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05/01/1991 Special VV001 Special Meeting Board of County Commissioners Wednesday, May 1, 1991 Key West - A Special Meet~ng of the Monroe County Board of County Commissioners convened at 9:00 a.m. on the above date at the Lions Club in Key West. Present and answering to roll call were Commissioner Earl Cheal, Commissioner Jack London, Commissioner John Stormont, and Mayor Wilhelmina Harvey. Commissioner Douglas Jones arrived later in the meeting. Also present were Danny L. Kolhage, Clerk; Randy Ludacer, County Attorney; Tom Brown, County Administrator; County Staff; members of the Press and Radio; and the general public. All stood for the Invocation and Pledge of Allegiance. ADDITIONS, CORRECTIONS, DELETIONS Motion was made by Commissioner Cheal and seconded by Commissioner London to approve additions and corrections to the Agenda. Motion carried unanimously with Commissioner Jones not present. .- COMMISSIONERS 1 ITEMS Commissioner Cheal discussed the County co- sponsoring Reef Relief's Island Clean-up on May 18, 1991. Motion was made by Commissioner Cheal and seconded by Commissioner London to approve the request from Reef Relief, waive the tipping fees, provide one truck to remove debris for that part of the activity occurring in the Unincorporated Area of the County. During discussion, the motion was withdrawn. Commissioner Cheal read a letter from John O'Connor of Operation Desert Shield indicating appreciation for the County1s Resolution of support. Motion was made by Commissioner Cheal and seconded by Commissioner London to approve a Proclamation declaring the month of May 1991 as Mental Health Month. Motion carried unanimously with Commissioner Jones not present. Motion was made by Commissioner Cheal and seconded by Commissioner London to approve travel for Mayor Harvey to Miami in response to an invitation from Her Majesty, The ~ Queen, and The Duke of Edinburgh to attend a reception on board the H. M. Yacht Britannia on Friday, May 17th. Motion carried unanimously with Commissioner Jones not present. Commissioner London discussed the recent denial by the Department of Natural Resources of the channel marker project at Upper Sugarloaf Sound. He indicated that he had attended a Sugarloaf Shores Property Owners Association meeting and that they were desirous of the County proceeding with an appeal of that decision. County Administrator Tom vv 002 Brown and Community Services Division Director Peter Horton addressed the Board. Motion was made by Commissioner London and seconded by Mayor Harvey directing the County Attorney to file an appeal of the Department of Natural Resources' decision denying the channel marker project at Upper Sugarloaf Sound. Gene Lytton addressed the Board. Roll call vote was unanimous with Commissioner Jones not present. Mayor Harvey discussed the alleged harassment of the widow of an owner of a shrimp boat grounded offshore. Gene Lytton addressed the Board. Motion was made by Commissioner Cheal and seconded by Commissioner Stormont directing the County Administrator to request a report con- cerning this matter from the Coast Guard and other pertinent agencies, said report to be considered by the Board for any additional action, if necessary; and, further, if the alleged reports are correct, that coordination is to be made with the Administrator concerning contacts with the widow. Roll call vote ws unanimous with Commissioner Jones not pre- sent. COUNTY CLERK Danny Kolhage, Clerk, advised the Commission that he was in receipt of a late bid concerning the Key West Library Consultants. Motion was made by Commissioner Stormont and seconded by Commissioner Cheal to accept the bid, authorize it to be opened, and refer it to Staff. After discussion by the Board and information given by Community Services Division Director Peter Horton and Commissioner London concerning the Library Board's activi- ties relative to this matter, the motion was withdrawn by the maker. Motion was then made by Commissioner Cheal and seconded by Commissioner London to reject the bid and authorize the Clerk to return the same to the bidder. Roll call vote was unanimous with Commissioner Jones not present. PUBLIC WORKS Motion was made by Commissioner Stormont and seconded by Commissioner Cheal to award the bid to Cubic Automatic Revenue Collection Group in the amount of $58,400.00 for Stand-Alone Toll Lane Equipment for the Card Sound Toll District in the amount of $58,400.00, and to approve and authorize execution of a contract for same. Roll call vote was unanimous with Commissioner Jones not present. Motion was made by Commissioner Stormont and seconded by Commissioner London to approve and authorize execution of a Letter of Assignment from South Florida Mack Trucks, Inc. to Mack Financial Corporation for the payment of $96,038.98 for the puchase of two Heavy-Duty Truck Tractors. Roll call vote was unanimous with Commissioner Jones not present. -, COMMISSIONER JONES ENTERED MEETING AND TOOK HIS SEAT COUNTY ATTORNEY Motion was made by Commissioner Stormont and seconded by Commissioner London to approve and authorize vv 003 execution of a Settlement