Item O1MEMORANDUM
Office of the County Administrator
TO: Board of County Commissioners
FROM: Debbie Frederick
Deputy County Administrator
DATE: October 3, 2008
SUBJECT: County Divisions' Monthly Activity Report for September, 2008
MONTHLY ACTIVITY REPORT SEPTEMBER, 2008
KEY WEST AIRPORT
• The BOCC executed two additional grants from the FAA in September. One totaled
$1,800,152 for our Noise Insulation Program (NIP) and the other one was for nearly
$600.000. The smaller of the two will go toward bond repayment for the McCoy Terminal
Complex.
• The Key West International Airport annual Rates and Charges study was completed and
presented to both the airlines and the BOCC. Both approved the document without negative
comment. This year rates will rise only a minimal amount to account for increases in
electrical costs due to the high cost of fuel.
• Hurricane Ike shut the airport down for 48 hours. Fortunately, very little damage was caused
by this storm event.
• Revenue for September 2008: $211,014.54
Expenditures for the same period: $286,889.34
Percentage of budget spent year to date: 103%
• No website updates were required for August.
MARATHON AIRPORT
• Revenue Guaranty Agreement with Hyannis Air Service, Inc. d/b/a Cape
Air/Nantucket Airlines for daily service to Ft. Myers starting December 19, 2008
was presented to the BOCC on September 17, 2008; item was approved.
• Agreement with the Florida Keys Airport Initiative, Inc. to provide half of the
total revenue guaranty amount for Cape Air was presented to the BOCC on
September 17, 2008; item was approved.
• In regards to TSA screening of Cape Air flights, efforts continue towards either
federalization of Florida Keys Marathon Airport or reverse screening at Fort
Myers International Airport.
• Several construction projects continue to be in various stages of completion at the
airport including: perimeter fence & gates installations; construction of electrical
vault; terminal repair and renovation punch list items; HVAC system replacement
& energy audit.
• Responses to RFP for Development of New Aviation Related and/or Non -
Aviation Related Services were presented to the BOCC on September 17, 2008
with a staff recommendation to award to Antique Aircraft Restoration, Inc.; item
was approved.
Budget preparation and/or reductions on FY-2009 are continuing.
EMPLOYEE SERVICES
I. WEBSITE UPDATES (other than normal position vacancy updates, etc.):
Benefits:
KPHA Provider Directory Updates
Human Resources:
Updated 6 job descriptions
II. TURNOVER NUMBERS TO DATE:
Sept Turnover: 4.23% Turnover as of Sept 2008 18% Turnover as of last August
2007:12%
Resignations: 4 71Terminations: 1 Retired: 15 Deceased: none
Employed 20-30 yrs = 3; 10-20 yrs = 10; 5-10 yrs = 4; <5 yrs = 3
**At the beginning of the year we had approximately 533 employees. We are
now at 473 employees.
III. ACTIVITIES:
■ Two Negotiation meetings - IAFF
■ Once Mgmt meeting — IAFF
HUMAN RESOURCES
■ Meeting with Teamsters — regarding YOS Grievance.
■ Personnel Policy Review Board meeting.
SAFETY
■ Inspections: Ergonomics -Desk employee in Marathon PW; Director of Libraries -
discussion of facilities inspection in October; Drug Court -fire extinguishers; ee
vehicle accident.
■ Meeting to discuss resignation of Safety Administrator (end of October).
■ Investigations: Interpretation of KL Tower report; Medical Examiner Facility -sign
to deter public driving ATV's.
■ Training: CPR — Marathon; Working to set up Emerg Response Classes for PW
& Fire Rescue. So far 34 ee's signed up.
RISK
■ No major activities.
BENEFITS (GROUP/WORKERS COMP)
■ Met with NY Life to set up workshops in October for all employees.
■ Drafting of Group Health Insurance Request for Proposals.
■ Presumptions Symposium for BOCC Wkrs Comp personnel and City of KW —
George Helm & Seltzer & Associates.
■ Meeting with Wells Fargo & KPHA — Intro to County Admin and to discuss RFP.
■ LES Form 51-5 Workers' Compensation Self -Insurer Payroll report submitted
(Due 12/1).
■ Administrator met with Dick Hunt of Hunt Insurance to discuss WC Insurance
proposal.
■ New Hire — Workers Compensation Specialist — Ali Trivette.
COMMUNITY SUPPORT SERVICES
Administration
CSD Director resigned on 9/26/08. Division was eliminated as a cost -savings
measure. All Departments within the Division have been repositioned for
effectiveness and operational success.
