Item O01
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: March 3, 2009
SUBJECT: County Divisions’ Monthly Activity Report for February, 2009
______________________________________________________________________________
MONTHLY ACTIVITY REPORT – FEBRUARY, 2009
KEY WEST AIRPORT
The big news, of course, is that the new terminal building was completed and
th
opened for its first flight at 6:20 AM on February 25. We have many glitches to
work out with the bag belts, access control doors, air conditioning, and PA system
but we are up and operating.
We have received grants from the FAA for the first third of the funding for the
2009 fiscal year. The amounts are $710,291.00 for Key West, and $48,693.00 for
Marathon.
These funds will go towards bond repayment for the new terminal and other small
capital improvement projects at both airports.
In the first week of February the hearing was held to determine the validity of the
appeal by Last Stand of our South Florida Water Management Permit for our
Runway Safety Areas. The hearing officer’s decision is due in March.
MARATHON AIRPORT
Airport Layout Plan (ALP) update for Florida Keys Marathon Airport is being
finalized for transmittal to FAA.
Airport Emergency Plan (AEP) is being revised as a result of the annual review
which was conducted with all participating agencies.
Initial and recurrent training classes associated and/or related to FAR Part 139
operations and certification are on-going.
Completed the installation of Enhanced Taxiway Markings.
Several construction and operations related projects continue to be in various
stages of completion at the airport including: perimeter fence & gates
installations; construction of generator building and electrical vault; terminal
repair and renovation punch list items; HVAC system replacement; update of
noise contours; Runway 7-25 Pavement Markings.
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EMPLOYEE SERVICES
I. Website Updates (other than normal position vacancy updates, etc.):
Benefits:
KPHA Provider Directory Updates
EAP monthly bulletin
Human Resources:
Updated 9 job descriptions.
II. Turnovers Numbers To Date:
Feb 2009 Turnover: 1.01% Turnover as of Feb 2009: 2% Turnover as of last Feb
2008: 5.22%
Resignations: 1 Terminations: 1 Retired: 1 Deceased: 0 Layoffs: 2
Employed: Four employed less than 5 years. The retired individual worked between 13-
16 years
III.Major Activities/Meetings:
Human Resoures
Attended AARP meeting to promote volunteer program
Risk
No major activities
Benefits (Group/Workers Comp)
Held KPHA quarterly meeting
Addendum 4 issued to Group Health Insurance RFP
Group Health Insurance RFP opening 2/24
BUDGET & FINANCE
Budget Analysts:
Prepared various agenda items including the approval of the FY2010 Budget
Calendar. The Public Hearing for a budget amendment for Fund 304, 307, 308
and 310. Double checked to make sure that the Capital Projects schedules
balanced, this item also involved sending an advertisement to the Citizen and
created a Resolution.
Created OMB budget resolutions for the February BOCC meeting.
Created 25 copies of the FY2009 Adopted Annual Operating & Capital Budget
book. This involved printing various reports, schedules and word documents
from Gov Max and our Budget Folder.
Started to update the FY10 Fund Balance schedules for all 60 funds.
Processed 35 Budget Transfers, 25 resolutions, and reviewed 15 contracts.
Compile OMB’s March BOCC agenda packet.
Purchasing Department:
Total purchase orders processed 341
Total orders placed for departments 84
Total orders entered for departments 65
Office Depot orders processed 61
Staples Orders processed 3
2
We opened 6 bids and processed another 8 which was above average from the
previous
months. Addendums entered 2, contracts reviewed 39, and bills paid 6, and
voided 8 purchase orders. We also processed 838 pieces of mail which was a
slight decrease from last month.
Grants Department:
Strategic Plan: scheduled/arranged 9 focus group and community meetings;
drafted Residential Survey and Business Survey; drafted SWOT questionnaire
HSAB FY 2010: Finalized the HSAB Application, Instructions and Attachments
for the FY2010 cycle and distributed to all non-profit organizations county-wide.
Arranged first HSAB meeting, prepared tentative schedule and other materials for
the meeting. Sent application. Prepared all advertising, minutes, etc.Ongoing
response to questions from applicants and HSAB members.
FEMA: Working on closeouts of PWs for Dennis and Ivan. Responding to
followup questions and information from FEMA joint field office. Ongoing work
to obligate funds for Project Worksheets for Ike and Fay.
Misc.Grants: CJMHSA Planning Council grant activities (reporting, meeting,
advertising, minutes); Conference call/site visit with DCF; Discussions with DCA
and preparation for 09 Stan Mayfield Application; Pigeon Key Contract and
agenda item; Assisting Sheriff’s Office with BJA grant; ongoing management of
HSAB, HSO, Byrne and RSAT grants.
