of insurance as it pertains to property liability and surety bonds
    • Considerable knowledge of Microsoft Word and Excel and the use of office equipment
    • Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to
    • 5252016
    • City of Hollywood Florida -Class Specification Bulletin Page 3of3
    • other workers accurately and concisely Skills in application of systems analysis techniques and
    • procedures including consulting with users to determine hardware so~ware or system functional specifications
    • Ability to communicate effectively both orally and in writing
    • Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices
    • Ability to deal effectively with administrative officials and vendors
    • Ability to obtain and interpret market prices and trends and apply these to procurement problems
    • https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016
    • ATTACHMENT 4
    • ATTACHMENT 4
    • Jeane Carver-St Luce
    • At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations fun
    • Two important take-away from this email
    • middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed
    • middotmiddot Identify and maintain copies of all your award documents and invoices
    • bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files
    • The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines
    • After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support
    • George
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    • ATTACHMENT 5
    • ATTACHMENT 5
    • George Keller
    • From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde
    • Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice
    • Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris
    • Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick
    • Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz
    • Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel
    • Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie
    • Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran
    • Holycross
    • Cc Paul Bassar Directors Subject Master Contract List Training
    • Good Afternoon
    • The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times
    • Please let me know what suits you best also the training will be held at room 303
    • Thank you
    • Maryury Collier
    • Administrative Specialist II
    • City of Hollywood
    • Financial Services
    • 2600 Hollywood Blvd Suite 303
    • PO Box 229045 Hollywood FL 33020 Office 954-921-3221
    • C 11 middot of ~
    • H~QQQ
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Jeane Carver-St Luce
    • Good Day
    • As some ofyou may be aware the City will be implementing an Electronic Contract File-AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed
    • For your convenience we will be having one hour training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule-Not later than Thursday (552016)
    • Friday May 6 from 330pm to 430pm Monday May 9 at 900am to lOOOam
    • bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam
    • Thank you
    • Maryury Collier
    • Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303
    • P 0 Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MCollierhollywoodflorq
    • Cbullty of ~
    • H L WOOD
    • t i O~IOA
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • ATTACHMENT 6
    • ATTACHMENT 6
    • City ojJfoywootf PCoritfa
    • DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT
    • Date Date Date Date Contract InfoNumber Contract Expiration Date
    • Original Contract Amount Total This Invoice
    • Amendments Adjustment Total Previous Invoices
    • APPENDIXB
    • Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073
    • (954) 895-2949 matthewlalla3
    • March 11 2016
    • Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022
    • Dear Wazir
    • Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016
    • I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors
    • ~~
    • Matthew Lalla
    • cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources
Page 48: BROWARD OFFICE OF THE INSPECTOR GENERAL€¦ · Broward Office of the Inspector General Page 2 . 1. Heightened Awareness, Expectations and Standards of Performance . The senior management

ATTACHMENT 5

ATTACHMENT 5

George Keller

From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde

Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney

Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra

Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris

Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz

Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel

Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie

Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran Holycross

Cc Paul Bassar Directors Subject Master Contract List Training

Good Afternoon

The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times

bull Thursday May 26 at lOOpm 200pm 300pm bull Tuesday May 31 at 900am lOOOam l lOOam lOOpm 200pm 300pm bull Wednesday June 1 at 900am lOOOam 11 OOam bull Thursday June 2 at 900am lOOOam l lOOam lOOpm 200pm 300pm

Please let me know what suits you best also the training will be held at room 303

Thank you

Maryury Collier Administrative Specialist II City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 PO Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MColl ierholl ywoodflorg C 11 middot o f ~

H~QQQ Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record

Jeane Carver-St Luce

From Maryury Collier Sent Monday May 02 2016 1024 AM To Administrative Assistant II Cc Directors Paul Bassar Subject Training for the Master Contract List

Good Day

As some ofyou may be aware the City will be implementing an Electronic Contract File- AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed

For your convenience we will be having one h our training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule- Not later than Thursday (552016)

Friday May 6 from 330pm to 430pm

Monday May 9 at 900am to lOOOam bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam

Thank you

Maryury Collier Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 P 0 Box 229045 Hollywood FL 33020 Offi ce 954-921-3221 E-mail MCollierhollywoodflorq Cbullty of ~

H L WOOD t i O~IOA

Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mai l may be subject to disclosure as a matter of public record

ATTACHMENT 6

ATTACHMENT 6City ojJfoywootf PCoritfa DPV

DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT

Date 5252016 Pay to Vendor No Amount of Payment

Name Account No Address Separate Check Requested D City Invoice Number StateZip

Explanation of Payment

Date

Date

Date

Date

Contract InfoNumber Contract Expiration Date

Item Budget Item Description Line Item

l SubscriotionDuesMemberships Fees 2 Postage MeterStamps 3 Host Account Reimbursements 4 LicensesPermitsCertificates 5 Court CostOther Govt AgencvTaxes 6 Real Estate Closing - Attach Stmt 7 Advertising - attach tearsheet 8 Education CoursesSeminars 9 EducationReimbursementsBooks 10 RecordsSlidesFilmsGov Publication 11 Deferred ComoBank Pavments 12 MedicalVeterinarv Pavments 13 Insurance Premiums 14 Grant Disbursements 15 UtilitiesDump Fees 16 Refunds 17 CourierFreight 18 Pettv Cash Reimbursement 19 Other Professional Services 20 Soecial EventsRecr Performances 21 Temoorarv Emolovment Services 22 MealParkinQNiileaQe (1 dav tri-countv)

Unit Quantity

Originated by Dept Head Printed Name

DeptDiv Dept Head Signature

Procurement TypeDoc ---------------- Procurement Appr _

Finance Approval __________ Date Budget Approval

City Commission or City Manager Action Resolution

Unit Price

Total

ExtensionTotal

$000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000

Original Contract Amount Total This Invoice

Amendments Adjustment Total Previous Invoices

Total Contract Amount Total to Date --------------shy

City Manager Signature (if required)

Distribution List Finance Procurement Services Depmtment Copy dpv (rev3l02015)

APPENDIXB

Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073 (954) 895-2949 matthewlal la32 7 5comcastnet

March 11 2016

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022

Dear Wazir

Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016

I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors

~~ Matthew Lalla

cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources

  • Structure Bookmarks
    • BROWARD OFFICE OF THE INSPECTOR GENERAL
    • To and Members City of Hollywood C
    • From John W Scott Inspector General
    • Date June 6 2016
    • Subject Status Report-OIG Final Report Re Misconduct and Gross Mismanagement by the City ofHollywood in the Procurement of Temporary Employment Services Ref OIG 14-027
    • On March 2 2014 the Broward Office of the Inspector General (OIG) issued a final report finding that City of Hollywood officials violated numerous city ordinances policies and procedures to pay approximately $1 million for the services of temporary employees (temps) Specifically we found that the officials
    • At the conclusion of the report the OIG acknowledged the initial remedial steps taken by the city but recommended additional action including-given the potential for further abuse of the DPV payment method-a full audit of DPV payments
    • John W Scol1 Inspector General One North University Drive Suite 11 1 bull Planlalion Florida 33324 bull (954) 357-7873 bull Fax (954) 357-7857 4) 357-TIPS
    • As requested City Administrator Wazir Ishmael has now provided the OIG a status report with attachments which is attached as Appendix A The city states that it s senior management team has communicated publicly and individually that the inappropriate actions that occurred in the past were clearly wrong and unacceptable The city has now implemented numerous protocols and procedures in response to the OIGs investigation Of particular significance the city has created and implemented a contract com
    • The city has also restructured the Procurement Division and reformed oversight of the procurement process The finance director and procurement director overseeing the activities discussed in the final report have since resigned from the city Former Procurement Director Joel Wasserman s resignation is attached at Appendix A and former Finance Director Matthew Lallas resignation is attached as Appendix B The city also provided a repo1i it commissioned from a human resources specialist in response to the
    • However the city failed to address our recommendation that the DPV payments be audited in light of the significant misuse of the mechanism and the corresponding vulnerability to fraud waste and abuse Accordingly the OIG requests that we be provided a supplemental status report within 90 days or by September 5 2016 regarding a DPV audit
    • Attachment
    • cc Wazir Ishmael City Administrator
    • From To Cc
    • Subject Date Attachments
    • MaY Johns InsoectorGeneral Wazir Ishmael City of Hollywoods 90 Day Progress Report Regarding TransHire Tuesday May 31 2016 42804 PM 05 31 16 Letter to Inspector Scott re TransHire 90 Day Progress Reportpdf
    • 05 31 16 Letter to Inspector Scott Attachment lpdf 05 31 16 Letter to Inspector Scott Attachment 2pdf 05 31 16 Letter to Inspector Scott Attachment 3pdf 05 31 16 Letter to Inspector Scott Attachment 4pdf 05 31 16 Letter to Inspector Scott Attachment 5pdf 05 31 16 Letter to Inspector Scott Attachment 6pdf
    • Good afternoon Inspector General shy
    • The City Manager asked that I forward you the City of Hollywoods 90 day progress report that you requested in your final report regarding TransHire
    • Thank you Dr Wazir Ishmael City Manager
    • Executive Assistant City of Hollywood Office of the City Manager 2600 Hollywood Blvd Suite 419
    • PO Box 229045 Hollywood FL 33022-9045 Office 954-921-3201 E-mail
    • fjj
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Office of the City Manager
    • 2600 Hollywood Blvd bull PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (954) 92 1-33 14 bull rg
    • Wazir A Ishmael PhD City Manager
    • SENT VIA EMAIL amp US MAIL
    • May 31 2016
    • Mr John W Scott Inspector General Broward Office of the Inspector General
    • One North University Drive Suite 111 Plantation FL 3324
    • Re Broward Office of the Inspector General Report on Transhire 90 Day Progress Report
    • Dear Mr Scott
    • Please accept this response from the City of Hollywood as the 90 Day Progress Report that you requested in your final report on the above matter First let me assure you that your information findings and recommendations have been fully received acknowledged and communicated widely throughout the City staff Secondly I have discussed the serious nature of the issues identified directly with the Mayor City Commission senior management team staff and members of the public reinforcing that those inap
    • Finally we have collectively implemented and followed a broad spectrum of improvements actions resources training and policies to continue forward the lessons learned in progress of the organization The initiatives we have undertaken exist at the policy level and administrative oversight as well as day to day operations The below information describes those steps in more detail along with the attached documentation and the derived benefit for each Your contribution to stimulating these improveme
    • Our Mission Ve are dedicmcd to providing municipal services for our diverse community in an atmosphere ofcooperation courtesy and respect Yc do this by ensuring all who live work and play in the City of Hollywood enjoy a high quality of life
    • An Equa l Opportunity a nd Serv i ce Provide r Ag e nc y
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2
    • 1 Heightened Awareness Expectations and Standards of Performance
    • The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures
    • 2 Services of an External Consulting Professional (Attachment 1)
    • The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many
    • 3 Organizational Modifications and Reform (Attachment 2)
    • The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have be
    • 4 Human Resources Policy Review and Reform
    • Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced
    • 5 WorkflowBusiness Policies and Procedures Modifications
    • The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3
    • The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions
    • 10 Direct Payment Voucher Procedural Modifications (Attachment 6)
    • The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4
    • The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter
    • Attachments
    • c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors
    • ATTACHMENT 1
    • ATTACHMENT 1
    • PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737
    • Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045
    • March 3 2016
    • Dear Messrs Keller and Standley
    • The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one
    • The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues
    • The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not
    • Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement
    • Sincerely
    • Phil Rosenberg President The HR Doctorreg Inc 954 816-4 737
    • attachment
    • Phil Rosenberg President PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737 On
    • March 3 2016
    • IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES
    • BACKGROUND
    • The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in t
    • With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whet
    • City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in th
    • 1
    • The Inspector Generals report is being taken very seriously by the City It is a call to
    • action and catalyst to go beyond the limited and narrow scope of the report in the
    • interest of making broader administrative improvements
    • As part of the response to the report the City engaged the services of The HR Doctor
    • Inc on January 19 2016 to investigate the background of what occurred and offer
    • opinions and recommendations The deliverable in this situation is the presentation of
    • a written report to the City Manager within 30 calendar days of the date of the approval
    • of the engagement (ie January 19 2016) to address the following issues
    • The HR Doctor Inc was authorized and directed by the City Manager to also provide a
    • broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processe
    • METHODOLOGY
    • The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information
    • 2
    • The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employee
    • To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot
    • FINDINGS AND CONCLUSIONS
    • Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positio
    • r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work
    • 3
    • complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur
    • 4
    • service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement
    • 5
    • over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a n
    • 1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be org
    • 6
    • 7
    • managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to
    • ensure the most competent possible workforce If performance evaluations job
    • descriptions and personnel files generally do not reflect written and on-going
    • efforts to document performance excellence weakness and corrective action
    • even those top managers with property rights (ie those covered by Civil
    • Service) can become less willing to take the risks associated with innovation
    • Clients or customers become frustrated by what they regard as excessive
    • delays and lack of responsiveness
    • 8
    • All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance
    • It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The City
    • RECOMMENDATIONS
    • 9
    • Rescue and Public Utilities The Plan would assign specific staff
    • accountability for each project with completion dates and completion
    • milestones There would then be monthly or quarterly progress reviews
    • by the City Manager
    • 10
    • 11
    • 14The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candi
    • 12
    • day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assis
    • SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING
    • PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION
    • THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS
    • SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE
    • ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK
    • ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR
    • THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY
    • CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE
    • 13
    • pro quos such as additional benefits In the absence of such voluntary
    • exemption attrition should be used so that future incumbents in selected
    • positions would be hired as at will employees
    • 14
    • Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside
    • over a facilitated focus group of top users and current IT staffs to
    • prioritize projects identify needs and resources and prepare an IT
    • Business Plan for review by the City Manager Likewise in this reviewers
    • opinion being familiar with the installation of new large IT activities
    • overlaid on existing staff requirements adding a graduate intern as an at
    • will employee for one year would provide a new resource to the IT
    • Director to more rapidly implement the programs he will be asked to bring
    • to fruition This would be in addition to whatever staffing or consultant
    • resources are brought to bear for the Enterprise Resource System
    • 15
    • for another perhaps even more costly organizational problem in the
    • future
    • 25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential s
    • Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement pr
    • middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in
    • 26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots adm
    • 16
    • process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process
    • No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and mana
    • It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees -that they are the Citys
    • 17
    • vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances
    • The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading manager
    • 18
    • ATTACHMENT 2
    • ATTACHMENT 2
    • CITY of HOLLYWOOD FLORIDA
    • Office of the City Manager
    • 0
    • 2600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (95-1) 921-3314 deg
    • Wazir A Ishmael PhD City Manager
    • March 18 2016
    • The Honorable Mayor Vice Mayor
    • and Members of the City Commission City of Hollywood Hollywood FL 33020
    • Mayor Vice Mayor and City Commissioners
    • This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016
    • We thank him for his services and wish him well in his future endeavors
    • Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller
    • Should you have any questions I am available at your convenience
    • Sincere I
    • Dt~tr A Ishmael Ciey(Janager
    • c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director
    • Our Mission Yl arc dcdic 11td lO proiding municip1l scrvictS for our diverse co mrnuniry in an atn1osphLrl of tOOperalion courtesy and respect
    • Xie do 1his hy ensu ring gtII who live work and pby in die Cit) of loll)~VOoJ enjoy a high qnlil oflifo
    • hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y
    • Dr Wazir Ishmael
    • City Manager City of Hollywood
    • 2600 Hollywood Blvd
    • Hollywood Florida 33020
    • Dr Ishmael
    • As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities
    • In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life
    • Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and cap
    • Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices
    • I wish the City of Hollywood and the dedicated employees much luck with their future endeavors
    • Sincerely
    • Jocent Wasserman Director Procurement Services
    • ATTACHMENT 3
    • City of Hollywood Florida -Class Specification Bulletin Page 1of3 ATTACHMENT 3
    • https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016
    • performance
    • May represent the Director at various meetings within the city and the business community
    • Performs other job duties as assigned
    • Required Possession of a Bachelors degree with major coursework in business or public
    • administration or a related field
    • Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration
    • Be a Certified Professional Contracts Manager (CPCM )
    • Preferred Masters degree with major coursework in business or public administration or a related field
    • Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements
    • Extensive knowledge of principles practices and techniques of large scale government purchasing
    • Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing
    • Extensive knowledge of approved purchasing methods including
    • recording buying inspection and shipping methods
    • Extensive knowledge of the techniques and requirements of specifications preparation
    • Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased
    • Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served
    • Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing
    • Some knowledge of insurance as it pertains to property liability and surety bonds
    • Considerable knowledge of Microsoft Word and Excel and the use of office equipment
    • Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to
    • 5252016
    • City of Hollywood Florida -Class Specification Bulletin Page 3of3
    • other workers accurately and concisely Skills in application of systems analysis techniques and
    • procedures including consulting with users to determine hardware so~ware or system functional specifications
    • Ability to communicate effectively both orally and in writing
    • Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices
    • Ability to deal effectively with administrative officials and vendors
    • Ability to obtain and interpret market prices and trends and apply these to procurement problems
    • https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016
    • ATTACHMENT 4
    • ATTACHMENT 4
    • Jeane Carver-St Luce
    • At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations fun
    • Two important take-away from this email
    • middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed
    • middotmiddot Identify and maintain copies of all your award documents and invoices
    • bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files
    • The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines
    • After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support
    • George
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    • ATTACHMENT 5
    • ATTACHMENT 5
    • George Keller
    • From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde
    • Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice
    • Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris
    • Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick
    • Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz
    • Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel
    • Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie
    • Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran
    • Holycross
    • Cc Paul Bassar Directors Subject Master Contract List Training
    • Good Afternoon
    • The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times
    • Please let me know what suits you best also the training will be held at room 303
    • Thank you
    • Maryury Collier
    • Administrative Specialist II
    • City of Hollywood
    • Financial Services
    • 2600 Hollywood Blvd Suite 303
    • PO Box 229045 Hollywood FL 33020 Office 954-921-3221
    • C 11 middot of ~
    • H~QQQ
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Jeane Carver-St Luce
    • Good Day
    • As some ofyou may be aware the City will be implementing an Electronic Contract File-AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed
    • For your convenience we will be having one hour training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule-Not later than Thursday (552016)
    • Friday May 6 from 330pm to 430pm Monday May 9 at 900am to lOOOam
    • bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam
    • Thank you
    • Maryury Collier
    • Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303
    • P 0 Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MCollierhollywoodflorq
    • Cbullty of ~
    • H L WOOD
    • t i O~IOA
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • ATTACHMENT 6
    • ATTACHMENT 6
    • City ojJfoywootf PCoritfa
    • DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT
    • Date Date Date Date Contract InfoNumber Contract Expiration Date
    • Original Contract Amount Total This Invoice
    • Amendments Adjustment Total Previous Invoices
    • APPENDIXB
    • Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073
    • (954) 895-2949 matthewlalla3
    • March 11 2016
    • Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022
    • Dear Wazir
    • Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016
    • I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors
    • ~~
    • Matthew Lalla
    • cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources
Page 49: BROWARD OFFICE OF THE INSPECTOR GENERAL€¦ · Broward Office of the Inspector General Page 2 . 1. Heightened Awareness, Expectations and Standards of Performance . The senior management