SOCIAL SERVICES DEPARTMENT (SSD)
OAA, Older Americans Act Programs:
Nutrition (Information in this section is for the period 8/21/08 — 9/20/08)
C-1 Congregate Meals produced 911 units, 330 units under the current monthly
goal. This underachievement resulted primarily from site closings on Labor Day
and during tropical storm Ike.
C-2 Home -Delivered meals produced 2410 units, underachieving by 451 units.
This underachievement is helping to reduce the deficit produced by overachieving
in the first six months of this year. The title transfer of $6000 from C-1 to C-2
has been approved, and we have received an additional $4990 in C-2 funds from
the Alliance for Aging. As a result we have taken four people off the wait list for
home delivered meals.
In -Home Services (Information in this section is for the period 7/21/08 — 8/20/08)
• III-B Screening and Assessment: 14.5 units this period, 55.43% year-to-date
achieved, 11.21 % underachieved.
• III-B Homemaking: 78.5 units this period, 49% year-to-date achieved, 17.64%
underachieved. 28 clients on the waiting list.
• III-B Personal Care: 145.25 units this period, 95% year-to-date achieved, 28.36%
overachieved, due to the amount of personal care required by the clients. 7 clients
on the waiting list.
• We have spent 68% of III-B funds, which represents a 1.36% overachievement,
very close to the achievement target range. We will monitor this result closely so
as to not over or underachieve.
• III-E Facility Respite: 462 units this period, 55.37% year-to-date achieved,
11.27% underachieved. We have received an additional $2,455 in III-E funds and
are waiting for a contract amendment to add In -Home Respite so that all funds
will be spent.
Non-OAA Programs:
CCDA (Community Care for Disabled Adults) for August 2008:
• Case Management: 17.5 units for the month were produced; 26.25 units year-to-
date.
• Homemaking: 83 units for the month were produced; 174.5 units year -to date.
• Home -Delivered Meals: Monthly units were 200 meals; 360 meals year-to-date.
• Personal Care: Monthly units were 23; 35.5 units year-to-date.
• Overall Program Achievement was 27%, 6% underachieved.
CCE (Community Care for the Elderly) for the period 7/21/08 — 8/20/08:
• Case Management: 98 units for the period and 151 units year-to-date. 10%
achieved year to date. There are 34 clients on the waiting list.
• Homemaking: 767.25 units for the period and 1256 units year-to-date. 29%
achieved year to date. There are 31 clients on the waiting list.
• Personal Care: 387 units for the period and 615.75 units year-to-date. 14%
achieved year to date. There are 8 clients on the waiting list.
• Respite: 88.5 units for the period and 172.5 units year-to-date. 12% achieved
year to date. There are 5 clients on the waiting list.
• CCE overall year-to-date is at 17% achievement which is .34% underachievement
and in the target range.
ADI (Alzheimer's Disease Initiative) for the period 7/21/08 — 8/20/08: 224.25 units
were produced in the period and 325.75 units year to date. 12% achieved, 4.66 %
underachieved. Case managers will be looking for clients who qualify for more
respite time. Four clients on the wait list.
HCE (Home Care for the Elderly Program) for the period 8/16/08 - 9/15/08: 12
billable units this period, 36.75 billable units year-to-date. Current spending level
year to date is at 13.8%.
MONROE COUNTY TRANSIT (MCT)
Department Activity for September 2008
• One-way trips provided: 1,642
Unduplicated clients served: 320
Special Needs Clients registered: 328
• Awarded the 5310 FDOT Grant for the funding of a new Paratransit bus and the
5316 FDOT Grant for funding the Mobile Data Terminals/software for the
Trapeze Dispatching and Reservation System. The awards and agreements will be
brought to the board in the fall BOCC meetings.
• Deposited Revenue: $2409.25
COMMUNITY SUPPORT SERVICES (CSS) / COMPLIANCE
In the month of September 2008 we had: 29 New Welfare cases
373 Office visits
8 Home and field visits
Helen- 417 2,170 Incoming calls —Combined total [ 2,587 ]
We served 140 unduplicated Welfare client households (13) New EHEAP cases
totaling $3,370.68
Low Income Home Energy Assistance Grant Program cases totaling $ 625.00 (4-cases)
Low Income Crisis Assistance cases totaling $ 4,386.50 (19-cases)
(33) cases peer reviewed by staff. Spent in Sept. $5,011.50
Staff member attended the SHAL committee meeting on Homeless Issues.
2 staff members attended the quarterly management meeting for the Alliance in
Miami on 9-16-08.
BAYSHORE MANOR (BSM)
• The Bayshore Manor Census is 16 residents. The current census is five private
pay and 11 subsidized residents. BSM provided 366.25 hours of OA3E respite
care and 6.7 hours of Medicaid Waiver respite care this month. Bayshore Manor
has three OA3E clients and one Medicaid Waiver client at this time.