COMMUNITY SUPPORT SERVICES
In-Home and Nutrition Services (IHNS)
OAA, Older Americans Act Programs:
Nutrition (Information in this section is for the period 01/21/09 – 2/20/09)
C-1 Congregate Meals totaled 1553 units this month. Although this far exceeds
the average monthly number of meals served, this is a typical result for this time
of year as seasonal attendance peaks at the mealsites. C-1 achievements are
cyclical – the greater numbers in the winter months compensate for the lower
numbers in the summer months.
C-2 Home-Delivered Meals totaled 2792 units, which is in 1% of the monthly
target number of 2856 meals served.
In-Home Services (Information in this section is for the period 1/01/09 – 1/20/09,
beginning of the contract year)
III-B Screening and Assessment: 8.5 units this period, 7% year-to-date achieved,
1.33% underachieved. 52 clients on the waiting list.
III-B Homemaking: 57.5 units this period, 3% year-to-date achieved, 5.33%
underachieved. 50 clients on the waiting list.
III-B Personal Care: 75 units this period, 7% year-to-date achieved, 1.33%
underachieved. 20 clients on the waiting list.We have spent $5,334.36, which is
5% of III-B funds. We are 3.33% underachieved due to the short billing period at
the beginning of the contract year.
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III-E Facility Respite:88.5 units this period, 2% year-to-date achieved, 6.33%
underachieved, due to the short billing period at the beginning of the contract
year.
Non-OAA Programs:
CCDA (Community Care for Disabled Adults) for January 2009:
Case Management: 11 units for the month were produced; 11 units year-to-date.
Homemaking: 88.75 units for the month were produced; 88.75 units year-to date.
Home-Delivered Meals: Monthly units were 260 meals; 260 meals year-to-date.
Personal Care: Monthly units were 39.25; 39.25 units year-to-date.
Overall Program Achievement was 6.2%, just slightly higher than the target spending
range of 5.56%.
CCE (Community Care for the Elderly) for the period 12/21/08 – 1/20/09:
Case Management: 82.75 units for the period and 529.75 units year-to-date.
34.46% achieved year-to-date. There are 70 clients on the waiting list.
Intake: .5 units achieved and 13 units year-to-date. 7% achieved year-to-date.
Homemaking: 694 units for the period and 4912 units year-to-date. 114%
achieved year-to-date. There are 62 clients on the waiting list.
Personal Care: 402 units for the period and 2598.75 units year-to-date. 58%
achieved year-to-date. There are 29 clients on the waiting list.
Respite: 54.5 units for the period and 347 units year-to-date. 23% achieved year
to date. There are 9 clients on the waiting list.
CCE overall year-to-date is at 67% achievement which is a 8.69% overachievement, a
number which will need to be reduced by a cutback in services. The wait list continues
to grow, due to in part by the increased number of APS referrals received as a result of
the convalescent center closing.
ADI (Alzheimer’s Disease Initiative) for the period 12/21/08 – 1/20/09: 291.75 units
were produced in the period and 1793 units year to date. 72% year-to-date achieved,
13.69% overachieved, due to the reduction of funds from the Alliance for Aging. There
are seven clients on the wait list.
HCE (Home Care for the Elderly Program) for the period 1/16/09 - 2/15/09: 12.75
billable units this period, 116.25 billable units year-to-date. Current spending level year
to date is at 43.6%.
Monroe County Transit (MCT)
Department Activity for February 2009
One-way trips provided: 1,694
Unduplicated clients served: 247
Special Needs Clients registered: 342
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: $3492.00
Expenditures: $40,510.13
Percentage Spent Fiscal YTD:32.7 %
Community Support Services (CSS) / Compliance
In the month of February 2009 we had : 16 New Welfare cases
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368 Office visits
16 Home and field visits
2,430 Incoming calls –
We served 72 unduplicated Welfare client households (7) New EHEAP cases.
Total $ 1,311.66
Low Income Home Energy Assistance Grant Program cases totaling (48 cases)
$12,350.00
Low Income Crisis Assistance cases totaling (19 -cases) $ 5,434.39
Spent in Feb. $17,784.39
(28) cases peer reviewed by staff.
1 staff member attended the SHAL Board Wrap up committee meeting on
Homeless Issues-2-3-09.
1 staff member attended the findings of the Point-in-time survery SHAL- 2-3-09.
3 staff members attended the Alliance Luncheon in Miami .
Bayshore Manor (BSM)
Bayshore Manor’s current census is 16 residents. The current census is six
private pay and 10 subsidized. BSM provided 173.75 hours of OA3E respite care
and 1.5 hours of Medicaid Waiver respite care this month. Bayshore Manor has
three OA3E clients. The one Medicaid Waiver client is now classified under the
OA3E program, effective 2/13/09.
There are 2 clients on the wait list.