Agreement between Monroe County and Advanced Structures, Inc. regarding the Marathon Jail Facility. Roll call vote was unanimous. - County Attorney Randy Ludacer discussed a Resolution adopted by Pinellas County concerning the Federal Highway Trust Fund. This matter was referred to Staff for further review. COMMISSIONERS' ITEMS Motion was made by Commissioner Jones and seconded by Mayor Harvey to approve the appointments of Peter Ryan and Jim Sharp to the Marine and Port Advisory Committee. Motion carried unanimously. * * * * * DIs'rRICT #1 LOWER AND MIDDLE KEYS FIRE AND AMBULANCE DISTRICT --- BOARD OF GOVERNORS The Board of Governors of District #1 Lower and Middle Keys Fire and Ambulance District convened. Present and answering to roll call were "Mickey" Feiner, Hal Halenza, Douglas Jones, Jack London, and Chairman Earl Cheal. Public Safety Division Director Reggie Paros addressed the Board and requested further policy direction -- if necessary. Motion was made by Commissioner Halenza to rescind the Board's previous action and to reinstate Items R-l (E) and (F) from the materials submitted with the Agenda from the previous budget meeting so that these matters can be reviewed by the new Fire Resources Advisory Committee. Motion died for lack of a second. Motion was made by Commissioner Jones and seconded by Commissioner Feiner directing that the budget of the District be referred to the Fire Resources Advisory Committee prior to being submitted to the County Administrator. Motion carried unanimously. The Board discussed the Vehicle Replacement Program. Public Works Division Director Dent Pierce addressed the Board concerning this matter. Motion was made by Commissioner Jones and seconded by Commissioner London to refer this proposal to the Fire Resources Advisory Committee for their review and recommendation. Motion carried unani- mously. There being no further business, the meeting of the Board of Governors of District #1 Lower and Middle Keys Fire and Ambulance District adjourned. * * * * * - The Board of County Commissioners reconvened with all Commissioners present. BUDGET DISCUSSION ITEMS Timetable For Fiscal Year 1991 Budqet Cycle The County Administrator presented the following Timetable for the Fiscal Year 1991 Budget Cycle: vv 004 Date Feb. 07 Feb. 22 Feb. 25 - Mar. 01 Apr. 1 Apr. 22 - Apr. 30 May 01 May 07 - May 15 May 31 June 01 July 01 Timetable For FY 1991 Budget Cycle Activity Budget Policy Workshop with Board. Distribute budget submission packages to Board Departments and Agencies. Internal workshops with Departments for budget preparation and format. Submission of budget requests from Division Departments to the Budget Officer. Review of budgets by OMB and return to departments for changes. Special Meeting - Budget Policy Review Workshop with Board at 9:00 A.M. at the Key West Lions Club. Budget Summit with BOCC and Constitutional Officers to follow at 1:30 P.M. Internal budget reviews by Budget Officer with Division Directors and Department Heads. Submission of budget requests from Sheriff, Clerk of the Circuit Court and County, and Supervisor of Elections to the Budget Officer. Submission of Property Appraiser1s budget request to Department of Revenue with copy to BOCC. Property Appraiser certifies assessment of all property values. July 08 Submission of the Tentative Budget to BOCC. (to be confirmed) July 15 Budget workshop with BOCC. (to be confirmed) July 23 (to be confirmed) Aug. 01 Sep. 04 - Sep. 10 (to be confirmed) Sep. 11 - Sep. 17 (to be confirmed) Sep. 18 - Sept. 27 (to be confirmed) Special BOCC meeting to select dates, times, and places for public hearings, and BOCC certified the proposed Millage Rates to the Property Appraiser. Submission of Tax Collector's budget request to Department of Revenue with copy to BOCC. First public hearing after 5:00 P.M. between 65 and 80 days after the Property Appraiser certifies the Assessment. To be held in the Lower Keys. Public workshop after 5:00 P.M. to discuss the 91/92 Budget Proposal. To be held in the Upper Keys. Second public hearing after 5:00 P.M. to adopt a Final Budget and Millage Rate within 15 days of first public hearing. To be held in the Middle Keys. The Board offered no objections to the proposed schedule. - , , ) ~ VV 005 Cost Of Livinq Allowance Motion was made by Commissioner Jones and seconded by Commissioner London to approve a tentative allocation for a Cost Of Living increase at 3% of salaries. During discussion, the motion was withdrawn. Motion was then made by Commissioner Cheal and seconded by Commissioner London to allow the County Administrator to prepare a proposal con- cerning COLA, Merit, and reduction in force - or any combination thereof - to reduce budget costs. Roll call vote was taken with the following results: Commissioner Cheal Commissioner Jones Commissioner London Commissioner Stormont Mayor Harvey Yes Yes No No No Motion failed. Motion was made by Commissioner Stormont and seconded by Commissioner London to tentatively approve the recommendation of the County Administrator that the policy of the Board was a 3% Cost Of Living Adjustment. Roll call vote was taken with the following