ATTACHMENT 5

George Keller

From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde

Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney

Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra

Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris

Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz

Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel

Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie

Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran Holycross

Cc Paul Bassar Directors Subject Master Contract List Training

Good Afternoon

The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times

bull Thursday May 26 at lOOpm 200pm 300pm bull Tuesday May 31 at 900am lOOOam l lOOam lOOpm 200pm 300pm bull Wednesday June 1 at 900am lOOOam 11 OOam bull Thursday June 2 at 900am lOOOam l lOOam lOOpm 200pm 300pm

Please let me know what suits you best also the training will be held at room 303

Thank you

Maryury Collier Administrative Specialist II City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 PO Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MColl ierholl ywoodflorg C 11 middot o f ~

H~QQQ Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record

Jeane Carver-St Luce

From Maryury Collier Sent Monday May 02 2016 1024 AM To Administrative Assistant II Cc Directors Paul Bassar Subject Training for the Master Contract List

Good Day

As some ofyou may be aware the City will be implementing an Electronic Contract File- AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed

For your convenience we will be having one h our training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule- Not later than Thursday (552016)

Friday May 6 from 330pm to 430pm

Monday May 9 at 900am to lOOOam bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam

Thank you

Maryury Collier Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 P 0 Box 229045 Hollywood FL 33020 Offi ce 954-921-3221 E-mail MCollierhollywoodflorq Cbullty of ~

H L WOOD t i O~IOA

Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mai l may be subject to disclosure as a matter of public record

ATTACHMENT 6

ATTACHMENT 6City ojJfoywootf PCoritfa DPV

DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT

Date 5252016 Pay to Vendor No Amount of Payment

Name Account No Address Separate Check Requested D City Invoice Number StateZip

Explanation of Payment

Date

Date

Date

Date

Contract InfoNumber Contract Expiration Date

Item Budget Item Description Line Item

l SubscriotionDuesMemberships Fees 2 Postage MeterStamps 3 Host Account Reimbursements 4 LicensesPermitsCertificates 5 Court CostOther Govt AgencvTaxes 6 Real Estate Closing - Attach Stmt 7 Advertising - attach tearsheet 8 Education CoursesSeminars 9 EducationReimbursementsBooks 10 RecordsSlidesFilmsGov Publication 11 Deferred ComoBank Pavments 12 MedicalVeterinarv Pavments 13 Insurance Premiums 14 Grant Disbursements 15 UtilitiesDump Fees 16 Refunds 17 CourierFreight 18 Pettv Cash Reimbursement 19 Other Professional Services 20 Soecial EventsRecr Performances 21 Temoorarv Emolovment Services 22 MealParkinQNiileaQe (1 dav tri-countv)

Unit Quantity

Originated by Dept Head Printed Name

DeptDiv Dept Head Signature

Procurement TypeDoc ---------------- Procurement Appr _

Finance Approval __________ Date Budget Approval

City Commission or City Manager Action Resolution

Unit Price

Total

ExtensionTotal

$000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000

Original Contract Amount Total This Invoice

Amendments Adjustment Total Previous Invoices

Total Contract Amount Total to Date --------------shy

City Manager Signature (if required)

Distribution List Finance Procurement Services Depmtment Copy dpv (rev3l02015)

APPENDIXB

Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073 (954) 895-2949 matthewlal la32 7 5comcastnet

March 11 2016

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022

Dear Wazir

Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016

I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors

~~ Matthew Lalla

cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources

  • Structure Bookmarks
    • BROWARD OFFICE OF THE INSPECTOR GENERAL
    • To and Members City of Hollywood C
    • From John W Scott Inspector General
    • Date June 6 2016
    • Subject Status Report-OIG Final Report Re Misconduct and Gross Mismanagement by the City ofHollywood in the Procurement of Temporary Employment Services Ref OIG 14-027
    • On March 2 2014 the Broward Office of the Inspector General (OIG) issued a final report finding that City of Hollywood officials violated numerous city ordinances policies and procedures to pay approximately $1 million for the services of temporary employees (temps) Specifically we found that the officials
    • At the conclusion of the report the OIG acknowledged the initial remedial steps taken by the city but recommended additional action including-given the potential for further abuse of the DPV payment method-a full audit of DPV payments
    • John W Scol1 Inspector General One North University Drive Suite 11 1 bull Planlalion Florida 33324 bull (954) 357-7873 bull Fax (954) 357-7857 4) 357-TIPS
    • As requested City Administrator Wazir Ishmael has now provided the OIG a status report with attachments which is attached as Appendix A The city states that it s senior management team has communicated publicly and individually that the inappropriate actions that occurred in the past were clearly wrong and unacceptable The city has now implemented numerous protocols and procedures in response to the OIGs investigation Of particular significance the city has created and implemented a contract com
    • The city has also restructured the Procurement Division and reformed oversight of the procurement process The finance director and procurement director overseeing the activities discussed in the final report have since resigned from the city Former Procurement Director Joel Wasserman s resignation is attached at Appendix A and former Finance Director Matthew Lallas resignation is attached as Appendix B The city also provided a repo1i it commissioned from a human resources specialist in response to the
    • However the city failed to address our recommendation that the DPV payments be audited in light of the significant misuse of the mechanism and the corresponding vulnerability to fraud waste and abuse Accordingly the OIG requests that we be provided a supplemental status report within 90 days or by September 5 2016 regarding a DPV audit
    • Attachment
    • cc Wazir Ishmael City Administrator
    • From To Cc
    • Subject Date Attachments
    • MaY Johns InsoectorGeneral Wazir Ishmael City of Hollywoods 90 Day Progress Report Regarding TransHire Tuesday May 31 2016 42804 PM 05 31 16 Letter to Inspector Scott re TransHire 90 Day Progress Reportpdf
    • 05 31 16 Letter to Inspector Scott Attachment lpdf 05 31 16 Letter to Inspector Scott Attachment 2pdf 05 31 16 Letter to Inspector Scott Attachment 3pdf 05 31 16 Letter to Inspector Scott Attachment 4pdf 05 31 16 Letter to Inspector Scott Attachment 5pdf 05 31 16 Letter to Inspector Scott Attachment 6pdf
    • Good afternoon Inspector General shy
    • The City Manager asked that I forward you the City of Hollywoods 90 day progress report that you requested in your final report regarding TransHire
    • Thank you Dr Wazir Ishmael City Manager
    • Executive Assistant City of Hollywood Office of the City Manager 2600 Hollywood Blvd Suite 419
    • PO Box 229045 Hollywood FL 33022-9045 Office 954-921-3201 E-mail
    • fjj
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Office of the City Manager
    • 2600 Hollywood Blvd bull PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (954) 92 1-33 14 bull rg
    • Wazir A Ishmael PhD City Manager
    • SENT VIA EMAIL amp US MAIL
    • May 31 2016
    • Mr John W Scott Inspector General Broward Office of the Inspector General
    • One North University Drive Suite 111 Plantation FL 3324
    • Re Broward Office of the Inspector General Report on Transhire 90 Day Progress Report
    • Dear Mr Scott
    • Please accept this response from the City of Hollywood as the 90 Day Progress Report that you requested in your final report on the above matter First let me assure you that your information findings and recommendations have been fully received acknowledged and communicated widely throughout the City staff Secondly I have discussed the serious nature of the issues identified directly with the Mayor City Commission senior management team staff and members of the public reinforcing that those inap
    • Finally we have collectively implemented and followed a broad spectrum of improvements actions resources training and policies to continue forward the lessons learned in progress of the organization The initiatives we have undertaken exist at the policy level and administrative oversight as well as day to day operations The below information describes those steps in more detail along with the attached documentation and the derived benefit for each Your contribution to stimulating these improveme
    • Our Mission Ve are dedicmcd to providing municipal services for our diverse community in an atmosphere ofcooperation courtesy and respect Yc do this by ensuring all who live work and play in the City of Hollywood enjoy a high quality of life
    • An Equa l Opportunity a nd Serv i ce Provide r Ag e nc y
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2
    • 1 Heightened Awareness Expectations and Standards of Performance
    • The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures
    • 2 Services of an External Consulting Professional (Attachment 1)
    • The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many
    • 3 Organizational Modifications and Reform (Attachment 2)
    • The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have be
    • 4 Human Resources Policy Review and Reform
    • Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced
    • 5 WorkflowBusiness Policies and Procedures Modifications
    • The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3
    • The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions
    • 10 Direct Payment Voucher Procedural Modifications (Attachment 6)
    • The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4
    • The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter
    • Attachments
    • c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors
    • ATTACHMENT 1
    • ATTACHMENT 1
    • PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737
    • Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045
    • March 3 2016
    • Dear Messrs Keller and Standley
    • The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one
    • The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues
    • The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not
    • Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement
    • Sincerely
    • Phil Rosenberg President The HR Doctorreg Inc 954 816-4 737
    • attachment
    • Phil Rosenberg President PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737 On
    • March 3 2016
    • IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES
    • BACKGROUND
    • The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in t
    • With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whet
    • City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in th
    • 1
    • The Inspector Generals report is being taken very seriously by the City It is a call to
    • action and catalyst to go beyond the limited and narrow scope of the report in the
    • interest of making broader administrative improvements
    • As part of the response to the report the City engaged the services of The HR Doctor
    • Inc on January 19 2016 to investigate the background of what occurred and offer
    • opinions and recommendations The deliverable in this situation is the presentation of
    • a written report to the City Manager within 30 calendar days of the date of the approval
    • of the engagement (ie January 19 2016) to address the following issues
    • The HR Doctor Inc was authorized and directed by the City Manager to also provide a
    • broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processe
    • METHODOLOGY
    • The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information
    • 2
    • The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employee
    • To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot
    • FINDINGS AND CONCLUSIONS
    • Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positio
    • r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work
    • 3
    • complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur
    • 4
    • service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement
    • 5
    • over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a n
    • 1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be org
    • 6
    • 7
    • managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to
    • ensure the most competent possible workforce If performance evaluations job
    • descriptions and personnel files generally do not reflect written and on-going
    • efforts to document performance excellence weakness and corrective action
    • even those top managers with property rights (ie those covered by Civil
    • Service) can become less willing to take the risks associated with innovation
    • Clients or customers become frustrated by what they regard as excessive
    • delays and lack of responsiveness
    • 8
    • All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance
    • It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The City
    • RECOMMENDATIONS
    • 9
    • Rescue and Public Utilities The Plan would assign specific staff
    • accountability for each project with completion dates and completion
    • milestones There would then be monthly or quarterly progress reviews
    • by the City Manager
    • 10
    • 11
    • 14The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candi
    • 12
    • day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assis
    • SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING
    • PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION
    • THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS
    • SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE
    • ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK
    • ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR
    • THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY
    • CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE
    • 13
    • pro quos such as additional benefits In the absence of such voluntary
    • exemption attrition should be used so that future incumbents in selected
    • positions would be hired as at will employees
    • 14
    • Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside
    • over a facilitated focus group of top users and current IT staffs to
    • prioritize projects identify needs and resources and prepare an IT
    • Business Plan for review by the City Manager Likewise in this reviewers
    • opinion being familiar with the installation of new large IT activities
    • overlaid on existing staff requirements adding a graduate intern as an at
    • will employee for one year would provide a new resource to the IT
    • Director to more rapidly implement the programs he will be asked to bring
    • to fruition This would be in addition to whatever staffing or consultant
    • resources are brought to bear for the Enterprise Resource System
    • 15
    • for another perhaps even more costly organizational problem in the
    • future
    • 25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential s
    • Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement pr
    • middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in
    • 26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots adm
    • 16
    • process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process
    • No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and mana
    • It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees -that they are the Citys
    • 17
    • vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances
    • The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading manager
    • 18
    • ATTACHMENT 2
    • ATTACHMENT 2
    • CITY of HOLLYWOOD FLORIDA
    • Office of the City Manager
    • 0
    • 2600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (95-1) 921-3314 deg
    • Wazir A Ishmael PhD City Manager
    • March 18 2016
    • The Honorable Mayor Vice Mayor
    • and Members of the City Commission City of Hollywood Hollywood FL 33020
    • Mayor Vice Mayor and City Commissioners
    • This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016
    • We thank him for his services and wish him well in his future endeavors
    • Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller
    • Should you have any questions I am available at your convenience
    • Sincere I
    • Dt~tr A Ishmael Ciey(Janager
    • c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director
    • Our Mission Yl arc dcdic 11td lO proiding municip1l scrvictS for our diverse co mrnuniry in an atn1osphLrl of tOOperalion courtesy and respect
    • Xie do 1his hy ensu ring gtII who live work and pby in die Cit) of loll)~VOoJ enjoy a high qnlil oflifo
    • hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y
    • Dr Wazir Ishmael
    • City Manager City of Hollywood
    • 2600 Hollywood Blvd
    • Hollywood Florida 33020
    • Dr Ishmael
    • As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities
    • In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life
    • Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and cap
    • Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices
    • I wish the City of Hollywood and the dedicated employees much luck with their future endeavors
    • Sincerely
    • Jocent Wasserman Director Procurement Services
    • ATTACHMENT 3
    • City of Hollywood Florida -Class Specification Bulletin Page 1of3 ATTACHMENT 3
    • https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016
    • performance
    • May represent the Director at various meetings within the city and the business community
    • Performs other job duties as assigned
    • Required Possession of a Bachelors degree with major coursework in business or public
    • administration or a related field
    • Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration
    • Be a Certified Professional Contracts Manager (CPCM )
    • Preferred Masters degree with major coursework in business or public administration or a related field
    • Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements
    • Extensive knowledge of principles practices and techniques of large scale government purchasing
    • Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing
    • Extensive knowledge of approved purchasing methods including
    • recording buying inspection and shipping methods
    • Extensive knowledge of the techniques and requirements of specifications preparation
    • Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased
    • Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served
    • Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing
    • Some knowledge of insurance as it pertains to property liability and surety bonds
    • Considerable knowledge of Microsoft Word and Excel and the use of office equipment
    • Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to
    • 5252016
    • City of Hollywood Florida -Class Specification Bulletin Page 3of3
    • other workers accurately and concisely Skills in application of systems analysis techniques and
    • procedures including consulting with users to determine hardware so~ware or system functional specifications
    • Ability to communicate effectively both orally and in writing
    • Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices
    • Ability to deal effectively with administrative officials and vendors
    • Ability to obtain and interpret market prices and trends and apply these to procurement problems
    • https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016
    • ATTACHMENT 4
    • ATTACHMENT 4
    • Jeane Carver-St Luce
    • At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations fun
    • Two important take-away from this email
    • middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed
    • middotmiddot Identify and maintain copies of all your award documents and invoices
    • bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files
    • The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines
    • After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support
    • George
    • George R Jr middotLsisrunt Cinmiddot funllltJcI
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    • FLORIDA
    • Master Contract List (MCL)
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    • bull Summary
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    • bull TCITY MANAGERMCL Demo
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    • MCL-Next Steps
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    • ATTACHMENT 5
    • ATTACHMENT 5
    • George Keller
    • From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde
    • Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice
    • Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris
    • Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick
    • Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz
    • Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel
    • Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie
    • Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran
    • Holycross
    • Cc Paul Bassar Directors Subject Master Contract List Training
    • Good Afternoon
    • The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times
    • Please let me know what suits you best also the training will be held at room 303
    • Thank you
    • Maryury Collier
    • Administrative Specialist II
    • City of Hollywood
    • Financial Services
    • 2600 Hollywood Blvd Suite 303
    • PO Box 229045 Hollywood FL 33020 Office 954-921-3221
    • C 11 middot of ~
    • H~QQQ
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Jeane Carver-St Luce
    • Good Day
    • As some ofyou may be aware the City will be implementing an Electronic Contract File-AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed
    • For your convenience we will be having one hour training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule-Not later than Thursday (552016)
    • Friday May 6 from 330pm to 430pm Monday May 9 at 900am to lOOOam
    • bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam
    • Thank you
    • Maryury Collier
    • Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303
    • P 0 Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MCollierhollywoodflorq
    • Cbullty of ~
    • H L WOOD
    • t i O~IOA
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • ATTACHMENT 6
    • ATTACHMENT 6
    • City ojJfoywootf PCoritfa
    • DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT
    • Date Date Date Date Contract InfoNumber Contract Expiration Date
    • Original Contract Amount Total This Invoice
    • Amendments Adjustment Total Previous Invoices
    • APPENDIXB
    • Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073
    • (954) 895-2949 matthewlalla3
    • March 11 2016
    • Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022
    • Dear Wazir
    • Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016
    • I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors
    • ~~
    • Matthew Lalla
    • cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources
Page 50: BROWARD OFFICE OF THE INSPECTOR GENERAL€¦ · Broward Office of the Inspector General Page 2 . 1. Heightened Awareness, Expectations and Standards of Performance . The senior management

