Item C33BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: September 17, 2014 Division:. Budget & Finance
Bulk Item: Yes X No
Department: OMB
Dept. Contact: Penny Kipp x4470
AGENDA ITEM WORDING: Approval to allocate Police Facilities Impact Fees for the purchase of
five (5) MCC71 00 Consoles with Laptops for a new back-up dispatch center.
ITEM BACKGROUND: The Sheriff's Office is requesting to use impact fees for the purchase of
radio consoles for a new back-up dispatch center. The improvements are needed for county -wide
hurricane evacuation and other emergency operations. This request is pursuant to MCC 126-12 Fair
Share Police Facilities Impact Fee.
PREVIOUS REVELANT BOCC ACTION: On September 19, 2007, the BOCC approved to use
Police Facility Impact Fees for a new crime lab.
CONTRACT/AGREEMENT CHANGES: N/A
STAFF RECOMMENDATIONS: Approval
TOTAL COST: $106,043 BUDGETED: Yes X No
COST'ro COUNTY:— $106,043 (Impact Fees) SOURCE OF FUNDS: 134-31000-560640
REVENUE PRODUCING: Yes — No X AMOUNT PER MONTH Year
APPROVED BY: County At; _ �#rurchasing X Risk Management
DOCUMENTATION:
DISPOSITION:
Revised 2/27/01
Included X To Follow Not Required
AGENDA ITEM #
Cole l'�ec�
Mee 3.1 rtvkw
Agenda anngwypWgree yesj No
f Pricing Summary
MCC7100 Consoles
Five MCC7100 Consoles
♦ Five MCC7100 Consoles with�
$106,423.00
Laptops
System Integration
♦ Project Management e
♦ Engineering Services $97,485.00 q
♦ Installation
♦ Optimization
Total Infrastructure,Equipment,and Systems Integration $203,908.00
,1
.en..
Kipp -Penny
From:
Lisa Knowles <Iknowles@keysso.net>
Sent:
Wednesday, August 20, 2014 4:13 PM
To:
Kipp -Penny; Brickell-Christina
Cc:
Boan-Tina
Subject:
FW: Impact Fee Expenditure Request
Attachments:
Sbizhubfinl4082010190.pdf
Penny,
Per our earlier conversation today, please take to the September BOCC meeting an unanticipated funds resolution in the
amount of $106,043. This amount represents the police impact fee monies that MCSO is requesting at the September's
BOCC meeting. Again, this is for the 800 Mhz radio replacement project (consoles). The appropriation side is 101-68629-
581640.
If you need any additional information, please do not hesitate in contacting me.
Thanks,
Lisa J. Knowles
Finance Director
Monroe County Sheriff's Office
5501 College Road
Key West, FL 33040
Ph: (305) 809-3017 / Fx: (305) 292-7014
Email: Iknowles@keysso.net
-----Original Message -----
From: Lisa Knowles [mailto:lknowles@keysso.net]
Sent: Wednesday, August 20, 2014 12:40 PM
To:'Kipp-Penny'; Lisa Knowles
Subject: RE: Impact Fee Expenditure Request
Penny,
I left you a voicemail earlier. I have attached the supporting documentation
for the impact fee request. I also wanted to know if I could request that an
unanticipated funds resolution be simultaneously taken to the September's
BOCC meeting to increase our FY 14 budget by the amount of the impact fee
request or would I have to wait until the following meeting after the
approval of the request? Also, if approved how do we go about requesting the
funds from the BOCC? I know the $1.5M from the Capital Projects Fund that
was given tousearlier inthe year was requested through our monthly draw
request. | didn't know since this was from odifferent funding source if the
funds would need tnberequested inadifferent manner. Please advise at
your earliest convenience and ifyou need anything else, let noeknow.
Lisa 1Knowles
Finance Director
Monroe County Sheriff's Office
5501College Road
Key West, FL33O4O
Ph: (3OS)8O9-3017 /Fx:(305)292-7O14
Email: lknowles@keysso.net
----- Original Message --
Fmono: Kipp-Penny[nnai|to:Kipp-Penny@mnonroecountv-O.gov]
Sent: Wednesday, August 2[L2U141U21AM
To: Lisa Knowles
Cc: Mike Rice
Subject: RE: Impact Fee Expenditure Request
Lisa, Yes, wewill beable to get this unthe September Agenda. bit
possible to get a|btle more information about the project so that | can
provide some back-up for the commissioners?
