HomeMy WebLinkAboutO. County Administrator
M E M O R A N D U M
Office of the County Administrator
TO: Board of County Commissioners
FROM: Debbie Frederick
Deputy County Administrator
DATE: Sept 1, 2010
SUBJECT: County Divisions’ Monthly Activity Report for August, 2010
______________________________________________________________________________
MONTHLY ACTIVITY REPORT – AUGUST, 2010
KEY WEST AIRPORT
In August passenger figures for July were compiled. During that month, the six
airlines serving Key West International Airport carried a total of 38,789 passengers.
This is a 9.8% increase over July of 2009. Total passenger numbers for the first seven
months of calendar year 2010 are up 15% over the same period in 2009.
The last piece of new terminal art work is in the process of completion. The third and
final ceramic tile wall mural is being installed in the newly renovated departure area.
The Runway Safety Area (RSA) project is proceeding on schedule. Preparation work
for the EMAS bed on the east end of the runway is nearly complete. The EMAS
blocks will begin to be installed in September.
In August we were informed by the FAA that our appeal of the Part 139 Inspection
discrepancy has been successful. We are no longer under an FAA order to obtain
permitting to shoot birds at the airport. Our other wildlife management techniques
continue to be successful. We have not had a bird strike since December 31, 2009.
MARATHON AIRPORT
Awaiting letter of support from Governor Crist to include with formal request to U.S.
Customs & Border Protection for Marathon User-Fee Based Customs Service facility
for harbor and airport arrivals.
Revising Airport Emergency Plan (AEP) following the new standards as required of
FAR Part 139 certificated airports.
Airport Improvement Project Application, as revised, has been approved by the FAA
for Taxiway Pavement Marking Upgrade design and installation, Terminal Sewer
Laterals design and Wildlife Hazard Assessment projects. Grant Agreement has been
offered by FAA and accepted by County.
Two bid proposals were received for the Taxiway Pavement Marking Upgrade Project
and a recommendation has been made by URS, Airport Consultants, to accept the
proposal from the low bidder, Hi-Lite Marking, Inc., in the amount of $49,995.00.
The Environmental Assessment Project associated with the runway relocation proposal
is on-going. A Public Information Meeting (PIM) to present the proposed project and
preliminary alternatives considered, and to solicit public input regarding the
1
environmental considerations to be evaluated in the Environmental Assessment Study
was held on August 24, 2010 from 4:00 PM to 7:00 PM at the Florida Keys Marathon
Airport in the departure lounge of the passenger terminal. Project funding is through
an FAA Grant.
Airport Rescue Fire Fighting (ARFF), Index A, vehicle is currently being
manufactured and is scheduled for delivery next month; funding for this project is
through an FDOT Joint Participation Agreement (JPA).
EMPLOYEE SERVICES
I. Website Updates (other than normal position vacancy updates, etc.):
Benefits:
KPHA Provider Directory Updates
Monthly newsletter - Wellness
Human Resources:
Updated 3 job descriptions
II. Turnover Numbers To Date:
August 2010 Turnover: .99% Turnover as of last August 2009: 5.79%
Turnover so far 2010: 6.52%
Resignations: 4 Terminations: 1 Retired: 0 Deceased: 0 Layoffs:0
III.Major Activities/Meetings:
Employee Services Director attended GMSHRM/HRABC meeting in Miami
Employee Services Director served as Trainer for Toastmasters Session in Miami
(Saturday volunteer)
Bi-Annual Safety Meeting held for Department in accordance with Safety Policies.
Human Resources
Held one predetermination hearing
Personnel Policies and Procedures Committee annual meeting
EEO Coordinator met with Engineering to review ADA Transition Plan
Employee Grievance Council election for vacancy
HR Administrator joined PW Director in meeting with Parks & Recreation
Board to discuss background checks for volunteers (and employees).
Teamsters negotiation meeting
Risk
Met with Steven Swink of ISO for Lexington Insurance, the County’s
Property insurer, to perform the annual site survey of the following locations:
102050 Overseas Highway in Key Largo; 1100 Simonton Street in Key West;
302 Fleming Street in Key West; 3491-93 S. Roosevelt Blvd in Key West.
RFP Distributed for Property Appraisals
Benefits (Group/Workers Comp)
Meeting with Health Insurance TPA to discuss KW Surgery Center billing.
Meeting with KPHA, Wells Fargo, Dimension, Horizon Health & Walgreens.
Meeting with new WC attorney.
Completed satisfaction survey from Wells Fargo.
Employee Benefits Consultant RFP public ranking meeting held.
Employee Benefits Consultant public interviews held with Proposers.
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Life Insurance RFP public ranking meeting held
Safety
Monitoring grants for AED’s in county buildings. Will require an initial 10%
($2,000) match and ongoing maintenance costs.
BUDGET & FINANCE
Budget Analysts:
Most of the month has been taken up with finalizing the FY11 budget.
Activities included revenue update, loading in rollover requests, balancing
funds and reviewing narratives in the budget book.
Prepared a ten years revenue and expenditure history of Fund 141 Fire &
Ambulance District 1 with the additional info on FY10 estimated actuals and
FY11 proposed budget.
Met with Sandee Carlile in Finance to review her questions about the Cost
Allocation Plan.
Contracts Reviewed -
46
Prepared budget transfers and resolutions -
44
Reviewed & Signed budget transfers- 48
PAF’s- 33
Processed
Incoming mail - 31
Outgoing mail – 17
Prepared and processed the August BOCC agenda packet.