Jeane Carver-St Luce

From Maryury Collier Sent Monday May 02 2016 1024 AM To Administrative Assistant II Cc Directors Paul Bassar Subject Training for the Master Contract List

Good Day

As some ofyou may be aware the City will be implementing an Electronic Contract File- AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed

For your convenience we will be having one h our training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule- Not later than Thursday (552016)

Friday May 6 from 330pm to 430pm

Monday May 9 at 900am to lOOOam bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam

Thank you

Maryury Collier Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303 P 0 Box 229045 Hollywood FL 33020 Offi ce 954-921-3221 E-mail MCollierhollywoodflorq Cbullty of ~

H L WOOD t i O~IOA

Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mai l may be subject to disclosure as a matter of public record

ATTACHMENT 6

ATTACHMENT 6City ojJfoywootf PCoritfa DPV

DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT

Date 5252016 Pay to Vendor No Amount of Payment

Name Account No Address Separate Check Requested D City Invoice Number StateZip

Explanation of Payment

Date

Date

Date

Date

Contract InfoNumber Contract Expiration Date

Item Budget Item Description Line Item

l SubscriotionDuesMemberships Fees 2 Postage MeterStamps 3 Host Account Reimbursements 4 LicensesPermitsCertificates 5 Court CostOther Govt AgencvTaxes 6 Real Estate Closing - Attach Stmt 7 Advertising - attach tearsheet 8 Education CoursesSeminars 9 EducationReimbursementsBooks 10 RecordsSlidesFilmsGov Publication 11 Deferred ComoBank Pavments 12 MedicalVeterinarv Pavments 13 Insurance Premiums 14 Grant Disbursements 15 UtilitiesDump Fees 16 Refunds 17 CourierFreight 18 Pettv Cash Reimbursement 19 Other Professional Services 20 Soecial EventsRecr Performances 21 Temoorarv Emolovment Services 22 MealParkinQNiileaQe (1 dav tri-countv)

Unit Quantity

Originated by Dept Head Printed Name

DeptDiv Dept Head Signature

Procurement TypeDoc ---------------- Procurement Appr _

Finance Approval __________ Date Budget Approval

City Commission or City Manager Action Resolution

Unit Price

Total

ExtensionTotal

$000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000

Original Contract Amount Total This Invoice

Amendments Adjustment Total Previous Invoices

Total Contract Amount Total to Date --------------shy

City Manager Signature (if required)

Distribution List Finance Procurement Services Depmtment Copy dpv (rev3l02015)

APPENDIXB

Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073 (954) 895-2949 matthewlal la32 7 5comcastnet

March 11 2016

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022

Dear Wazir

Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016

I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors

~~ Matthew Lalla

cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources

  • Structure Bookmarks
    • BROWARD OFFICE OF THE INSPECTOR GENERAL
    • To and Members City of Hollywood C
    • From John W Scott Inspector General
    • Date June 6 2016
    • Subject Status Report-OIG Final Report Re Misconduct and Gross Mismanagement by the City ofHollywood in the Procurement of Temporary Employment Services Ref OIG 14-027
    • On March 2 2014 the Broward Office of the Inspector General (OIG) issued a final report finding that City of Hollywood officials violated numerous city ordinances policies and procedures to pay approximately $1 million for the services of temporary employees (temps) Specifically we found that the officials
    • At the conclusion of the report the OIG acknowledged the initial remedial steps taken by the city but recommended additional action including-given the potential for further abuse of the DPV payment method-a full audit of DPV payments
    • John W Scol1 Inspector General One North University Drive Suite 11 1 bull Planlalion Florida 33324 bull (954) 357-7873 bull Fax (954) 357-7857 4) 357-TIPS
    • As requested City Administrator Wazir Ishmael has now provided the OIG a status report with attachments which is attached as Appendix A The city states that it s senior management team has communicated publicly and individually that the inappropriate actions that occurred in the past were clearly wrong and unacceptable The city has now implemented numerous protocols and procedures in response to the OIGs investigation Of particular significance the city has created and implemented a contract com
    • The city has also restructured the Procurement Division and reformed oversight of the procurement process The finance director and procurement director overseeing the activities discussed in the final report have since resigned from the city Former Procurement Director Joel Wasserman s resignation is attached at Appendix A and former Finance Director Matthew Lallas resignation is attached as Appendix B The city also provided a repo1i it commissioned from a human resources specialist in response to the
    • However the city failed to address our recommendation that the DPV payments be audited in light of the significant misuse of the mechanism and the corresponding vulnerability to fraud waste and abuse Accordingly the OIG requests that we be provided a supplemental status report within 90 days or by September 5 2016 regarding a DPV audit
    • Attachment
    • cc Wazir Ishmael City Administrator
    • From To Cc
    • Subject Date Attachments
    • MaY Johns InsoectorGeneral Wazir Ishmael City of Hollywoods 90 Day Progress Report Regarding TransHire Tuesday May 31 2016 42804 PM 05 31 16 Letter to Inspector Scott re TransHire 90 Day Progress Reportpdf
    • 05 31 16 Letter to Inspector Scott Attachment lpdf 05 31 16 Letter to Inspector Scott Attachment 2pdf 05 31 16 Letter to Inspector Scott Attachment 3pdf 05 31 16 Letter to Inspector Scott Attachment 4pdf 05 31 16 Letter to Inspector Scott Attachment 5pdf 05 31 16 Letter to Inspector Scott Attachment 6pdf
    • Good afternoon Inspector General shy
    • The City Manager asked that I forward you the City of Hollywoods 90 day progress report that you requested in your final report regarding TransHire
    • Thank you Dr Wazir Ishmael City Manager
    • Executive Assistant City of Hollywood Office of the City Manager 2600 Hollywood Blvd Suite 419
    • PO Box 229045 Hollywood FL 33022-9045 Office 954-921-3201 E-mail
    • fjj
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Office of the City Manager
    • 2600 Hollywood Blvd bull PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (954) 92 1-33 14 bull rg
    • Wazir A Ishmael PhD City Manager
    • SENT VIA EMAIL amp US MAIL
    • May 31 2016
    • Mr John W Scott Inspector General Broward Office of the Inspector General
    • One North University Drive Suite 111 Plantation FL 3324
    • Re Broward Office of the Inspector General Report on Transhire 90 Day Progress Report
    • Dear Mr Scott
    • Please accept this response from the City of Hollywood as the 90 Day Progress Report that you requested in your final report on the above matter First let me assure you that your information findings and recommendations have been fully received acknowledged and communicated widely throughout the City staff Secondly I have discussed the serious nature of the issues identified directly with the Mayor City Commission senior management team staff and members of the public reinforcing that those inap
    • Finally we have collectively implemented and followed a broad spectrum of improvements actions resources training and policies to continue forward the lessons learned in progress of the organization The initiatives we have undertaken exist at the policy level and administrative oversight as well as day to day operations The below information describes those steps in more detail along with the attached documentation and the derived benefit for each Your contribution to stimulating these improveme
    • Our Mission Ve are dedicmcd to providing municipal services for our diverse community in an atmosphere ofcooperation courtesy and respect Yc do this by ensuring all who live work and play in the City of Hollywood enjoy a high quality of life
    • An Equa l Opportunity a nd Serv i ce Provide r Ag e nc y
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2
    • 1 Heightened Awareness Expectations and Standards of Performance
    • The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures
    • 2 Services of an External Consulting Professional (Attachment 1)
    • The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many
    • 3 Organizational Modifications and Reform (Attachment 2)
    • The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have be
    • 4 Human Resources Policy Review and Reform
    • Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced
    • 5 WorkflowBusiness Policies and Procedures Modifications
    • The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3
    • The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions
    • 10 Direct Payment Voucher Procedural Modifications (Attachment 6)
    • The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4
    • The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter
    • Attachments
    • c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors
    • ATTACHMENT 1
    • ATTACHMENT 1
    • PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737
    • Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045
    • March 3 2016
    • Dear Messrs Keller and Standley
    • The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one
    • The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues
    • The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not
    • Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement
    • Sincerely
    • Phil Rosenberg President The HR Doctorreg Inc 954 816-4 737
    • attachment
    • Phil Rosenberg President PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737 On
    • March 3 2016
    • IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES
    • BACKGROUND
    • The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in t
    • With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whet
    • City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in th
    • 1
    • The Inspector Generals report is being taken very seriously by the City It is a call to
    • action and catalyst to go beyond the limited and narrow scope of the report in the
    • interest of making broader administrative improvements
    • As part of the response to the report the City engaged the services of The HR Doctor
    • Inc on January 19 2016 to investigate the background of what occurred and offer
    • opinions and recommendations The deliverable in this situation is the presentation of
    • a written report to the City Manager within 30 calendar days of the date of the approval
    • of the engagement (ie January 19 2016) to address the following issues
    • The HR Doctor Inc was authorized and directed by the City Manager to also provide a
    • broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processe
    • METHODOLOGY
    • The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information
    • 2
    • The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employee
    • To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot
    • FINDINGS AND CONCLUSIONS
    • Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positio
    • r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work
    • 3
    • complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur
    • 4
    • service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement
    • 5
    • over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a n
    • 1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be org
    • 6
    • 7
    • managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to
    • ensure the most competent possible workforce If performance evaluations job
    • descriptions and personnel files generally do not reflect written and on-going
    • efforts to document performance excellence weakness and corrective action
    • even those top managers with property rights (ie those covered by Civil
    • Service) can become less willing to take the risks associated with innovation
    • Clients or customers become frustrated by what they regard as excessive
    • delays and lack of responsiveness
    • 8
    • All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance
    • It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The City
    • RECOMMENDATIONS
    • 9
    • Rescue and Public Utilities The Plan would assign specific staff
    • accountability for each project with completion dates and completion
    • milestones There would then be monthly or quarterly progress reviews
    • by the City Manager
    • 10
    • 11
    • 14The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candi
    • 12
    • day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assis
    • SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING
    • PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION
    • THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS
    • SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE
    • ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK
    • ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR
    • THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY
    • CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE
    • 13
    • pro quos such as additional benefits In the absence of such voluntary
    • exemption attrition should be used so that future incumbents in selected
    • positions would be hired as at will employees
    • 14
    • Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside
    • over a facilitated focus group of top users and current IT staffs to
    • prioritize projects identify needs and resources and prepare an IT
    • Business Plan for review by the City Manager Likewise in this reviewers
    • opinion being familiar with the installation of new large IT activities
    • overlaid on existing staff requirements adding a graduate intern as an at
    • will employee for one year would provide a new resource to the IT
    • Director to more rapidly implement the programs he will be asked to bring
    • to fruition This would be in addition to whatever staffing or consultant
    • resources are brought to bear for the Enterprise Resource System
    • 15
    • for another perhaps even more costly organizational problem in the
    • future
    • 25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential s
    • Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement pr
    • middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in
    • 26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots adm
    • 16
    • process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process
    • No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and mana
    • It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees -that they are the Citys
    • 17
    • vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances
    • The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading manager
    • 18
    • ATTACHMENT 2
    • ATTACHMENT 2
    • CITY of HOLLYWOOD FLORIDA
    • Office of the City Manager
    • 0
    • 2600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (95-1) 921-3314 deg
    • Wazir A Ishmael PhD City Manager
    • March 18 2016
    • The Honorable Mayor Vice Mayor
    • and Members of the City Commission City of Hollywood Hollywood FL 33020
    • Mayor Vice Mayor and City Commissioners
    • This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016
    • We thank him for his services and wish him well in his future endeavors
    • Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller
    • Should you have any questions I am available at your convenience
    • Sincere I
    • Dt~tr A Ishmael Ciey(Janager
    • c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director
    • Our Mission Yl arc dcdic 11td lO proiding municip1l scrvictS for our diverse co mrnuniry in an atn1osphLrl of tOOperalion courtesy and respect
    • Xie do 1his hy ensu ring gtII who live work and pby in die Cit) of loll)~VOoJ enjoy a high qnlil oflifo
    • hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y
    • Dr Wazir Ishmael
    • City Manager City of Hollywood
    • 2600 Hollywood Blvd
    • Hollywood Florida 33020
    • Dr Ishmael
    • As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities
    • In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life
    • Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and cap
    • Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices
    • I wish the City of Hollywood and the dedicated employees much luck with their future endeavors
    • Sincerely
    • Jocent Wasserman Director Procurement Services
    • ATTACHMENT 3
    • City of Hollywood Florida -Class Specification Bulletin Page 1of3 ATTACHMENT 3
    • https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016
    • performance
    • May represent the Director at various meetings within the city and the business community
    • Performs other job duties as assigned
    • Required Possession of a Bachelors degree with major coursework in business or public
    • administration or a related field
    • Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration
    • Be a Certified Professional Contracts Manager (CPCM )
    • Preferred Masters degree with major coursework in business or public administration or a related field
    • Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements
    • Extensive knowledge of principles practices and techniques of large scale government purchasing
    • Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing
    • Extensive knowledge of approved purchasing methods including
    • recording buying inspection and shipping methods
    • Extensive knowledge of the techniques and requirements of specifications preparation
    • Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased
    • Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served
    • Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing
    • Some knowledge of insurance as it pertains to property liability and surety bonds
    • Considerable knowledge of Microsoft Word and Excel and the use of office equipment
    • Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to
    • 5252016
    • City of Hollywood Florida -Class Specification Bulletin Page 3of3
    • other workers accurately and concisely Skills in application of systems analysis techniques and
    • procedures including consulting with users to determine hardware so~ware or system functional specifications
    • Ability to communicate effectively both orally and in writing
    • Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices
    • Ability to deal effectively with administrative officials and vendors
    • Ability to obtain and interpret market prices and trends and apply these to procurement problems
    • https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016
    • ATTACHMENT 4
    • ATTACHMENT 4
    • Jeane Carver-St Luce
    • At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations fun
    • Two important take-away from this email
    • middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed
    • middotmiddot Identify and maintain copies of all your award documents and invoices
    • bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files
    • The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines
    • After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support
    • George
    • George R Jr middotLsisrunt Cinmiddot funllltJcI
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    • FLORIDA
    • Master Contract List (MCL)
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    • What is the MCL
    • bull Summary
    • bull
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    • bull TCITY MANAGERMCL Demo
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    • MCL-Next Steps
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    • ATTACHMENT 5
    • ATTACHMENT 5
    • George Keller
    • From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde
    • Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice
    • Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris
    • Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick
    • Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz
    • Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel
    • Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie
    • Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran
    • Holycross
    • Cc Paul Bassar Directors Subject Master Contract List Training
    • Good Afternoon
    • The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times
    • Please let me know what suits you best also the training will be held at room 303
    • Thank you
    • Maryury Collier
    • Administrative Specialist II
    • City of Hollywood
    • Financial Services
    • 2600 Hollywood Blvd Suite 303
    • PO Box 229045 Hollywood FL 33020 Office 954-921-3221
    • C 11 middot of ~
    • H~QQQ
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Jeane Carver-St Luce
    • Good Day
    • As some ofyou may be aware the City will be implementing an Electronic Contract File-AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed
    • For your convenience we will be having one hour training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule-Not later than Thursday (552016)
    • Friday May 6 from 330pm to 430pm Monday May 9 at 900am to lOOOam
    • bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam
    • Thank you
    • Maryury Collier
    • Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303
    • P 0 Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MCollierhollywoodflorq
    • Cbullty of ~
    • H L WOOD
    • t i O~IOA
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • ATTACHMENT 6
    • ATTACHMENT 6
    • City ojJfoywootf PCoritfa
    • DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT
    • Date Date Date Date Contract InfoNumber Contract Expiration Date
    • Original Contract Amount Total This Invoice
    • Amendments Adjustment Total Previous Invoices
    • APPENDIXB
    • Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073
    • (954) 895-2949 matthewlalla3
    • March 11 2016
    • Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022
    • Dear Wazir
    • Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016
    • I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors
    • ~~
    • Matthew Lalla
    • cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources
Page 51: BROWARD OFFICE OF THE INSPECTOR GENERAL€¦ · Broward Office of the Inspector General Page 2 . 1. Heightened Awareness, Expectations and Standards of Performance . The senior management

