Item I2BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date; Ida , 21, 2014 Division: Growth ICI a e er�t
Bulk Item: Yes No X Department: Buildin Tel in nviro ental
Staff Contact /Rhone #: Christine Hurley, 2 9-2517
Jeny S ith.289-2521
AGENDA ITEM WORDING: Discussion and Direction on options for Growth Management
Division permitting satellite offices in Lower Keys to provide services for Cudjoe Wastewater Service
Area (Options 1.A, ,1 B, 1 C, 1 D, 2A, or 2B) and in Ocean Reef to provide services to Ocean Reef
(Options 1, 2A, or 213).
ITEM BACKGROUND: : The Board directed staff to develop options to serve the lower keys during
construction of the Cudioe Wastewater System for permitting. Further, the Ocean Reef community has
requested an evaluation and consideration of a satellite office for their area. The length of the County
ekes permitting difficult for the outlying geographic areas. Attached is a memorandum explaining the
options staff has developed with the assistance of Project Management and Information Technologies
(IT)°
PREVIOUS RELEVANT BOCC ACTION:
10/16/2013 — BOCC directed staff to locate a permitting office in the Lower Keys.
CONTRACT/AGREEMENT CHANGES: n/a
STAFF RECOMMENDATIONS:
OPTION 1- Permit intake/issuance
OPTION 2- intake/issuance/plumbing FEMA
I.A.
Commis
sioners'
Office
1.11. Winn
Dixie/Govn
Area
1.C. BP
Comm
Park
1.1).
Commercial
Plaza/Ave A
2.A. Winn
Dixie/Govn
Area
2.11.
Commercial
Plaza/Ave A
2.C. BP
Comm Park
$0 Rent
$31,200
Rent
$0
$12,412
Rent
$31,200 Rent
$12,412 Rent
$0
$5000
$25,000
$25,000
$25,000
$259000
$25,000
$25,000
Option 1— Permit Option 2A — Permit
intake/issuance intake/issuance/plan review &
inspections
Option 211 — Permit
intake/issuance/plan review
& inspections
County Employees full time
MT Causle 20% time
$100,948
$632 531
1 $4169
TOTAL CST: $ See above INDIRECT COST: BUDGETED: Yes No
DIFFERENTIAL OF LOCAL PREFERENCE:
COST TO COUNTY: SOURCE F FUNDS:
REVENUE PRODUCING: Yes No
APPROVED Y: County Arty
DOCUMENTATION: Included
AMOUNT PER NTI Year
OMB/Purchasing Disk Management
Not Required
DISPOSITION: AGENDA ITEM #.
MEMORANDUM
MONROE COUNTY GROWTH MANAGEMENT DIVISIO
We strive to be caring, professional, andfain I
To: Monroe County Board of County Commissioners
From: Christine Hurley, Division Director
Date: April 23, 2014
RE: Proposed Satellite Offices in CuSjoe Key and Ocean Reef
Back ground- Current Growth Management Division (GMD) has primary offices for permitting in the:
• Upper Keys —Permit intake, issuance, plan review, inspections
ts Geographic area served: North of Islarnorada, to the mainland
• Marathon — Permit intake, issuance, plan review, inspections
o Geographic area served: South of Islarnorads, to Marathon; South of Marathon to Key West
0 Stock Island — intake and issuance only
o Geographic area served: South of Marathon to Key West
The attached maps demonstrate:
e The locations of licensed contractors within Monroe County based on licensing information, which
is our primary customer base, although homeowners do obtain owner builder permits also.
• current locations of GMG offices (shown as yellow dots)
• Cudjoe Service Area
ts Parcels within Cudjoe Service Area that need review under FEMA/FWS Biological Opinion
(shown in pink shading)
9 Ocean Reef location
Cudjoe Sewer Area Satellite office:
On October 16, 2013, the Board of County Commission directed staff to develop a proposal for a satellite
office for the Cudjoe Sewer Area to provide permit intake and issuance for those owners who will seek
permits to connect to central sewer once the Cus1joe System is operational. Currently, the Marathon Growth
Management Office is located 19 miles from Big Pine Key (the northern most portion of the Cudioe Sewer
Service Area). Further, the entire span of the Marathon service area is 67 miles (from the bottom of the City
of Marathon to the top of Key West).