• Currently, there are no clients on the wait list.
• Revenue for September 2008 $31197.36
• Expenditures for the same period $35252.04
• Percentage of budget spent year to date 89.14%
Iffroffly-MEM
Library usage continued at a constant pace, with August figures reflecting the
reduction in days open; circulation totaled 27,738 items, a 12% decrease from last
year, and public access computers sessions were down by 16%, to 7,424.
282 new Library cards were issued in August, bringing our total cardholders to
46,193.
Use of the Library's electronic collection of magazines, books and newspapers
rose 119% over August 2007. This increase is attributed to better product
placement on the Library homepage and increased staff training. On September
21, a Key West Citizen article about the 10th anniversary of Hurricane Georges
mentioned the Library's online community exhibit of Hurricane Georges
photographs. On that day, the site received 3,200 visits. The previous week
averaged 500 visits per day.
Budget usage is proceeding at a measured pace, with just over 5% of the overall
budget remaining, primarily in the personnel lines. Purchases for operating costs
and materials are being carefully monitored and prioritized, as these lines in
particular are closing out and the cost of these expenses is now almost wholly
being supported by State Aid grant money and donations from Library supporters.
EXTENSION SERVICES
• Number of services provided: 375 phone calls, 28 office visits, 27 visits to clients,
20 group teachings with 169 people in attendance, 14 media submissions, and 510
bulletins distributed. Total Budget for FY 07/08: $188,351.00; Year to Date
Expenditures and Encumbrances: $177,040.77; Remaining Balance: $11,310.23;
Percentage of budget spent and/or encumbered year to date: 93%.
• The Sea Grant Marine Agent was elected vice-chairman of the Monroe County
Marine and Port Advisory Committee at the quarterly meeting where by-laws,
boating improvement grants, no discharge zones, the Boca Chica mooring field,
and the draft marina operating permit ordinance were discussed.
• The Environmental Horticulture Agent planned and conducted three regional
Horticultural Advisory Committee meetings. Five committee members attended.
Topics discussed were residential and commercial horticulture, Florida Keys
Landscape Advisor blog and other Internet education opportunities, workshop
programming, and advisory committee rotation plan.
• The Family & Community Development Agent is working with Monroe County
departments on the Five -Step Process of Emissions Inventory. A Project
Advisory Staff will be established to oversee development of the Local Action
Plan and will include representatives from different departments that would be
elemental in designing and implementing the Plan. Departments that will or have
been asked to participate are: Building and Zoning, Facility Maintenance, Fleet
Management, and Purchasing.
GROWTH MANAGEMENT
REVENUES*
Estimate for Year
Year to Date
Building Permit Licenses & Permits
$2,843,625
$2,872,711
Planning Department Fees
$560,000
$659,354
Code Enforcement Fines & Forfeits
$80,000
$110,492
• These are the primary, customer driven revenues and do not include the revenues obtained by
taxes etc.
EXPENSES
Budget
Year to Date
Growth Management Administration
$1,802,965
731,776
Building
$2,342,667
2,181,322
Code Enforcement
$1,012,719
851,402
Planning
$1,369,304
843,586
Environmental Resources
$335,250
317,710
Planning Commission
$95,933
84,492
Comprehensive Plan
$269,607
45,679
Geographic Information (GIS)
$272,109
157,278
Marine Resources
$87,899
82,970
Marine Projects
$17,221
17,039
Pump Out Boat
$68,263
61,523
0
Monroe County Marine Resources Office
Marine Resources Functions:
• Extended contract with DRC for post disaster marine debris removal
• Drafted a Preliminary Boating Management Plan for Boca Chica Harbor
• Staffed the first meeting of the Green Building Code Task Force
• Staffed the quarterly Marine and Port Advisory Committee meeting
• Coordinating County acquisition of the Blanche -Bergin Marine Park
• Coordinated initiation of a regulatory buoy maintenance program with Village of
Islamorada
• Coordinated efforts with South Florida Regional Planning Council to correct
inaccuracies with the Marina Siting Plan in accordance with DCA ORC report
• Coordinated the purchase of 81 new anchor heads for the City of Key West
mooring field
• Conducted post hurricane surveys of lower keys for channel marker damage
• Handled approximately 45 customer inquiries
• Received permits for new markers at Venture Out Marina
• Participating in a grant proposal and business plan for acquisition of the WSG
property via the Stan Mayfield grant program
• Performed 3 site visits in response to customer inquiries
• Performed post -storm (Fay) aerial survey of middle and lower keys for marker
damage and d/v's
• Removed 7 derelict vessels, three of which were removed as emergencies prior to
the arrival of Hurrican Ike
• Coordinated 3 citizen derelict vessel removals
• Processed derelict vessel contract for Spirit Marine Towing & Assistance
Vessel Pumpout Program Functions:
• Pumped out 56 boats
Code Enforcement Department
Number of New Cases Opened
Number of Inspections completed
Number of Cases Heard before Special Magistrate
After the Fact Fees Collected
Number of Contractor Citations Issued
Number of Contractor Citations Heard
Citations Paid
PERMITS ISSUED 267
WALKTHRU 32
APPS SUBMITTED 368
206
1865
122
$7243
12
16
$2500
7
GIS Accomplishments
• Installed Damage
application on Code
laptops. Created a
video on how to use
Assessment
provided access to
tutorial can be
• Acquired LiDAR
Division of
Management
product is part of a
to capture high
data for coastal
The data is
compared to what
from USGS. There
data including edge
Monroe County was
to receive the final
• LiDAR data from
loaded into the
We now have access
edge of pavement
• 2004
has been loaded into
• Completed
Cover RFP. It is
advertised in
• Collaborating with
staff to discuss
Revenue (DOR)
orthophotography
has a contract to
orthophotography
• Fulfilled 27 address
Assessment
Enforcement
15 minute tutorial
the Damage
application and
the video. The
reviewed at anytime.