Processed Byrne grant reimbursement request for : State Atty (2), MCSO (4),
GCMK (1), Heron (1)
Processed RSAT grant reimbursement request for: GCMK (1), MCSO (1).
Processed Upper Keys Community Pool July reimb request, MCSO (4) 911/
Interagency revenue reimb request.
Researched and prepared materials for a concerned citizen’s public records
request.
So far, handled 30 phone calls related to the TRIM notice since they went out
th
. Here is a list of questions that the tax payers are asking:
around Aug. 20
how to correct mailing address, property assessment and exemptions,
structured payments, what is the garbage tax, explanation of the TRIM notice
and what Monroe County is responsible for. At this time, there really hasn’t
been a question about Monroe County budgets.
Grants Administration:
EECBG Energy Grant: Preparation of budgets and timelines for Grant Agreement
with State; internal staff meetings on grant activities; organized and facilitated
meeting with municipal partners.
USDA Rural Development : Pre-application meeting with agency representatives
to review program parameters and application forms and requirements for
possible loan funding for wastewater projects. Prepared census tract information
for their review to determine the County’s eligibility.
2011 RSAT Grant: Notified that we have been awarded this grant; prepared
contracts with FDLE and with the provider organization for September agenda.
3
BP Claims: Meeting with BP claims reps and State emergency management
personnel. Completed and submitted claim to BP.
2011 HSAB Funding Cycle: Review and routing 25 contracts for HSAB funding.
2011 BOCC Line Items Funding: Review and routing of 7 contracts for BOCC
line item funding.
HSAB Working Group: Organized first meeting of the HSAB working group;
prepared historical and budget materials for meeting.
2010 state JAG grants: Completed monthly expenditure reports to FDLE on
regular JAG grants and ARRA JAG grants. Reviewed, approved, processed
invoices for all Byrne JAG and RSAT grants.
2010 HSO/HSAB contracts: Management of various issues and invoices related to
these contracts, including continued required document certification for all
contracted organizations; questions/clarifications on invoices.
FEMA: Continue close outs large projects for Wilma. Have closed two additional
large projects this month. Also in process of closing out whole storms: Frances,
Dennis, and Rita.
Purchasing Department:
Totals for the month of August 2010 are as follows:
Total purchase orders processed 264
Total orders placed for departments 71
Total orders entered for departments 68
Office Depot orders processed 63
Staples Orders processed 3
We opened 5 bids and processed another 5 which was average compared with
previous months. Addendums entered 8, award documents entered 8, contracts
reviewed 38, and bills paid 11, and voided 16 purchase orders. We also processed
1208 pieces of mail which was average compared with previous months.
COMMUNITY SUPPORT SERVICES
In-Home and Nutrition Services (IHNS)
OAA, Older Americans Act Programs:
Nutrition (Information in this section is for the period 7/21/10 –8/20/10):
C-1 Congregate Meals totaled 907units during the reporting period, a 5%
increase over July but still underachieved year to date. When they monitor us in
September, we will ask the Alliance for Aging to transfer funds to the C-2 Home
Delivered Meal program, where the need is greater.
C-2 Home-Delivered Meals totaled 3325 units during the reporting period, far
exceeding the 2856 monthly goal. We have temporarily suspended adding new clients
to the program until the transfer from C-1 to C-2 is approved.
In-Home Services (Information in this section is for the period 06/21/10 – 7/20/10):
III-B Screening and Assessment: 4 units this period, 47% year-to-date achieved. 25
clients on the waiting list.
III-B Homemaking: 1272.75 units this period, 100.88% year-to-date achieved. 34
clients on the waiting list.
III-B Personal Care: 142.75 units this period, 63% year-to-date achieved. 11 clients on
the waiting list.
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We have spent $90,902.53, 82.96% of III-B funds.
III-E In-Home Respite: 0 units this period, 59% year-to-date-achieved.
o
III-E Facility Respite: 369 units this period, 115% year-to-date achieved. 2 clients on
o
the wait list.
We have spent $49,429.70, 87% of III-E funds, which is 28.66% overachieved.
Non-OAA Programs:
CCDA (Community Care for Disabled Adults) for July 2010 (beginning of the contract
period):
Case Management: 9.25 units for the month were produced; 9.25 units year-to-
date.
Homemaking: 117 units for the month were produced; 117 units year-to date.
Home-Delivered Meals: Monthly units were 165 meals; 165 meals year-to-date.
Personal Care: Monthly units were 18; 18 units year-to-date.
Overall Program Achievement was 8.33%, 2.82% underachieved.
CCE (Community Care for the Elderly) for the period 7/1/10–7/20/10 (beginning of the
contract period):
Case Management: 50 units for the period and 50 units year-to-date. 5% achieved
year-to-date. There are 143 clients on the waiting list.
Intake: 9.5 units achieved and 9.5 units year-to-date. 17.76% achieved year-to-
date.
Chore: 0 units achieved and 0 units year-to-date.
Homemaking: 495.75 units for the period and 495.75 units year-to-date. 5.21%
achieved year-to-date. There are 124 clients on the waiting list.
Personal Care: 442.75 units for the period and 442.75 units year-to-date. 10.53%
achieved year-to-date. There are 63 clients on the waiting list.
Respite: 301.75 units for the period and 301.75 units year-to-date. 23% achieved
year to date. There are 17 clients on the waiting list.
CCE overall is at 8.01% achievement. We are .32% underachieved, which is in target
range.