The expected start date for hookups to the Cmljoe System is January, 2015. used ono experience with
Key Largo Wastewater Treatment District (KLWTD), and the time it took for 6547 properties to seek
permits to hook up, we anticipate the Satellite office would be needed for 3 years. KLWTD connectees
obtained the majority of their permits from 2009 to 2014 as follows:
KLWTD
YEAR
UPPER KEYS HISTORIC TOTAL HOOKUPS
214
104
2013
526
2012
931
2011
1,52
2010
2,23
2009
46
2008
35
2007
63
2006
471
205
76
2004
-
TOTAL
6547
REMAINING TO
E HOOKED UP
165
Pffi.CENTAGE
NOT HOOKED UP
25%
Cudjoe Sewer Area is expected to be constructed as follow:
QUARTER/YEAR ISLAND
CUDJOE LOWED KEYS ASSUME 25% DO
TOTAL POTENTIAL
NOT SEED.
HOOKUPS
PERMITS TO
HOOKUP
1/2015
Cu4joe
1600
1200
2/2015
U er Su loaf
200
150
Surnmerland
770
577.5
3/2015
Lower Sugarloaf
600
450
Q4/2015
Ramrod
520
390
Little Torch
700
525
Ei Pine
700
525
Q 1 /2016
N1Pine
700
525
2/2016
i Pine
700
525
C�3/2016
Ei Pine
700
525
710
5392.5
I��TE° Nlaan Pl t should been � operational I�Iareh, 2015,
Staff has developed two options for the Cudjoe Sewer Area (with varying locations for satellite office);
Option 1: Permit intake and issuance only — permits would be routed to Marathon for plan review
d inspections would be performed from Marathon as well.
o One full time Customer Service Representative, Computer, office space needed
ESTIMATED RECURRING ANNUAL COST (without location)
OPTION IA -Commissioner Neugent Office:
OPTION 1B- Winn Dixie:
OPTION 1C-BP Community Park:
OPTION ID -Commercial Plaza Ave A:
$86,848
$91848
$143, 048'
$111,848'
$124,260',
• Option 2: Permit intake, issuance, plan review for permits that need coordination with FWS
Biological Opinion (shown on map) and inspections of sewer hookups
o One full time Customer Service Representative
o One full time Biologist
o One full time Plumbing/Mechanical Inspector
ESTIMATED RECURRING ANNUAL COST (without location): $346,947
OPTION 2A- Winn Dixie: $403,147
OPTION 2B-Commercial Plaza: $384,359
OPTION ID -BP Community Park: $37',1,947',
Ocean Reef Satellite office:
Ocean Reef is located 18 miles from the Key Largo Office. Our permitting data (in the following table)
indicates their number of permits range from 10% to 24% of the total permitting activity in the Key Largo
Office. Inspectors travel round trip 36 miles to reach a location in Ocean Reef to do inspections. The entire
span of the Key Largo Office service area is 30 miles (18 miles to Ocean Reef and 12 miles to the bottom of
Tavernier (unincorporated Monroe County).
UPPER KEYS PERMITS
OCEAN REEF PERMITS
GRAND
TOTAL
YEAR
Total # Issued
% of Total
Permit in
Upper Keys
Total # Issued
% of Total
Permit in
Upper Keys
PERMITS
ISSUED FOR
UPPER
KEYS
2014 YTD
392
91%
41
9%
433
2013
2058
87%
298
13%
2,356
2012
2387
87%
354
13%
2,741
2011
3122
88%
437
12%
3,559
2010
3966
90%
432
10%
4,398
2009
1914
84%
353
16%
2,267
2008
1501
77%
453
23%
1,954
2007
1849
76%
581
24%
2,430
2006
2632
82%
597
18%
3,229
2005
2285
83%
483
17%
2,768
2004
2087
81%
491
19%
2,578
With the addition of MT Causley services for permitting, plan review, and inspecting, it is possible to locate
an office in closer proximity to the Ocean Reef Community so staff can have a physical location to stop into
and work out of, instead of driving back to the Key Largo office to post work, do research, or look up
information.