ATTACHMENT 6

ATTACHMENT 6City ojJfoywootf PCoritfa DPV

DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT

Date 5252016 Pay to Vendor No Amount of Payment

Name Account No Address Separate Check Requested D City Invoice Number StateZip

Explanation of Payment

Date

Date

Date

Date

Contract InfoNumber Contract Expiration Date

Item Budget Item Description Line Item

l SubscriotionDuesMemberships Fees 2 Postage MeterStamps 3 Host Account Reimbursements 4 LicensesPermitsCertificates 5 Court CostOther Govt AgencvTaxes 6 Real Estate Closing - Attach Stmt 7 Advertising - attach tearsheet 8 Education CoursesSeminars 9 EducationReimbursementsBooks 10 RecordsSlidesFilmsGov Publication 11 Deferred ComoBank Pavments 12 MedicalVeterinarv Pavments 13 Insurance Premiums 14 Grant Disbursements 15 UtilitiesDump Fees 16 Refunds 17 CourierFreight 18 Pettv Cash Reimbursement 19 Other Professional Services 20 Soecial EventsRecr Performances 21 Temoorarv Emolovment Services 22 MealParkinQNiileaQe (1 dav tri-countv)

Unit Quantity

Originated by Dept Head Printed Name

DeptDiv Dept Head Signature

Procurement TypeDoc ---------------- Procurement Appr _

Finance Approval __________ Date Budget Approval

City Commission or City Manager Action Resolution

Unit Price

Total

ExtensionTotal

$000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000

Original Contract Amount Total This Invoice

Amendments Adjustment Total Previous Invoices

Total Contract Amount Total to Date --------------shy

City Manager Signature (if required)

Distribution List Finance Procurement Services Depmtment Copy dpv (rev3l02015)

APPENDIXB

Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073 (954) 895-2949 matthewlal la32 7 5comcastnet

March 11 2016

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022

Dear Wazir

Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016

I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors

~~ Matthew Lalla

cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources

  • Structure Bookmarks
    • BROWARD OFFICE OF THE INSPECTOR GENERAL
    • To and Members City of Hollywood C
    • From John W Scott Inspector General
    • Date June 6 2016
    • Subject Status Report-OIG Final Report Re Misconduct and Gross Mismanagement by the City ofHollywood in the Procurement of Temporary Employment Services Ref OIG 14-027
    • On March 2 2014 the Broward Office of the Inspector General (OIG) issued a final report finding that City of Hollywood officials violated numerous city ordinances policies and procedures to pay approximately $1 million for the services of temporary employees (temps) Specifically we found that the officials
    • At the conclusion of the report the OIG acknowledged the initial remedial steps taken by the city but recommended additional action including-given the potential for further abuse of the DPV payment method-a full audit of DPV payments
    • John W Scol1 Inspector General One North University Drive Suite 11 1 bull Planlalion Florida 33324 bull (954) 357-7873 bull Fax (954) 357-7857 4) 357-TIPS
    • As requested City Administrator Wazir Ishmael has now provided the OIG a status report with attachments which is attached as Appendix A The city states that it s senior management team has communicated publicly and individually that the inappropriate actions that occurred in the past were clearly wrong and unacceptable The city has now implemented numerous protocols and procedures in response to the OIGs investigation Of particular significance the city has created and implemented a contract com
    • The city has also restructured the Procurement Division and reformed oversight of the procurement process The finance director and procurement director overseeing the activities discussed in the final report have since resigned from the city Former Procurement Director Joel Wasserman s resignation is attached at Appendix A and former Finance Director Matthew Lallas resignation is attached as Appendix B The city also provided a repo1i it commissioned from a human resources specialist in response to the
    • However the city failed to address our recommendation that the DPV payments be audited in light of the significant misuse of the mechanism and the corresponding vulnerability to fraud waste and abuse Accordingly the OIG requests that we be provided a supplemental status report within 90 days or by September 5 2016 regarding a DPV audit
    • Attachment
    • cc Wazir Ishmael City Administrator
    • From To Cc
    • Subject Date Attachments
    • MaY Johns InsoectorGeneral Wazir Ishmael City of Hollywoods 90 Day Progress Report Regarding TransHire Tuesday May 31 2016 42804 PM 05 31 16 Letter to Inspector Scott re TransHire 90 Day Progress Reportpdf
    • 05 31 16 Letter to Inspector Scott Attachment lpdf 05 31 16 Letter to Inspector Scott Attachment 2pdf 05 31 16 Letter to Inspector Scott Attachment 3pdf 05 31 16 Letter to Inspector Scott Attachment 4pdf 05 31 16 Letter to Inspector Scott Attachment 5pdf 05 31 16 Letter to Inspector Scott Attachment 6pdf
    • Good afternoon Inspector General shy
    • The City Manager asked that I forward you the City of Hollywoods 90 day progress report that you requested in your final report regarding TransHire
    • Thank you Dr Wazir Ishmael City Manager
    • Executive Assistant City of Hollywood Office of the City Manager 2600 Hollywood Blvd Suite 419
    • PO Box 229045 Hollywood FL 33022-9045 Office 954-921-3201 E-mail
    • fjj
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Office of the City Manager
    • 2600 Hollywood Blvd bull PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (954) 92 1-33 14 bull rg
    • Wazir A Ishmael PhD City Manager
    • SENT VIA EMAIL amp US MAIL
    • May 31 2016
    • Mr John W Scott Inspector General Broward Office of the Inspector General
    • One North University Drive Suite 111 Plantation FL 3324
    • Re Broward Office of the Inspector General Report on Transhire 90 Day Progress Report
    • Dear Mr Scott
    • Please accept this response from the City of Hollywood as the 90 Day Progress Report that you requested in your final report on the above matter First let me assure you that your information findings and recommendations have been fully received acknowledged and communicated widely throughout the City staff Secondly I have discussed the serious nature of the issues identified directly with the Mayor City Commission senior management team staff and members of the public reinforcing that those inap
    • Finally we have collectively implemented and followed a broad spectrum of improvements actions resources training and policies to continue forward the lessons learned in progress of the organization The initiatives we have undertaken exist at the policy level and administrative oversight as well as day to day operations The below information describes those steps in more detail along with the attached documentation and the derived benefit for each Your contribution to stimulating these improveme
    • Our Mission Ve are dedicmcd to providing municipal services for our diverse community in an atmosphere ofcooperation courtesy and respect Yc do this by ensuring all who live work and play in the City of Hollywood enjoy a high quality of life
    • An Equa l Opportunity a nd Serv i ce Provide r Ag e nc y
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2
    • 1 Heightened Awareness Expectations and Standards of Performance
    • The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures
    • 2 Services of an External Consulting Professional (Attachment 1)
    • The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many
    • 3 Organizational Modifications and Reform (Attachment 2)
    • The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have be
    • 4 Human Resources Policy Review and Reform
    • Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced
    • 5 WorkflowBusiness Policies and Procedures Modifications
    • The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3
    • The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions
    • 10 Direct Payment Voucher Procedural Modifications (Attachment 6)
    • The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4
    • The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter
    • Attachments
    • c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors
    • ATTACHMENT 1
    • ATTACHMENT 1
    • PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737
    • Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045
    • March 3 2016
    • Dear Messrs Keller and Standley
    • The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one
    • The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues
    • The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not
    • Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement
    • Sincerely
    • Phil Rosenberg President The HR Doctorreg Inc 954 816-4 737
    • attachment
    • Phil Rosenberg President PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737 On
    • March 3 2016
    • IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES
    • BACKGROUND
    • The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in t
    • With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whet
    • City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in th
    • 1
    • The Inspector Generals report is being taken very seriously by the City It is a call to
    • action and catalyst to go beyond the limited and narrow scope of the report in the
    • interest of making broader administrative improvements
    • As part of the response to the report the City engaged the services of The HR Doctor
    • Inc on January 19 2016 to investigate the background of what occurred and offer
    • opinions and recommendations The deliverable in this situation is the presentation of
    • a written report to the City Manager within 30 calendar days of the date of the approval
    • of the engagement (ie January 19 2016) to address the following issues
    • The HR Doctor Inc was authorized and directed by the City Manager to also provide a
    • broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processe
    • METHODOLOGY
    • The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information
    • 2
    • The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employee
    • To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot
    • FINDINGS AND CONCLUSIONS
    • Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positio
    • r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work
    • 3
    • complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur
    • 4
    • service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement
    • 5
    • over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a n
    • 1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be org
    • 6
    • 7
    • managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to
    • ensure the most competent possible workforce If performance evaluations job
    • descriptions and personnel files generally do not reflect written and on-going
    • efforts to document performance excellence weakness and corrective action
    • even those top managers with property rights (ie those covered by Civil
    • Service) can become less willing to take the risks associated with innovation
    • Clients or customers become frustrated by what they regard as excessive
    • delays and lack of responsiveness
    • 8
    • All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance
    • It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The City
    • RECOMMENDATIONS
    • 9
    • Rescue and Public Utilities The Plan would assign specific staff
    • accountability for each project with completion dates and completion
    • milestones There would then be monthly or quarterly progress reviews
    • by the City Manager
    • 10
    • 11
    • 14The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candi
    • 12
    • day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assis
    • SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING
    • PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION
    • THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS
    • SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE
    • ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK
    • ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR
    • THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY
    • CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE
    • 13
    • pro quos such as additional benefits In the absence of such voluntary
    • exemption attrition should be used so that future incumbents in selected
    • positions would be hired as at will employees
    • 14
    • Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside
    • over a facilitated focus group of top users and current IT staffs to
    • prioritize projects identify needs and resources and prepare an IT
    • Business Plan for review by the City Manager Likewise in this reviewers
    • opinion being familiar with the installation of new large IT activities
    • overlaid on existing staff requirements adding a graduate intern as an at
    • will employee for one year would provide a new resource to the IT
    • Director to more rapidly implement the programs he will be asked to bring
    • to fruition This would be in addition to whatever staffing or consultant
    • resources are brought to bear for the Enterprise Resource System
    • 15
    • for another perhaps even more costly organizational problem in the
    • future
    • 25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential s
    • Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement pr
    • middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in
    • 26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots adm
    • 16
    • process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process
    • No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and mana
    • It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees -that they are the Citys
    • 17
    • vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances
    • The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading manager
    • 18
    • ATTACHMENT 2
    • ATTACHMENT 2
    • CITY of HOLLYWOOD FLORIDA
    • Office of the City Manager
    • 0
    • 2600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (95-1) 921-3314 deg
    • Wazir A Ishmael PhD City Manager
    • March 18 2016
    • The Honorable Mayor Vice Mayor
    • and Members of the City Commission City of Hollywood Hollywood FL 33020
    • Mayor Vice Mayor and City Commissioners
    • This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016
    • We thank him for his services and wish him well in his future endeavors
    • Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller
    • Should you have any questions I am available at your convenience
    • Sincere I
    • Dt~tr A Ishmael Ciey(Janager
    • c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director
    • Our Mission Yl arc dcdic 11td lO proiding municip1l scrvictS for our diverse co mrnuniry in an atn1osphLrl of tOOperalion courtesy and respect
    • Xie do 1his hy ensu ring gtII who live work and pby in die Cit) of loll)~VOoJ enjoy a high qnlil oflifo
    • hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y
    • Dr Wazir Ishmael
    • City Manager City of Hollywood
    • 2600 Hollywood Blvd
    • Hollywood Florida 33020
    • Dr Ishmael
    • As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities
    • In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life
    • Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and cap
    • Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices
    • I wish the City of Hollywood and the dedicated employees much luck with their future endeavors
    • Sincerely
    • Jocent Wasserman Director Procurement Services
    • ATTACHMENT 3
    • City of Hollywood Florida -Class Specification Bulletin Page 1of3 ATTACHMENT 3
    • https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016
    • performance
    • May represent the Director at various meetings within the city and the business community
    • Performs other job duties as assigned
    • Required Possession of a Bachelors degree with major coursework in business or public
    • administration or a related field
    • Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration
    • Be a Certified Professional Contracts Manager (CPCM )
    • Preferred Masters degree with major coursework in business or public administration or a related field
    • Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements
    • Extensive knowledge of principles practices and techniques of large scale government purchasing
    • Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing
    • Extensive knowledge of approved purchasing methods including
    • recording buying inspection and shipping methods
    • Extensive knowledge of the techniques and requirements of specifications preparation
    • Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased
    • Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served
    • Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing
    • Some knowledge of insurance as it pertains to property liability and surety bonds
    • Considerable knowledge of Microsoft Word and Excel and the use of office equipment
    • Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to
    • 5252016
    • City of Hollywood Florida -Class Specification Bulletin Page 3of3
    • other workers accurately and concisely Skills in application of systems analysis techniques and
    • procedures including consulting with users to determine hardware so~ware or system functional specifications
    • Ability to communicate effectively both orally and in writing
    • Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices
    • Ability to deal effectively with administrative officials and vendors
    • Ability to obtain and interpret market prices and trends and apply these to procurement problems
    • https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016
    • ATTACHMENT 4
    • ATTACHMENT 4
    • Jeane Carver-St Luce
    • At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations fun
    • Two important take-away from this email
    • middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed
    • middotmiddot Identify and maintain copies of all your award documents and invoices
    • bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files
    • The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines
    • After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support
    • George
    • George R Jr middotLsisrunt Cinmiddot funllltJcI
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    • FLORIDA
    • Master Contract List (MCL)
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    • bull Summary
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    • ATTACHMENT 5
    • ATTACHMENT 5
    • George Keller
    • From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde
    • Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice
    • Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris
    • Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick
    • Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz
    • Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel
    • Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie
    • Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran
    • Holycross
    • Cc Paul Bassar Directors Subject Master Contract List Training
    • Good Afternoon
    • The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times
    • Please let me know what suits you best also the training will be held at room 303
    • Thank you
    • Maryury Collier
    • Administrative Specialist II
    • City of Hollywood
    • Financial Services
    • 2600 Hollywood Blvd Suite 303
    • PO Box 229045 Hollywood FL 33020 Office 954-921-3221
    • C 11 middot of ~
    • H~QQQ
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Jeane Carver-St Luce
    • Good Day
    • As some ofyou may be aware the City will be implementing an Electronic Contract File-AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed
    • For your convenience we will be having one hour training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule-Not later than Thursday (552016)
    • Friday May 6 from 330pm to 430pm Monday May 9 at 900am to lOOOam
    • bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam
    • Thank you
    • Maryury Collier
    • Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303
    • P 0 Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MCollierhollywoodflorq
    • Cbullty of ~
    • H L WOOD
    • t i O~IOA
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • ATTACHMENT 6
    • ATTACHMENT 6
    • City ojJfoywootf PCoritfa
    • DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT
    • Date Date Date Date Contract InfoNumber Contract Expiration Date
    • Original Contract Amount Total This Invoice
    • Amendments Adjustment Total Previous Invoices
    • APPENDIXB
    • Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073
    • (954) 895-2949 matthewlalla3
    • March 11 2016
    • Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022
    • Dear Wazir
    • Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016
    • I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors
    • ~~
    • Matthew Lalla
    • cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources
Page 52: BROWARD OFFICE OF THE INSPECTOR GENERAL€¦ · Broward Office of the Inspector General Page 2 . 1. Heightened Awareness, Expectations and Standards of Performance . The senior management

