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M. County AdministratorBOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: April 11i 2007 Division: County Administration Bulk Item: Yes X No _ Department: County Administration Staff Contact Person/Phone#:Connie Cyr/292-4441 AGENDA ITEM WORDING: Approval of a Resolution authorizing the temporary closing of the Northbound Lanes of US 1 from mile marker 98.2 to mile marker 100 from 10:00 a.m. to 11:30 a.m. for the annual 41h of July Parade sponsored by The Reporter Newspaper. ITEM BACKGROUND: The annual 4`h of July Parade has between 65-70 floats, bands, etc. and attracts thousands of residents and visitors. PREVIOUS RELEVANT BOCC ACTION: Previous approvals as requested by the Florida Department of Transportation. CONTRACT/AGREEMENT CHANGES: I STAFF RECOMMENDATIONS: Approval. TOTAL COST: -0- COST TO COUNTY: -0- BUDGETED: Yes No SOURCE OF FUNDS: REVENUE PRODUCING: Yes No AMOUNT PER MONTH Year APPROVED BY: County Atty OMB/Purchasing Risk Management _ DOCUMENTATION: Included X Not Required DISPOSITION: AGENDA ITEM # Revised 2/O5 Board of County Commissioners Resolution No. -2007 A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA AUTHORIZING THE TEMPORARY CLOSING OF THE NORTHBOUND LANES OF US 1 FROM MM 98.2 TO MM 100 FROM 10 AM TO 11:30 AM. ON THE 4T" OF JULY 2007. ie WHEREAS, The Reporter Newspaper annually sponsors the 4th of July parade in Key Largo; Whereas, it is necessary to temporarily close the Northbound Lanes of US 1 from MM 98.2 at Anthony's Clothing Store to MM 100 at the Holiday Inn from 10 AM to 11:30 AM for the Parade; Whereas, the 4th of July Parade usually has between 65 to 70 floats, groups, bands, etc. Whereas, The Florida Department of Transportation has requested the Monroe County also authorize the closure as stated herein; now, therefore BE IT RESOLVED THAT THE BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA hereby authorizes the closing of the Northbound Lanes of US 1 from MM 98.2 at Anthony's Clothing Store to MM 100 at the Holiday Inn from 10 AM to 11:30 AM for the Annual 4t" of July Parade sponsored by The Reporter Newspaper. Passed and Adopted by the Board of County Commissioners of Monroe County, Florida, at a regular meeting of said Board held on the 18th Day of April, 2007. Mayor DiGennaro Mayor Pro Tern Spehar Commissioner McCoy Commissioner Murphy Commissioner Neugent Danny L. Kolhage, Clerk Board of County Commissioners Monroe County, Florida Deputy Clerk By Mayor Mario DiGennaro Board of County Commissioners MONROE COUNTY ATTORNEY APPROVED AS '0 HL EN Date 11HENNNIND PO Box 1197 Tavernier, FL 33070 91655 Overseas Hwy 305-852-3216 www.upperkeysreporter.com 305-852-0199 fax THE REPORTER P.O. Box 1197 Tavernier, FL 33070 March 8, 2007 Mr. Tom Willi Monroe County Administrator Via Fax Dear Mr. Willi: Attached please find the application for temporary road closure/rerouting of traffic for State Road 905 on Wednesday, July 4th 2007. The purpose of the planned road closure is the annual July 41h Parade through Key Largo. The Parade begins at 10 a.m. with duration of approximately one and one-half hours, beginning at Almay Street and U.S. 1 in Key Largo and proceeding to the conclusion at Waldorf Plaza -Holiday Inn area. Traffic from the northbound land of RS-905 is rerouted via Grand Street at the south, through the southbound traffic lanes of SR905, which is converted to two lanes of travel. Standard traffic is reestablished at Laguna Ave. Throughout the parade route, marked Sheriff's Office units, plus uniformed officers plus the Key Largo Fire Police and Florida Highway Patrol regulate the flow of traffic. Units will be positioned at various intersections and traffic crossovers to ensure traffic integrity as well as pedestrian safety. Where necessary, cones and other signaling devices will be established to facilitate the smooth flow of vehicular traffic through the areas that are rerouted. Please bring this to the county commission at the April meeting in Key Largo. I will need a signed and sealed copy of resolution plus completion of the attached forms. The request must also be signed by the Sheriff; I'd appreciate it if you would forward the form to his office. If you have any questions, please contact me at (305) 852-3216. Your assistance is greatly appreciated. Sincerl jr,.. David Goodhue Editor CC: Plantation Key Substation — Fax 853-3205 WVMT - vmz The Permittee, shall Indemnity, defend, and hold harmless the Department and .all of its officers, agents and employees from any claim, loss, damage, cast, charge or expense arising out of any ,acts, actions, neglect or omission by the Permittee, its agents, employees, or subcontractors during the performance of the Contract, whether direct or indirect, and whether to any person or property to which the Department or said parties may he subject, except that neither the Permittee nor any of its subcontractors will be liable under this Article for damages arising out of the Injury or damage to persons or property directly caused or resulting from the SOLE negligence of the Department or any of Its officers, agents or employees. ontractoes obligation to Indemnify, defend, and pay for the defense or at the Department's option to participate and associate with the Department in the defense and trial of ank damage claim or suit and any related settlement negotiations, shall be triggered by the Department's nt's notice of claim for indemnification to Contractor. Contractor s inability to evaluate liability or its evaluation of liability shall not excuse Cootractoes duty to,datend and indem'nH within seven days after such notice by the Department i given by registered mail. Only are adjudication or judg £ent after highest appeal is exhausted specifically finding the Department 0LELY negligent shall excuse performance of tt£is;,provision by Contractor.. Contractorf shall pay all costs and fees related to this obligation and its enforcement by the Department. Department's failure to. notify Contractor of a claim shall not release Contractor of the above duty to defend. it is understood and agreed that the rights and privileges herein, set out are granted only to the extent of the tate's right; title arid interest in the land to he entered �upcn and used by the Permittee, and. the Permittee e will, at all tirne% assure tall risk of and indemnify, defend, and save harmless the State of Florida and the Department from and against any and all loss;- damage, cost or expense arising in any rnanner on account of the exercise or attempted exercises by said Permittee of the aforesaid rights and privileges Muring the event, ail safety regulations ,of the Department small lbe observed and the ho der must take measures including placing arid display c- safety devices, that may be necessary in order to safely conduct the pubilc thrc gh the project area in accordance with the Federal Manual an Uniform Traffic, Control Deviz:e.o tMtrlTC01> as amended, and the M ari ent:'s latest Roadway and Traffic Design standards, In case of non-cornplianice Mth he Department's requirements in effect as of the approved date of ihil3 permit, ih s permit is void and tine facility will have to be brought into compliance or removed frorn the RVW at no cost to the Department. Sub-nitted by-, P�£'Y; ittee Signature a.no T le Plate cot gr4f eW attested L �pertment of Transportation ?`4p;p'."ovai; T',.a Req-size} is Hereby Appro e Recommended for approval Date Mate District Secretary or Desigriee 15. 3 UTiONII Gr ainai Per; l s ° GuDpy - E triL'K MAinterance !i¢?cCe STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 8. }i40-65 REQUEST FOR TEMPORARY CLOSING/SPECIAL USE OF STATE ROAD MAINTENANCE OM2 Page I of 2 INSTRUCTIONS: OBTAIN SIGNATURES OF LOCAL LAW ENFORCEMENT AND CITY/COUNTY OFFICIALS PRIOR TO SUBMITTING TO DEPARTMENT OF TRANSPORTATION. ATTACH ANY NECESSARY MAPS OR SUPPORTING DOCUMENTS. NAME OF ORGANIZATION PERSON IN CHARGE DATE t. t:"1RA i� riP (I A." tk'.\t -S AD(MES:S OF ORGANIZATION tilaa T. 1 t� o_`{ TELEPHONE NUMBER z.- y L4 p p TITLE 3F EVENT �h 2. � C► �4t- `+..