data from Florida
Emergency
(FDEM). This data
state-wide initiative
resolution elevation
areas in Florida.
extraordinary
we currently have
is also planimetric
of pavement.
one of the first areas
deliverables.
FDEM has been
enterprise system.
to 1 ft contours and
data.
orthophotography
enterprise system.
Geospatial Land
scheduled to be
October.
Property Appraiser
Department of
mandate to fly
every 3 years. DOR
acquire new
during winter 2009.
requests.
• AICUZ Analysis: calculated build -out
based on AICUZ and current land use and future land use for Growth
Management.
• Served as GIS operator for 2008 Tier Case Meetings for Growth Management
• Tier/State Lands Analysis: Calculated number of TIITF parcels and acreage for
each Tier designation for the Department of Community Affairs (DCA).
• Calculated the number of buildings for each land use and future land use category.
• Created a map for map amendment advertisement.
TOTAL
1713
AVERAGE PER DAY
(20 DAYS) PER
DISCIPLINE
86
BUILDING/ROOFING
944
ELECTRICAL
325
PLUMBING
198
MECHANICAL(A/C)
76
GAS
9
TOTAL
2270
AVERAGE PER DAY
PER DISCIPLINE
114
ABO
279
BIO
158
BIO PENDING
0
C.O.
CODE ENF 2
7
COORD
273
ELECT
114
ENG
10
EXAM
253
FEMA
0
FILE
5
FINAL
2
FIRE
58
FLOOD
74
MAR-BLDG
365
MECH
53
OFFICIAL
P.K. BUILDING
219
PENDING
65
PLAN
115
PLUMB
61
READY
10
ROGO
7
ROOF
20
S.I. BUILDING
98
TRACK
23
0
• Fulfilled data requests for parcels, centerline, and ADID data
Appeal to Planning Commission Applied
Appeal to BOCC Applied
Appeal to DOAH Applied
Administrative Relief Completed
Alcoholic Beverage Applied
Beneficial Use Applied 1
Conditional Use Major Permit Applied
Conditional Use Amend. to Major Permit
App. 0
Conditional Use Minor Permit Applied
Conditional Use Amend. to Minor Permit
App.
Conditional Use Minor Deviation Applied
Conditional Use Major Deviation Applied
Conditional Use Time Extension Applied
Conditional Use NRFA Transfer Applied
Conditional Use THE Transfer Applied
Conditional Use TDR Applied
Development Agreements Applied
Home Occupations Permits Applied
Inclusionary Housing Exemptions Applied
Public Assembly Permits Applied 0
Road Abandonment Applied
Setback Waiver Administrative Applied
Variance Administrative Applied
Sian Variance Plannina Commission
Appeal to Planning Commission Applied
Appeal to BOCC Applied
Appeal to DOAH Applied
Administrative Relief Completed
Alcoholic Beverage Applied
Beneficial Use Applied 1
Conditional Use Major Permit Applied
Conditional Use Amend. to Major 1
0
0
0
0
0
1
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
1
0
1
9
Conditional Use Minor Permit Applied
0
Conditional Use Amend. to Minor
0
Conditional Use Minor Deviation Applied
1
1
Conditional Use Major Deviation Applied
0
Conditional Use Time Extension Applied
0
Conditional Use NRFA Transfer Applied
0
Conditional Use THE Transfer Applied
0
Conditional Use TDR Applied
0
Development Agreements Applied
0
Home Occupations Permits Applied
0
Inclusionary Housing Exemptions Applied
0
0
Road Abandonment Applied
0
Setback Waiver Administrative Applied
0
Variance Administrative Applied
0
Sign Variance Planning Commission
Time Extension App.