ADI (Alzheimer’s Disease Initiative) for the period 7/1/10 – 7/20/10 (beginning of
the contract period): 97.5 units were produced in the period and 97.5 units year to
date. 4.13% year-to-date achieved.
HCE (Home Care for the Elderly Program) for the period 7/1/10 - 7/15/10 (beginning
of the contract period): 5.5 billable units this period, 5.5 billable units year-to-date.
1.59% year-to-date achieved, 3.84% underachieved, due to the short first reporting
period.
Monroe County Transit
One-way trips provided: 1897
Unduplicated clients served: 203
Special Needs Clients registered: 405
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: $2,138.50
5
Expenditures: $38,414.67
Percentage Spent Fiscal YTD: 7.6%
Community Support Services
Incoming calls, provision of information and referrals 1,312
Unduplicated Welfare client households that received service 122
New Welfare cases receiving service 20
Low Income Home Energy Assistance Grant Program cases- 125
$31,700.00
Low Income Crisis Assistance Grant Program cases – 94
$34,715.53
Home and field visits 16
Office visits 447
Homelessness Prevention Approved Cases (HPRP Grant) 20
$14,458.00
Weatherization of Homes: (In progress) 2
Bayshore Manor (BSM)
Bayshore Manor’s current census is 15 residents. The current census is five
private pay and 10 subsidized. BSM provided 298.50 hours of OA3E respite care
and 0 hours of Medicaid Waiver this month. Bayshore Manor has five OA3E
clients and one Med Waiver client.
There are four clients on the wait list.
Revenue for August 2010 $36,205.27
Expenditures for the same period $52,977.27
Percentage of the budget spent year to date 86.21 %
LIBRARY
Library statistics continue to reflect the consistent use and appreciation of
traditional Library services, as circulation for the month reached 31,996 items
461 new Library cards were issued, bringing the total of Monroe County Library
cardholders to 50,934—a significant percentage of the County population
Library staff assisted customers by responding to 7,619 requests for information
during the month
35,830 customers used Library services onsite, making personal visits for
checking out various Library materials, attending programs, and enjoying in-
house services
The Library’s new web presence at www.keyslibraries.org continues to draw
praise from our patrons; regular updates by staff keep news items, information
and events current for our viewers. The new website received 10,122 visits for the
month.
Another growing service is that of eAudiobooks now available on our website: in
June and July new borrowers signing up for the service numbered 21, and 333
item circulations were recorded
The summer FLYP (Florida Library Youth Program) was again widely enjoyed
across the system, with such featured topics as papier-mâché, mad science,
archaeology, dance, and film presented for the young participants
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Our FY10 budget usage continues on pace with the fiscal year as we enter to the
final months. The spending freeze is in place, and only basic operating needs are
now being considered. Our discretionary funds are nearly spent out, and as
customary for this time of year, we are again calling on our State Aid funding as
well as our donations accounts to fill the gaps.
EXTENSION SERVICES
Number of services provided: 426 phone calls, 58 office visits, 20 visits to clients,
12 group teachings with 177 participants, 7 media submissions, and 279
publications distributed. Total Budget for FY 09/10: $186,213.00; Year to Date
Expenditures and Encumbrances: $167,913.49; Remaining Balance: $18,299.51;
Percentage of budget spent and/or encumbered year to date: 90%.
The Extension Director accomplished the following activities:
Facilitated the monthly meeting and an all-day workshop of the Monroe County
Green Initiative Task Force. Major item of discussion was a review of the draft
Vision
Statement that will be presented to the BOCC in September.
Worked with the Monroe County Attorney’s Office and the Office of
Management & Budget to analyze and modify the $3M Energy Efficiency
Community Block Grant for submittal to the BOCC in September.
Participated in two conference calls with the Southeast Florida Regional Climate
Compact Steering Committee to discuss plans for the summit to be held on
October 29 in Miami.
Attended an organizational planning meeting of the South Florida Marine
Coalition in Miami. The purpose of this effort is to provide a mechanism for the
various marine-related industries to integrate their efforts in dealing with
development pressures and legislative agendas. Entities such as the Marine
Advisory Group, the Marine Industries Association of South Florida, the Miami-
Dade Marine Council, and the Miami River Marine Group were present.
Participated in the third Spiny Lobster Stock Assessment webinar for the Gulf of
Mexico and South Atlantic Fishery Councils. The final lobster assessment
workshop will be held September 28-30 in Key West.
Attended a meeting of the Florida Keys Commercial Fishermen’s Association to
discuss plans for the Florida Keys Seafood Festival, the FEMA-funded trap debris
cleanup program, and upcoming fishing regulations.
The Environmental Horticulture Agent accomplished the following activities:
Held four county-wide workshops entitled, “What’s Bugging my Yard?” with 27
people attending. Topics included: most commonly found turf; landscape insect
pests and new pests found in the Florida Keys; beneficial insects that feed on pest
insects; and implementing the principles of Integrated Pest Management to
manage insect pests by using multiple control strategies such as cultural,
mechanical, biological, and chemical.
Invited to speak on “Organic Vegetable Gardening” at the Big Pine Key and
Lower Keys Rotary Club, with 23 members in attendance.
Participated in a teleconference meeting to discuss an upcoming statewide Pest
Management Workshop.
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Held four regional plant clinics (two in Key West and two Key Largo) with five
Master Gardeners assisting 17 clientele.