� 1 �� � � � R. 1��CJ p DATE OF EVENT -I`Q7 STARTING TIME OF EVENT DURATION EVENT (APPROK) ACTUAL CLOSING TIME (INCLUDING SETTING UP BARRIERS. ETC,} 14 ckm 1.. K+a• Q a.m. PROPOSED ROUTE (INCLUDE STATE ROAD NUMBER, SPECIFIC LOCATION. ETC. - INCLUDE MAPS) ^� t (Is 0 % 10'ooft 6 (%C� � +�► C% a s ter\ M 9 of ftY. A► t tn, a�.1 a ion ► n � I e � VNM coo c't \kdtt 3 cl-� DETOUR ROUTE (INCLUDE ALTERNATE ROUTES - INCLUDE MAPS) l .S ISO NAME OF DEPT. RESPONSIBLE FOR TRAFFIC CONTROL, ETC. (CITY POLICE, SHERIFF'S DEPT., FLORIDA HWY. PATROl- ETC.)(INCLUDE PRECINCT NO.) (tear.gLoe, C'ooli:y KQA' S 4 �: — SPECIAL CONDITIONS ' c a. ; G a.S t h [} ► cat e 1 vta. 'A C z o . ��tt.cR txsC34T i5t r'c"t �+ M,o.,rriif1... THIS SECTION IS TO BE COMPLETED NMEN PERMITTING SPECIAL USE OF A STATE ROAD FOR FILMING LICENSED PYROTECHNICS OPERATOR LICENSE NO. APPROVAL OF LOCAL FIRE DEPARTMENT LIABILITY INSURANCE CARRIER POLICY EFFECTIVE DATE COVERAGE AMOUNT (59,000.000 MINIMUM) LEN43TH OF COVERAGE DAYS FEDERAL AVIATION ADMINISTRATION APPROVAL FOR LOW FLYING FILMING ADDITIONAL LIABILITY INSURANCE AMOUNT ($5,000.000 MINIMUM) ni,AkYs~fli�ii�'T'.'"L E. 3,`:i%'�.L..tD.:->i30.OGS 4�OC IF APi'ROPPiATE: ;>f�sNs?T:,FRw Of CHIEF Of LAY aNfORCz:t+fENTA;X:NCY c r o 6E 7YPEO NAAE AND TITLE OF OWY FCOUNTY OFF3(;;.A,. " SIGNATURE OL CETYfi::OUNTY 01`FtCIAS hATE F"sO?yfE } I t AU T HORITIE:S: CHAPTER 14-65, FL.ORIII.A AT. MINISTRr T IVE CODE: RULES OF THE DEPARTMENT" OF TRAP+3SPORTATli.`.>Nt - TEMPORARY CLOSING AND SPECIAL USE OF STATE ROADS. SECTIONS 337.406(1). 496.CFa AND 316-0£I8. FLOR€IAA STATUTES. 821437 's, 7".: hi,_a RGA2 Yt.t �?:8� as lII¢Iso p +" Special provisions for permit # Section # 90060, State Road # 5, Monroe -County 1. Coordinate a pro -event coordination mooting immediately upon receipt of this permit with Mr. Walter McDowell at telephone (305) 289-2350. 2. The proposed event is permitted only for July 4`h, 2005 between the hours of 9:00 a.m. and 1:00 p.m. or as directed by the department representative prior to commencement of work. 3. A copy of this permit and plans will he on the job site at all times daring the event. 4. Validity of this permit Is contingent upon permittee obtaining necessary permits from all other agencies involved. 5. The Department reserves the right to access any portion of the location as necessary for maintenance or monitoring activities and there may be a department representative on location, who reserve the right to increase or decrease the approvod time frames. 6. All set-up and dismantling activities shall be performed at the directions of the local government and law enforcement official. 7. Permittce shall properly .DISPOSE OF ALL LITTER resulting from activities and all portions of the State Right -Of -Way shall be restored immediately upon completion of the permitted activities, at the direction of the Department representative. S. In the event of any inclement weather, this permit shall he rescinded, and the Department will retain the rights to reschedule the approval time and dates as appropriate. 9. Maintenance of traffic and all traffic control devices shall be placed in accordance with the current edition of the .F.D.O.T. Roadway and Traffic Design Standards indexes series 600 and the MUTCD as minimum criteria. 10. The permittee shall provide and maintain safe temporary access to all adjacent property at all times and shall maintain accommodations for intersec tigg and crossing traffic within the event zone. l l . In the event that it becomes necessary to accommodate passage ofany emergency vehicle, passage shall be made available by clearing all personnel and staged equipment that may interfere with its passage Immediately. 12. The local law enforcement officials will manage all the details involved in administration of the event; and stating that as betwoon the Department and the local government authority, to the extent permitted by Florida law, the local governmental authority will assume full responsibility for any liability claims arising from, or based on, the activities of the event. 13. Final restoration shall be coordinated with the department representative. All portions of the state right-of-way shall be restored within thirty (30) days upon completion of the permitted installation. 14. Beginning of the event within the F.D.O.T. right-of-way associated with this permit constitutes acceptance of these conditions. KNDEtSE Page 1t1 �q QRD ti CERTIFICATE OF L1�1 PRODUCER John O Bronson Co 3636 American River Dr, Suite 200 Sacramento, CA 95864 916-974-7800 INSURED The McCiatchy Company TvtcClatchy Corporate (See below for additional named insureds if any) PO Box 15779 Sacramento, CA 95852 f,nvPRIlGBS - - - Ty INS-Q 13 N CE=_ PATE IMMIDD YYI 03/14/2007 THIS CERTIFICATE IS ISSUER AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW, COMPANIES AFFORDING COVERAGE COMPANY A Zurich American Insurance CD (San Francisco, CA) COMPANY R COMPANY C COMPANY D THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN 155ULU I U I mt: InaUncw rvr+m ---- ,..,. ....- . - --• • --• 1_ INDICATED, NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS Of SUCH POLICIES, LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. CO:POLICY NUMBER POLICY EFFECTIVE POLICY EXPIRATION LIMITS LTR TYPE OF INSURANCE DATE IMMIDDIYVI DATE IMMIDDIYYI GENERAL AGGREGATE N 2,000,000 GENERAL LIABILITY CP03784877-03 12131106 12131/07 PRODUCTS - COMPll)P AUG t 2.000,000 A X COMMERCIAL GENERAL LIABILITY CLAIMS MADE I X i OCCUR OWNER'S IN, CONTRACTOR'S PROT PERSONAL A ADV 114JURY t 1.000,000 EACH OCCURRENCE t 1,000,000 FIRE DAMAGE IAnV one flrol t 1,000,000 MED EXP (Any one pesw) t 5,00o AUTOMOBILE LIABILITY CP037R4877-03 1213110E 12131/07 COMBINED SINGLE LIMIT t I,000,000 ANY AUTO ALL OWNED AUTOS X BODILY INJURY IFor porsonl t SCHEDULED AUTOS A HIRED AUTOS BODILY INJURY (For nc0danil t X NON -OWNED AUTOS X X Hired Auto Physical Damage PROPERTY DAMAGE N X S100. Deduetittle AUTO ONLY - EA ACCIDENT N GARAGE LIABILITY OTHER THAN AUTO ONLY ANY AUTO EACH ACCIDENT t AGGREGATE t EACH OCCURRENCE t EXCESS UABILt" AGGREGATE 6 UMBRELLA FORM -4 OTHER THAN UMBRELLA FORM B1 E:M WOR6ER5 COMPENSATION AND EMPLOYERS' UABnJTY EL EACH ACCIDENT t EL DISEASE -POLICY LIMIT t THE PROPRIETORI INCL PARTNERSIEXECUTIVE FI EXCL OFFICERS ARE: El EL DISEASE - EA EMPLOYEE 4 OTHER DESCRIRION OF OPERATIONSILOCATIONSIVEHICLESISPECIAL ITEMS RE- The Reporter sponsorship ar4th of July Parade 714107, 8:30 am to 1:00 pm. **NAMED INSD -THE REPORTER" Add'i Monroe County, Florida Interests: T'orms: UGLI175ACW 0903 'tE" f N t/iV � - . CiNGELLA710N"**10'Day No ca ar oD-Pay_men on Report#Dg*' CERTIFICATE,[ HOLDER _. SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, THE ISSUING COMPANY WILL ENOEAVOR TO MAIL 30 DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, MONROE COUNTY BUT FAILURE TO MAIL SUCH NOTICE SHALL IMPOSE NO OBLIGATION OR LIABILITY ATTN COUNTY ADMINISTRATOR OF ANY KIND UPON THE COMPANY. ITS AGENTS OR REPRESENTATIVES. 1100 SIMONTON STREET AUTHORIZED REPRESENTATIVE TeT:V WF.C'1' F1. 11040 _....._.. sag...,.,.. ACORD Z5-S 111851 NAMED INSURED: Tire McClatchy Company McClatchy Corporate Additional Insured — Automatic - Owners, Lessees Or Contractors - Broad Form 0 ZUR[CH Policy No. I Err. Dote or Pot. Exp. Date of Poi. Eft. bate of End. Producer AddT Preto Return Prem. CP03784877-03 12/31/06 12/31/07 12/31/16 Jahn Cl srnnsan Cn S s THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. This endorsement modifies insurance provided under the: Commercial General Liability Coverage Part A. WHO IS AN INSURED (Section II) is amended to include as an insured any person or organization whom you are required to add as an additional insured on this policy under a written contract or written agreement. B. The insurance provided to additional insureds applies only to "bodily injury", "property damage" or "personal and advertis- ing injurycovered under Section 1, Coverage A, BODILY INJURY AND PROPERTY DAMAGE LIABILITY and Coverage B, PERSONAL AND ADVERTISING INJURY LIABILITY, but only if 1. The "bodily injury" or "property damage" results from your negligence; and 2. The "bodily injury", "property damage" or "personal and advertising injury" results directly from: a. Your ongoing operations; or b. "Your work" completed as included in the "products -completed operations hazard", performed for the additional insured, which is the subject of the written contract or written agreement. C. However, regardless of the provisions of paragraphs A. and B. above: 1. We will not extend any insurance coverage to any additional insured person or organization: a. That is not provided to you in this policy; or b. That is any broader coverage than you are required to provide to the additional insured person or organization in the written contract or written agreement; and 2. We will not provide Limits of Insurance to any additional insured person or organization that exceed the lower of a. The Limits of Insurance provided to you in this policy; or b. The Limits of Insurance you are required to provide in the written contractor written agreement. D. The insurance provided to the additional insured person or organization does not apply to: 1. "Bodily injury", "property damage" or "personal and advertising injury" that results solely from negligence of the addi- tional insured; or U•GL-t 175-A CW (9/03) Page 1 or2 Includes copyrighted material of insurance Services office. Inc. with Its permission. 