1
0
Variance Planning Commission Applied
1
1
Plats Applied
0
LUD Map Amendment Applied
0
0
Tier Map Amendment Applied
0
FLUM Amendment Applied
0
MCC Text Amendment Applied
1
1
Comp Plan Text Amendment Applied
0
380 Development Agreement Applied
0
Environmental
Resources: Biologist Site Visits - Planning
29
29
Biological Assessment Letters Issued
62
62
Dock Length Variance Applied
0
0
Interagency Coordination
20
20
Regular Meetings
1
1
Special Meetings
0
Agenda Items
1
1
Regular Meetings
1
1
Special Meetings
0
Agenda Items
6
6
Regular Meetings
1
1
Special Meetings
0
0
Agenda Items
5
5
10
Requests for Research
Applications
0
Pre -Application
Conferences
1
1
Letters of Understanding
2
2
HPC
0
0
Admin. Variances Permit
Applied
1
1
Admin. Waivers Permit
Applied
Variance Planning Commission
Applied
0
0
Plats Applied
0
LUD Map Amendment Applied
0
0
Tier Map Amendment Applied
0
FLUM Amendment Applied
0
MCC Text Amendment Applied
3
3
Comp Plan Text Amendment Applied
0
380 Development Agreement
Applied
0
Biologist Site Visits - Planning
ask Ralph
0
Biological Assessment Letters
Issued
ask Ralph
0
Dock Length Variance Applied
1
1
LDRD's Applied
0
0
Regular Meetings
1
1
Special Meetings
0
Agenda Items
2
2
Regular Meetings
1
1
Special Meetings
0
Agenda Items
7
7
Regular Meetings
1
1
Special Meetings
0
0
Agenda Items
5
5
Requests for Research
Applications
6
6
Pre -Application Conferences
5
5
Letters of Understanding
2
2
HPC
0
0
Admin. Variances Permit
Applied
1
1
Admin. Waivers Permit Applied
EMERGENCY SERVICES
11
Fire Rescue
• In the logistics office we have the new Rescue truck that is going in service at
station 11 (Cudjoe).
• The pump for Sugarloaf s tanker truck has been delivered and is going to be
installed and back in-service by the end of the month. All of the rescue and fire
trucks have had there preventive maintenance service for the end of the budget
year.
• To date there are 22 firefighter candidates proceeding through the hiring process.
All have cleared background checks and have been scheduled for their physicals.
Fire Marshal
• Met with the Planning Dept. about the new Rockland Key Public Works Facility.
• Attended training on next years changes for the Florida Fire Prevention Code
• Investigated four fires.
• Worked at the EOC during Hurricane Ike.
Emergency Management
• Hurricane IKE activation
• Coordination of County -wide Damage Assessment reports collection —
coordinated with FEMA and Florida State to conduct Public Assistance and Kick-
off meetings for TS Fay and Hurricane IKE
• Conducted county -wide Local Mitigation Strategy meeting
• Conducted a Recovery Meeting with Ocean Reef Community and Key Largo Fire
Department
• Attended Regional Emergency Management Directors meeting to discuss (among
other issues) Hurricane IKE regional collaboration
• Finalized annual REP equipment calibration requirement
Fire Academy
• The Lower Keys Firefighter 1 Class is nearly complete. The state final test is
scheduled for October.
• The training schedule for the New Hire Orientation has been completed. The
Orientation is scheduled to begin in October.
• Preparations are underway to host a Live Fire Trainer class for all State Certified
MCFR Fire Instructors. Successful completion of this class will allow the bulk of
our Instructor staff to assist in Live Fire Training Burns.
• Training Staff assisted in the EOC during Hurricane Ike.
Trauma Star
• Trauma Star Flight Nurses completed the Emergency Nurses Pediatric Course
• Trauma Star crew members visited patients at Ryder Trauma Center and worked
with Ryder quality assurance team member
• Orientation of new staff ongoing
• Flight Nurses participated in monthly medical education of MC Sheriff s office
• Trauma Star participated in FKCC Dive emergency training
12
Air Medical Chief presented educational information to MC Tourist Development
Council
Trauma Star crew prepared for Hurricane Ike utilizing disaster plan
Completed evaluation of potential Air Medical billing companies
Upper Keys Healthcare Taxing District
• Five patients transported from the district
• Payment made for two patients
PUBLIC WORKS
• Pollution Control removed over 72 tons of illegally dumped debris from County
rights of way (the increase was due to Tropical Storms Fay and Ike).