Site visits (6): Key West (3) - Landscaping design advice for Trumbo Point Coast
Guard Base; two plant IDs. Cudjoe Key (1) - Zoysia turf decline. Sugarloaf Key
(1) - Plant and insect IDs. Little Torch Key (1) - Ficus whitefly on ficus hedge.
Proctored five pesticide exams: one Advanced Public Health; one Public Health;
two CORE; and one Natural Areas.
The Family & Community Development Agent accomplished the following activities:
Worked with the Florida Keys Wastewater Assistance Foundation to look at
restructuring their organization and presentations to the Key Largo Wastewater
Utility.
Helped two groups of teachers to renew the High School Financial Literacy
Program for the coming school year including which materials to incorporate in
this year’s program based on reviews from last year.
Edited the Green Initiative Task Force (GITF) Vision Statement and made
recommendations which will serve as a guide for the development of the Climate
Action Plan that will include detailed cost benefit analysis of actions identified by
GITF.
Worked on the coordination of the Energy Efficiency Community Block Grant
awarded to Monroe County, which included contacting supporting and partner
organizations to develop plans for implementation and reporting.
Provided South District reports for the Florida Extension Association of Family &
Consumer Sciences (FEAFCS) board meeting and for the upcoming National
Family & Consumer Sciences (NFCS) meeting.
Collaborated with Green Living & Energy Education (GLEE) to provide the
community greenhouse gas emission data for development of an overall
accounting and reduction audit for local municipalities.
EMERGENCY SERVICES
Fire Rescue
Received delivery of a 2010 Freightliner Custom Pumper from Ferrara Fire
Apparatus.
Submitted SAFER grant quarterly report and payment request for period from
03/20/10 through 06/19/10 and received revenue in the amount of $155,989.79.
The Matching EMS grant final report was submitted to the Bureau of EMS, grant
funds were used to purchase LifePak12s.
Continue processing firefighter applications for the annual firefighter qualification
and eligibility list. When completed, this list will be used to fill any position
openings which occur over the next 12 month period.
Updated several Monroe County Fire Rescue Standard Operating Procedures
(SOPs) and Forms. Some of Augusts’ revisions related to controlled substances
Training
21 Volunteers attending the State Certified Firefighter I Class
Conducted Search & Rescue training with Monroe County Firefighters
EMT and Paramedics participated in on line medical training.
8
Conducted Fire and Medical Testing on new hire applicants.
Fire Marshal
Assistant Fire Marshal attended the Occupancy Training Class, the Wildfire
Prevention Workshop in Big Pine Key with State Agencies and the Key Largo Ocean
Resort pre-application meeting.
PUBLIC WORKS
Pollution Control removed 56.51 tons of debris illegally dumped in
County rights of way and 23.48 tons for other departments (7,320 lbs of
debris from Marathon Public Works; 3,820 lbs from the Key West
Garage; four empty barrels from the right-of-way weighing 140 lbs
(requested by FDEP); and 35,660 lbs from a clean up at the Key Largo
Recycling Yard)
5,740 lbs of e-waste was removed from the Cudjoe transfer station
Household Hazardous Waste section picked up 56 empty barrels for free
for future use
African Cemetery Memorial Fence installation completed
Completion of the Termite/Fumigation Tenting at the Key West Court House
Transfer of uniform contractor and measuring of employees for new uniforms
Replaced the wind screen at the Higgs Beach Tennis Courts
Coordinated use of the “Hickory House” by the Fire & Rescue Division for
training
Executed new contract for Dion Oil Company to deliver bio diesel fuel
Finalized annual fuel storage tank registration on all county fuel tanks
Carpet replacement completed for MCSO Human Resources, CIU, and Muster
Room
Keys Energy executed temporary replacement of one of three main transformers
for Stock Island Detention Center complex
Pre-Bid meeting was conducted and bids were received for Roofing Improvement
at Plantation Key Detention Center
For the month of July, 89% of requested work orders from Corrections were
completed within three days
Conducted Facility Asset Management Kick-off Meeting
Entry floor improvements at Marathon Government Center Annex were
completed
Commenced coordination for the Florida Energy and Climate Commission Grant
Repairs to parapet beam completed at the Marathon Library
AHU control transformer and contactor replaced at the Marathon Health
Department
For the month of July, 92% requested work orders from Marathon Facilities
Maintenance were completed within three days
Six events scheduled at the Nelson GC required 6½ hours of staff overtime
Assembled/placed and disassembled/removed ramps at election locations for the
Supervisor of Elections
9
Minor electric repairs at the Nelson GC, Islamorada Library, Tax Collector office and
PK Court House
Minor plumbing repairs at the PK Court House
Repaired roof leak at the Upper Keys State Attorney’s office
Completed minor plumbing repairs at the KL Park restrooms
Installed signage provided by Solid Waste Department at the Long Key Transfer
Station
Completed inventory of the FIU “cot trailer” for Emergency Management Department
Completed work at the PK fuel island storm drain for Risk Management Department
Installed trench drains on Conch Key right-of-way
PROJECT MANAGEMENT
Engineering Services:
Geiger Key repair design 40% complete. Change order #2 is for additional bridge
deck work of $222,792.00 and an additional one hundred forty (140) days is being
reviewed.
Received task order proposal for $14,811.00 from ADA Engineering to supply
information required by Dept. of Environmental Protection for public easement.
Boca Chica Rd. restoration – received proposal from MBI/K2M Architects in the
amount of $13,830.00 for additional survey work as requested by DEP for 50 foot
set back.