ATTACHMENT 6City ojJfoywootf PCoritfa DPV

DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT

Date 5252016 Pay to Vendor No Amount of Payment

Name Account No Address Separate Check Requested D City Invoice Number StateZip

Explanation of Payment

Date

Date

Date

Date

Contract InfoNumber Contract Expiration Date

Item Budget Item Description Line Item

l SubscriotionDuesMemberships Fees 2 Postage MeterStamps 3 Host Account Reimbursements 4 LicensesPermitsCertificates 5 Court CostOther Govt AgencvTaxes 6 Real Estate Closing - Attach Stmt 7 Advertising - attach tearsheet 8 Education CoursesSeminars 9 EducationReimbursementsBooks 10 RecordsSlidesFilmsGov Publication 11 Deferred ComoBank Pavments 12 MedicalVeterinarv Pavments 13 Insurance Premiums 14 Grant Disbursements 15 UtilitiesDump Fees 16 Refunds 17 CourierFreight 18 Pettv Cash Reimbursement 19 Other Professional Services 20 Soecial EventsRecr Performances 21 Temoorarv Emolovment Services 22 MealParkinQNiileaQe (1 dav tri-countv)

Unit Quantity

Originated by Dept Head Printed Name

DeptDiv Dept Head Signature

Procurement TypeDoc ---------------- Procurement Appr _

Finance Approval __________ Date Budget Approval

City Commission or City Manager Action Resolution

Unit Price

Total

ExtensionTotal

$000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000 $000

Original Contract Amount Total This Invoice

Amendments Adjustment Total Previous Invoices

Total Contract Amount Total to Date --------------shy

City Manager Signature (if required)

Distribution List Finance Procurement Services Depmtment Copy dpv (rev3l02015)

APPENDIXB

Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073 (954) 895-2949 matthewlal la32 7 5comcastnet

March 11 2016

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022

Dear Wazir

Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016

I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors

~~ Matthew Lalla

cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources

  • Structure Bookmarks
    • BROWARD OFFICE OF THE INSPECTOR GENERAL
    • To and Members City of Hollywood C
    • From John W Scott Inspector General
    • Date June 6 2016
    • Subject Status Report-OIG Final Report Re Misconduct and Gross Mismanagement by the City ofHollywood in the Procurement of Temporary Employment Services Ref OIG 14-027
    • On March 2 2014 the Broward Office of the Inspector General (OIG) issued a final report finding that City of Hollywood officials violated numerous city ordinances policies and procedures to pay approximately $1 million for the services of temporary employees (temps) Specifically we found that the officials
    • At the conclusion of the report the OIG acknowledged the initial remedial steps taken by the city but recommended additional action including-given the potential for further abuse of the DPV payment method-a full audit of DPV payments
    • John W Scol1 Inspector General One North University Drive Suite 11 1 bull Planlalion Florida 33324 bull (954) 357-7873 bull Fax (954) 357-7857 4) 357-TIPS
    • As requested City Administrator Wazir Ishmael has now provided the OIG a status report with attachments which is attached as Appendix A The city states that it s senior management team has communicated publicly and individually that the inappropriate actions that occurred in the past were clearly wrong and unacceptable The city has now implemented numerous protocols and procedures in response to the OIGs investigation Of particular significance the city has created and implemented a contract com
    • The city has also restructured the Procurement Division and reformed oversight of the procurement process The finance director and procurement director overseeing the activities discussed in the final report have since resigned from the city Former Procurement Director Joel Wasserman s resignation is attached at Appendix A and former Finance Director Matthew Lallas resignation is attached as Appendix B The city also provided a repo1i it commissioned from a human resources specialist in response to the
    • However the city failed to address our recommendation that the DPV payments be audited in light of the significant misuse of the mechanism and the corresponding vulnerability to fraud waste and abuse Accordingly the OIG requests that we be provided a supplemental status report within 90 days or by September 5 2016 regarding a DPV audit
    • Attachment
    • cc Wazir Ishmael City Administrator
    • From To Cc
    • Subject Date Attachments
    • MaY Johns InsoectorGeneral Wazir Ishmael City of Hollywoods 90 Day Progress Report Regarding TransHire Tuesday May 31 2016 42804 PM 05 31 16 Letter to Inspector Scott re TransHire 90 Day Progress Reportpdf
    • 05 31 16 Letter to Inspector Scott Attachment lpdf 05 31 16 Letter to Inspector Scott Attachment 2pdf 05 31 16 Letter to Inspector Scott Attachment 3pdf 05 31 16 Letter to Inspector Scott Attachment 4pdf 05 31 16 Letter to Inspector Scott Attachment 5pdf 05 31 16 Letter to Inspector Scott Attachment 6pdf
    • Good afternoon Inspector General shy
    • The City Manager asked that I forward you the City of Hollywoods 90 day progress report that you requested in your final report regarding TransHire
    • Thank you Dr Wazir Ishmael City Manager
    • Executive Assistant City of Hollywood Office of the City Manager 2600 Hollywood Blvd Suite 419
    • PO Box 229045 Hollywood FL 33022-9045 Office 954-921-3201 E-mail
    • fjj
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Office of the City Manager
    • 2600 Hollywood Blvd bull PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (954) 92 1-33 14 bull rg
    • Wazir A Ishmael PhD City Manager
    • SENT VIA EMAIL amp US MAIL
    • May 31 2016
    • Mr John W Scott Inspector General Broward Office of the Inspector General
    • One North University Drive Suite 111 Plantation FL 3324
    • Re Broward Office of the Inspector General Report on Transhire 90 Day Progress Report
    • Dear Mr Scott
    • Please accept this response from the City of Hollywood as the 90 Day Progress Report that you requested in your final report on the above matter First let me assure you that your information findings and recommendations have been fully received acknowledged and communicated widely throughout the City staff Secondly I have discussed the serious nature of the issues identified directly with the Mayor City Commission senior management team staff and members of the public reinforcing that those inap
    • Finally we have collectively implemented and followed a broad spectrum of improvements actions resources training and policies to continue forward the lessons learned in progress of the organization The initiatives we have undertaken exist at the policy level and administrative oversight as well as day to day operations The below information describes those steps in more detail along with the attached documentation and the derived benefit for each Your contribution to stimulating these improveme
    • Our Mission Ve are dedicmcd to providing municipal services for our diverse community in an atmosphere ofcooperation courtesy and respect Yc do this by ensuring all who live work and play in the City of Hollywood enjoy a high quality of life
    • An Equa l Opportunity a nd Serv i ce Provide r Ag e nc y
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2
    • 1 Heightened Awareness Expectations and Standards of Performance
    • The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures
    • 2 Services of an External Consulting Professional (Attachment 1)
    • The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many
    • 3 Organizational Modifications and Reform (Attachment 2)
    • The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have be
    • 4 Human Resources Policy Review and Reform
    • Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced
    • 5 WorkflowBusiness Policies and Procedures Modifications
    • The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3
    • The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions
    • 10 Direct Payment Voucher Procedural Modifications (Attachment 6)
    • The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4
    • The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter
    • Attachments
    • c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors
    • ATTACHMENT 1
    • ATTACHMENT 1
    • PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737
    • Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045
    • March 3 2016
    • Dear Messrs Keller and Standley
    • The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one
    • The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues
    • The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not
    • Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement
    • Sincerely
    • Phil Rosenberg President The HR Doctorreg Inc 954 816-4 737
    • attachment
    • Phil Rosenberg President PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737 On
    • March 3 2016
    • IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES
    • BACKGROUND
    • The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in t
    • With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whet
    • City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in th
    • 1
    • The Inspector Generals report is being taken very seriously by the City It is a call to
    • action and catalyst to go beyond the limited and narrow scope of the report in the
    • interest of making broader administrative improvements
    • As part of the response to the report the City engaged the services of The HR Doctor
    • Inc on January 19 2016 to investigate the background of what occurred and offer
    • opinions and recommendations The deliverable in this situation is the presentation of
    • a written report to the City Manager within 30 calendar days of the date of the approval
    • of the engagement (ie January 19 2016) to address the following issues
    • The HR Doctor Inc was authorized and directed by the City Manager to also provide a
    • broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processe
    • METHODOLOGY
    • The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information
    • 2
    • The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employee
    • To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot
    • FINDINGS AND CONCLUSIONS
    • Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positio
    • r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work
    • 3
    • complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur
    • 4
    • service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement
    • 5
    • over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a n
    • 1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be org
    • 6
    • 7
    • managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to
    • ensure the most competent possible workforce If performance evaluations job
    • descriptions and personnel files generally do not reflect written and on-going
    • efforts to document performance excellence weakness and corrective action
    • even those top managers with property rights (ie those covered by Civil
    • Service) can become less willing to take the risks associated with innovation
    • Clients or customers become frustrated by what they regard as excessive
    • delays and lack of responsiveness
    • 8
    • All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance
    • It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The City
    • RECOMMENDATIONS
    • 9
    • Rescue and Public Utilities The Plan would assign specific staff
    • accountability for each project with completion dates and completion
    • milestones There would then be monthly or quarterly progress reviews
    • by the City Manager
    • 10
    • 11
    • 14The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candi
    • 12
    • day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assis
    • SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING
    • PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION
    • THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS
    • SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE
    • ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK
    • ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR
    • THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY
    • CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE
    • 13
    • pro quos such as additional benefits In the absence of such voluntary
    • exemption attrition should be used so that future incumbents in selected
    • positions would be hired as at will employees
    • 14
    • Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside
    • over a facilitated focus group of top users and current IT staffs to
    • prioritize projects identify needs and resources and prepare an IT
    • Business Plan for review by the City Manager Likewise in this reviewers
    • opinion being familiar with the installation of new large IT activities
    • overlaid on existing staff requirements adding a graduate intern as an at
    • will employee for one year would provide a new resource to the IT
    • Director to more rapidly implement the programs he will be asked to bring
    • to fruition This would be in addition to whatever staffing or consultant
    • resources are brought to bear for the Enterprise Resource System
    • 15
    • for another perhaps even more costly organizational problem in the
    • future
    • 25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential s
    • Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement pr
    • middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in
    • 26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots adm
    • 16
    • process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process
    • No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and mana
    • It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees -that they are the Citys
    • 17
    • vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances
    • The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading manager
    • 18
    • ATTACHMENT 2
    • ATTACHMENT 2
    • CITY of HOLLYWOOD FLORIDA
    • Office of the City Manager
    • 0
    • 2600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (95-1) 921-3314 deg
    • Wazir A Ishmael PhD City Manager
    • March 18 2016
    • The Honorable Mayor Vice Mayor
    • and Members of the City Commission City of Hollywood Hollywood FL 33020
    • Mayor Vice Mayor and City Commissioners
    • This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016
    • We thank him for his services and wish him well in his future endeavors
    • Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller
    • Should you have any questions I am available at your convenience
    • Sincere I
    • Dt~tr A Ishmael Ciey(Janager
    • c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director
    • Our Mission Yl arc dcdic 11td lO proiding municip1l scrvictS for our diverse co mrnuniry in an atn1osphLrl of tOOperalion courtesy and respect
    • Xie do 1his hy ensu ring gtII who live work and pby in die Cit) of loll)~VOoJ enjoy a high qnlil oflifo
    • hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y
    • Dr Wazir Ishmael
    • City Manager City of Hollywood
    • 2600 Hollywood Blvd
    • Hollywood Florida 33020
    • Dr Ishmael
    • As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities
    • In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life
    • Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and cap
    • Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices
    • I wish the City of Hollywood and the dedicated employees much luck with their future endeavors
    • Sincerely
    • Jocent Wasserman Director Procurement Services
    • ATTACHMENT 3
    • City of Hollywood Florida -Class Specification Bulletin Page 1of3 ATTACHMENT 3
    • https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016
    • performance
    • May represent the Director at various meetings within the city and the business community
    • Performs other job duties as assigned
    • Required Possession of a Bachelors degree with major coursework in business or public
    • administration or a related field
    • Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration
    • Be a Certified Professional Contracts Manager (CPCM )
    • Preferred Masters degree with major coursework in business or public administration or a related field
    • Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements
    • Extensive knowledge of principles practices and techniques of large scale government purchasing
    • Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing
    • Extensive knowledge of approved purchasing methods including
    • recording buying inspection and shipping methods
    • Extensive knowledge of the techniques and requirements of specifications preparation
    • Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased
    • Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served
    • Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing
    • Some knowledge of insurance as it pertains to property liability and surety bonds
    • Considerable knowledge of Microsoft Word and Excel and the use of office equipment
    • Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to
    • 5252016
    • City of Hollywood Florida -Class Specification Bulletin Page 3of3
    • other workers accurately and concisely Skills in application of systems analysis techniques and
    • procedures including consulting with users to determine hardware so~ware or system functional specifications
    • Ability to communicate effectively both orally and in writing
    • Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices
    • Ability to deal effectively with administrative officials and vendors
    • Ability to obtain and interpret market prices and trends and apply these to procurement problems
    • https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016
    • ATTACHMENT 4
    • ATTACHMENT 4
    • Jeane Carver-St Luce
    • At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations fun
    • Two important take-away from this email
    • middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed
    • middotmiddot Identify and maintain copies of all your award documents and invoices
    • bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files
    • The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines
    • After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support
    • George
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    • ATTACHMENT 5
    • ATTACHMENT 5
    • George Keller
    • From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde
    • Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice
    • Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris
    • Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick
    • Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz
    • Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel
    • Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie
    • Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran
    • Holycross
    • Cc Paul Bassar Directors Subject Master Contract List Training
    • Good Afternoon
    • The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times
    • Please let me know what suits you best also the training will be held at room 303
    • Thank you
    • Maryury Collier
    • Administrative Specialist II
    • City of Hollywood
    • Financial Services
    • 2600 Hollywood Blvd Suite 303
    • PO Box 229045 Hollywood FL 33020 Office 954-921-3221
    • C 11 middot of ~
    • H~QQQ
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Jeane Carver-St Luce
    • Good Day
    • As some ofyou may be aware the City will be implementing an Electronic Contract File-AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed
    • For your convenience we will be having one hour training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule-Not later than Thursday (552016)
    • Friday May 6 from 330pm to 430pm Monday May 9 at 900am to lOOOam
    • bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam
    • Thank you
    • Maryury Collier
    • Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303
    • P 0 Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MCollierhollywoodflorq
    • Cbullty of ~
    • H L WOOD
    • t i O~IOA
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • ATTACHMENT 6
    • ATTACHMENT 6
    • City ojJfoywootf PCoritfa
    • DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT
    • Date Date Date Date Contract InfoNumber Contract Expiration Date
    • Original Contract Amount Total This Invoice
    • Amendments Adjustment Total Previous Invoices
    • APPENDIXB
    • Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073
    • (954) 895-2949 matthewlalla3
    • March 11 2016
    • Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022
    • Dear Wazir
    • Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016
    • I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors
    • ~~
    • Matthew Lalla
    • cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources
Page 53: BROWARD OFFICE OF THE INSPECTOR GENERAL€¦ · Broward Office of the Inspector General Page 2 . 1. Heightened Awareness, Expectations and Standards of Performance . The senior management