2. "Bodily injury", "property damage" or "personal and advertising injury" arising out of the rendering or failure to render any professional architectural, engineering or surveying services including: a. The preparing, approving, or failing to prepare or approve maps, shop drawings, opinions, reports, surveys, Meld orders, change orders or drawings and specifications, and b. Supervisory, inspection, architectural or engineering activities. E. The additional insured must see to it that: 1. We are notified as soon as practicable of an "occurrence" or offense that may result in a claim: 2. We receive written notice of a claim or "suit" as soon as practicable, and 3. A request for defense and indemnity of the claim or "suit" will promptly be brought against any policy issued by an- other insurer under which the additional insured also has rights as an insured or additional insured. F. The insurance provided by this endorsement is primary insurance and we will not seek contribution from any other in- surance available to any additional insured person or organization unless the other insurance is provided by a contractor other than you for the same operations and job location. Then we will share with that other insurance by the method de- scribed in paragraph 4.c. of SECTION IV - COMMERCIAL GENERAL LIABILITY CONDITIONS. Any provisions in this Coverage Part not changed by the terms and conditions of this endorsement continue to apply as writ- ten. Monroe County, Florida Addll Insarals: 1 I00 SIMONTON STREET KEY WEST, FL 33040 RE, The Reporter sponsorship or4th of July Parade 714/07, 8:30 am to I:QO pm. "NAMED INSD - THE REPORTER" U-GL-! 175-A CW (9/03) Page 2 01' 2 BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: April 18, 2007 Division: County Administrator Bulk Item: Yes x No Department: County Administrator Staff Contact Person/number: Connie Cvr #4441 AGENDA ITEM WORDING: Approval of changes to the Administrative Procedures for the Board of County Commissioner to include policies on Teleconferencing Public Meetings. ITEM BACKGROUND: Teleconference for workshop purposes have been implement in section 1.02f of the Administrative Procedures. PREVIOUS RELEVANT BOCC ACTION: The Board approved Resolution 237-2006 at the June 21, 2006 to incorporate the policy for teleconference in the Administrative Procedures. CONTRACT/AGREEMENT CHANGES: N/A STAFF RECOMMENDATIONS: Approve TOTAL COST: -0- BUDGETED: Yes No COST TO COUNTY: SOURCE OF FUNDS: REVENUE PRODUCING: Yes No AMOUNT PER MONTH Year APPROVED BY: County Atty OMB/Purchasing Risk Management DOCUMENTATION: Included x Not Required DISPOSITION: AGENDA ITEM # Revised 8/06 Monroe County Board of County Commissioners ADMINISTRATIVE PROCEDURES REVISED APRIL 2007 MONROE COUNTY BOARD OF COUNTY COMMISSIONERS ADMINISTRATIVE PROCEDURES SECTION I Section 1.01 - Introductory Items. a) Except as may be provided by these Rules and By -Laws, questions of order, the methods of organization and the conduct of business of the Commission shall be governed by Robert's Rules of Order, Newly Revised, 1990 Edition, which is hereby adopted by the Commission. b) The Mayor: In Chapter 65-1931, Laws of Florida, the Chairperson of the Board of County Commissioners was designated the Mayor and the Vice Chairperson the Mayor Pro-Tem. Therefore, in these administrative procedures, the terms Mayor and Chairperson, and Mayor Pro- Tem and Vice Chairperson, refer to identical officers and are used interchangeably. Section 1.02 - Meeting. a) Regular Meetings: The County Commission shall hold regular meetings, usually on a Wednesday and the immediately following Thursday of each month, in a week at the time(s) determined by motion of the County Commission. Other times and dates may also be established by a motion of the County Commission. No regular meeting may be scheduled when the day fixed for a regular meeting falls on a designated holiday. The locations for regularly scheduled meetings of the County Commission shall be established by motion of the County Commission but the monthly location for the regularly scheduled meetings must rotate among the Lower, Middle and Upper keys. All meeting sites must be in compliance with the American Disabilities Act and any other applicable civil rights statutes. In an extenuating situation (e.g., a hurricane or other disaster), and with the notice reasonably provided in light of the situation, the Mayor or County Administrator may designate another location and time for a regularly scheduled meeting of the County Commission. The County Commission shall not schedule any particular time of the year as a vacation period but shall individually stagger their vacation times so that the County Commission may continue to function throughout the year. b) Special Meetings: A special meeting of the County Commission may be called by the Mayor, or in his/her absence the Mayor Pro Tem whenever, in his/her opinion, the public's business requires it. A special meeting may also be called by three members of the County Commission. 2 All requests for a special meeting must state the purpose of the meeting and a proposed time and location. When a special meeting is called by the Mayor, then a written request for the meeting must be delivered to the Clerk. When a County Commissioner (other than the Mayor) wishes to call a special meeting, he or she must send the written request to the Clerk and, at the same time, send the request to all other members of the County Commission, and the County Administrator. If, within two business days, two other County Commissioners send to the Clerk written approval of the requested special meeting, then the special meeting will be considered called. The County Commissioners who send the Clerk written approval of the requested special meeting must also, at the same time, send copies to the County Administrator. If the Clerk determines that the special meeting was properly called, then the Clerk must promptly provide verbal or written notice, unless specifically waived, to the County Commission members, the County Administrator and the County Attorney, stating the date, hour and place of the meeting and the purpose of the meeting. The Clerk must also send written notice of the special meeting to the local media outlets. Only the business stated in the notice of the special meeting may be considered at the meeting unless the Mayor or the County Administrator determines that the public's best interest would be served if additional items were considered and an amended written agenda is delivered by the County Administrator to all County Commissioners, the County Attorney, and the local media outlets a minimum of one business day in advance of the special meeting date. Alternatively, a majority of the County Commissioners present at the special meeting may agree to add additional items to the special meeting agenda. When the Clerk has received a request for a special meeting that complies with this subsection 1.02(b), he or she must make sure that there are at least four hours between the call for the meeting and the date and hour of the meeting unless an extenuating circumstance (e.g., an impending