Duck Key Security Surveillance - one bid was received. Recommending rejection
and issuance of a revised RFP to encourage more respondents.
Completed and submitted DOT TIGER II discretionary grant application for
$11,200,000.00 bridge repair funds.
Completed impact fee reimbursement report to authorize transfer of
approximately $550,000.00-$600,000.00 of impact fees back to road and bridge
fund.
Project Management:
TDC Projects:
E. Martello; Bid(s) received for Bathroom Renovation Contractor Pedro Falcon to
th
BOCC August (2010) Approved BOCC meeting Aug. 18, 2010. East Martello
th
Brick and Mortar restoration bids received Aug. 24. West Martello Brick and
th
Mortar restoration bids received Aug. 25. West Martello fencing project out to
st
bid. East Martello stairs project should begin Sept. 1, 2010.
County Projects:
ADA Transition draft 75% completed. Expect lower keys part two in
September 2010. Architect’s time extension request to October 29, 2010 has
been approved.
Stock Island Fire Station appraisals have been received. Owner of property has
opted out of sale of property. We will continue to explore and consider all site
options for this facility.
Marathon Court House bid opening re-scheduled for August 31st, 2010.
Windmill demonstration contract started. Will seek public agency inputs.
USACOE granted one year extension for Medical Examiner mitigation work.
10
Waste Water:
Final Big Coppitt invoices being processed; final ILA amendment approved in
July
Duck Key Collection system ILA approved at September 2010 BOCC meeting.
Started Big Coppitt financial reconciliation.
TECHNICAL SERVICES
We completed 156 work orders, continued posting updates for the BP oil spill daily on
our website, brought the new WebEOC site into production, continued moving mail
boxes and iPhones over to the new Exchange server, continued training for Office 2007,
migrated an additional 10 gigabytes of data into Alchemy, pushed out new Microsoft
security updates and updated library computers.
VETERANS AFFAIRS
Clients Assisted: 1672
New Clients Assisted: 62
Field Visits 11
Benefits Delivery At Discharge 9
Van Clients Transported: 148
( to the VAMC, Miami as well as other Miami area hospitals, without incident)
The Veterans Affairs Department:
The financial data for the month of August totals to $201,284.00 and indicates the
amount of new revenue brought into Monroe County derived from claims for the entire
department, including Key Largo and Marathon.
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.
GROWTH MANAGEMENT
2008, 2009, 2010 Planning, Code Enforcement,
Environmental Restoration and Boating Improvement Fund REVENUE
Revenue Ending August
2008 2009 2010
Planning $630,421 $556,276 $436,560
Code $103,706 $276,114 $222,037
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Environmental
Restoration* $698,634 $127,219 $125,826
BIF $480,906 $583,495 ,495 $580,560 $580,560
TOTAL $1,913,667 $1,543,104 $1,364,983
* (2008 = KL Wastewater Mitigation $)
2008, 2009, 2010 GROWTH MANAGEMENT EXPENSES
EXPENSES ENDING AUGUST
BudgetTotalTotalFY 2010 FY 2009 FY 2008 %
FY’10ExpenseExpensesExpensesExpensesExpensesVarianc
s FY FY 2008 Ending Aug. EndingEndinge
2009Aug.Aug.Expense
s
12
Ending
Aug. FY
2010
from
Aug. FY
2009
Growth Mgmt. Admin. $903,834$455,89$648,098$358,583$375,344$689,76596%
8
Geographic Info. (GIS) $287,555$230,50$181,935$185,551$219,674$148,33984%
9
Planning$1,040,834$899,23$878,366$859,499$768,285$791,481112%
4
Comprehensive Plan $221,000$46,045$74,655$239,342$31,295$45,679765%
Planning Commission $98,142$84,698$88,345$70,366$74,500$80,15394%
Environmental Resources $275,222$268,99$330,016$240,455$241,508$295,278100%
2
Marine Resources $52,850$51,876$84,753$44,053$46,013$76,58096%
Code Enforcement $1,159,509$1,047,6$894,006$1,009,647$860,999$786,583117%
68
Pump-Out Boat $67,443$70,250$64,640$51,297$60,858$56,77584%
Boating Imprv. $750,000$329,02$399,813$203,199$232,905$314,42987%
8
Environmental $305,728$128,73$101,954$136,423$113,834$99,464120%
Restoration 9
Marine Resources Office
Completed removal of six derelict vessels
Provided for one citizen derelict vessel disposal at County transfer station
Reviewed and approved $122,182 in invoices for the recently completed trap
removal project
Repaired/Replaced sixteen channel markers and regulatory markers in the lower
Keys
13
Developed RFQ for a new pumpout boat
Coordinated with Village of Islamorada regarding a new regulatory zone within
the municipality
Coordinated with Pennekamp Park regarding upgrading of their public pumpout
system
Coordinated with Reef Relief to develop a new No Discharge Zone brochure for
public outreach
Coordinated efforts with USCG, NOAA, and FWC on the salvaging of the Miss
Suzanne, a 67’ commercial fishing boat which was abandoned off of Key Largo
Coordinated with the Save the Manatee Club regarding the provision of new
manatee area signs for the Florida Keys
Coordinated efforts between the County, SFWMD, and OGT regarding water
quality improvements at the Big Pine Key swimming hole
Developed an ILA between the County and Key Colony Beach to replace
regulatory buoys around the municipality
Coordinated with FWC regarding new regulatory marker designs
Reviewed elements of the draft Comprehensive Plan Technical Document
Coordinated efforts with ACOE regarding mangrove issues at Calusa Resort
Coordinated with DCA and SFRPC regarding revisions to the draft Marina Siting
Plan
Coordinated efforts with FWC and PBS&J regarding necessary design
improvements to the No Masted Vessels zone at Pine Channel
Developing list of staging areas for post-disaster marine debris processing in
coordination with DEP and DRC
Submitted a Clean Vessel Act grant application for pumpout vessel operating
expenses and sewage offloading for the period Nov 2010-Nov 2012
Distributed Marine & Port Advisory Committee meeting packet for September
committee meeting
Pumped out 56 vessels in Key Largo
GIS Office
GIS Projects
-
FLUM: Editing Complete – Ready for Planning approval
-
Tier Committee GIS Final Preliminary Maps
-
FLUM Amendments - Planning (maps for Ads and Meetings)
-
GIS Server/Intranet Site Maintenance and data updates/editing (on-going)
GIS Data/Map Requests
-
TDRC Meetings
-
Collins Case – Stephen Moore Law Office – Derek Howard - DCA
-
Aerial Map/GIS Request – FL Gulf Coast University
-
Tier/Land Cover/Species Analysis – Growth Management
-
General map projects – Growth Management
Addressing
-
12 Address Assignments
Code Enforcement Department
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Number of New Cases Opened 215
Number of Inspections completed 983
Number of Cases Heard before Special Magistrate- 55
Fines & Fees Collected $19,155
Number of Contractor Citations Issued 9
Revenue Collected for Citations Paid
Totals Collected19,155.00
$
PLANNING & ENVIRONMENTAL RESOURCES DEPARTMENT
CURRENT PLANNING CATEGORY
Appeal to Planning Commission in Progress........................................................................... 2
Appeal to DOAH in Progress ................................................................................................. 3
Alcoholic Beverage Applied .................................................................................................... 2