Revenue for February 2009 $31,012.61
Expenditures for the same period $48,037.54
Percentage of the budget spent year to date 38.59%
LIBRARY
Library usage has continued to increase in several areas over that of a year ago,
although some on-site figures still reflect the reduction in hours and days of
service: circulation totaled 39,949 items in January—5% over than last year’s
total for the same month, and 519 new borrowers received library cards. Our
onsite public computer usage increased from the previous month by 1,600, to
10,605, but was still down 15% from the previous year, again a direct result of
having fewer hours of service open to the public
Library visitors totaled 50,334 for the month of January, as an increasing number
of seasonal visitors continue to enjoy our services
Use of the Library’s premium databases has increased steadily and sharply. 6,157
searches were performed on our free databases, an increase of 332% from a year
ago. Primary reasons for the increase include new easy search “widgets” placed
directly on the Library website, along with ongoing staff training on assisting
patrons with the databases that we now offer.
Views of the Library’s Flickr site of historical images broke the 100,000 mark this
month! Since fall of 2007, Library staff and volunteers have been scanning,
describing and sharing the Library’s collection of historical photos on this popular
website, and the public response has been highly gratifying
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A record high of 9,158 users logged into their Library accounts this past month,
using the Horizon Information Portal to renew materials already checked out and
request titles for hold or delivery to their local branch
Library use of the FY 2009 budget continues to proceed on a pace with the year;
use of discretionary funds, such as those for supplies and materials, is being
consistently monitored by Managers and Administration, and the first of two
payments of this year’s State Aid Grant, in the amount of $ 37,806.00, has been
received. While the State Aid for this year has been reduced by approximately
$10,000 from the original estimate, and shows a decrease of 25% from last year’s
grant, this funding remains an important part of our financial base.
EXTENSION SERVICES
Number of services provided: 486 phone calls, 67 office visits, 15 visits to clients, 18
group teachings with 257 people in attendance, 5 media submissions, and 682
bulletins distributed. Total Budget for FY 08/09: $186,485.00; Year to Date
Expenditures and Encumbrances: $133,497.91; Remaining Balance: $52,987.09;
Percentage of budget spent and/or encumbered year to date: 71%.
The Extension Director presented an overview of the status of Monroe County’s
proposal for Stan Mayfield Working Waterfront grant money for the Gulf Seafoods
property at a meeting of the Florida Keys Commercial Fishermen’s Association
Board of Directors. It does not appear that any of the proposed properties in Monroe
County will get funding because the ranking criteria used by the Department of
Community Affairs is not favorable to Monroe County. Political efforts are needed to
modify the grant criteria rankings to be more objective, especially since Monroe
County contains the largest and most valuable fishing industry in the entire state.
The Environmental Horticulture Agent set up horticulture education booths at the
Marathon Garden Club Garden Festival, Sugarloaf Firehouse Plant Sale, and Home
Depot Garden Center to educate 161 homeowners on Florida Keys Friendly
Landscaping Practices, with 18 Master Gardeners volunteering.
The Family & Community Development Agent attended the Extension Professional
Family & Consumer Science Summit in Orlando, where she presented an abstract
based on research done at the county level. The Agent participated as a panel
member in a discussion of sustainability in which all participants gave outlines of
what their focus teams were doing relative to sustainability in Extension.
GROWTH MANAGEMENT
GMD COMPARATIVE REVENUE SUMMARY
Revenue TotalTotalRevenueRevenueRevenu% Variance
BudgetRevenueRevenueEndingEndingeRevenue
FY 2009 CollectedCollectedFebruaryFebruaryEndingEnding
in in FY 20092008FebruaryFebruary
FY 2008 200720072008
To
February
2009
6
Building$2,790,632 $2,857,68$2,769,31$964,586$1,304,438$983,89-26%
Permit 44*7
Licenses &
Permits
Planning$430,000 $488,081$532,000$165,575$194,319 $193,46-15%
Departmen5
t Fees
Code$90,000 $110,412$97,940$53,698$30,486 $37,363 +77%
Enforceme
nt Fines &
Forfeits
*Note: ’08 was a Contractor License renewal year, which generated an additional $129k.
These are the primary, customer driven revenues and do not include the revenues
obtained by taxes etc.
EXPENSES
Budget TotalTotal200920082007%
FY’09ExpensesExpensesExpensesExpensesExpensesVariance
FY 2008 FY 2007 EndingEndingEndingExpenses
FebruaryFebruaryFebruaryEnding
February
2008
To
February
2009
Growth Management $916,526 $648,098$1,637,473$147,481$214,938 $288,595-31%
Admin.