hurricane) prevents that. If, after reasonable diligence, it was impractical to give notice to each County Commissioner then that failure will not affect the legality of the special meeting if a quorum is present. The minutes of each special meeting must show the manner and method by which notice of the special meeting was given to each member of the County Commissioners or the waiver of the notice. c) The notice requirements set forth in this Section 1.02 are in addition to, and not the replacement for, notice requirements mandated by general law. d) All County Commission meetings are open to the public unless a specific exemption is provided by general law. 3 e) The Clerk must record, and is the custodian of, all County Commission minutes. f) FOR WORKSHOP PURPOSES: MODIFICATION OF TELECONFERENCEING OF PUBLIC MEETINGS (i) Public Participation - Workshop Meetings of the County Commission may be conducted using an interactive video and telephone system to allow the commissioners and County staff/consultants to communicate with commissioners and staff/consultants at the workshop; and to allow the public to participate in meetings as observers, provided the following procedures are in effect: A. The public notice for the workshop meeting sets forth the locations at which teleconferencing participation shall be conducted, and shall include a statement to the following effect: "The meeting will be in workshop format only which does not allow for members of the public to speak. The BOCC workshop meeting will be televised at the locations specified in this notice, but prospective attendees are hereby notified that the County can not guarantee that the teleconferencing equipment will function properly although every reasonable effort will be made to enable the teleconferencing. B. There shall be a County technician present at each teleconferencing site throughout the meeting. C. The attendees at the teleconferencing site shall be subject to the same rules of decorum and participation as any person attending the meeting, and may be removed by a Sheriff's Deputy upon direction by the presiding officer; and D. The teleconferencing of a meeting shall allow the commissioners and audience present at the meeting site to hear and observe the speakers at the teleconferencing site. (i i) Participation by an Absent Commissioner - A Commissioner may; participate by teleconference at a duly noticed teleconferencing site at a workshop meeting of the County Commission, provided the following conditions are met: A. All of the requirements of a teleconferenced meeting as noted in sub -section (i) above are met; 4 B. The absent Commissioner is able, via the teleconference technology, to see the other members of the board at the meeting and the board and audience at the meeting site can see the Commissioner; Section 1.03 - Agenda: a) Regular Meeting Agenda: Matters for action - proposals and discussion items - may be placed on the regular meeting agenda only by a Commissioner, the County Attorney, County Clerk and County Administrator. 1. An agenda will be prepared by the County Administrator's office for every regular meeting or special meeting of the Commission. The Commission shall not take action on any matter, proposal, or report of item of business which is not listed in the official agenda, unless there is a super majority vote or, if all 5 Commissioners are not in attendance, by a unanimous vote of the members present, agreeing to the addition of other items to the agenda for consideration and action. 2. All regular meeting agenda items must be delivered to the County Administrator's office no later than 5 PM on the 151" day prior to the scheduled meeting date. The agenda must be prepared and distributed so as to be received by the County Commissioners no later than 9 AM seven days prior to the scheduled meeting. 3. Items that are placed on the revised agenda to be prepared by the County Administrator's office shall have all back-up materials submitted to the Administrator's office the Wednesday noon prior to the scheduled meeting. The revised agenda shall then be received by the County Commissioners 96 hours prior to the scheduled meeting. No items on the Revised Agenda prepared by the County Administrator's office shall be considered by the County Commission without the appropriate back-up materials unless there is to be no action taken and/or the topic is for discussion or information only. 4. Items added to the agenda by vote of the County Commissioners shall (1) contain back-up documentation showing that review by County Administrator, appropriate staff, and County Attorney has occurred and includes the respective recommendations for action, or (2) the Commissioner, the Administrator, the County Clerk, or the County Attorney requesting placement of the item on the agenda represents that he/she has a significant reason for placement on the agenda and the following criteria are met: (i) a showing that time is of the essence and that delay to alter BOCC agenda will have a high probability of a negative impact on the County, and (ii) 5 appropriate staff is present to make comment on the item, notwithstanding the impromptu nature of their input. 5. All items which require approval by the County Attorney for legal sufficiency and form shall be signed by the County Attorney or Assistant County Attorney before placement on the agenda. Unless mandated otherwise by a general law, all scheduled times on the County Commission agenda are approximate even if denominated as "time certain." The Mayor should however, conduct the meetings in such a manner that the agenda schedule is followed as closely as circumstances allow. Invocation will be a moment of silent contemplation. b) Sounding Board: A separate section of the regular meeting agenda will be reserved for Sounding Board. Sounding Board must be scheduled for a time approximate for public convenience. The purpose of the Sounding Board is to allow individuals to address the County Commission on a matter pertaining to County government, excluding matters in litigation and complaints against specific personnel. The initial speaker on an item - whether representing him or herself, or a non-profit organization - may address the County Commission for a period up to ten minutes. Subsequent speakers who are speaking for themselves on the same item may speak for three minutes. A subsequent speaker on the same item may address the County Commission on behalf of another nonprofit organization for five minutes. Individuals who wish to utilize Sounding Board must contact the County Administrator's Office in writing in order to be scheduled on the agenda, must specify the subject matter of the presentation, and must comply with the agenda deadlines established in this Section 1.03. No action may be taken by the County Commission on an item on the Sounding Board agenda. c) Presentations May not be promotional for products and services and will be limited to a maximum of 15 minutes. Presentations must be sponsored by the County Administrator or a County Commissioner. d) Appeals of the Planning Commission decisions before the County Commission shall be limited to 20 minutes of oral argument for each party and the appellant may reserve 5 minutes for rebuttal. e) When necessary, the Board of County Commissioners shall convene as the Board of Appeals to consider such appeals as may be required. Such hearings shall be scheduled for a time certain on the day it is advertised by the County Attorney. Such appeal shall be scheduled on the agenda. The Board shall consider the appeal and by motion adopt a resolution affirming or denying said appeal and all such motions shall include 6 authorization for the Chairperson of the Board to execute said resolution when prepared. f) Tabled items: An agenda item under consideration by the County Commission may be removed from the table (tabled) by a majority vote of those Commissioners present. A motion to table any item that has received a second shall be voted upon without discussion. The effect of such a vote is to remove the item from consideration by the Commission. The item may be placed back on the table and considered by the Commission by a majority vote of the Commission but only