Alcoholic Beverage Completed ............................................................................................... 1
Alcoholic Beverage in Progress ............................................................................................... 3
Code Enforcement Referral (estimated at 1 per week per Current Planner (4 ........................ 16
Conditional Use, Major Permit in Progress ............................................................................. 7
Conditional Use, Minor Permit Applied .................................................................................. 1
Conditional Use, Minor Permit in Progress ............................................................................. 3
Conditional Use, Time Extension In Progress ......................................................................... 2
Conditional Use, TDR in Progress........................................................................................... 1
Development Agreement in Progress ...................................................................................... 1
Home Occupational Permits Applied ...................................................................................... 1
Home Occupational Permits in Progress ................................................................................. 1
Public Assembly Permits Applied ........................................................................................... 1
Public Assembly Permits in Progress ...................................................................................... 4
Public Assembly Permits Issued .............................................................................................. 9
Road Abandonment Completed ............................................................................................... 1
Road Abandonment in Progress............................................................................................... 2
Variance Administrative Completed ........................................................................................ 4
Variance Administrative in Progress ....................................................................................... 2
Variance, Planning Commission in Progress ........................................................................... 3
Permits Reviewed & Processed ............................................................................................... 117
Vacation Rental applied ........................................................................................................... 7
Vacation Rental Mgr. License Applied ................................................................................... 3
ROGO related applications
ROGO Exemptions Applied .................................................................................................... 7
ROGO Exemptions/Denials Issued.......................................................................................... 5
Mixed Use Category
LUD Map Amendment In Progress ......................................................................................... 3
MCC Text Amendment, In Progress ....................................................................................... 8
Customer Service
In-person inquiries estimated at 5 per day per planner (2) ………………. ............................ 300
Telephone inquiries estimated at 10 per planner (7) per day ................................................... 2100
Email inquiries estimated at 5 per planner (7) per day ............................................................ 300
Request for Research Applications .......................................................................................... 3
Pre-Application Conferences ................................................................................................... 2
Administrative Meetings
Development Review Committee – 1 meeting, 4 items
15
Planning Commission - no meetings in August
COMPREHENSIVE PLANNING CATEGORY
Kathy Grasser, Comprehensive Planner
I.COMPREHENSIVE PLAN UPDATE
Invoice Management ..............................................................................................................2
Presented comments on reviewed potable water and solid waste elements ..........................1
Attended meeting to review technical document with K&S and Staff ..................................1
Attended bi-monthly meeting with consultants .....................................................................1
Informal phone call with GMD and K&S on meeting set up ................................................1
Set up meetings with K&S and staff ......................................................................................3
Created chart to track elements ..............................................................................................1
Reviewed and sent comments on Intergovernmental Coordination Element to K&S ...........1
Updated K&S with all elements with comments ...................................................................2
Set up Phase I and Phase II on-site and teleconference meetings with K&S and Staff .........20
Meeting with K&S and Planning Director to discuss assessment management ....................1
I.PROJECTS
Good LUD and Overlay
Emails ....................................................................................................................................
Listened to BOCC June 16, 2010 minutes .............................................................................1
Helped staff to transcribe above minutes ...............................................................................1
Good Tier Designation Review Meeting ...............................................................................1
Attended meeting with GMD, PD, Sr. Admin Environmental Res, applicant ......................1
Provided documentation for meeting .....................................................................................1
Edited Ordinance to include RVs, Landscaping, conditional use process .............................4
Sent out SPONS .....................................................................................................................1
Wrote ads ...............................................................................................................................2
Pulled GIS and Property Appraiser data ................................................................................1
Assistant County Attorney and I created a protest form ........................................................1
Phone call with CH and SG on Overlay ................................................................................1
Phone call with applicant and SG on continuation ................................................................1
Sent out note canceling meeting to SPON with help from Admins ......................................1
Printed emails for file……………………………………….all emails pertaining to this
file
127 FLUM Adoption
Discussion of map submittal to DCA ....................................................................................