Building $2,434,746 $2,311,238$2,299,758$788,995$887,324 $799,932-11%
Code Enforcement $1,009,885 $894,006$1,021,256$350,477$339,170 $425,341+3%
Planning $1,149,516 $878,366$1,333,008$309,555$384,844 $558,785-20%
Environmental $299,302 $330,016$313,488$106,974$132,872 $114,335-19%
Resources
Planning Commission $100,541 $88,345$86,226$32,885$35,397 $31,092-7%
Comprehensive Plan $358,400 $74,655$290,478$6,308$35,631 $32,241-82%
Geographic Information $314,133 $181,935$310,576$76,341$59,675 $84,319+28%
(GIS)
Marine Resources $55,051 $84,753$235,623$19,068$40,323 $83,567-53%
Pump Out Boat $68,587 $64,640$48,275$25,700$18,371 $22,046+40%
Marine Resources Office
Marine Resources Functions:
Handled approximately 35 customer inquiries
Removed 6 derelict vessels
7
Submitted reimbursement documentation for CVA grant for fourth quarter of
2008
Provided derelict vessel data in response to internal audit request
Held meeting with DOT and DOH to initiate the development of a Marina
Operating Permit program
Obtained quotes for a new pumpout boat engine and ordered engine
Installed a new engine on the Marine Resources survey vessel
Revised Working Waterfront Comp Plan amendment
Received fully executed FWC grant for replacement of the Sunset Pt Park boat
ramp
Coordinated efforts with DOT for the installation of manatee signs at the Jewfish
Creek as part of the Jewfish Creek Bridge project
Coordinated efforts with NAS Key West for the removal of derelict vessels at
Fleming Key
Attended the Village of Islamorada Nearshore Water Committee meeting
Coordinated efforts with the Engineering Dept on the removal of fishing trap
debris
Coordinated efforts with DOT on the rebuilding of the Key Haven boat ramp
facility
Met with staff of Key Colony Beach to coordinate efforts for canal dredging and
marking of seagrass beds
Vessel Pumpout Program Functions:
Pumped out 87 boats
Performed repairs on the pumpout boat (leaks, electrical problems, engine
problems)
Building Department
Number of Permits 02/01/09-02/28/09
Apps Submitted 301
Permits Issued 252
Walk Thru 73
Cert of Occupancy 9
Inspections
Total 1643
Average Per Day (19 days) 86
Per Discipline
Building/Roofing 959
Electrical 290
Plumbing 158
Mechanical (A/C) 68
Gas 12
8
Plans Reviews
Total 2418
Average Per Day 127
Per Discipline
ABO 306
BIO 135
C.O. -
Code Enf 2 9
Code Enf 3 5
Coord 288
Elect 131
Eng -
Exam 263
FEMA 1
File 3
Fire 53
Flood 57
Mar-Bldg 425
Mech 68
P.K.Building 303
Pending 34
Plan 105
Plumb 67
Ready 7
ROGO 10
Roof 22
S.I. Building 94
Track 32
Code Enforcement
Number of New Cases Opened 281
Number of Inspections Completed 1,587
Fines Collected $32,907
After the Fact Fees Collected $20,479
Contractors Citations Paid Report not Available
Flood Insurance Inspections Fees $2,070
Misc. Fees Collected $667
Number of Contractor Citations Issued 25
Number of Contractor Citations Heard No Hearing
Number of Cases Heard before Special Magistrate 94
GIS Office
GIS Projects
-
FLUM (on-going)
-
Land Cover Dataset (Photo Science)
-
AICUZ data and maps
9
-
Tier Designation Review Committee
-
SRESP (Dick Ogburn SFRPC - Hurricane Evac. Model) 90% complete
-
Wall Map Coordination (in progress)
-
FLUM Amendments - Planning (maps for Ads and Meetings)
-
GIS Server/Intranet Site Maintenance and data updates/editing (on-going)
-
Stock Island DPH (maps and calculations)
GIS Data/Map Requests
-Bob Regan, University of Pittsburgh --- Property Data
-Steven Glass, FWS --- LiDar Data
-James S. Mattson, Attny --- BPK Marsh Rabbitt Buffer
-Tiffany Stankiewicz --- Burt Harris Properties
-Mitch Harvey – BPK LCP map
-Jordan Bess, Geospatial Information Technology Solutions (Park and Rec areas)
-John Mucci (Little Conch Key – Habitat data)
-Lloyd Good (Sugarloaf Maps)
-Jill Uhrovic, FIU – general GIS data (critical facilities, centerline)
-Dale Edgar, URS – LiDar data
-Mike Geier – Turkey Point Nuclear Evac. Test (aerial maps)
-Jerry O’Cathey – Zip Code map
-McCain & Assoc. – Calusa Campground road renaming (plat approval pending)
Addressing
-65 Addresses assigned
-For City of Marathon: 19
-For County: 33
-Address Submission to Property Appraiser and Emergency Services
Planning & Environmental Resources
Environmental Resources
Permit Application Site Visit 105
Code Enforcement Referral Site Visit 19
Letter of Current Site Conditions Applications 1
Wetland Delineation 6
Written Correspondence
Administrative Relief/Beneficial Use 8
Code Enforcement Assessment Memo 9
GIS Map (Assorted) 45
GOCEA Recording 3
Interagency Coordination (DEP, ACOE) 13
Letter of Understanding