Page 3 of 5
Staff has developed three options for this Satellite Office:
Option 1: Permit intake and issuance only — permits would be routed to Key Largo Office for plan
review and inspections would be performed from Key Largo as well.
o One full time Customer Service Representative, Computer, office space needed
ESTIMATED RECURRING ANN-UAL COST (with location): $100,948
We have attached a cost comparison of full-time cost of permitting employees vs. MT Causley services.
Option 2A: Permit intake, issuance, plan review and inspections for structural,
plumbing/mechanical, electric, biology and planning.
o One full time Customer Service Representative
o One fall time Structural Plans Examiner
• One full time Plumbing/Mechanical Inspector
• One fall time Electrical Inspector
• One full time Biologist plan reviewer/inspector
a One full time Planner plan reviewer/inspector
ESTIMATED RECURRING ANNUAL COST (with location): $632,531
Option 2E: Permit intake, issuance, and 10 hours per week per discipline plan review and
inspections for structural, electric, plumbing, mechanical, biology and planning.
o One full time Customer Service Representative
o 10 hours per week Structural Plans Examiner
o 10 hours per week Plumbing/Mechanical Inspector
o 10 hours per week Electrical Inspector
o 10 hours per week Biologist
o 10 hours per week Planner
ESTIMATED RECURRING ANNUAL COST (with location): $461,698
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Monroe County Engineering
1100 Simonton Street, 2-216
Key West, FL 33040
Project Management
Big Pine Key Permitting Office
cean Ln
Fischer Ln
1 Pond Ln
Harbor Lights Rd
Sandy tIS
r C C
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a x
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Journeys End Rd
0
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m: mmissionem
AtA Good Food Conspiracy
m r
d Cr m
?_ Angelfish Rd
61 � �" T•
_ a
Fence Ln
16th Ln
17th Ln
Racoon Run
18th Ln
Lyttons Way
19th Si
CL
t
20th In
Pine Tower Rd
21 at St
Senior Center
22nd St
22nd Ln
Winn -Dixie
f
23rd Ln
`v
24th Ln
o Pinewood
d
Big Pine Perk
v Palm Dr
N
Hollench Dr
Hibiscus Dr
Hibiscus Dr
Ave J Ave J
Ave I Ave I
Ave H `''
n
e
iu Ave G V'
a Ave F
o Avenue E
ja
Ave D
Office Spate Ave C
LJ
AlA
Ax s Ae otech, Inc A = itat Re -Store
5t n A, e n
N
Animal Shelter
Location Inspections
And
Evaluations
REPORT
April 16th, 2014
Page 1 of 12
Monroe County Engineering
1100 Simonton Street, 2-216
Key West, FL 33040
Project Management
Contents
Evaluations.................................................................................................................................................... 4
AnimalControl..........................................................................................................................................4
HabitatRe-Store........................................................................................................................................5
BigPine Park.............................................................................................................................................
6
SeniorCenter............................................................................................................................................
7
CommissionersOffice...............................................................................................................................8
Winn-Dixie.................................................................................................................................................
9
Big Pine commercial Lease Space...........................................................................................................10
Conclusions and Recommendations...........................................................................................................11
SummaryTable...........................................................................................................................................12
Page 2 of 12
Monroe County Engineering
1100 Simonton Street, 2-216
Key West, FL 33040
Project Management
Summary
As the Monroe County Sewer project approaches its permitting phase additional sites may be
necessary for facilitating the permit process for both new hook ups through the county and
abandonment permits through state DER
Project management was tasked with accessing various sites throughout Big Pine Key for a
Permitting office. Seven sites were reviewed as shown on the cover page map.