MDJ Investments
Discussion of map submittal to DCA ....................................................................................
Key Haven Plat
Read the Bond extension paperwork .....................................................................................1
Krause
Wrote and edited FLUM and Sub Area Ads, ordinances, staff reports and AIS ...................4
Phone call with CH and SG ..................................................................................................1
Reviewed and edited legal documents ...................................................................................4
Informal meeting with SG .....................................................................................................1
Informal meeting with GIS Planner on plotting legal description .........................................1
16
II.REPORTS
2009 Public Facilities Capacity Assessment Report
Edited .....................................................................................................................................1
30 day Report
Met with GMD, PD, CPM, Engineering, DCA on update ....................................................1
Printed out updated report ......................................................................................................3
IV.STAFF
Comprehensive Planning Staff Meetings
Meetings .................................................................................................................................2
Planning Staff Meetings
Meetings .................................................................................................................................2
Received Ocean Reef documents ...........................................................................................1
Received one project ..............................................................................................................1
Met with App. Analyst on software needs .............................................................................
Research
Found and emailed 1995 Resolution on BPK Moratorium ..................................................1
Assisted Staff
Excel Tip of the Week ...........................................................................................................2
Pulled permits for Biologist on Sugarloaf Property ...............................................................1
Printed maps on plotter for legal case ....................................................................................6
Proofed Principal Planner’s staff report .................................................................................1
Received Assistance
GIS Planner ............................................................................................................................4
Tech support in updating the Comp Plan document to Planning Web Page .........................3
V.RESEARCH AND EDUCATION
Education
Signed up for Advanced Excel Training Class ......................................................................1
Assisted Admin with Publisher ..............................................................................................1
VI.EMAILS
INCOMINGOUTGOING
TO / FROM, SUBJECT ##
30 Day Work Plan - annual update 3
Admins 4225
APA7
BP/NNK5
Computer help 14
Comp Plan Consultants 9436
Comp Plan Manager 36
Current Planning 5
Growth Management Director 8525
Krause FLUM updated 4613
17
Misc.5740
Moratorium Research 32
Permit Information 524
Planning Director 3214
Staff's Comp Plan Update 5955
Sugarloaf Key Overlay and Rezoning 5042
Tier Information 34
Transportation31
Deleted Emails 194
TOTAL743281
COMPREHENSIVE PLANNING
Mitchell Harvey, Comprehensive Plan Manager
Development Review Committee Meetings ..........................................................................1
Comp Plan Update Teleconference with Keith & Schnars to review progress .....................1
Comp Plan Team meeting with Keith & Schnars ..................................................................1
Comp Plan Team Meeting .....................................................................................................4
Reviewed planning staff reports ............................................................................................2
Hurricane Evacuation Model Conference Call ......................................................................1
Prepared BOCC agenda summaries and backup for Amendment to the K&S Contact
And the EAR Major Issues Compilation Report ................................................................2
Comp Plan Update Review with Engineering Staff ..............................................................1
Attended Green Initiative Task Force meeting regarding proposed Comp Plan
Amendments that address Climate Change ........................................................................1
Conference Call regarding Recreational Waters legislation & the Comprehensive Plan ......1
Responded to E-mails & phone calls .....................................................................................25
Update of Annual 30-day Report with Growth Management Director .................................1
Teleconference Call with HDR regarding the Lower Keys LCP ..........................................1
Teleconference Call with Rebecca Jetton of DCA regarding comp plan amendments .........1
ENVIRONMENTAL RESOURCES
PERFORMANCE REVIEW
Code Enforcement Referral ...................................................................................................8
Permit Application Site Visit (Est.). ......................................................................................20
Tier Designation Review .......................................................................................................4
WRITTEN CORRESPONDENCE/ BIOLOGICAL ASSESSMENTS