Other
Created New Permit Templates 1
Created New Pentamation Templates 1
Big Pine Key HCP Annual Report in Progress 1
Permit Application Review/Assessment 115
Harris Act Suit Parcel Review 145
10
Engineering Referral-Duck Key WWT App. 1
Meetings
DRC February 10, 24 2
With Attorneys (L.Good Suit and Harris Act Cases) 2
Keys Energy Services (KEYS) BPK Solar Farm Site 1
Pre-Application (Assorted including KL Trailhead –DEP;
Habitat Brownsfields; Stock Island Home Site 4
Code Enforcement Hearing 1
Special Projects/KEYWEP Training Coordination 2
Other
HCP Annual Report Meeting with FWS 1
Northstar Development Meeting 1
Current Planning Category
Appeal to Planning Commission in Progress 3
Appeal to DOAH in Progress 1
Alcoholic Beverage Completed 1
Alcoholic Beverage in Progress 1
Code Enforcement Referral (estimated at 1 per week per
Current Planner (4) 16
Conditional Use, Major Permit Applied for 2
Conditional Use, Major Permit in Progress 3
Conditional Use, Minor Permit in Progress 2
Conditional Use, Minor Deviation Permit Applied for 2
Conditional Use, Minor Deviation Permit Completed 2
Conditional Use, Time Extension Issued 1
Conditional Use, TDR in Progress 1
Development Agreement in Progress 1
Home Occupational Permits in Progress 1
Road Abandonment, Applied for 1
Road Abandonment in Progress 6
Variance, Administrative Applied 2
Variance, Administrative Issued 1
Variance, Administrative in progress 6
Variance, Planning Commission in Progress 4
Permits Reviewed & Processed 103
Vacation Rental, Applied 5
Vacation Rental, Issued 2
Vacation Rental Mgr. License Applied 1
Vacation Rental Mgr. License Issued 2
ROGO related applications
ROGO Exemptions Applied 7
ROGO Exemptions Issued/Denied 4
Meetings
11
Pre-Application Conferences 2
Written Correspondence
Letters of Understanding 1
Administrative Meetings
Planning Commission/Agenda Items 2/6; 4
Development Review Committee/Agenda Items 2/1; 2
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
Comprehensive Planning Category
Plats, Applied 1
FLUM Amendment, Completed 3
MCC Text Amendment Applied (Rescind 1
Ordinance 20-2008 CBRS)
Comp Plan Text Amendment Applied (MC Public
Facilities Capacity Assessment Report) 1
Other
Completion of Planning Services RFP 1
Meetings
Development Review Committee (Agenda Items: 3) 2
Planning Commission (Agenda Items: 10) 2
EMERGENCY SERVICES
Fire Rescue
Met with newly elected Sheriff Peryam regarding issues of mutual public safety
interest.
Met with the mayor of the City of Layton regarding fire protection services
Sugarloaf Volunteer Fire Department hosted their annual fund-raising event,
including promoting the need for volunteerism throughout the Florida Keys.
Conducted interviews for the Battalion Chief of Training position, and selected a
candidate who is going through the pre-employment process.
Training
Completed field orientation and training for probationary firefighters. Paramedics
in this group began advanced life support precepting.
Completed biannual Advanced Cardiac Life Support training and recertification
for departmental paramedics and nurses.
Fire Marshal
Reviewed numerous commercial plans for adherence to building and fire codes.
Attended Development Review Committee meetings reference new developments
in Monroe County.
Completed semi annual inspections for public schools as required by State Statute
and Florida Administrative Code.
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Completed annual inspections for daycare facilities as required by State Statute
and Florida Administrative Code.
Emergency Management
Held a meeting with Public Works and PBS&J contractor to begin a complete
overhaul (revision) of the Monroe County Public Works All Hazard Plan
(previously titled PW Emergency Plan). Funding for this project was obtained by
Emergency Management through the DHS Grant Program without a cost to the
County. PBS&J will be working with the PW staff and management to complete
this plan.
Emergency Management and associated county, state and federal emergency
responders (EM, County Fire Rescue, Tavernier Volunteer Fire Department, Key
Largo Volunteer Fire Department, Department of Health, American Red Cross,
Monroe County Sheriff's Office, Florida Highway Patrol, Monroe County Public
Works, Monroe County Communications Department, US Coast Guard
and Ocean Reef Community) successfully executed a FEMA evaluated
Radiological Emergency Preparedness exercise. The agencies demonstrated the
ability to respond to an emergency event at the Turkey Point Nuclear Power Plant.