APPENDIXB

Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073 (954) 895-2949 matthewlal la32 7 5comcastnet

March 11 2016

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022

Dear Wazir

Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016

I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors

~~ Matthew Lalla

cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources

  • Structure Bookmarks
    • BROWARD OFFICE OF THE INSPECTOR GENERAL
    • To and Members City of Hollywood C
    • From John W Scott Inspector General
    • Date June 6 2016
    • Subject Status Report-OIG Final Report Re Misconduct and Gross Mismanagement by the City ofHollywood in the Procurement of Temporary Employment Services Ref OIG 14-027
    • On March 2 2014 the Broward Office of the Inspector General (OIG) issued a final report finding that City of Hollywood officials violated numerous city ordinances policies and procedures to pay approximately $1 million for the services of temporary employees (temps) Specifically we found that the officials
    • At the conclusion of the report the OIG acknowledged the initial remedial steps taken by the city but recommended additional action including-given the potential for further abuse of the DPV payment method-a full audit of DPV payments
    • John W Scol1 Inspector General One North University Drive Suite 11 1 bull Planlalion Florida 33324 bull (954) 357-7873 bull Fax (954) 357-7857 4) 357-TIPS
    • As requested City Administrator Wazir Ishmael has now provided the OIG a status report with attachments which is attached as Appendix A The city states that it s senior management team has communicated publicly and individually that the inappropriate actions that occurred in the past were clearly wrong and unacceptable The city has now implemented numerous protocols and procedures in response to the OIGs investigation Of particular significance the city has created and implemented a contract com
    • The city has also restructured the Procurement Division and reformed oversight of the procurement process The finance director and procurement director overseeing the activities discussed in the final report have since resigned from the city Former Procurement Director Joel Wasserman s resignation is attached at Appendix A and former Finance Director Matthew Lallas resignation is attached as Appendix B The city also provided a repo1i it commissioned from a human resources specialist in response to the
    • However the city failed to address our recommendation that the DPV payments be audited in light of the significant misuse of the mechanism and the corresponding vulnerability to fraud waste and abuse Accordingly the OIG requests that we be provided a supplemental status report within 90 days or by September 5 2016 regarding a DPV audit
    • Attachment
    • cc Wazir Ishmael City Administrator
    • From To Cc
    • Subject Date Attachments
    • MaY Johns InsoectorGeneral Wazir Ishmael City of Hollywoods 90 Day Progress Report Regarding TransHire Tuesday May 31 2016 42804 PM 05 31 16 Letter to Inspector Scott re TransHire 90 Day Progress Reportpdf
    • 05 31 16 Letter to Inspector Scott Attachment lpdf 05 31 16 Letter to Inspector Scott Attachment 2pdf 05 31 16 Letter to Inspector Scott Attachment 3pdf 05 31 16 Letter to Inspector Scott Attachment 4pdf 05 31 16 Letter to Inspector Scott Attachment 5pdf 05 31 16 Letter to Inspector Scott Attachment 6pdf
    • Good afternoon Inspector General shy
    • The City Manager asked that I forward you the City of Hollywoods 90 day progress report that you requested in your final report regarding TransHire
    • Thank you Dr Wazir Ishmael City Manager
    • Executive Assistant City of Hollywood Office of the City Manager 2600 Hollywood Blvd Suite 419
    • PO Box 229045 Hollywood FL 33022-9045 Office 954-921-3201 E-mail
    • fjj
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Office of the City Manager
    • 2600 Hollywood Blvd bull PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (954) 92 1-33 14 bull rg
    • Wazir A Ishmael PhD City Manager
    • SENT VIA EMAIL amp US MAIL
    • May 31 2016
    • Mr John W Scott Inspector General Broward Office of the Inspector General
    • One North University Drive Suite 111 Plantation FL 3324
    • Re Broward Office of the Inspector General Report on Transhire 90 Day Progress Report
    • Dear Mr Scott
    • Please accept this response from the City of Hollywood as the 90 Day Progress Report that you requested in your final report on the above matter First let me assure you that your information findings and recommendations have been fully received acknowledged and communicated widely throughout the City staff Secondly I have discussed the serious nature of the issues identified directly with the Mayor City Commission senior management team staff and members of the public reinforcing that those inap
    • Finally we have collectively implemented and followed a broad spectrum of improvements actions resources training and policies to continue forward the lessons learned in progress of the organization The initiatives we have undertaken exist at the policy level and administrative oversight as well as day to day operations The below information describes those steps in more detail along with the attached documentation and the derived benefit for each Your contribution to stimulating these improveme
    • Our Mission Ve are dedicmcd to providing municipal services for our diverse community in an atmosphere ofcooperation courtesy and respect Yc do this by ensuring all who live work and play in the City of Hollywood enjoy a high quality of life
    • An Equa l Opportunity a nd Serv i ce Provide r Ag e nc y
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2
    • 1 Heightened Awareness Expectations and Standards of Performance
    • The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures
    • 2 Services of an External Consulting Professional (Attachment 1)
    • The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many
    • 3 Organizational Modifications and Reform (Attachment 2)
    • The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have be
    • 4 Human Resources Policy Review and Reform
    • Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced
    • 5 WorkflowBusiness Policies and Procedures Modifications
    • The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3
    • The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions
    • 10 Direct Payment Voucher Procedural Modifications (Attachment 6)
    • The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4
    • The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter
    • Attachments
    • c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors
    • ATTACHMENT 1
    • ATTACHMENT 1
    • PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737
    • Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045
    • March 3 2016
    • Dear Messrs Keller and Standley
    • The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one
    • The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues
    • The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not
    • Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement
    • Sincerely
    • Phil Rosenberg President The HR Doctorreg Inc 954 816-4 737
    • attachment
    • Phil Rosenberg President PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737 On
    • March 3 2016
    • IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES
    • BACKGROUND
    • The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in t
    • With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whet
    • City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in th
    • 1
    • The Inspector Generals report is being taken very seriously by the City It is a call to
    • action and catalyst to go beyond the limited and narrow scope of the report in the
    • interest of making broader administrative improvements
    • As part of the response to the report the City engaged the services of The HR Doctor
    • Inc on January 19 2016 to investigate the background of what occurred and offer
    • opinions and recommendations The deliverable in this situation is the presentation of
    • a written report to the City Manager within 30 calendar days of the date of the approval
    • of the engagement (ie January 19 2016) to address the following issues
    • The HR Doctor Inc was authorized and directed by the City Manager to also provide a
    • broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processe
    • METHODOLOGY
    • The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information
    • 2
    • The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employee
    • To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot
    • FINDINGS AND CONCLUSIONS
    • Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positio
    • r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work
    • 3
    • complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur
    • 4
    • service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement
    • 5
    • over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a n
    • 1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be org
    • 6
    • 7
    • managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to
    • ensure the most competent possible workforce If performance evaluations job
    • descriptions and personnel files generally do not reflect written and on-going
    • efforts to document performance excellence weakness and corrective action
    • even those top managers with property rights (ie those covered by Civil
    • Service) can become less willing to take the risks associated with innovation
    • Clients or customers become frustrated by what they regard as excessive
    • delays and lack of responsiveness
    • 8
    • All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance
    • It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The City
    • RECOMMENDATIONS
    • 9
    • Rescue and Public Utilities The Plan would assign specific staff
    • accountability for each project with completion dates and completion
    • milestones There would then be monthly or quarterly progress reviews
    • by the City Manager
    • 10
    • 11
    • 14The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candi
    • 12
    • day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assis
    • SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING
    • PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION
    • THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS
    • SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE
    • ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK
    • ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR
    • THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY
    • CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE
    • 13
    • pro quos such as additional benefits In the absence of such voluntary
    • exemption attrition should be used so that future incumbents in selected
    • positions would be hired as at will employees
    • 14
    • Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside
    • over a facilitated focus group of top users and current IT staffs to
    • prioritize projects identify needs and resources and prepare an IT
    • Business Plan for review by the City Manager Likewise in this reviewers
    • opinion being familiar with the installation of new large IT activities
    • overlaid on existing staff requirements adding a graduate intern as an at
    • will employee for one year would provide a new resource to the IT
    • Director to more rapidly implement the programs he will be asked to bring
    • to fruition This would be in addition to whatever staffing or consultant
    • resources are brought to bear for the Enterprise Resource System
    • 15
    • for another perhaps even more costly organizational problem in the
    • future
    • 25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential s
    • Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement pr
    • middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in
    • 26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots adm
    • 16
    • process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process
    • No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and mana
    • It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees -that they are the Citys
    • 17
    • vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances
    • The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading manager
    • 18
    • ATTACHMENT 2
    • ATTACHMENT 2
    • CITY of HOLLYWOOD FLORIDA
    • Office of the City Manager
    • 0
    • 2600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (95-1) 921-3314 deg
    • Wazir A Ishmael PhD City Manager
    • March 18 2016
    • The Honorable Mayor Vice Mayor
    • and Members of the City Commission City of Hollywood Hollywood FL 33020
    • Mayor Vice Mayor and City Commissioners
    • This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016
    • We thank him for his services and wish him well in his future endeavors
    • Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller
    • Should you have any questions I am available at your convenience
    • Sincere I
    • Dt~tr A Ishmael Ciey(Janager
    • c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director
    • Our Mission Yl arc dcdic 11td lO proiding municip1l scrvictS for our diverse co mrnuniry in an atn1osphLrl of tOOperalion courtesy and respect
    • Xie do 1his hy ensu ring gtII who live work and pby in die Cit) of loll)~VOoJ enjoy a high qnlil oflifo
    • hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y
    • Dr Wazir Ishmael
    • City Manager City of Hollywood
    • 2600 Hollywood Blvd
    • Hollywood Florida 33020
    • Dr Ishmael
    • As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities
    • In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life
    • Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and cap
    • Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices
    • I wish the City of Hollywood and the dedicated employees much luck with their future endeavors
    • Sincerely
    • Jocent Wasserman Director Procurement Services
    • ATTACHMENT 3
    • City of Hollywood Florida -Class Specification Bulletin Page 1of3 ATTACHMENT 3
    • https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016
    • performance
    • May represent the Director at various meetings within the city and the business community
    • Performs other job duties as assigned
    • Required Possession of a Bachelors degree with major coursework in business or public
    • administration or a related field
    • Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration
    • Be a Certified Professional Contracts Manager (CPCM )
    • Preferred Masters degree with major coursework in business or public administration or a related field
    • Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements
    • Extensive knowledge of principles practices and techniques of large scale government purchasing
    • Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing
    • Extensive knowledge of approved purchasing methods including
    • recording buying inspection and shipping methods
    • Extensive knowledge of the techniques and requirements of specifications preparation
    • Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased
    • Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served
    • Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing
    • Some knowledge of insurance as it pertains to property liability and surety bonds
    • Considerable knowledge of Microsoft Word and Excel and the use of office equipment
    • Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to
    • 5252016
    • City of Hollywood Florida -Class Specification Bulletin Page 3of3
    • other workers accurately and concisely Skills in application of systems analysis techniques and
    • procedures including consulting with users to determine hardware so~ware or system functional specifications
    • Ability to communicate effectively both orally and in writing
    • Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices
    • Ability to deal effectively with administrative officials and vendors
    • Ability to obtain and interpret market prices and trends and apply these to procurement problems
    • https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016
    • ATTACHMENT 4
    • ATTACHMENT 4
    • Jeane Carver-St Luce
    • At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations fun
    • Two important take-away from this email
    • middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed
    • middotmiddot Identify and maintain copies of all your award documents and invoices
    • bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files
    • The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines
    • After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support
    • George
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    • ATTACHMENT 5
    • ATTACHMENT 5
    • George Keller
    • From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde
    • Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice
    • Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris
    • Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick
    • Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz
    • Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel
    • Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie
    • Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran
    • Holycross
    • Cc Paul Bassar Directors Subject Master Contract List Training
    • Good Afternoon
    • The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times
    • Please let me know what suits you best also the training will be held at room 303
    • Thank you
    • Maryury Collier
    • Administrative Specialist II
    • City of Hollywood
    • Financial Services
    • 2600 Hollywood Blvd Suite 303
    • PO Box 229045 Hollywood FL 33020 Office 954-921-3221
    • C 11 middot of ~
    • H~QQQ
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Jeane Carver-St Luce
    • Good Day
    • As some ofyou may be aware the City will be implementing an Electronic Contract File-AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed
    • For your convenience we will be having one hour training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule-Not later than Thursday (552016)
    • Friday May 6 from 330pm to 430pm Monday May 9 at 900am to lOOOam
    • bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam
    • Thank you
    • Maryury Collier
    • Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303
    • P 0 Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MCollierhollywoodflorq
    • Cbullty of ~
    • H L WOOD
    • t i O~IOA
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • ATTACHMENT 6
    • ATTACHMENT 6
    • City ojJfoywootf PCoritfa
    • DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT
    • Date Date Date Date Contract InfoNumber Contract Expiration Date
    • Original Contract Amount Total This Invoice
    • Amendments Adjustment Total Previous Invoices
    • APPENDIXB
    • Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073
    • (954) 895-2949 matthewlalla3
    • March 11 2016
    • Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022
    • Dear Wazir
    • Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016
    • I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors
    • ~~
    • Matthew Lalla
    • cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources
Page 54: BROWARD OFFICE OF THE INSPECTOR GENERAL€¦ · Broward Office of the Inspector General Page 2 . 1. Heightened Awareness, Expectations and Standards of Performance . The senior management

Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073 (954) 895-2949 matthewlal la32 7 5comcastnet

March 11 2016

Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022

Dear Wazir

Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016

I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors

~~ Matthew Lalla

cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources

  • Structure Bookmarks
    • BROWARD OFFICE OF THE INSPECTOR GENERAL
    • To and Members City of Hollywood C
    • From John W Scott Inspector General
    • Date June 6 2016
    • Subject Status Report-OIG Final Report Re Misconduct and Gross Mismanagement by the City ofHollywood in the Procurement of Temporary Employment Services Ref OIG 14-027
    • On March 2 2014 the Broward Office of the Inspector General (OIG) issued a final report finding that City of Hollywood officials violated numerous city ordinances policies and procedures to pay approximately $1 million for the services of temporary employees (temps) Specifically we found that the officials
    • At the conclusion of the report the OIG acknowledged the initial remedial steps taken by the city but recommended additional action including-given the potential for further abuse of the DPV payment method-a full audit of DPV payments
    • John W Scol1 Inspector General One North University Drive Suite 11 1 bull Planlalion Florida 33324 bull (954) 357-7873 bull Fax (954) 357-7857 4) 357-TIPS
    • As requested City Administrator Wazir Ishmael has now provided the OIG a status report with attachments which is attached as Appendix A The city states that it s senior management team has communicated publicly and individually that the inappropriate actions that occurred in the past were clearly wrong and unacceptable The city has now implemented numerous protocols and procedures in response to the OIGs investigation Of particular significance the city has created and implemented a contract com
    • The city has also restructured the Procurement Division and reformed oversight of the procurement process The finance director and procurement director overseeing the activities discussed in the final report have since resigned from the city Former Procurement Director Joel Wasserman s resignation is attached at Appendix A and former Finance Director Matthew Lallas resignation is attached as Appendix B The city also provided a repo1i it commissioned from a human resources specialist in response to the
    • However the city failed to address our recommendation that the DPV payments be audited in light of the significant misuse of the mechanism and the corresponding vulnerability to fraud waste and abuse Accordingly the OIG requests that we be provided a supplemental status report within 90 days or by September 5 2016 regarding a DPV audit
    • Attachment
    • cc Wazir Ishmael City Administrator
    • From To Cc
    • Subject Date Attachments
    • MaY Johns InsoectorGeneral Wazir Ishmael City of Hollywoods 90 Day Progress Report Regarding TransHire Tuesday May 31 2016 42804 PM 05 31 16 Letter to Inspector Scott re TransHire 90 Day Progress Reportpdf
    • 05 31 16 Letter to Inspector Scott Attachment lpdf 05 31 16 Letter to Inspector Scott Attachment 2pdf 05 31 16 Letter to Inspector Scott Attachment 3pdf 05 31 16 Letter to Inspector Scott Attachment 4pdf 05 31 16 Letter to Inspector Scott Attachment 5pdf 05 31 16 Letter to Inspector Scott Attachment 6pdf
    • Good afternoon Inspector General shy
    • The City Manager asked that I forward you the City of Hollywoods 90 day progress report that you requested in your final report regarding TransHire
    • Thank you Dr Wazir Ishmael City Manager
    • Executive Assistant City of Hollywood Office of the City Manager 2600 Hollywood Blvd Suite 419
    • PO Box 229045 Hollywood FL 33022-9045 Office 954-921-3201 E-mail
    • fjj
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Office of the City Manager
    • 2600 Hollywood Blvd bull PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (954) 92 1-33 14 bull rg
    • Wazir A Ishmael PhD City Manager
    • SENT VIA EMAIL amp US MAIL
    • May 31 2016
    • Mr John W Scott Inspector General Broward Office of the Inspector General
    • One North University Drive Suite 111 Plantation FL 3324
    • Re Broward Office of the Inspector General Report on Transhire 90 Day Progress Report
    • Dear Mr Scott
    • Please accept this response from the City of Hollywood as the 90 Day Progress Report that you requested in your final report on the above matter First let me assure you that your information findings and recommendations have been fully received acknowledged and communicated widely throughout the City staff Secondly I have discussed the serious nature of the issues identified directly with the Mayor City Commission senior management team staff and members of the public reinforcing that those inap
    • Finally we have collectively implemented and followed a broad spectrum of improvements actions resources training and policies to continue forward the lessons learned in progress of the organization The initiatives we have undertaken exist at the policy level and administrative oversight as well as day to day operations The below information describes those steps in more detail along with the attached documentation and the derived benefit for each Your contribution to stimulating these improveme
    • Our Mission Ve are dedicmcd to providing municipal services for our diverse community in an atmosphere ofcooperation courtesy and respect Yc do this by ensuring all who live work and play in the City of Hollywood enjoy a high quality of life
    • An Equa l Opportunity a nd Serv i ce Provide r Ag e nc y
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 2
    • 1 Heightened Awareness Expectations and Standards of Performance
    • The senior management team including myself have directly communicated publicaly and individually both in writing and verbally with the general public elected officials city staff etc that the inappropriate actions that occurred in the past were clearly wrong and unacceptable Higher ethical and legally conforming expectations and standards of performance have been reinforced with all parties City staff performance evaluations will heavily weigh ethics and adherence to all applicable procedures
    • 2 Services of an External Consulting Professional (Attachment 1)
    • The HR Doctor Inc was contracted by the City to provide a professional external consultant resource to help guide the response and corrective measures Mr Phil Rosenberg The HR Doctor directly interviewed dozens of involved City staffers reviewed associated public records examined business processes and procedures evaluated the Citys organizational structure and provided recommendations for improvement The attached report created by Mr Rosenberg details the evaluation and recommendations many
    • 3 Organizational Modifications and Reform (Attachment 2)
    • The Procurement Division of the Financial Services Department has been placed under the direct supervision of the newly hired Contract Compliance Officer and the Assistant City Manager for Finance amp Administration Staffing assignments roles responsibilities and procedures are continuing to be modified to enhance procurement services and ensure adherence to ordinancespolicies This direct reporting organizational structure will continue into the future until all structural and performance issues have be
    • 4 Human Resources Policy Review and Reform
    • Human Resources Policies especially those addressing contractual services and temporary staffing have been reviewed clarified and strengthened to ensure that contracting operating billing payment expenditure and time limitations are identified followed and enforced
    • 5 WorkflowBusiness Policies and Procedures Modifications
    • The City has contracted with an external ERP consultant and is currently undergoing an extensive citywide needs assessment of all workflow and business processes Upon completion of that 90 day effort an RFP will be constructed and opened for competitive bidding to implement a citywide ERP fully utilizing current technology to conduct business communicate and share data eliminating many archaic practices and limitations
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page 3
    • The review and signature of Purchase Orders and Blanket Purchase Orders is now required to include the Contract Compliance OfficerProcurement Director and the Budget Director Prior to this procedural change necessary oversight and management of key procurements and expenditures was lacking in some cases which may have contributed to errors and omissions
    • 10 Direct Payment Voucher Procedural Modifications (Attachment 6)
    • The Direct Payment Voucher form and use has been modified to ensure the appropriate use of this payment method Multiple repetitive incremental goods or services payments will not be processed via DPV which will result in violation of the actual limits or intent of expenditure or time constraints
    • May 31 2016 Mr John W Scott Inspector General Broward Office of the Inspector General Page4
    • The City views its responsibility to the appropriate conduct of the publics business and expenditure of its funds as a primary priority We also view this responsibility as an ongoing process improvement commitment which does not end but rather continues to evolve as it is implemented and developed The City appreciates your input and cooperation on this matter
    • Attachments
    • c Mayor Vice Mayor and City Commissioners City Attorney Assistant City Managers Chief Officers DepartmentOffice Directors
    • ATTACHMENT 1
    • ATTACHMENT 1
    • PHIL ROSENBERG PRESIDENT PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737
    • Mr George R Keller Mr Mel Standley Assistant City Managers City of Hollywood 2600 Hollywood Blvd Suite 419 Hollywood FL 33020-9045
    • March 3 2016
    • Dear Messrs Keller and Standley
    • The HR Doctorreg Inc is pleased to submit to you the attached review and recommendations in fulfillment of the provisions of the Letter of Engagement entered into between the City of Hollywood and The HR Doctor Inc on January 19 2016 The attachment is a final report following submission in the past few days of the Inspector Generals final report about which I was briefed I sent over an e-mail yesterday with the date of a prior draft rather than this one
    • The purpose of the engagement was for The HR Doctorreg Inc to conduct a follow-up review of the Inspector Generals report from the perspective of an experienced local government executive and to provide advice to you relative to the following issues
    • The attachment and the verbal briefing which covered several of the issues above constitute a guide to recommended policy and organizational changes The recommendations take a longer range perspective than the Inspector Generals report which was designed to chronicle the events of the 2014 temporary services problem The Inspector Generals report was not
    • Thank you for the opportunity to serve and to interact with many dedicated City of Hollywood staff members who I am convinced will strongly support innovation and process improvement
    • Sincerely
    • Phil Rosenberg President The HR Doctorreg Inc 954 816-4 737
    • attachment
    • Phil Rosenberg President PO Box 268 Weirsdale FL 32195 Phone 954 816-4737 Fax 352 821-4737 On
    • March 3 2016
    • IN THE MATTER OF A REVIEW AND RECOMMENDATIONS FOLLOWING RECEIPT OF THE REPORT OF THE BROWARD COUNTY OFFICE OF INSPECTOR GENERAL REGARDING THE 2014 PROCUREMENT OF TEMPORARY SERVICES
    • BACKGROUND
    • The Broward County Florida Office of the Inspector General (IG) submitted a report to the City of Hollywood dated January 6 2016 concerning the procurement of temporary help seNices from a particular vendor which totaled nearly $1 million over approximately one year The report was months in preparation Like most of the work of an Inspector General the document is a form of time travel That is the report traces activities and events which occurred essentially over a particular period of time (in t
    • With the exception of a call for an audit of any other outside seNices procured and paid through the Citys Direct Payment Voucher system (DPV) the Inspector Generals report provides neither a blueprint nor recommendations that look beyond the particular events associated with the one seNice procurement they reviewed Likewise the report does not provide effective recommendations or opinions as to how the organizational culture of the City may have contributed to how the weaknesses came to occur whet
    • City Manager Wazir Ishmael PhD is a recent appointee He quickly came to recognize prior to receipt of the Inspector Generals report that assertive and appropriate actions should be taken to enhance efficiency financial as well as management accountability and innovation The report which follows is a direct reflection of this philosophy and his public administration courage to question past practices to diagnose problems and available opportunities for improvement not considered in many areas in th
    • 1
    • The Inspector Generals report is being taken very seriously by the City It is a call to
    • action and catalyst to go beyond the limited and narrow scope of the report in the
    • interest of making broader administrative improvements
    • As part of the response to the report the City engaged the services of The HR Doctor
    • Inc on January 19 2016 to investigate the background of what occurred and offer
    • opinions and recommendations The deliverable in this situation is the presentation of
    • a written report to the City Manager within 30 calendar days of the date of the approval
    • of the engagement (ie January 19 2016) to address the following issues
    • The HR Doctor Inc was authorized and directed by the City Manager to also provide a
    • broader sense of recommended direction to meet the needs of the City Administration focusing on innovation and the improvement of performance excellence beyond the incident discussed in the IG report The opportunity presented to the HR Doctor Inc by this assignment is challenging but very much appreciated I congratulate the City in undertaking a proactive response to identify weaknesses and act with urgency to consider steps which can be taken by the Commission and the Administration to manage processe
    • METHODOLOGY
    • The HR Doctor Inc was advised by the City Manager to conduct the review in whatever professional manner the Reviewer deemed to be most appropriate Given the priority value the City Manager placed on the timely completion of this engagement this Reviewer determined that a combination of documentary reviews site visits and employee interviews represented the appropriate methodology for this engagement with additional work to be undertaken based upon any anomalous outcomes from the above information
    • 2
    • The City staff facilitated access to all requested documents as well as any employee noted by the Reviewer for interview Documents reviewed included the IG report with exhibits relevant portions of policy and rules liabilities and written information shared during some of the interviews The work included the conduct of approximately nineteen interviews generally lasting between thirty minutes and an hour each Most but not all of the interviewees were mentioned in the IG report Only current employee
    • To aid in securing interview candor each person was advised that the interview was not being recorded and that notes were not being taken linking individuals to specific opinions or statements While interviewees were not under oath this experienced reviewer did not feel that there were efforts made to present false or misleading statements middot
    • FINDINGS AND CONCLUSIONS
    • Based upon the foregoing work what follows are observations opinions and conclusions for which this reviewer accepts responsibility I note that throughout this process I have received nothing but open and honest communication with the people interviewed and with those who provided material support to this inquiry In particular I call the readers attention to the support provided by three city employees taking to heart the mandate of the City Manager All three are recent hires to their current positio
    • r I had the opportunity to work with Mr Bassar who provided valuable assistance in this work
    • 3
    • complexity the improvements suggested in the final section of this report will not succeed Opportunities will be missed and other failures will occur
    • 4
    • service leadership in the past couple of years is perhaps a reflection of the frustration and is indicative of a search for improvement
    • 5
    • over the 911 system as had been planned and as the City was preparing for It was understandable for the City to be reluctant to hire new 911 Dispatchers on a full-time regular employee basis knowing full well that the service was going to be taken over by the County However when the County fails to take over the service as promised in a timely way and repeated delays occur the lack of sufficient regular staff creates very serious and compelling risks of failure This was the situation which created a n
    • 1O In the City of Hollywood as well as in the majority of jurisdictions in the United States including federal and State governments themselves there is a bureaucratic tendency which leads to the creation of internal silos The loyalty of employees has a tendency to be displaced away from the organization as a whole Employees will tend to feel that they work and must be loyal to their particular departments as opposed to the overall organization It is very helpful and very proper for there to be org
    • 6
    • 7
    • managers spend an inordinate amount of time dealing with procedural efforts to improve those characteristics The result is frustration and reduced ability to
    • ensure the most competent possible workforce If performance evaluations job
    • descriptions and personnel files generally do not reflect written and on-going
    • efforts to document performance excellence weakness and corrective action
    • even those top managers with property rights (ie those covered by Civil
    • Service) can become less willing to take the risks associated with innovation
    • Clients or customers become frustrated by what they regard as excessive
    • delays and lack of responsiveness
    • 8
    • All of these factors taken together were reflected in the particular temporary employmentvendor procurement failure All these things taken together will in this Reviewers experience and opinion set the stage for future failures and future missed opportunities for improvement if allowed to continue The inertia which leads to practices being maintained and unchanged for many years and reluctance or a sense of futility to generate change is one of the very top enemies of effective governance