if such vote takes place during the course of the meeting of the County Commission for which the item was on the agenda. Once that County Commission meeting is adjourned, either on the second day of a regularly scheduled meeting or at the conclusion of a special meeting, then the item may not be recalled from the table but must be placed on a subsequent County Commission meeting agenda by a person authorized to do so by these rules of procedure. Items that are required by general law or ordinance to be heard at a time certain public hearing may not be tabled but may be continued by a majority vote of the County Commission present to a time and a place certain but only if such a continuance is not contrary to general law or ordinance. g) Continuances: Unless contrary to general law or ordinance, any item on the County Commission meeting agenda may be continued by a majority vote of those County Commissioners present. The continuation must be to a time and place certain which may be later during the course of the same County Commission meeting or to a subsequent meeting. h) Reconsideration: During the course of a meeting and after a vote has been concluded on an agenda item, any Commissioner who voted with the majority may move for reconsideration of that item. If the motion is approved by a majority of those Commissioners present, then the Commission may ratify, rescind, or amend the decision made by their initial vote. Provided, however, in the case of any agenda item where a statute or a County ordinance requires published notice and a public hearing, then the approval of a motion for reconsideration will operate to stay the effect of the initial vote until the notice can be republished and a subsequent public hearing held. Upon conclusion of the subsequent public hearing, the Commission may ratify, rescind or amend the decision made by the Commission's initial vote. At the next regular County Commission meeting, any Commissioner may move to rescind or amend the decision on an agenda item that was the subject of a vote at the previous regular or special County Commission meeting. If the motion is approved by a majority of those Commissioners present, then the Commission may ratify, rescind, or amend the decision made by their initial vote. Provided, however, in the case of any agenda where a statute or County ordinance requires a published notice and public hearing, then the approval of a motion for reconsideration will operate to stay the effect of the initial vote until the notice can be republished and a subsequent public hearing held. Upon conclusion of the subsequent public hearing, the Commission may ratify, rescind, or amend the decision made by the initial vote. No previously voted upon agenda item may be the subject of a motion for reconsideration after the adjournment of the regular County Commission meeting that immediately follows the meeting at which the initial vote was taken. i) A County Commissioner may not engage in a discussion about a quasi judicial agenda item outside the confines of the County Commission meeting with any party having an interest in the item. If a County Commissioner is in doubt as to whether an agenda item is quasi judicial, then he or she should contact the County Attorney (or an assistant) before engaging in a conversation with an interested party. Section 1.04 — Presiding Officer, Election, Duties: a) Chairperson: The Presiding Officer of the County Commission is the Chairperson/Mayor, who shall be elected by a majority vote of the members present at the regular meeting of the BOCC in November. The November meeting in election years must be on the date newly elected commissioners assume office as provided by law. Selection of the Chairperson/Mayor shall be by nomination from the floor, with no second required, followed by alphabetical roll call vote of Commissioners on each nomination, in order of the nominations made. Selection of the Vice Chairperson/Mayor Pro Tern shall be in an identical manner. b) Vice Chairperson: If, for any reason, the Chairperson is absent or unable to perform his/her duties, the Vice Chairperson, who will have been elected under the same circumstances as the Chairperson, shall succeed him. If the Commission determines that the disability or absence is expected to extend for a period of time in excess of the length of the meeting at which this is determined, a new Vice Chairperson shall be elected by a majority of the members present at the meeting. Section 1.05 — Parliamentarian: The County Attorney or his/her designee shall act as parliamentarian and shall advise and assist the Presiding Officer in matters of parliamentary law. 8 Section 1.06 — Attorney: The County Attorney, or designee, in his/her absence, shall be available to the Commission at all meetings unless excused by the Mayor or Administrator. He shall draw ordinances and resolutions for any member of the Commission when and as directed. Section 1.07 — Call to Order: The Chairperson shall take the chair at the hour appointed for the meeting and shall immediately call the Commission to order. In the absence of the Chairperson and the Vice Chairperson, the Clerk shall then determine whether a quorum is present and in that event shall call for the election of temporary Chairperson. Upon the arrival of the Chairperson or the Vice Chairperson, the temporary Chairperson shall relinquish the chair upon the conclusion of the business immediately before the Commission. Section 1.08 — Roll Call: Before proceeding with the business of the Commission, the Clerk or his/her designee shall call the roll of the members in alphabetical order unless the Chairperson stipulates all are present and the names of those present shall be entered in the minutes. Section 1.09 — Quorum: A majority of the whole number of members of the Commission shall constitute a quorum. No ordinance, resolution or motion shall be adopted by the Commission without the affirmative vote of the majority of all members present. Should no quorum attend within thirty (30) minutes after the hour appointed for the meeting of the Commission, the Chairperson, or the Vice - Chairperson, or in their absence, the Clerk or his/her designee, may adjourn the meeting until the next day. Section 1.10 — Order of Business: All meetings of the Commission shall be open to the public. Promptly at the hour set forth for each meeting, the members of the Commission, the County Attorney, the County Administrator and the Clerk shall take their regular stations in the Commission Chamber, and the business of the Commission shall be taken up for consideration and disposition in accordance with the agenda for the meeting. The agenda shall constitute the order of business, unless otherwise determined by the Mayor. 9 Section 1.11 — Rules of Debate: a) Each meeting agenda must state: "Any person who wishes to be heard shall, prior to the item being called, provide the Clerk with his/her name and residence, and the agenda item on which he or she wishes to be heard. An individual has three minutes. However, the first person representing an organization has five minutes to address the Commission. Subsequent speakers for the same organization have three minutes to address the Commission. For land use items, the time statement will be: "The petitioner and, if the owner is different than the petitioner, then the owner of the property that is the subject of the land use item, will be allowed 20 minutes to address the Commission. Other persons are allowed five minutes to address the Commission." b) Questions under Consideration: When an item of business has been announced by the Clerk, the Clerk shall notify the Chairperson of any persons who wish to be heard on that item. Upon conclusion of audience participation, the Board shall then consider the item. After the Commission has begun its discussion of the item, no further audience participation is permitted, unless the Mayor (or other Presiding Officer) permits a member of the audience to respond to questions from the Commissioners. A motion must be made and properly seconded in order for official action to be taken by the Board. The presenter/mover shall be allowed to address the Commission on the motion initially, whereupon