Attended a Cassandra Regional Exercise planning meeting. Cassandra exercise is
scheduled for July 2009 and is being executed by the Urban Area Security
Initiative (UASI) with the participation of Monroe, Miami-Dade, Broward and
Palm Beach counties
Coordinated and hosted the Continuity of Operations (COOP) training for Monroe
County, municipalities and various agencies.
Trauma Star
Community Education
Trauma Star Flight crew (Pilots and Medical crew) provided on-site
o
training for MCFR career and volunteer firefighters regarding landing
zone, helicopter operations and safety considerations.
Trauma Star medical crew members provided review of cardiac, stroke
o
and trauma alert criteria and patient management to MCFR career and
volunteer firefighters and the Islamorada Fire Department.
Continuing education for flight crew to maintain highest level of patient care.
Critical Care Patient Care Delivery
Five patients were transported in February (3 hospital to hospital, 2 stroke
o
alerts from scene).
Upper Keys Health Care District
Transported two trauma patients.
Advisory Board meeting on February 13.
PUBLIC WORKS
Pollution Control Operations removed 28 tons of illegal debris from County
rights of way, and also collected 14.25 tons for other departments (6,540 lbs. of
debris from Marathon Public Works; 7,560 lbs. from the Key West Garage; 1,200
lbs. of tires from the Plantation Key Garage and 1,540 lbs. of tires from the
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Marathon Garage), and cleaned up 11,080 lbs. of debris for the Land Authority
and 580 lbs. for the Sheriff’s Office
Household Hazardous Waste picked-up 55 empty barrels for free for future use
Replaced refrigeration compressor for walk-in cooler at the Monroe County
Detention Center
Ongoing remodel project at Marathon Gov’t. Center for Growth Management
(encompassing electrical, sheetrock, painting, moving and debris removal)
nd
Converting office on 2 floor of Marathon Gov’t Center into a room to be used
by BOCC
Run video raceways for new video conference room at Marathon Sheriff’s
Substation
Assisted Emergency Mgmt. w/ TV installation in mini EOC conference room at
Marathon Gov’t. Annex
Completed bid package for delivery of bio-diesel fuels
Began emergency generator bio-diesel testing utilizing Plantation Key Garage
generator
Completed annual safety inspections and documentation on County’s two Aerial
Lift Bucket trucks
Fleet’s in-house generator mechanics completed annual diesel fuel polishing of
four separate tanks (15,200 gallons total) potentially saving the County many
thousands of dollars should the fuel become dirty/contaminated and have to be
cleaned by outside contractors, or worse having to dispose of contaminated fuel
Moved Tech. Services, Supervisor of Elections, Veteran’s Affairs, Building and
Planning to the Nelson GC including numerous furniture assembly, door lock
installations, etc.
Replaced parking lot lamps and the north field back stop net at Key Largo Park
Installed six protective pads at ball field light poles, made irrigation repairs and
made the playground safe until slides can be replaced at Harry Harris Park
Installed signage at the request of MCSO, Engineering and Parks Departments
Completed repairs of the Tom’s Harbor Cut bridge deck in Duck Key
Transported six loads of fill to the Rockland Key site
Installed/replaced trench drains at Adams Drive and Crane Street, Twin Lakes
Subdivision
Finished the permitted exterior painting of the Key West Library
Provided assistance and support for the grand opening of the Nelson Government
Center
Finished placing concrete for a walkway under the new Freeman Justice Center
Re-roofed the Facilities Maintenance office at the Key West Garage
Coordinated fencing contractor at the Big Pine Park to enclose dugouts and install
a gate at the skate park
Placed timers on all major light fixtures at the Big Pine Park
Developing applications for DAC1/TDC capital project funds for East and West
Martello Towers
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ENGINEERING SERVICES
Road and Bridges Stimulus - staff facilitated countywide transportation projects
prioritization meeting on February 17, 2009 and presented to BOCC as a Resolution
at the February meeting in order to comply with Department of Transportation’s
requirements to be eligible for stimulus money.
Bridge Repair - staff drafted Request for Qualifications for on-call services for bridge
repair design services; staff reviewing DOT requirements for project management
under the Local Agency Program (LAP) program in order to comply with
requirements for transportation stimulus money.
Prado Circle Stormwater Project – substantial completion on November 6, 2008;
rejected $40,000 change order for work not properly authorized and documented
(November 2008); awaiting information on credit due prior to processing final
contract amendment and processing close out documents; upon receipt of credit due,
staff may begin negotiations with contractor on change order.
Breezeswept Beach Estates Culvert – construction was completed in early February;
staff has reviewed final pay application and submitted to Finance; Breezeswept
Homeowners Association has been notified to begin quarterly water quality sampling,
which is a requirement of the DEP permit.
South Florida Water Management District Grant 2009 – staff monitoring construction
projects and providing updates to SFWMD as needed.