    • It is toward the goal and with the spirit of offering suggestions to counter these trends that the recommendations below are presented The majority of the recommendations target needed improvements in human resource practices This is because these practices go far beyond the responsibilities of the Human Resources Department Rather these are the practices which determine the success or failure of administrative activities and decisions including those around which the events of 2014 occurred The City
    • RECOMMENDATIONS
    • 9
    • Rescue and Public Utilities The Plan would assign specific staff
    • accountability for each project with completion dates and completion
    • milestones There would then be monthly or quarterly progress reviews
    • by the City Manager
    • 10
    • 11
    • 14The City should utilize a classification of Graduate Intern to reinforce staffing capabilities for the completion of the Human Resources Business Plan and other projects Graduate Intern requirements would be a relevant graduate degree or active work in an accredited university graduate program This would be an unrepresented exempt management apprenticeship position with appointment duration of not more than one year unless otherwise approved by the City Manager Recruitment of Graduate Intern candi
    • 12
    • day work of a Police Chief bears a closer relationship to that of a Human Resources Director than it does to a Law Enforcement Officer on patrol Having available to such leaders on a confidential basis 247365 days a year knowledgeable advisors or a coach would be very much in the Citys best interests This would be a resource for support in problem assessment solution development responding to questions supporting policy reviews and more In Hollywoods case the current and very experienced Assis
    • SPECIAL NOTE THIS REVIEWER WHOSE HR CONSUL TING
    • PRACTICE INCLUDES COACHING AND ONGOING RETAINER WORK IS VERY SENSITIVE TO THE AVOIDANCE OF ANY PERCEPTION
    • THAT THE FOREGOING RECOMMENDATIONS BE CONSTRUED AS
    • SELF-SERVING THEREFORE IF THE CITY WERE TO PURSUE THE
    • ADVISOR RECOMMENDATIONS THE CITY SHOULD LOOK
    • ELSEWHERE FOR THAT OUTSIDE RESOURCE OR USING FOR
    • THAT MATTER ASSISTANT CITY MANAGERS PRIOR TO ANY
    • CONSIDERATION OF THIS REVIEWER TO FULFILL THAT ROLE
    • 13
    • pro quos such as additional benefits In the absence of such voluntary
    • exemption attrition should be used so that future incumbents in selected
    • positions would be hired as at will employees
    • 14
    • Enterprise Resource System will shape the future of the Citys IT costs and success for years to come In addition there is new leadership in the Department which is well-respected and is offering hope to frustrated users These users need and expect timely and accurate technical support This Reviewer recommends asking the Director of IT to preside
    • over a facilitated focus group of top users and current IT staffs to
    • prioritize projects identify needs and resources and prepare an IT
    • Business Plan for review by the City Manager Likewise in this reviewers
    • opinion being familiar with the installation of new large IT activities
    • overlaid on existing staff requirements adding a graduate intern as an at
    • will employee for one year would provide a new resource to the IT
    • Director to more rapidly implement the programs he will be asked to bring
    • to fruition This would be in addition to whatever staffing or consultant
    • resources are brought to bear for the Enterprise Resource System
    • 15
    • for another perhaps even more costly organizational problem in the
    • future
    • 25 The procurement process along with the filling of human resources needs and concerns about the adequacy of fiscal controls are what the Inspector Generals report and its conclusions focused on At the core of corrective action to reduce future prospects for problems the reader will note that many of the recommendations in this report fall within human resources area This does not only mean the Procurement Division or the Human Resources Department alone Rather it recognizes that these essential s
    • Procurement has evolved into an established specialty profession in public and private organizations The City would be well served by removing Procurement from its reporting relationship through the Director of Financial Services Instead the City should consider its placement for at least a six month period under the direct authority of the City Manager through an Assistant City Manager with operational management led by the Citys newly hired Contract Compliance Manager who is a senior procurement pr
    • middotforthis function would be to prepare the Strategic Plan with user and Procurement staff input to streamline processes perhaps decentralizes parts of the function to major client stakeholders and to ensure that an accurate inventory of existing contracts expiration dates and connections to available budgeted funds be established Such a plan places specific timeframe and accountability on named employees for successful completion of the tasks set forth in the plan The City Manager would then be in
    • 26 Considerable user frustration was expressed concerning the budget process and feelings that user needs were not as fully and respectfully considered in the process as they would like This Reviewer is very familiar with the dilemmas of budgetary preparation under extremely difficult financial situation circumstances In these circumstances to the extent possible users should be directly involved and have a seat at the decision-making table Toward this end the Assistant City Manager who overseemiddots adm
    • 16
    • process improvements that will not only keep the budget calendar on track but also increase its understanding among users in what should be a collaborative and cooperative process
    • No supervisor should be permitted to walk by a problem without immediate engagement to stop interrupt the problem and take some corrective action That supervisor should be supported in the correction effort by the City Manager and Director The organizational inertia of long time practices must not be allowed to overcome an imperative to make constructive changes Persons unwilling to understand this mandate for professional conduct or who choose not to adopt that mandate should be counseled and mana
    • It must be made crystal clear and reinforced by the City Manager and all Department Heads to all of the supervisory employees -that they are the Citys
    • 17
    • vital communications link They in particular are responsible to not allow the lack of clear responsibility and accountability in processes to continue The IG says the practices were improper Those interviewed generally felt that this conclusion did not take into account with sufficient force the urgent compelling needs which existed They also generally assert that they acted in accordance with past practices albeit practices which were not designed to address unusual circumstances
    • The IGs report chronicles events which have already happened At this point key responsible leaders involved at the time are no longer employed by Hollywood Rules and practices regarding employment accountability were and are restrictive limiting the new City Managers flexibility Practices and policies were not updated regularly which further limit some kinds of corrective actions Finally there were clearly acknowledged unprecedented exigencies driving the immediate actions taken and leading manager
    • 18
    • ATTACHMENT 2
    • ATTACHMENT 2
    • CITY of HOLLYWOOD FLORIDA
    • Office of the City Manager
    • 0
    • 2600 Hollywood Blvd PO Box 229045 bull Hollywood Florida 33022-9045
    • Phone (954) 921-3201 bull Fax (95-1) 921-3314 deg
    • Wazir A Ishmael PhD City Manager
    • March 18 2016
    • The Honorable Mayor Vice Mayor
    • and Members of the City Commission City of Hollywood Hollywood FL 33020
    • Mayor Vice Mayor and City Commissioners
    • This letter is to advise you that Procurement Services Division Director Joel Wasserman has submitted his letter of resignation effective Friday March 18 2016
    • We thank him for his services and wish him well in his future endeavors
    • Temporarily the Procurement Services Division will directly report to the City Manager It will answer through Contract Compliance Officer Paul Bassar and Assistant City Manager for Finance and Administration George Keller
    • Should you have any questions I am available at your convenience
    • Sincere I
    • Dt~tr A Ishmael Ciey(Janager
    • c Assistant City Managers Chief Officers DepartmentOffice Directors City Attorney CRA Executive Director
    • Our Mission Yl arc dcdic 11td lO proiding municip1l scrvictS for our diverse co mrnuniry in an atn1osphLrl of tOOperalion courtesy and respect
    • Xie do 1his hy ensu ring gtII who live work and pby in die Cit) of loll)~VOoJ enjoy a high qnlil oflifo
    • hA n E q u a I 0 p p o r t ll n i t y a n d S e r i c lt P r o l ti c r A g l~ n c y
    • Dr Wazir Ishmael
    • City Manager City of Hollywood
    • 2600 Hollywood Blvd
    • Hollywood Florida 33020
    • Dr Ishmael
    • As we discussed earlier please accept this letter as official notice of my resignation from the City of Hollywood effective March 18 2016 After a long and successful career with the City I am excited to focus on personal business ventures and opportunities
    • In nearly 18 years of tenure with the City I was honored to work with dedicated employees and residents here in the City of Hollywood As I was able to develop and plan community-wide programs and nationally recognized special events in Parks Recreation and Cultural Arts I was pleased to work closely with various community groups and the individual residents to provide services which helped to improve the quality of life
    • Additionally in Public Utilities I managed several special projects and funding programs where I was responsible for establishing community volunteer programs public relations campaigns to promote drinking water quality stormwater awareness and the submission of various grant applications to the State and Federal funds I was also pleased to serve in a lead role in the development of two successful comprehensive financial plans resulting in over $250 million in revenues for improved operations and cap
    • Finally as Procurement Services Director I worked with dedicated Procurement professionals to establish policies and practices which have been reviewed by the National Institute of Government Purchasing (NIGP) and found to be in line with best practices Additionally I was proud to lead the team who had oversight for the purchases of supplies and services for the City I was pleased to have developed and updated the procurement guideforms for using departmentsoffices
    • I wish the City of Hollywood and the dedicated employees much luck with their future endeavors
    • Sincerely
    • Jocent Wasserman Director Procurement Services
    • ATTACHMENT 3
    • City of Hollywood Florida -Class Specification Bulletin Page 1of3 ATTACHMENT 3
    • https agency governmentjobscomhollywoodfl defaultcfm action=specbu 5252016
    • performance
    • May represent the Director at various meetings within the city and the business community
    • Performs other job duties as assigned
    • Required Possession of a Bachelors degree with major coursework in business or public
    • administration or a related field
    • Extensive(6 years-9 years) experience in public sector procurement contract compliance andor administration
    • Be a Certified Professional Contracts Manager (CPCM )
    • Preferred Masters degree with major coursework in business or public administration or a related field
    • Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements
    • Extensive knowledge of principles practices and techniques of large scale government purchasing
    • Extensive knowledge of laws ordinances departmental policies and other requirements governing professional public purchasing
    • Extensive knowledge of approved purchasing methods including
    • recording buying inspection and shipping methods
    • Extensive knowledge of the techniques and requirements of specifications preparation
    • Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased
    • Thorough knowledge of the sources of supply and of market and price trends Considerable knowledge of the needs of the agencies served
    • Considerable knowledge of accounting practices and procedures especially as they relate to governmental purchasing
    • Some knowledge of insurance as it pertains to property liability and surety bonds
    • Considerable knowledge of Microsoft Word and Excel and the use of office equipment
    • Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to
    • 5252016
    • City of Hollywood Florida -Class Specification Bulletin Page 3of3
    • other workers accurately and concisely Skills in application of systems analysis techniques and
    • procedures including consulting with users to determine hardware so~ware or system functional specifications
    • Ability to communicate effectively both orally and in writing
    • Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices
    • Ability to deal effectively with administrative officials and vendors
    • Ability to obtain and interpret market prices and trends and apply these to procurement problems
    • https agency governmentj obscomhollywoodfl default cfm action=spec bu 5252016
    • ATTACHMENT 4
    • ATTACHMENT 4
    • Jeane Carver-St Luce
    • At the March 16h City Commission Meeting there will be a presentation on the lJlaster Contract List (MCL)shyan electronic standardized comprehensive management tool that will be used by all City Staff to track and monitor municipal contracts The MCL concept has been in development for several months and is nearing the implementation stage The fVICL presentation will point out essential and useful real time information such as automatic daily countdowns of days for contract and insurance expirations fun
    • Two important take-away from this email
    • middotmiddot Identify contract administrators who will be the POC for your DepartmentOffice This person(s) will have a primary role in managing the business of the contract and updating datadocuments as needed
    • middotmiddot Identify and maintain copies of all your award documents and invoices
    • bullbull Anticipate training sessions with the Contract Compliance Officer Paul Bassar Paul will be available to assist with the initial setup of your DepartmentalOffice contract files
    • The fVICL is a priority initiative to improve upon the tools and information we utilize to conduct our Contract Administration The volume of contracts the City has cannot be managed by one personsection but rather collectively by all those directly responsible for the delivery of specific goods and services within their disciplines
    • After the City Commission presentation and feedback final developmenttraining sessions will be scheduled with the management team prior to implementation Thank you for your cooperation and support
    • George
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    • ATTACHMENT 5
    • ATTACHMENT 5
    • George Keller
    • From Maryury Collier Sent Tuesday May 24 2016 503 PM To Cindy Naraine Dedra Weaver Esperanza Espinel Faith Pinnock Genise Williams Hilde
    • Johnson Janet Clarke Jennifer Solinger Michele Anzalone Rosa Macartney Sydney Moyano Andria Wingett Angela Stanley Amanda Edmiston Joann Hussey Leslie Del Monte Linda DArpino-Vazquez Lorna Bailey Nicole Copeland Tami Thornton Sandra Betton Clay Milan Edgar Cristo Ernie Acosta Kanika Stampp Peggy Eads Sharrice
    • Riley Shawn Burgess Mary Baez Noel Hixon Carmen Saintange Coy Mathis Damaris
    • Munoz Danette Witherspoon Denise Delaine Donna Curtis Eric Busenbarrick
    • Esperanza Espinel Jeffrey Sheffel Jennifer Stabile Jose Garcia Horace Mclarty Luz
    • Tinoco Lori Underwood Malie Raghunath Michele Anzalone Phyllis Lewis Raquel
    • Elejabarrieta Rodolfo Jurado Sarah Scovill Sonya Edwards Stacie Hirsch Stephanie
    • Gardner Theresa Sisto William Blue Yimey Bickford Cathy Feller Patricia Cerny Duran
    • Holycross
    • Cc Paul Bassar Directors Subject Master Contract List Training
    • Good Afternoon
    • The last phase before rolling out the electronic Master Contract List (632016) is individual training-for those who need it Paul will be offering one-on-one training on the following days and times
    • Please let me know what suits you best also the training will be held at room 303
    • Thank you
    • Maryury Collier
    • Administrative Specialist II
    • City of Hollywood
    • Financial Services
    • 2600 Hollywood Blvd Suite 303
    • PO Box 229045 Hollywood FL 33020 Office 954-921-3221
    • C 11 middot of ~
    • H~QQQ
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • Jeane Carver-St Luce
    • Good Day
    • As some ofyou may be aware the City will be implementing an Electronic Contract File-AKA Master Contract List (MCL) The MCL will be the standardized filing system that the City will use until an ERP Contract Writing System is developed
    • For your convenience we will be having one hour training session which will be held at room 421 (below dates) The training will be an introductionfamiliarity with the MCL Please select a time that works best with your schedule-Not later than Thursday (552016)
    • Friday May 6 from 330pm to 430pm Monday May 9 at 900am to lOOOam
    • bull Wednesday May 11at930am to 1030am Monday May 16 at lOOOam to llOOam
    • Thank you
    • Maryury Collier
    • Administrative Secretary City of Hollywood Financial Services 2600 Hollywood Blvd Suite 303
    • P 0 Box 229045 Hollywood FL 33020 Office 954-921-3221 E-mail MCollierhollywoodflorq
    • Cbullty of ~
    • H L WOOD
    • t i O~IOA
    • Notice Florida has a broad public records law All correspondence sent to the City of Hollywood via e-mail may be subject to disclosure as a matter of public record
    • ATTACHMENT 6
    • ATTACHMENT 6
    • City ojJfoywootf PCoritfa
    • DIRECT PAYMENT VOUCHER To FINANCE DEPARTMENT
    • Date Date Date Date Contract InfoNumber Contract Expiration Date
    • Original Contract Amount Total This Invoice
    • Amendments Adjustment Total Previous Invoices
    • APPENDIXB
    • Matthew Lalla 5653 NW 39 Avenue Coconut Creek FL 33073
    • (954) 895-2949 matthewlalla3
    • March 11 2016
    • Dr Wazir Ishmael City Manager City of Hollywood 2600 Hollywood Blvd Hollywood FL 33022
    • Dear Wazir
    • Please accept this letter as official notice of my resignation from the City of Hollywood effective March 11 2016
    • I wish you the Financial Services Department and my other City of Hollywood colleagues good luck with all your future endeavors
    • ~~
    • Matthew Lalla
    • cc George Keller Assistant City Manager Tammie Bechler Director of Human Resources