each of the other Commissioners shall be allowed to address the Commission on the motion before the Board on any matter in alphabetical order as is done on regular roll call except the presenter/mover shall have the right to address the Board initially and to close the debate on the matter under consideration. c) As to the Chairperson: The Chairperson or such other member of the Commission as may be presiding may move, second, and debate from the chair, subject only to such limitations of debate as they are by those rules imposed upon all members and shall not be deprived of any of the rights and privileges of a Commissioner by reason of his/her being the Presiding Officer. d) Obtaining the Floor, Improper References to be Avoided: Every member desiring to speak for any purpose shall address the Presiding Officer, and upon recognition, shall confine himself to the question under debate, avoiding all personalities and indecorous language. e) Interruption: A member, once recognized, shall not be interrupted when speaking unless it be to call him or her to order or as herein otherwise provided. If a member, while speaking, be called to order, he/she shall cease speaking until the questions of order be determined by the Presiding Officer, and if in order, he/she shall be permitted to proceed. Any member may appeal to the Commission from the decision of the Chairperson upon a question of order when without debate the Chairperson 10 shall submit to the Commission the question, "Shall the decision of the Chair be sustained?" and the Commission shall decide by a majority vote. f) Roll Call Vote: No member of any state, county or municipal governmental board, commission, or agency who is present at any meeting of any such body at which an official decision, ruling, or other official act is to be taken or adopted may abstain from voting in regard to any such decision, ruling or other official act, and a vote shall be recorded or counted for each member present, except when, with respect to any such matter, there is, or appears to be, a possible conflict of interest under the provision of Florida Statutes Sections 112.311, 112.313, or 112.3143. In such cases said member shall comply with the disclosure requirements of Florida Statutes Section 112.3143. Section 1.12 — Reading Minutes: Unless a reading of the minutes of a meeting is requested by a majority of the Commission, such minutes shall be considered approved without reading; provided that the Clerk delivers a copy thereof to each member of the Commission, the County Attorney and the County Administrator at least one full working day preceding the meeting at which the minutes will be approved. The minutes of prior meeting may be approved by a majority of the members present, and upon such approval shall become the official minutes. Section 1.13 — Votes by Roll Call: The vote upon every resolution or ordinance may be taken by roll call in alphabetical order except the Chairperson shall be the last member called, and the vote shall be entered upon the minutes. Resolutions and ordinances shall be signed by the Presiding Officer at such meetings and by the Clerk before they are entered upon the minutes. Each resolution and ordinance shall contain, at the conclusion of the Passed and Adopted' clause, a list of the members of the Commission and the vote cast by each ('Yes', 'No', 'Abstention,' or 'Not Present'). Section 1.14 — Decorum: Any person making impertinent or slanderous remarks or who becomes boisterous while addressing the Commission shall be barred from further audience before the Commission by the Presiding Officer, unless permission to continue or again address the Commission be granted by the majority vote of the Commission. Section 1.15 — Sergeant -at -Arms: 11 The County Sheriff, or his/her designated deputy, shall be the sergeant -at -arms at the Commission meetings and will carry out all legal orders of the Chairperson for purposes of maintaining order and decorum in accordance with these rules and Florida Statutes. Section 1.16 — Ordinances, Resolutions, Motions, Contracts and Other Documents a) Preparation of ordinances and resolutions: The County Attorney, when requested, shall prepare ordinances and resolutions, a copy of which shall be delivered to the County Administrator, whereupon the Administrator shall forthwith furnish a copy to each Commissioner. The original of the ordinance or resolution shall be filed with the Clerk of the Circuit Court at the time said ordinance or resolution is submitted to the Board for action. There shall be a public hearing on all ordinances other than emergency ordinances. The procedures as set forth in the Florida Statutes for adoption of ordinances shall be followed. b) Approval of Ordinances by County Attorney: All ordinances, resolutions and contract documents before presentation to the Commission shall have been reduced in writing and shall have been approved as to form and legality by the County Attorney. When so referred, the County Attorney shall affix his/her signature on the document certifying to the legal sufficiency and shall append his/her recommendations as appropriate. c) Introducing for Passage or Approval: Ordinances, resolutions and other matters and subjects requiring action by the Commission must be introduced and sponsored by a member of the Commission, except that the County Attorney and County Administrator may present ordinances, resolutions and other matters or subjects to the Commission for consideration, and any Commissioner may assure sponsorship thereof by moving such ordinance, resolution, matter or subject be adopted in accordance with law; otherwise they shall not be considered. Any ordinance or resolution prepared at the request of a Commissioner, Administrator, Division or Department Director shall bear the name of the person on the document. Prior to placement on the Agenda of contracts or other similar matters to be approved by the Board as official actions, such document shall have been completely processed according to Administrative Orders issued by the County Administrator. d) All ordinances, resolutions, contracts and other documents approved by the County Commission must be signed by the Mayor, or Mayor Pro Tern in the absence of the Mayor, as promptly as possible. 12 Section 1.17 — Adjournment: A motion to adjourn shall always be in order and decided without debate. Section 1.18 — Clerk, Minutes, Correspondence: a) The Clerk of the Circuit Court, or his/her designated deputy, shall act as Clerk ex officio to the County Commission. The Clerk shall prepare the minutes and attest to all resolutions and ordinances. b) The official minutes as prepared by the Clerk shall be as brief as possible and reflect on the very essential elements or actions. Those items specifically requested by the Board shall appear in the minutes in the manner as directed. c) The Clerk shall be custodian of the County Seal, affixing the seal to documents as appropriate and attest to the signature of the Presiding Officer on all ordinances, resolutions and other documents. Section 1.19 - Committees. a) Committees shall be established by Board of County Commissioner resolution and shall be for a specific time duration and purpose. b) Function. 1. The Committee will only function in an advisory or investigative manner, as specified by the establishing resolution, and will have no legislative, directive or enforcement authority. 2. Any item requiring formal action shall be referred to the Board of County Commissioners for action at a regular meeting for consideration. 3. Committee meetings shall be properly noticed according to requirements of statute. All committee meetings must be held in the sunshine as mandated by Sec. 286.0105, Fla. Stat. 4. Committee reports to the Commission may contain recommendations of action but must contain all data and views concerning the matter so as to inform the Commission of all available information prior to their decision, and not simply consensus views. 13 5. The County Administrator shall provide the committee with a County employee to take written minutes of all Committee meetings. The County Administrator's Office shall also be the custodian of those minutes. c) Composition. 