US 1 Stormwater Project – after staff evaluation, three stormwater projects on US 1
have been combined into existing DOT road restoration projects to provide more cost
effective approach; Amendment cancelling JPA is on the March 18, 2009 BOCC
agenda.
Tropical Storm Fay / Hurricane Ike – staff assisting grant management with
preparation and review of FEMA project worksheets for various projects.
2005 Hurricanes - staff working with OMB to assist in closing out project worksheets
from 2005 season.
Palm Drive Bridge – finalizing construction drawings; County Attorney reviewed and
commented on project manual; project has been submitted as shovel ready
transportation project for stimulus money.
Duck Key Bridges – staff requested revised proposal from Kisinger Campo for repair
design for the Tom’s Harbor Channel bridge, connecting US1 to Duck Key; revised
proposal received; staff reviewing.
Duck Key Security Cameras – Hawks Cay wireless system not yet installed; awaiting
completion before cameras on bridge can be installed and hooked to resort’s system;
letter sent to Duck key homeowner’s group president to update status.
Duck Key Pedestrian Bridges – staff working with Contech pre-fabricated bridge
manufacturer to identify options for pedestrian bridges; forwarded potential
pedestrian bridge design to Duck Key homeowners for review and discussion.
Sunset Point Park Boat Ramp – project manual was approved by County Attorney’s
office; Fish and Wildlife grant agreement was approved by BOCC; per the
agreement, the project manual and construction drawings were forwarded to Fish and
Wildlife for review on December 15, 2008; FWC advised they will send confirmation
of construction documents approval by the week of March 9, 2009.
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Boca Chica Road Study – second appeal was sent to State Department of Emergency
Management on October 3, 2008; additional information has been provided to DEM
staff to facilitate review and approval of appeal; staff awaiting approval of revised
project worksheet, and anticipates receipt in March 2009.
Pigeon Key Ferry Service –staff managing on-going contract, including processing
monthly invoices from ferry contractor and preparing reimbursement requests to DOT
for payment though Joint Participation Agreement for ferry service funding.
Cudjoe Gardens Private Roads – staff inspected three roads in subdivision to
determine whether they meet County standards to facilitate having County take them
over, per residents’ request; letter outlining remaining work required to bring roads
up to County standards was sent to resident; staff is working with County Attorney to
determine process and mechanisms for County to take over private roads so that they
are county maintained.
Tavernier Right of Way Encroachments –staff met with homeowner on March 4,
2009 to confirm what needed to be removed from right-of-way; decisions will be
confirmed in writing and the homeowner will have 30 days to comply.
Emergency Fire Signals – Upper Keys – request sent to DOT to evaluate signals that
aren’t working to determine if equipment upgrade is warranted (outside of
County/DOT maintenance agreement requirements); DOT is working with county
staff to determine cost-effective method for upgrading emergency signals.
Old Seven Mile Bridge Repair – ongoing coordination and discussions regarding
draft Memorandum of Understanding for bridge and island with DOT and DEP staff;
no action this month.
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; staff received updated information from FKEC for Upper Keys and is
reviewing; site visits with FKEC staff were conducted in January.
Big Coppitt Sewer Project - staff overseeing FKAA construction on three contracts
for collection system installation to insure compliance with County procedures,
including site inspection, attending construction progress meetings on all contracts,
responding to requests for information from contractors and FKAA and investigating
resident complaints and questions.
Key Largo Sewer Project – staff performing oversight on four Key Largo sewer
construction projects, including overseeing KL contractors to confirm compliance
with Monroe County requirements, attending construction progress meetings as
needed. Staff has notified KLWTD that inspectors will suspend work if contractors
are not following proper maintenance of traffic procedures.
Engineering Services Ongoing Work -
Staff provided review of 2 sets of DOT construction drawings, providing comments
where necessary.
Staff reviewed 9 right of way applications and issued 9 right of way (ROW) permits;
inspected 1 permit for work completion and 3 FKAA pavement cuts.
Staff worked with County Attorney’s office to determine eligibility of appeal of after-
the-fact right-of-way permit denial.
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Resolved requests from residents and Sheriff’s Office regarding Big Pine key traffic
signal; DOT is performing traffic survey to determine whether light reprogramming is
necessary.
Staff coordinated investigation of ROW complaints /violations from residents and
other County departments, including Code Enforcement, Public Works, and the
Sheriff’s Office.
Staff handled various citizen inquiries regarding wastewater assessment payoff
inquiries, drainage and flooding complaints, miscellaneous sewer and road inquiries,
requests for street light installations, and traffic signals.
PROJECT MANAGEMENT
ADA Compliance Assessment – project is at 95% completion; final draft report
submitted February 27, 2009; staff review of reports in process.