• Pollution Control also collected 7 tons for other departments, as follows: 6,900
lbs. from Marathon Public Works, 3,400 lbs. from the Marathon Airport, and
2,860 lbs from the Key West Garage.
• Completed damage assessments for TS Gustay.
• Ike pre -storm — installed shutters and secured all facilities and equipment.
• During storm Ike — manned and supported EOC.
• Post storm Ike — damage assessment and clean-up.
• Delivered boxes to storage for the Supervisor of Elections.
• Cleaned rain gutters at Court Room B, AARP building and Islamorada Library.
• Replaced Road Department ice machine.
• Replaced several bulbs and ballasts at the Ellis Building and Islamorada Library.
• Painted pavilions and concession stand at Key Largo Park.
• Repaired fence at Harry Harris Park.
• Minor plumbing repairs completed at Friendship Park.
• Angered holes for Parks Department at Harry Harris Park.
• Trimmed tree at the Islamorada Library.
• Surface treatment of Charlemagne Boulevard is in progress.
• Replaced defective A/C compressor at Sheriff's Office Hangar.
• Leveled trailer at MCSO Firing Range.
• Replaced window at Sheriff's Communication's office.
• Attended Parks & Rec. Board meeting.
• Major Chiller repaired at Jackson Square
• Fuel tank repairs completed and passed final inspection at Key West Courthouse,
Courthouse Annex and Harvey Government Center.
• Completed transfer of surplus pick up truck to Florida Greenways to enhance
DEP's ability to keep County bridges clean along the Overseas Highway.
• Began using ethanol gasoline at all County fueling stations (10% ethanol, 90%
regular grade gasoline), and prepped holding tanks for same.
• Fleet staff successfully responded to Sheriff Office's call for help when Marathon
Fuel pumps went down at 4:30 a.m. on 9/8/08 as Ike was approaching.
13
• Completed Mack Truck warranty recalls on three Mack tractor trucks at
Plantation Key Public Works Garage saving down time and loss of man hours to
take each vehicle to the mainland.
• Fleets in-house mechanics diagnosed and corrected multiple malfunctions in the
County's automated fuel systems avoiding extremely high labor rates, travel
expenses, and system down time, if we were to wait for outside services.
• Completed annual FDEP registration of all mandated County fuel holding tanks.
• Completed annual vehicle lift inspections/repairs at all garage facilities.
• Advertised County surplus vehicles for first time on county's web page.
• Completed West Summerland translator generator housing with new coastal
condition, aluminum structure for Sheriff's Communication's Office.
ENGINEERING
• Key Deer Boulevard Road Project — site work completed as of August 15, 2008;
staff processing final change order and invoice in order to close out project; a
credit of approximately $20,000 is expected from original contract price.
• Prado Circle Stormwater Project — contractor has completed all work except for
fence installation and asphalt, which will be completed the week of September 29,
2008; pump control panel will be delivered and installed the second week in
October.
• Breezeswept Beach Estates Culvert — pre -construction meeting held with County
staff, contractor and utility personnel on September 25, 2008; notice to proceed
was issued and contractor has begun removing vegetation from project site.
• South Florida Water Management District Grant 2008 — staff completed the final
reimbursement request for the FY08 grant cycle, which provided $500,000 in
funds to pay for stormwater improvements at three County projects: Big Pine
Key Park, Prado Circle, and the Murray E. Nelson Government Center.
• South Florida Water Management District Grant 2009 — staff provided project
descriptions, cost estimates and proposed construction schedules to SFWMD in
order to obtain approval for $500,000 for stormwater improvement projects for
the upcoming FY09 grant cycle; grant funds must be matched 50% by local funds.
• Solid Waste/Recycling Project — staff is reviewing current Public Works Solid
Waste contracts; staff is researching and analyzing municipal solid waste and
recycling contracts from various Florida counties in order to provide comparison
to existing Monroe County contracts in anticipation of contract expiration and/or
renewal; staff attended the Florida Department of Environmental Protection's
"Public Meeting on Florida's New Recycling Goal" in Orlando on September 22,
2008.
US 1 Stormwater Project — received approval from DOT to prepare new scope of
services and estimate to include one project in Summerland Key area; DOT will
amend the JPA after staff prepares the new scope of services and cost estimate.
Tropical Storm Fay / Hurricane Ike— staff performed safety inspections and
damage assessments immediately after both storms; coordinated with other
county staff, Department of Emergency Management and FEMA representatives
regarding County damage; Engineering staff attended Fay FEMA applicant
14
meeting and Kick-off meeting with FEMA, State, and OMB staff; scheduled and
coordinated site visits by FEMA staff in order to begin project worksheet writing
process.
• Palm Drive — final construction drawings have been received; draft project
manual is complete; working with engineers to design temporary access to
subdivision while bridge is under repair.
