Item I1BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: July 20, 2011 Division: Growth Management
Bulk Item: Yes No X Department: Marine Resources Office
Staff Contact Person/Phone #: Richard Jones/289-2805
AGENDA ITEM WORDING: Discussion of a request for reimbursement funding by the City of
Marathon (City) from Boating Improvement Funds (BIF) in an amount not to exceed $120,000 for
anticipated mooring field maintenance, and direction regarding the level of funding considered to be
appropriate and which would be reflected in the terms of an Interlocal Agreement (ILA) to be brought
back to the Board at a future meeting.
ITEM BACKGROUND: The Marine Resources Office routinely provides funding assistance to the
various municipalities for boating related projects utilizing Boating Improvement Funds. The City is
requesting reimbursement funding for mooring maintenance proposed to be performed. In the
meantime, the City is requesting a determination by the County of its willingness and ability to provide
the requested funding, prior to entering a contract for the mooring field maintenance. Staff has
provided background information, including the current State BIF budget and projected costs through
the fiscal year-end, for Board consideration.
PREVIOUS RELEVANT BOCC ACTION:
August 2008- Approval of an ILA to reimburse the City in the amount of $17,243.30 from BIF
September 2009- Approval of an ILA to reimburse the City in the amount of $22,400.00 from BIF
November 2009- Approval of an ILA to reimburse the City in the amount of $29,832 from BIF
December 2010- Approval of an ILA to reimburse the City in the amount of $37,442 from BIF
CONTRACT/AGREEMENT CHANGES:
STAFF RECOMMENDATIONS:
TOTAL COST: INDIRECT COST: BUDGETED: Yes No
DIFFERENTIAL OF LOCAL PREFERENCE:
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 6/2011
MEMORANDUM
MONROE COUNTY GROWTH MANAGEMENT DIVISION
We strive to he earing, professional and fair
To: Board of County Commissioners
From: Richard Jones, Marine Resources Senior Administrator
Date: June 29, 2011
RE: Request for BIF reimbursement funding from City of Marathon
The purpose of this memo is to describe a request for reimbursement funding by the City
of Marathon (City) in an amount not to exceed $120,000 for mooring field repairs, and
the availability of funding from the State Boating Improvement Fund (BIF).
Background
The Marine Resources Office routinely submits requests for BIF funding assistance for
boating related projects to the Board of County Commissioners (BOCC) on behalf of the
various municipalities. Such requests are for reimbursement funding for costs previously
incurred by a municipality.
The following list indicates reimbursement funding requests made by the various
municipalities, and approved by the BOCC since 2008. As indicated, reimbursement
requests have ranged from $5,476 to $52,232 in a single year. Requests by the City have
averaged $35,639 per year.
The following table indicates BIF revenues during the timeframe indicated above.
2008
$228,103
$296,084
2009
$229,062
$421,444
2010
1 $254,638
1 $394,587
Request for BIF Funding by the City of Marathon:
The City has indicated a need to perform maintenance on 152 of its 226 vessel moorings.
The City is requesting the County to reimburse the City in an amount not to exceed
$120,000 for the proposed maintenance (see attached letter of request). The City is
expected to go out to bids for the mooring repair work and will provide documentation
indicating the anticipated cost upon receipt of bids, and incurred costs upon completion
of the work and final invoicing.
Upon receiving cost documentation from the City, staff will prepare an Interlocal
Agreement (ILA) for reimbursement funding. However, at this time the City is
requesting an indication from the County of the level of reimbursement funding the City
may anticipate receiving for the work described.
Due to the amount of the funding request (up to $120,000), and limited funding in State
BIF, staff is asking for direction from the BOCC for the funding amount that the County
may consider reimbursing to the City. The following information details the State BIF
budget and anticipated expenditures throughout the remainder of the fiscal year.
BUDGET FY 2011
Budget Total
$448,750
EXPENSES (Current and Projected)
Current
Expenditures
$172,165
Encumbered
$47,098
D/V lobs in Process
$46,228
Current Expenses Subtotal
$265,491
Projected
Misc. Contractual Services
$20,000
D/V Removals
$64,000
Projected Expenses Subtotal
$84, 000
EXPENSES (Current and Projected) Total
$349,491
BALANCE FY2011 (Projected)
$99,259
* D/V projections based on avg. number of removal requests from FWC at avg. removal cost of $2,650
The above information indicates a suitable fund balance through the year-end to provide
for anticipated needs (i.e. removal of D/V's and other miscellaneous contractual
services). However, additional expenditure to the City in the amount requested
($120,000) would result in a shortfall of $20,741 (which would be equivalent to
approximately eight D/V's that could not be removed- note that this number is highly
variable). These figures indicate that there may not be available funding in State BIF to
provide for both projected County expenditures and payment to the City in the requested
amount. Staff has provided several options (below) to provide for County funding needs
and some or all of the requested City funding.