Each site was accessed based on its:
• Availability
• Accessibility
• Cost to improve
• Drop off vs. Fully staffed
• Temporary vs. Permanent
• Construction time
The results are outlined in the following report and summarized in a table at the end. The
properties included a combination of Monroe County publically owned space and private lease
held offices units.
cean Ln Fence Ln Ibin Ln
17th Ln
Fischer Ln Racoon Run
18th Ln
pAPond Ln
Harbor Lights Rd Sandy Cir
St
n �
Journeys End Rd %= V
ke—/ Good Food Conspiracy s
m r�
n'~
� ? A Angelfish Rd � 9
� 9 7
a
Lyttons Way
S,
19th St
x
a
201h Ln
Pine Tower Rd
Senior Center
21 at St
22nd St
22nd Ln
Winn -Dixie
y ■
23rd Ln
O
A
7
24th Ln
c PinewoodLn
u r
BIg-Pine Park
Palm or
x
a HoOench or
Hibiscus Dr
Hibiscus or
Ave J I
Ave At -I
Ave H
o,
U Ave G T
n Ave F ;
n
xn
w
pn Avenue E
Ave D
3 Office Space Ave C
Avenue B
3 0 N 031
Axis Aeratech !nc i Hablilat Pe -Store
5th Ave '
E Animal Shaker
Map showing locations of seven evaluated Permitting sites on Big Pine Key FL
Page 3 of 12
Evaluations
Animal Control
197 Industrial Rd
Big Pine Key FL 33043
Contact Information:
Phone (305) 295-1000
Utility Board of the City Of Key West
Po Box 6100
Key West FL 33041-6100
'I'
Monroe County Engineering
1100 Simonton Street, 2-216
Key West, FL 33040
Project Management
o Avenue r
r�
Ave U
Iaec
" � 3
b dv..nue 9
3igCmeKry ..
Overseas Hwy Aug
,1Vto� K"s
Cnemba of Commence fl 14Y VkSI Vntor• f I
a
Animal Shelter
The Animal Control Shelter is not owned by Monroe County.
The property is currently leased at $538 per year and is not
being utilized by staff for any purpose.
_ Parking is adequate and the property is secured by chain -link
fencing that may need to be removed.
There is 624 sf of office space upstairs that will need
significant renovation for a proper permitting facility; either
' temporary or permanent.
I There is neither ADA access nor an ADA rest room.
y
MC Project Management staff estimates between 150-
$250,000.00 to renovate and make handicap accessible.
This space could be used either as a drop off or full service
permitting department.
AML . . qxl
- 7� �� It could serve as either a temporary facility or permanent
'1 1 T 1 permitting office.
L+�,
Figure 1 Animal Shelter
Page 4 of 12
Habitat Re -Store
30320 Overseas Hwy
Big Pine Key, FL 33043
(305) 872-2883
Contact information:
Monroe County BOCC
500 Whitehead St
Key West FL 33040
Monroe County Engineering
1100 Simonton Street, 2-216
Key West, FL 33040
Project Management
J 24th Ln
r
40
N
Big Pine Key
racy . In Neighborhood Schoo Q
Habitat Re Store
nel Rd o W-is Aerotech, Inc A Seagrape Terrace p
m
elfish Rd Stocking Factory A
v
s
Y
61
The Habitat building is owned by Monroe
County. It has nearly 6000sf of usable office
space up stairs.
There is no ADA elevator limited ADA access
and very limited parking with few options to
expand.
The building has extensive spalling of major
structural components and is missing safety
railing on stairs and balconies.
Several exterior doors upstairs daylight to no
stoop or balcony and are currently barricaded
with un-sold furniture and boxes of clothing.
Project Management estimates it will take
from $250,000 to $1,000,000.00 to adequately
address the ADA, spalling and general safety
issues.
f ---MR This space could be used either as a drop off
Figure 2 Habitat building, spalling and office space or full service permitting department.
It could serve as either a temporary facility or permanent permitting office.
Page 5 of 12
Big Pine Park
31009 Atlantis Dr
Big Pine Key FL 33043
Contact information:
Monroe County BOCC
500 Whitehead St
Key West FL 33040
Upstairs Conference room at Big Pine Park
Monroe County Engineering
1100 Simonton Street, 2-216
Key West, FL 33040
Project Management
Pinewood Ln v
Big Pinef A
Palm Dr -
d
C
a
a Atlantis Or
c c n
J J
O C
� ° Hollerich Or
E o r
Q U }
Hibiscus or Hibiscus Dr
Ave J Av,
Big Pine Park facility is owned by Monroe County. It has
two spaces available; one smaller conference room and
a larger meeting room.