• Duck Key Bridges — staff met with Kisinger Campo to discuss proposal for
design; staff is reviewing proposal and scope of work, and will amend in new
budget year.
• Duck Key Security Cameras — staff coordinating with Resort IT staff to determine
system needs in order to be piggybacked onto Hawk's Cay security system.
• Duck Key Pedestrian Bridges — coordinating with pre -fabricated bridge
manufacturer and Duck Key Security District to identify options; options with
pricing are being reviewed by staff prior to forwarding to Duck Key.
• Sunset Point Park Boat Ramp — staff reviewing revisions to the Project Manual
before submittal to the County Attorney's office for their review. Marine
Resources anticipates signing grant agreement in October; project will be posted
for bids after review by County Attorney.
• Boca Chica Road Study — second appeal is due to State Department of Emergency
Management on October 8, 2008; staff finalizing appeal for remaining scope of
work not included in Version 5 of FEMA project worksheet.
• Pigeon Key Ferry Service — managing on -going contract.
• Old Seven Mile Bridge Repair — ongoing coordination and discussions regarding
draft Memorandum of Understanding for bridge and island with DOT and DEP
staff.
• County Street lights — staff reviewing Keys Energy Services and Florida Keys
Electric Coop records of County funded and maintained street lights for accuracy;
requires review of lists, site plans, site visits and meetings with utilities to compile
information; additional information pending from FKEC and Public Works.
• Office staff reviewed applications and issued 11 right of way (ROW) permits.
• Inspectors made 7 right of way (ROW) permit inspections after construction.
• Investigated 2 after -the -fact ROW permit situations in the Upper Keys;
investigated 1 in the Lower Keys.
• Inspectors assisted Code Enforcement, Public Works and Sheriff's office
regarding 6 different right of way boundary determinations and/or ROW
violations.
• Inspectors responded to 8 different citizen inquiries/complaints regarding
flooding, road repairs, construction zone questions and driveway permits in the
Upper Keys.
• Office staff coordinated investigation of 10 ROW complaints/violations from
residents and other County departments.
• Inspected FKAA pavement cuts and repairs on Ramrod Key for proper road
repair.
• Staff handled 9 citizen inquiries regarding wastewater assessment payoff.
15
• Staff received 4 drainage and flooding complaints and 10 miscellaneous sewer
and road inquiries from citizens.
• County property sales — ongoing staff coordination regarding sale of excess right
of way on Geiger Key; researching additional county properties for potential
future sale.
• Requested traffic study from FDOT regarding intersection at US and Sacarma on
Cudjoe Key in response to safety complaints/concerns from the public.
• Coordinating with FDOT staff to review street light agreement and inventory.
• Ongoing review of plans from ATT regarding equipment placement in ROW, Big
Pine Key area.
• Ongoing coordination with Cudjoe subdivision to transfer private roads to
County.
• Ongoing coordination with Hospital employees/DOT/bus shelter manufacturer to
fulfill request for bus shelter on US 1 in Tavernier.
• Dedication Ceremonies — staff coordinating with County officials, civic groups
and other entities regarding ceremonies for Murray E. Nelson Government
Center, Freeman Justice Center, and the Key West International Airport.
• Attended Parks and Recreation Advisory Board meeting on September 15, 2008
in Big Pine Key.
• Attended Local Mitigation Strategy Working Group Meeting on September 29,
2008 in Marathon.
• Processed 4 payments for the Interlocal Agreement for distribution of the
Constitutional Gas Tax to the municipalities, for a total of $125,823.01 of
disbursements.
• Reviewed 7 different plans for commercial stormwater management; made 1
project site inspection.
• Approved 2 Tourist Development Council Capital Project Pay Applications for
the Key West Botanical Gardens; review of final Phase/Segment Pay Application
is pending project site inspection.
• Attended Ameresco Marathon HVAC audit report meeting.
• Processed 59 different invoices/purchase orders, 47 of which required Division
Director approval.
Key West International Airport -
• Project management and site supervision continues; concrete placed at west side
ramp and deck at parking garage; shoring and forming at east ramp; piles
completed for the Vertical Circulation Building (VCB). New Terminal building
roof is complete; work progressing on Baggage Handling building roof; stucco
installed at the east wall and canopy area of Baggage Building. New Terminal
interior flooring is complete; ticket counters, fire alarms and exit signs are
installed. Staff autocad technician continues to provide support for construction
manager in creating a master plan and miscellaneous drawings for interior of new
and existing terminal buildings for TSA and Sheriff space. Staff attended status
meetings with the Clerk of the Court, County staff and Construction Manager.