In addition, the City has offered (if necessary) to repay the County for part or all of the
reimbursement funding provided by the County for the requested mooring repairs at the
beginning of the FY 2012 budget cycle, based on the budgetary needs of the County.
Staff provides the following options for BOCC consideration
Option 1- Reimbursement funding of $50,000 from State BIF to the City,
anticipating a suitable remaining balance in State BIF for County
expenditures through the remainder of FY 2011. This payment would be
consistent with the highest reimbursement previously provided to the City
($52,232 in 2009).
Option 2- Reimbursement funding of up to $120,000 from State BIF reserves to the
City.
Option 3- Option 2, and include agreement of partial or full repayment by the City to
the County at the beginning of the 2012 budget year.
Boot Key Harbor City Marina �}� NIA ry
Latitude 240 42' 33.8" N Longitude 81' 5' 29.1" W
800 35th Street, Ocean Marathon, FL 33050 19 }Tf' 9
Phone:305.289.8877 Fax:305.289.8876
VHF CH16
www.marathonflorida.org '$ JVIAN
June 8, 2011
Richard Jones, Senior Marine Planner
Monroe County Marine Resources Department
2798 Overseas Highway, Suite 420
Marathon, FL 33050
Re: Replacement of Mooring Ball Components in Boot Key Harbor
Dear Mr. Jones,
The City of Marathon would like to respectfully request reimbursement funds from Monroe County to replace mooring
components in Boot Key Harbor with David Foster from American Underwater Contractors, Inc., and myself. As per the
most recent mooring field inspection, American Underwater Contractors, Inc. has identified 177 mooring balls that have
shown an accelerated wear. In their report, they have recommended that the components be replaced as soon as possible.
The majority of the 226 moorings have been in service in excess of four years now. As we discussed, this inspection
versus the last one done in January has shown an extremely accelerated rate of wear on the components, from ten to forty
percent wear.
Of those 177 moorings, City staff has replaced components on 25 of the some of the most worn moorings with
components on hand. A balance of 152 moorings will need to have components replaced as soon as possible in order to
preserve the safety of our boating customers and members of the community who use the moorings during storm events.
We have conferred with industry leaders and have estimated that the replacement cost of the remaining 152 mooring
components and installation would be a maximum of $120,000. We respectfully request reimbursement funds from
Monroe County in order to purchase the components and installation for the mooring field in Boot Key Harbor.
Beginning with the 2011-2012 financial year, I have requested that the City Marina set aside $25,000 per year to budget
for mooring replacements as needed in the future.
The permits for this project are as follows:
*The ACOE permit number is: SAJ-5301-1999 *The ERP permit number is: 44-0164121-001
*The BOT lease number is: 4400222445 *The FWCC permit number is: 01-021, File #0104- 0944-
021BS
We appreciate your assistance for this project and also for the many times in the past that you have helped us to provide
the level of service to the boating community that we strive for. Should have questions or concerns, please feel free to
contact me at your convenience.
Sincerely,
Richard Tanner, Ports Director
Attachment: Letter from American Underwater Contractors, Inc.
cc: Roger Hernstadt, John Herin
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STATE BIF (Cost Center 62520-Acct. 530340) FY 2011
BUDGET FY 2011
Budget Total
$ 448,750
EXPENSES (Current and Projected)
Expenditures (Current)
$ 171,665
Encumbered (Current)
$ 47,598
D/V Jobs (Current)
$ 46,228
Channel Markers (Projected)
$ 40,000
D/V Removals (Projected)
$ 64,000
EXPENSES (Current and Projected) Total
$ 369,491
BALANCE FY2011(Projected)
$ 79,259
BUDGET FY 2011
Budget Total
$448,750
EXPENSES (Current and Projected)
Current
Expenditures
$172,165
Encumbered
$47,098
D/V Jobs in Process
$46,228
Current Expenses Subtotal
$265,491
Projected
Misc. Contractual Services
$20,000
D/V Removals
$64,000
Projected Expenses Subtotal
$84,000
EXPENSES (Current and Projected) Total
$349,491
BALANCE FY2011(Projected)
$99,259
STATE BIF (Cost Center 62520-Acct. 530340) FY 2011
BUDGET FY 2011
Budget Total
$ 448,750
EXPENSES (Current and Projected)
C u,rent.
Expenditures
$ 171,665
Encumbered
47,598
/V Jobs t
46,228
Current Expenses subtotal
$ 265,491
Projected
C annex Markers
40,000
/V Removals
54<000
Projected ted Expenses .Subtotal
$ 104,000
EXPENSES (Current and Projected) Total
36 ,49t
BALANCE FY2011(Projected)
$ 79,259