1. Committees may be composed of any number considered to be beneficial but appointments must be equally distributed among Commissioners, so as to reflect county -wide composition. 2. Committees shall elect their own respective chairperson. d) Committees shall adhere to the rules adopted by the Board of County Commissioners as Governing Rules Section 1.01 of these procedures. e) Committees shall provide the Board of County Commissioners with a written or oral report on a schedule to be determined by motion of the Boa rd . Section 1.20 - County Commission Appointments Notwithstanding Robert's Rules of Order, appointments by the County Commission to committees, advisory boards, councils, commissions and similar bodies established by resolution, ordinance or Florida statute shall be by affirmative vote of not less than three of the five members of the County Commission, unless otherwise stated in the enabling resolution, ordinance or statute creating the committee, board, council, commission or body. 14 BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date:4/18/07 Bulk Item: Yes X No Division:County Administrator Department: County Administrator Staff Contact Person/Phone #: Dawn Acker, 305-292-4489 AGENDA ITEM WORDING: Approval of a Resolution to accept the recommendations in the report of Mr. Gordon West and Mr. Leo Roomets, and to direct the Senior Leader Team to incorporate these recommendations into the direction of the Sterling Program. ITEM BACKGROUND: Mr. Gordon West and Mr. Leo Roomets were asked to conduct an independent assessment of the Monroe County Sterling program. Their objectives were to identify any problems and recommend how to resolve them. Mr. West delivered their findings at the March 21, 2007 BOCC meeting. PREVIOUS RELEVANT BOCC ACTION: None CONTRACT/AGREEMENT CHANGES: None STAFF RECOMMENDATIONS: approval TOTAL COST: 0 COST TO COUNTY: None REVENUE PRODUCING: Yes No BUDGETED: Yes No SOURCE OF FUNDS: AMOUNT PER MONTH Year APPROVED BY: County Atty X OMB/Purchasing Risk Management DOCUMENTATION: DISPOSITION: Revised 11/06 Included X Not Required. AGENDA ITEM # Senior Leaders RESOLUTION NO. -2007 A RESOLUTION OF THE BOARD OF MONROE COUNTY COMMISSIONERS, MONROE COUNTY, FLORIDA, to accept the recommendations in the report of Mr. Gordon West and Mr. Leo Roomets, presented at the Board of County Commissioners Meeting March 21, 2007, and to direct the Senior Leader Team to incorporate these recommendations into the direction of the Sterling Program. WHEREAS, Monroe County has committed to the Sterling program; and WHEREAS, Mr. Gordon West and Mr. Leo Roomets were asked to conduct an independent assessment of the Monroe County Sterling program, specifically to assess the progress, determine the contribution and cost-effectiveness of consultants, with the expected objectives of identifying any problems and recommending how to resolve them; and WHEREAS, Mr. West delivered their findings and recommendations at the March 21, 2007 BOCC meeting; and WHEREAS, the recommendations are in alignment with the Mission, Vision, and Values of Monroe County, and reflect the goals of the Sterling program; now, therefore, BE IT RESOLVED THAT THE BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA, HEREBY: 1. Supports the principles of the four recommendations provided by Mr. West and Mr. Roomets. 2. Directs the Senior Leader Team to incorporate the recommendations into the direction and ongoing institutionalization of the Sterling Program. PASSED AND ADOPTED by the Board of County Cormissioners of Monroe County, Florida, at a meeting of said Board held on the 18th day of April, 2007. Mayor DiGennaro Mayor Pro Tem Spehar Commissioner Neugent Commissioner McCoy Commissioner Murphy BOARD OF COUNTY COMMISSIONERS (Seal) OF MONROE COUNTY, FLORIDA Attest: DANNY L. KOLHAGE, Clerk By: By: Mayor/Chairman Deputy Clerk E COUNTY ATTORNEY AP VED U NNE A. HIJTTON DateUNT�Y�TTQAYy Y"% BOCC PRESENTATION ON STERLING PROGRAM MARCH 21, 2007 Introduction We were asked to assess • Progress of Sterling Program • Contribution and cost-effectiveness of consultants Our objectives • identify any problems • Recommend how to resolve them Why us? • The 2004 Report of the Concerned Citizens reported a consensus view of the citizens group, the County Staff and all five commissioners of some fundamental problems in the management of the County: a reactive rather than proactive government as a consequence of no strategic, long term planning poor communication between the BOCC and the Administration, within the Administration, with Tallahassee, and with the public. No performance measurement or reporting with which to judge achievement or improvement in providing services or meeting objectives • The 2004 Report observed that the new administrator was going to need help in addressing these issues. The new administrator was going to have his or her hands fall handling a myriad of day to day problems and there was nobody else on staff with experience in developing and implementing modern management systems. The Report recommended that the Commission support a request for consultant assistance. Why Sterling? In September of 2005 the BOCC approved the Administrator's proposal to engage Carroll Associates to assist the County significantly improve its management and operations practices across all departments. The primary objective is to improve the quality of service to the citizens of Monroe County. The Sterling process is one that has been applied successfully. by other government entities in Florida to accomplish such improvements. Therefore it made sense to adopt the Sterling approach for Monroe County.. As was indicated by the 2004 consensus report, this was not going to be an easy task. To use the words of the Sterling Council, "Florida Sterling is not about trophies or award ceremonies... and it is not about feeling good". It is about licking the problems that exist here in Monroe County Government: • No strategic Planning • Poor Communication • No measurement or reporting of performance The end result of completing the Sterling process should be a County that is: • Focused on and guided by the strategic needs and priorities of Monroe County, • Dedicated to providing the highest quality customer service, • Delivering measurable results effectively and efficiently and • Is fully accountable for its performance. Why Carroll Associates? This firm had a track record of assisting numerous public and private organizations in their programs to meet the Florida Sterling Criteria for Excellence. What did we do? Over the past few months, Leo Roomets and I have interviewed all five of you Commissioners to get Your views on the management issues facing the County and, in particular, your views on the Sterling Program. We have talked to County Clerk Danny Kolhage. We have interviewed about a dozen members of staff at all levels most of whom, but not all, have been directly involved on the several teams established to implement the Program. We have met with Georgette Carroll, the head of Carroll Associates. We have talked to the Chairman and staff of the Sterling Council. And we have talked to the City Manager of Coral Springs, Florida, ajurisdiction that has achieved Sterling Award status facing problems similar to those of Monroe County. Where does the program stand now? Considerable effort was expended by staff resulting in the reports that were made to you last fall. We are not going to go back over those reports with you this morning except to say that the ground work has been laid to move forward, but that the hard work that will produce real, visible results lies ahead. There has been a serious lapse in activity by the teams since November and it is going to require effort and strong leadership from the top down through the organization to regain the momentum that it is going to take to put new attitudes and management practices in place. What we want to do this morning is to high light what we believe needs to be done going for,,vard.. We recommend that: 1. The Program focus on achieving greater involvement of senior managers and the achievement of full commitment of senior County managers to the Sterling Program 2. The Board of County Commissioners come off the sidelines (or down from the dais) and make their function an integral part of the management process, especially in the areas of strategic planning and setting of performance goals.. 