Mrs. Penny Kipp
Sr. Budget Administrator
Monroe County 0]CC
Office ofBudget and Finance
110OSimonton St. Ste2-213
Key West, FL 33040
Phone (3U5)292-447U Fax(305)Z92-4515Kipp'penny@noonroecountv-fl.gov
----- Original Message --
Fnonn:Lisa Knowles [mnaiho1knuw|es@kevssu.net]
Sent: Wednesday, August 2O,20l41O:07AK8
To:Kipp'Penny
Cc: Rice -Mike
Subject: RE: Impact Fee Expenditure Request
2
Attached bthe revised form reflecting the FY14 budgeted amount of
$1O6043.VVeare needing these funds for FY14asthe project isnear
completion within the next several weeks. Will you be able to take this to
September's 8OCCmeeting? Please advise.
Lisa 1Knowles
Finance Director
Monroe County Sheriff's Office
55OlCollege Road
Key West, FL33O4O
Ph: (3O5)OO9-3O17 /Fx:(3O5)Z92-7O14
Enoai|:|know|es@keysso.net
----- Original MessaQe---
Fnonl:Kipp'Penny[nnaibu:Kipp-Penny@rnonroecountv-fl.Bnv
Sent: Wednesday, August 2O,20149:19AK8
To: Lisa Knowles
Subject: RE: Impact Fee Expenditure Request
Good morning Lisa, The budget for P/14bonly $1U6/)431K). Soifyou need
the funds for FY14,please revise the request form tothat amount. |guess
| should have asked when you would beusing the money for this project. |
assumed itwas for FY15. Sn|take hthat the project isdnnuornear
completion?
Mrs. Penny Kipp
Sr. Budget Administrator
Monroe County BOCC
Office ofBudget and Finance
I1U0Simonton St. Ste 2-213
Key West, FL 33040
Phone (3US)392-4470 Fax(3O5)292-45150pp-penny@mnonroecountv-fl.gov
----- Original Message -----
From: Lisa Knnvv|es[nnaihoJknovv|ex@kevsxo.neO
Sent: Wednesday, August 20,2Ul48:274K8
To: Kipp -Penny
Subject: RE: Impact Fee Expenditure Request
Vewere hoping to have had the below request taken tothe SeptemberBOZ
meeting, however if itneeds togoinOctober, can you make sure it
references FY 14?
3
----- Original Message -----
From: Kipp -Penny [mailto:Kipp-Penny@monroecounty-fl.gov]
Sent: Monday, August 18`2U144:19PK8
To: Lisa Knowles
Subject: RE: Impact Fee Expenditure Request
VVewill put anagenda item together for the October BOCCmeeting for Board
approval. Thanks Mike and Lisa!
Mrs. Penny Kipp
Sr. Budget Administrator
Monroe County BOCC
Office ofBudget and Finance
1lOUSimonton St. SteI'2l3
Key West, FL 33040
Phone (3O5)Z92-4470 Fax(305)29Z-4S1GKjpp-penny@rnonroeooun1v-U.gov
----- Original Message--
Frono: Lisa Knovv|es[nnaihuiKnow|es@kevsso.net]
Sent: Monday, August 1O,20143:48PK4
To: Kipp -Penny
Cc: Rice -Mike
Subject: FW: Impact Fee Expenditure Request
( revised the attached impact fee request form toreflect the amount you
stated was available. If you need anything else, please let me know.
----- Original Message -----
From: Mike Rice
Sent: Monday, August 18, 2014 2:34 PIVI
To: Kipp -Penny
Cc: Lisa Knowles
Subject: Re: Impact Fee Expenditure Request
Penny. The cost bover $30U,OOU. But xvewill take what vvecan get.
Lisa can you insert the amount below and resubmit the form to Penny?
�
Mike
Sent from my iPad
>OnAug 15,2814,at1U:23AM, "Npp-Pennv"
<Kipp'Penny@monroecountx'fl.Auv»wrote:
> Will $113,487beenough for the center? If so, justprint out the
attachment that I sent you in the previous e-mail and change the amount and
initial it.