Code Enforcement Assessment Memo .................................................................................... 2
GIS Map – Assorted ................................................................................................................ 30
GOCEA Recording .................................................................................................................. 1
MEETINGS:
FWS/FEMA ............................................................................................................................. 1
DRC ......................................................................................................................................... 2
Tier Review .............................................................................................................................. 2
Comp Plan Update ................................................................................................................... 1
Pre-Application Presorted ........................................................................................................ 1
OTHER:
18
Phone Calls Estimated ............................................................................................................. 400
Front Counter Walk-Ins (Estimated) ....................................................................................... 300
BUILDING DEPARTMENT
NUMBER OF PERMITSAUGUSTJULYJUNE 2010
20102010
APPS SUBMITTED 554627691
PERMITS ISSUED 546598572
WALK THRU 2510971
CERT OF OCCUPANCY 111231
INSPECTIONS
TOTAL192318982440
working days
AVERAGE PER DAY (20)8795111
PER DISCIPLINE: BUILDING/ROOFING 8368001036
ELECTRICAL271284289
PLUMBING686615828
MECHANICAL(A/C) 8671102
GAS11156
PLANS REVIEWS
TOTAL251321582868
working days
AVERAGE PER DAY (20)114108130
PER DISCIPLINE :ABO 166166158
BIO723769
CODE ENF 2 238
CODE ENF 3 ------4
COORD482899
ELECT613641
EXAM 977199
FEMA------1
FILE---11
FINAL7------
FIRE536
FLOOD565059
M-STORAGE---3---
MAR-BLDG263399390
MECH161831
OFFICIAL15416
PENDING1567
PLAN203751
PLUMB272132
READY311
ROGO------9
ROOF419
S.I. BUILDING 8687128
19
UK-ABO11211582
UK-BIO10559130
UK-BLDG460395465
UK-CODE171837
UK-COORD303210415
UK-ELECT804599
UK-EXAM 179115161
UK-FILE332
UK-FIRE364964
UK-PENDING311731
UK-MECH432323
UK-NROGO 1------
UK-PLAN947685
UK-PLUMB 552836
UK-READY569
UK-ROOF8615
UK-TRACK12104
AUGUST, 2010 PERMITS INSPECTIONS PLAN REVIEW
Upper Keys 417 1,353 1,550
Middle Keys 190 505 863
Lower Keys 68 - 55
TOTAL 675 1,858 2,468
20
21
FY Annual # of Permits
2006-07 2007-08 2008-09 FY-8/10
Upper Keys 2,956 2,718 2,386 3,675
Middle Keys 2,176 2,144 2,233 1,981
Lower Keys 1,058 936 1,262 1,069
TOTAL 6,190 5,798 5,881 6,725
22
23
Inspect, 201. 200ions0 vs9
June,June,July,July,Aug,Aug,FY -FY - 09 10 09 10 09 10 8/09 8/10
Building 629 1,006 1,190 827 903 886 12,055 10,743
Plumb/Mech 277 916 318 729 393 781 3,775 9,409
Electrical 266 290 289 301 238 270 3,434 3,223
Total 1,172 2,212 1,797 1,857 1,687 1,937 19,417 23,645
August, 2010 Total # Average 22days
Upper Keys-Building-Acker, Scott 413 18.77
Lower/Middle Keys-Electrical-Albarran, Mike 100 4.54
Lower/Middle Keys-Building-Bowden, Mike 1938.77
Upper Keys-Elec/Plumb/Mech/Bldg-Kasprzak, Adam 251 11.41
Lower/Middle Keys-Building-Phinney, Tucker 42 1.90
Lower/Middle Keys-Plumbing/Mechanical-Sellers, Corey 170 7.72
Upper Keys-Building/Elec/Plumb/Mech-Sullivan, Steve 386 17.55
24
Upper Keys-Plumbing/Mechanical-Tugwell, Paul 303 13.77
25
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: September 15, 2010 Division: __County Administrator
Bulk Item: Yes No x Department: County Administrator
Staff Contact Person/Phone #: Connie Cyr /292-4441_
AGENDA ITEM WORDING:
Presentation by Carl Chidlow of Cardenas Partners, LLC.
ITEM BACKGROUND:
Mr. Chidlow will be giving an update on the following:
Congressional action pertaining to appropriations request
Background on EPA grant approval for waste water
Future appropriations requests and funding opportunities
Political update on US Congress and Senate make up, post 2010 elections
PREVIOUS RELEVANT BOCC ACTION:
2/27/09 BOCC approved Agreement with Tew Cardenas, LLP
3/18/09 BOCC approved amendment with Tew Cardenas, LLP
8/19/09 BOCC approved Consent Assignment to Cardenas Partners, LLC (previously Tew Cardenas,
LLC)
2/17/03 BOCC approved third Amendment to agreement with Cardenas Partners, LLC
CONTRACT/AGREEMENT CHANGES:
N/A
__________________________________________________________________________________
STAFF RECOMMENDATIONS:
TOTAL COST: INDIRECT COST: ______________BUDGETED:
N/A YesNo___
DIFFERENTIAL OF LOCAL PREFERENCE: _______________________________________
COST TO COUNTY:SOURCE OF FUNDS:
____________________
REVENUE PRODUCING:AMOUNT PER MONTHYear ____
Yes No
APPROVED BY:
County Atty OMB/Purchasing Risk Management ____
DOCUMENTATION:
Included Not Required___
DISPOSITION:AGENDA ITEM #
Revised 7/09
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: September 15, 2010 Division: __County Administrator
Bulk Item: Yes No x Department: County Administrator
Staff Contact Person/Phone #: Connie Cyr /292-4441_
AGENDA ITEM WORDING:
Presentation by Cristian LaCapra, Regional Manager, Miami Dolphins.
ITEM BACKGROUND:
Mr. LaCapra would like to do a presentation to focus on the Miami Dolphins commitment to be
involved in the communities that support the team as well as some plans to help season ticket holder
get to the Stadium.
PREVIOUS RELEVANT BOCC ACTION:
CONTRACT/AGREEMENT CHANGES:
N/A
__________________________________________________________________________________
STAFF RECOMMENDATIONS:
TOTAL COST: INDIRECT COST: ______________BUDGETED:
N/A YesNo___
DIFFERENTIAL OF LOCAL PREFERENCE: _______________________________________
COST TO COUNTY:SOURCE OF FUNDS:
____________________
REVENUE PRODUCING:AMOUNT PER MONTHYear ____
Yes No
APPROVED BY:
County Atty OMB/Purchasing Risk Management ____
DOCUMENTATION:
Included Not Required___
DISPOSITION:AGENDA ITEM #
Revised 7/09