16
• Processed Morganti's KWIA Pay Application #26 (July) for $524,162.09 and
forwarded to Clerk's office for payment; reviewed and processed Pay Ap #27
(August) for $646,905.78 and forwarded to Clerk's office for payment.
Reviewed Pay Ap #27-R (retainage) for $836,909.99 and Pay Ap #28
(September) for a credit of $29,489.86; forwarded both to Architect for their
approval.
• Processed 4 different construction draws for September for a total of
$1,219,774.23 representing 93 finance transactions.
• Prepared FDOT Reimbursement Requests for September in the amount of
$683,981.92 including 2,013 pages of documentation, representing
reimbursement requests for 26 different Direct Material Purchase invoices and 5
different Morganti Pay Aps.
• New Terminal Dedication Ceremony is scheduled for October 15, 2008, with
invitations emailed mid -September.
• Marathon Airport — reviewed and processed Morganti's Pay Application #12
(July) for $28,559.06; currently reviewing Pay Application #13 (August).
Facilities Development —
• Freeman Justice Center — Temporary Certificate of Occupancy received
September 23, 2008; landscaping mitigation, garage gate openers, and various
punch list items among issues to be resolved before issuance of Certificate of
Occupancy. Brick and stone exterior cladding is complete.
• ADA Compliance Assessment — interim draft reports for Key West area County -
owned buildings, leased facilities and temporary polling places was received
September 16, 2008; preliminary field surveys of Middle Keys County facilities
to be scheduled with Public Works and departments.
• Plantation Key Fueling Facility — design plans and specifications received from
Public Works on September 18, 2008; project added to SFWMD FY09 funding
request for $32,500 of stormwater management funds.
• Key Largo Fueling Facility — design plans and specifications received from Public
Works on September 19, 2008; project added to SFWMD FY09 funding request
for $12,500 of stormwater management funds.
• Big Pine Key Park — closeout documents in review process.
• Big Pine Key Fire Station — project is 30% complete; ground floor slab
completed; plumbing rough in completed on ground floor; electrical rough in is
nearly completed on ground floor; concrete/masonry wall construction is
underway.
• Murray E. Nelson Government and Cultural Center — project is 80% complete;
exterior finishes are virtually complete on building; exterior painting is 90%
complete; Community Room drywall is approximately 40% complete; drywall
complete in remainder of building; bathroom tile is complete and fixtures are
being installed. Pavilion bases at waterfront are poured; site grading in park area
is 90% complete; exterior doors and windows are installed.
• Medical Examiner's Facility — closeout documents and final as -built drawings are
being assembled by contractor; final Certificate of Occupancy was received
September 15, 2008.
17
• Wetlands Mitigation — contractor mobilized September 15, 2008; removal of
invasive exotics in the 8.0 acres around the quarry pit has begun; excavation
started on the 0.47 acre wetlands during week of September 22, 2008. Revised
schedule has been submitted to Army Corps of Engineers and South Florida
Water Management District staff. Anticipated completion date remains late 2008.
• Public Works Rockland — Building Department is reviewing for permit; some
drawing changes have been requested by Building Department officials.
• Marathon Courthouse Renovations — still in the preliminary design phase.
• US 1 Fire Department Emergency Flashers — working with Signal Service on a
proposal for the flashers at MM 106 and MM 96.
• Tavernier Fire Station — final pay application submitted to Finance for review and
payment; still in process of final payment clearance by Finance.
• Conch Key Fire Station — in the design phase; submitted SFWMD grant request
for $140,350 of stormwater management funds.
• Stock Island Fire Station — search for potential project sites in is progress.
Wastewater —
Included in the October 15, 2008 agenda item: "Report to update the status of
Wastewater projects through September 2008."
TECHNICAL SERVICES
As a team we completed 238 work requests in April, supported the EOC activation during
Hurricane IKE, continued the rollout of Metro Ethernet, began implementation of an Intrusion
Detection System for network security, finished the rollout of our new antivirus software, traveled
with Growth Management to Lake Mary for a Navaline (Pentamation) Demo, upgraded Alchemy's
storage, upgraded san firmware, improved various parts of the County Website, etc.
VETERANS AFFAIRS
CLIENTS ASSISTED: 1310
NEW CLIENTS ASSISTED: 50
FIELD VISITS 16
BENEFITS DELIVERY AT DISCHARGE 5
VAN CLIENTS TRANSPORTED: 95
(to the VAMC, Miami as well as
other Miami area hospitals, without
incident)
The Veterans Affairs Department:
The financial data for the month of September $54,190.98 indicates the amount of new
revenue brought into Monroe County derived from claims for the entire department,
including Plantation Key and Marathon.
18
The financial data captured monthly will vary due to the Veterans Administration
variable time frame on adjudication of awards, as well as the amount awarded.
19