• Mrs. Penny Kipp
• Sr. Budget Administrator
• Monroe County 8OCC
• Office ofBudget and Finance
•IlOUSimonton St. Ste 2-213
• Key West, FL 33040
�
> Phone (3O5)2Q2-447U Fax (3O5)Z92'451S
>Kipp-penny@monnoecounty-f|.gov
�
�
*----- Original Message ---
*From: Mike Rice [noai|to:MRice@keysso.net]
* Sent: Friday, August 15,J01410:2UAK4
>To:Kipp-Penny
> Subject: Re: Impact Fee Expenditure Request
»
•| was looking tospend what iyavailable. VVecan change the request
•to
whatever that is.
»
> Sent from moyiPhone
�
>>OnAug 15,2Ol4,at1O:O7AM, "Kipp'Penny"
<Kipp'Penny@monnoecounty-fl.Qov>vvrote:
>> Good morning Mike, | have aproblem with the amount ofmoney you are
requesting to use for the back-up dispatch center. K4yquestion isthis,
when are you looking touse the funds? The FY15proposed budget ix
$113,487. | need toget with Tina tosee if|can increase the budget at
this time nrdoweneed for the budget tobeapproved first and then amend
it. Tina isonvacation and will beback late next week.
>> Mrs. Penny Kipp
»> Sr. Budget Administrator
>> Monroe County 8OCC
>> Office ofBudget and Finance
>> 1l00Simonton St. Ste2-213
>» Key West, FL 33040
5
>> Phone (3U5)292-447U Fax (3D5)29Z-4515
s^From: Weaver -Ashley
>>Sent: Wednesday, August 13,2OI44:BPM
s^To:Kipp-Penny
>> Cc: Schwmb-TVvvns|ey
>>Subject�Impact Fee Expenditure Request
z^
>> Ashley Weaver
>xMonroe County Growth Management
>> Staff Assistant
>>(305)2D9'25OO
��
SUNGARD PENTAMATION - FUND ACCOUNTING
DATE: 08/26/14
TIME: 10:28:38
SELECTION CRITERIA: expledgr.key-.--orgn='31000'
ACCOUNTING PERIOD: 11 14
FUND-134 IMPACT FEES POLICE FAC
FUND/COST CT-31000 CTYWIDE POLICE FACILITY
1-Y
MONROE COUNTY BOARD
EXPENDITURE STATUS REPORT
ACCOUNT,," TITLE - - - - - PERIOD
BUDGET EXPENDITURES
560630 CAPITAL OUTLAY-INFRASTRU 106,043.00 .00
TOTAL CTYWIDE POLICE FACILITY 106,043.00 .00
TOTAL IMPACT FEES POLICE FAC 106 043.00 00
TOTAL REPORT
106,043.00 .00
ENCUMBRANCES YEAR TO DATE
OUTSTANDING EXP
.00 .00
.00 .00
.00 .00
.00 .00
PAGE NUMBER: 1
EXPSTAll
AVAILABLE YTD/
BALANCE BUD
106,043.00 .00
106,043.00 .00
106,043.00 .00
106,043.00 .00
IMPACT FEES POLICE FACILITY CHARGES - 134 Fund Balance Calculation
Fiscal Year
8/26/2014 11:05
Audited Fund Bal Prior Year CAFR
Revenue
Expenses
Estimated Ending Fund Balance
Revenues:
Impact Fees
Other Revenue
Transfers In
Subtotal_
Less 5%
Fund Bal Fwd 3100%
Total
Appropriations:
Operating - 31000
Cash Balance
Transfers Out -86525
Contingency
Total
2007
Actual
2008
Actual
2009
Actual
2010
Actual
2011
Actual
2012
Actual
2013
Actual
2014
Adopted
2014
Estimated
2014
Actual
2015
Proposed
2015
Estimated
248,498
239,556
43,043
63,841
79,320
91,868
106,509
130,073
119,331
119,331
130,073
33,535
38,306
47,248
39,736
236,250
20,798
-
15,480
-
12,547
-
14,642
-
12,822
106,043
106,043
20.247
106,043
20,072
0
113,487
113,487
15.000
0
239,556
43,041
63,841
79,320
91,868
106,510
119,331
130,073
33,635
139,403
130,073