Emergency Operations Center – Marathon – award of contract to ADG was approved
at the February 18, 2009 BOCC meeting; notice to proceed was issued February 24th;
request for State sub-grant extension was submitted on February 26th. Meeting to
review space needs is scheduled for March 16; site survey and geotechnical survey is
scheduled for the end of March.
Solid Waste Analysis Project – contract negotiation meetings were held individually
with each franchisee on February 2nd, 4th, and 6th, and a joint contract negotiations
meeting was held on February 25, 2009 in Marathon. Agreement was reached by
Monroe County and franchisees to amend contracts to include the following:
quarterly meetings and reports (beginning in April 2009) to capture recycling
numbers for the County; increase Franchise Revenue Fee from 3% to 5% for each
franchisee to fund a County-wide recycling program that will pay for staff, mailings,
recycling bins, GSG database, etc.; mutual goal set of achieving a 40% recycle rate
increase within 5 years for FDEP reports, in order to do so, each franchisee shall meet
the recycling percentage rate increase of 5% per year, presuming a base rate of 15%
as of September 30, 2009; agreement by franchisees of future implementation of
dedicated “glass only recycling routes” from bars and restaurants; and, County agreed
to the inclusion of a fuel surcharge index based on the prior year’s average fuel costs.
Big Pine Key Fire Station – project is 60% complete and is scheduled to be
completed in June. Building shell is roughed in; HVAC ductwork 33% installed; first
floor plumbing is at 30% complete; electrical conduit for lighting is trenched and
installed, with conduit and wire pulling ongoing. Roof truss installation scheduled for
March 5, 2009; door frames on first floor roughed in; windows are on site and will be
installed once roof is in place. Electric generator and concrete pad are installed;
sewage treatment plant is installed and inspected; ground water ditches are installed
and concreted in with grills attached; stormwater piping and injection well installed
and will be connected to swale when swale is completed.
Architect/Engineer Small Project Annual Contract – meeting to be scheduled with
Public Works, County Attorney, Roads and Bridges and Project Management to re-
draft an inclusive professional services RFQ.
Plantation Key Fueling Facility – in bid phase; notice of call to bids complete on
February 6th, with pre-bid construction meeting held on February 17, 2009;
addendum #1 was uploaded to DemandStar on February 23, 2009 with bid opening
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date scheduled for March 18, 2009. Agency coordination for permitting applications
has begun.
Key Largo Fueling Facility – closed; decision made by School Board to stop
construction of Key Largo Fuel Facility at Magnolia Street and to take responsibility
to build at Key Largo school property.
Murray E. Nelson Government and Cultural Center – dedication ceremony held on
February 17, 2009, with the first BOCC meeting held and broadcast from the
Community Room on February 18, 2009; Community Room in use for meetings by
other agencies. Punch list corrections are approximately 99% complete.
Medical Examiner’s Facility – delay issues raised by contractor’s attorney is being
addressed by the County Attorney’s office.
Medical Examiner’s Facility Wetlands Mitigation – complete and in close-out phase.
“Time Zero” baseline monitoring report was submitted to SFWMD in early January.
Final removal of fill is on hold and final completion of contractor’s work has not been
agreed upon pending USACOE review; contractor scheduled to install the last
sections of fence on March 3, 2009.
Freeman Justice Center – litigation research and coordination with County Attorney’s
office and outside counsel ongoing.
Freeman Justice Center Exterior Cladding – complete and in final payment phase;
small retainage amount withheld pending completion of punch list.
Public Works Rockland – review by Building Department officials is still in process.
Marathon Courthouse Renovations – review of design in process; draft of front end
documents Division 1 is in process.
Conch Key Fire Station – in the design and bid document phases - final design plans
and specifications reviewed and returned to the architect with comments to be
incorporated into final construction plan package; project manual to be completed
upon architect’s submittal of final plans and specifications.
Stock Island Fire Station – search for potential project sites in is progress.
Jefferson B. Browne Building – on hold.
Old Tavernier School Town Meeting Hall – on hold; staff researching State historic
construction grant funding.
TECHNICAL SERVICES
As a team we completed 213 work requests in February, migrated home and all users
directories to iSCSI, restore Pentamation to a new server after a failure, moved Alchemy
to a new sql server, applied new Microsoft Office compatibility and security patches to
all computers, continued our evaluation of Windows 7, etc. Completed network
activation for Murray Nelson Building.
VETERANS AFFAIRS
Clients Assisted: 1844
New Clients Assisted: 69
Field Visits 17
Benefits Delivery at Discharge 5
Van Clients Transported: 161
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(to the VAMC, Miami as well as
other Miami area hospitals, without
incident)
The Veterans Affairs Department:
The financial data for the month of February $90,846.00 indicates the amount of new
revenue brought into Monroe County derived from claims for the entire department,
including Plantation Key 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.
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