3. A clearly stated objective be established to have a strategic planning process in place by March 2008, one year from today, with clear benchmarks to measure progress between now and then. 4. A person with professional management skills be assigned to work directly for the County Administrator to assist him in helping senior managers in carrying out their commitments to the program and in integrating the Board of County Commissioners into the Sterling Process. We would like to elaborate on each of these recommendations. Involvement of Senior Managers It is essential that a thorough, so-called SWOT Analysis (Strengths, Weaknesses, Opportunities and Threats) be conducted for each unit of government under the direction of the head of that unit. This analysis should then be followed by analyses of the processes used to manage the services provided by the unit. That analysis then should be followed by the identification of meaningful performance measures that can be monitored to determine how effectively and efficiently the processes are being carried out to provide the services. These analyses will not be carried out correctly or in a timely manner if the senior managers are not given clear authority and responsibility for getting them done. It is also essential that these senior managers be given instruction on the techniques to be used to carry out this work. They should be, therefore, the focus of the instruction sessions that are to be provided by Carroll Associates starting in April. Senior managers should be empowered and enabled, at the end of this training, to go back to their departments and carry out these assignments within a specified time frame. Senior managers also have a responsibility to communicate to the employees within their units the value and the importance of the Sterling Program to the employees and to the public that they serve. The communication system that was set up during the past year under the Sterling Program relies primarily, and almost exclusively on a web site and on posters and other promotional devices. This overall program needs to be supplemented by direct oral and written communications from division heads down through their organizations. Top-dov,,n buy -in has to be demonstrated convincingly if this program is to be successful. The involvement of the Comr-aission in the Sterling Program, thus far, has been to approve its initiation., to approve the hiring of a consultant to facilitate it, and to listen to reports, both formal and informal, on its progress. Members of the Commission appear to regard the program as something that applies only to staff. But the Commission is a part of County Government and its functions need to be integrated with those of the Administration and far better integrated than they have been in the past. The BOCC needs to become a part of the Sterling Program. The Commission last month committed to the greater use of the Workshop to improve communication with the Administration. This decision was a recognition of the need for greater integration of Commission and Administrative functions and is very consistent with the recommendations we are making this morning. The function of the Commission is to set the policies for Monroe County government. This means the setting of priorities and strategies for dealing with problems and challenges, present andfuture. At present we peck away at our problems one year at a time, one annual budget after another, looking at our immediate problems and opportunities rather than our long term needs. In 2005, for instance, just two years ago we transferred valuable county land on Stock Island to Key West for a botanical garden. That land would have made an ideal setting for an affordable housing complex — near places of work for the young and near medical services for the elderly. A number of our biggest, most expensive long term problems — waste treatment, removal of Tier One properties from development, hurricane evacuation, management of traffic on US!, drinking water supply, and affordable housing — all require cooperation and financial assistance from Tallahassee. And yet we have not put together a coherent plan and projection of what is needed, how much it is going to cost and what the gap is between what we can afford and what the total bill will be. We are obliged to face all of these problems in a very uncertain demographic, economic, and political environment. We can sit back and take our lumps as we have been. We can -ask staff to continue to sit at their desks and wait for problems and complaints to sail in over the transom. Or, we can work hard at defining our challenges and opportunities, the Sterling way, and selecting our options and blending them with the operational strategies of the Administrative divisions. We will not get anywhere if we do not select the latter course. It is essential for the Board of County Commissioners to become part of the Sterling Program. Establish a Strategic Planning Process by March, 2008 Strategic planning is a top -down, bottom -up process. The Commission has to tell staff what information it needs to set the strategic priorities and goals of the overall County that become the planning and operational framework for the divisions and departments. The divisions and departments have to supply the information needed by the Commission, advise the Commission on what goals can reasonably be met, and have the mapa9 ement -Processes in place to meet them. It is going to take time and effort to acquire this capability. The March 1.008 date proposed here to have a strategic planning process in place is in line with the target date set in the contract between the County and Carroll Associates to apply for a Sterling Council visitation and award. Strategic planning will be a basic requirement for that award. The strategic planning process employed by(,Coral Springs,,%is a model that could be used by Monroe Comity. The Coral Springs process takes six months. Beginning in March, they hold two Work -shops with their Commission and Staff to develop the strategic plan. This is followed by two workshops to develop what they call annual business plans which are the division and department plans implementing the strategic plan. These business plans are then translated into a budget plan in two brief (one hour) workshops. This Coral Springs -style program could be dovetailed with the workshop program that has been started here in Monroe County. Professional Manager Assignment It is our recommendation that Monroe County reduce its reliance on outside consultants for the completion of its plan to adopt the Sterling Program. The program has to become less of an outside imposed., theoretical concept and more of a practical, usefal way to take care of problems that have been bothering us for a long time. The senior managers on this staff know what their problems have been and, with a little help and encouragement, have the skill and desire to improve the services that they provide and, at the same time, reduce their daily frustrations. It is our understanding that the County Administrator has identified a person to assist him in working with senior managers in implementing the Sterling program within their departments and to assist him in developing a strategic planning process with the County Commissioners. We recommend that he meet with Carroll Associates to determine what role they should play in meeting the timetable we have proposed and in preparing the management professional he has assigned to the Sterling Program. In closing, we believe that meeting the Sterling Criteria will assist the Commission in achieving a better consensus on a better direction for this County to take and will enable the County government to perform proactively and not reactively in carrying out the policies and strategies of the Commission. We hope that the Commission will resolve to accept the four recommendations we have made and that the March 21008 target date for the development of a strategic plan will be met. Leo Roomets Gordon West Sugarloaf Key