48,535
«134i Iw,0144 I6,uLG - (85.796) 20,072 (0) 15,000
2007
Actual
2008
Actual
2009
Actual
2010
Actual
2011
Actual
2012
Actual
2013
Actual
2014
Adopted
2014
Estimated
2014
Actual
2011
Proposed
2015
Estimated
22,961
15,345
31,507
8,229
19,652
1,146
14,773
707
11,965
583
14,273
370
12,511
311
8,500
300
20,047
200
20,047
26
9,725
200
15,000
38,306
39,736
20,798
15480
12,547
14,642
12,822
8,800
20,247
20.072
9,925
15,om
(440)
97,683
(496)
104,058
38,306
39,736
20,798
15,480
12,547
14,642
12,822
106,043
20,247
20,072
113,487
15,000
47,248
236,250
-
-
-
-
106,043
106,043
0
113,487
47"
236250
-
-
-
-
-
lU6�043
I96y043
-
>Il3,4>!7
-
(8,942) (196,515) 20,798 15,480 12,547 14,642 12,822 0 (85,796) 20,072 (0) 15,000
There are no impact project approved at this tim(Pending impact project request $106,043 to be used by sheriff as a backup dispatch center. Needs BOCC approval 9/17/14
Unaudited Fund Bal Prior Ye;
Revenue
Expenses
Estm Ending Fund Balance
2012
Actual
2013
Actual
2014
Estm
2015
Estm
2016
Estm
2017
Estm
2018
Estm
2019
Estm
91,868
106,609
119,331
33,636
48,535
63,535
78,535
93,535
14,642
-
12,822
-
20,247
106,043
15,000
15,000
-
15,000
15,000
-
15,000
-
106,510
119,331
33,5351
48,5351
63,535
78,5351
93,53517
108,535
U:\Budget and Finance\OMB\BUDGET\FY 15 BUDGET FOLDER\Fund Balancing\FY15 CIP 102 166 176 207 304 313 401 414 8/26/201411:06 AM
8/26/2014 11:05
Revenues:
Interest Earnings
361005GI
Total Interest Revenue
Misc-Imp Fee-Shrf-Dist 1
32411OSS
Misc-Imp Fee-Shrf-Dist 2
32412OSS
Misc-Imp Fee-Shrf-Dist 3
32413OSS
Misc-Imp Fee-Shrf-Dist 4 KCB
32414OSS
Licenses and Permits
Misc Impact Fees Police Facities
363220SS
Total Impact Fees
Subtotal Revenues
Fund Balance Forward 389002
(LESS 5% Florida Statute) 389001
Total Impact Fees Police Facil.
MONROE COUNTY, FLORIDA - BOARD OF COUNTY COMMISSIONERS
BUDGETED REVENUE ANALYSIS
IMPACT FEES POLICE FACILITY CHARGES - 134
FOR THE BUDGET YEAR ENDING SEPTEMBER 30, 2014
Fiscal Year
2014
PbW
Fiscal Year Fiscal Fiscal Fiscal Fiscal
2015
Estimated
Tow
2014 Year Year Year Year
Proposed
Annualized
34
Adopted 2013 2012 2011 2010
Budget
Art11AI
A.r.i
R..A..af An4..n1 A..a.. A
Fiscal Fiscal Fiscal Fiscal
Year Year Year Year
2009 2008 2007 2006
A r*...1 4n .uI A
200
200
26
300
311
370
583
707
1,146
8,229
15,345
12,541
200
200
26
3"
311
1 370
583
707
1,146
8,229
15,345
12,541
3,600
0
6,125
5,750
150
14,057
90
6,050
150
13,757
90
3,000
0
5,500
0
6,038
300
6,083
90
3,151
11,091
30
5,250
600
6,115
9T72_S
20,047
20 7
S,51110
12,511
14,273
HIM
K773
0
0
0
0
19,b52
31.507
22.961
21,234
0
0
0
0
0
0
0
0
19AN
31,507
22,%1
21,234
9,925
20.247
20,072
8,800
12,822
K642
12,547
15,480
20 798
39,736
38,306
33,775
104,058
(496)
97,683
(440)
113,487
20,247
20,072
106,043
12,822
14,642
12,647
15,480
20,798
39,736
38,306
33,775
U:\Budget and Finance\OMB\BUDGET\FY 15 BUDGET FOLDER\Fund Balancing\FY15 CIP 102 166 176 207 304 313 401 414 8/26/201411:06 AM