results: Commissioner Cheal Commissioner Jones Commissioner London Commissioner Stormont Mayor Harvey No No No Yes Yes Motion failed. Motion was made by Commissioner Cheal and seconded by Commissioner Stormont to grant a 1.5% Cost Of Living Adjustment in the budget for the next fiscal year. Roll call vote was taken with the following results: Commissioner Cheal Commissioner Jones Commissioner London Commissioner Stormont Mayor Harvey Yes No No No No Motion failed. Merit Pay Plan Motion was made by Commissioner Jones by Commissioner London to deny the request for for Merit Increases for the next Fiscal Year. vote was taken with the following results: and seconded appropriation Roll call Commissioner Cheal Commissioner Jones Commissioner London Commissioner Stormont Mayor Harvey Yes Yes Yes No No Motion carried. --. BUDGET SUMMIT WORKSHOP The Board welcomed the following persons to the Budget Summit Workshop: Property Appraiser Ervin Higgs, Tax Collector Harry Knight, Clerk Danny Kolhage, Sheriff Rick Roth, and Supervisor of Elections Harry Sawyer. The Board entered into discussion with each of the Constitutional Officers concerning budgets for next Fiscal Year and other VV 006 matters. Motion was made by Commissioner Cheal and seconded by Commissioner Jones to adopt as a Board policy that should the Board grant Cost Of Living Adjustments and/or Merit Pay to County employees, that the same privilege would be extended to Constitutional Officers. Roll call vote was taken with the following results: Commissioner Cheal Commissioner Jones Commissioner London Commissioner Stormont Mayor Harvey Yes Yes Yes No Yes Motion carried. BUDGET DISCUSSION ITEMS Non-discretionary Costs The Board discussed Non-discretionary Costs. No action was taken. State and Local Mandates The Board discussed State and Local Mandates. No action was taken. Impact Fees Motion was made by Commissioner Stormont and seconded by Commissioner Cheal to immediately order the expenditure and release of any impact fees obligated in the current Fiscal Year. During discussion, the motion was withdrawn. Motion was made by Commissioner Stormont and seconded by Commissioner Cheal that by the June 4th meeting, an expenditure plan be developed by the Staff for the use of impact fees in the next Fiscal Year. Roll call vote was unanimous. Key Colony Beach Mayor Mickey Feiner discussed impact fees collected for the City of Key Colony Beach and the need for an Interlocal Agreement with the County. Capital proiects Motion was made by Commissioner Jones and seconded by Mayor Harvey to proceed to procure Architectural and Engineering Services for Analysis and Design for the Truman School renovation, Courthouse Annex, Courthouse, and 310 Fleming Street improvements. Roll call vote was taken with the following results: Commissioner Cheal Commissioner Jones Commissioner London Commissioner Stormont Mayor Harvey No Yes Yes Yes Yes Motion carried. Motion was made by Commissioner Stormont andd seconded by Mayor Harvey directing the County Administrator to attempt to reconfigure the Capital Program to move the Plantation Key Sheriff's Substation improvements up one year to the current fiscal year and the Plantation Key Administrative Center to begin in 1991/92 at 1.25 Million Dollars, and in 1992/93 at 1.25 Million Dollars for the purpose of purchasing Mariners Hospital. Roll call vote was unanimous. Motion was made by Commissioner Jones and seconded by Mayor Harvey that the County Administrator ---- vv 007 proceed with planning and report to the Commission con- cerning Marathon office space, Fire Station plan, and Truman Annex parking improvements. Roll call vote was unanimous. Enqineerinq - Director of Engineering David Koppel addressed the Board concerning his "Analysis Of Expanding The County's Engineering Department versus Use Of Consulting Engineers." Motion was made by Commissioner Jones and seconded by Mayor Harvey to approve the concept. Roll call vote was unani- mous. Vehicle Replacement proqram Public Works Division Director Dent Pierce addressed the Board concerning a Vehicle Replacement Program. Motion was made by Commissioner London and seconded by Commissioner Jones to approve the proposed Vehicle Replacement Program. Roll call vote was unanimous. Buildinq/Planninq Fees Growth Management Division Director Bob Herman addressed the Board. Motion was made by Commissioner Jones and seconded by Commissioner London to approve the recommen- dations of Staff, with Staff to evaluate those fees which are indicated to be deleted and coordinate with the County Attorney to make sure that they are covered in other appropriate areas. Roll call vote was taken with the following results: Commissioner Cheal Commissioner Jones Commissioner London Commissioner Stormont Mayor Harvey Yes Yes Yes Yes No Motion carried. Cleaninq Services for Buildinqs Public Works Division Director Dent Pierce addressed the Board. Motion was made by Mayor Harvey and seconded by Commissioner London to direct that the Sheriff will include in his budget the costs to clean his facili- ties. Roll call vote was unanimous. There being no further business, the meeting was adjourned. * * * * * -