It is ADA compliant and has an elevator. Each room is
seldom used by the community.
There are no facilities repairs necessary and Project
Management estimates it would cost near $25,000.00
in improvements to provide permitting counters and
clerical space.
This space could be used either as a drop off or full
service permitting department.
It would serve well as a temporary facility only due to
the nature of the current rec/sports usage.
Page 6 of 12
Senior Center
380 Key Deer Blvd
Big Pine Key, FL 33043
Phone:( 305) 872-3990
Contact information:
Monroe County BOCC
500 Whitehead St
Key West FL 33040
Monroe County Engineering
1100 Simonton Street, 2-216
Key West, FL 33040
Project Management
4a;'%
�Nsk St �O
N�
o-
Senior Center
1:3AARP
The Big Pine Senior Center (AARP) is ADA accessible and has reasonable parking. The
location is central to Big Pine and the space could be renovated to include permitting
space. It is owned by the county.
The building is frequently used by local residents and any permitting office would be
disruptive to its busy schedule.
It is not recommended that this facility be considered for either a temporary or
permanent permitting office.
Senior Center AARP Facility near Big Pine Fire Station
Page 7 of 12
Commissioners Office
27 Ships way Blvd.
Big Pine Key FL 33043
Contact Information
Phone: 800-409-2255
Ships Way Inc.
29438 Saratoga Ave
Big Pine Key FL 33043-3210
Monroe County Engineering
1100 Simonton Street, 2-216
Key West, FL 33040
Project Management
Cn
2'
� Breezy Pines RV Estates s
m
Breezy P
Avr HenryLn a ResortB
Commissioners Office Z
0
rke Zone Charters . 0 o
True Tale Agency cm
a
Overseas Hwy au
e sps.e L e Ce"re, a
The Commissioners office is well located, has space available and could be renovated to
allow for a drop off facility. The building is ADA accessible and will cost Monroe County
BOCC no additional lease and utilities expenses.
A back office space could be renovated for a temporary drop-off facility or a desk could
be placed in the front area to receive permit packets.
Commissioners Office available for permitting located on Shipsway Big Pine
Page 8of12
Winn -Dixie
Commercial Lease Space
251 Key Deer Blvd,
Big Pine Key, FL 33043
Contact Information:
Keys Real-estate
305-766-3133
Commercial lease space near the Bagel shop in
Winn -Dixie Plaza
Monroe County Engineering
1100 Simonton Street, 2-216
Key West, FL 33040
Project Management
22nd St C 22nL .
Coco's Kitchen ► i
a
�[ey West Key
Drinka Ct me Pie Co 23rd Ln
y Wlnn-Dixie
0�0�
dG 24th Ln
a
Big Pine Key
T" Neighborhood School
Commercial lease located in the "Winn -Dixie"
shopping center can provide up to 5000 SF of
lease space at approximately $26/SF per year.
Project Management estimates 1200 Sf would
provide adequate space needs for either a
temporary or permanent facility.
The space is ADA accessible and would require
an estimated $25,000.00 in tenant
improvements for the permitting office.
Currently space is available near the library and
the Tax Collectors Office centralizing the
various Government services. Utilities are not
included.
This site could provide either a drop off location
or full service permitting and abandonment for both the DEP and County Permitting
needs.
Page 9 of 12
Big Pine commercial Lease Space
31109 Avenue A
Big Pine Key, FL 33043
Contact Information:
Plaza 31 Llc
2901 Venetian Dr
Key West FL 33040-5223
Phone: 305-393-9876
Monroe County Engineering
1100 Simonton Street, 2-216
Key West, FL 33040
Project Management
Ave G
C N
Bailey Rd N Ave F (n
- A
c Avenue E
Ave D
commercial Ave C
Lease Space
a Avenue B
n LJlL �
seas Hwy ata
The Lower Key
mber of Commerce Key West Vistors Center .
Currently under renovations and remodeling the commercial Plaza on Avenue "A" in Big
Pine offers roughly 750 sf of lease space. Each unit comes with a non- ADA compliant
rest room for staff.
The facility is ADA accessible and has adequate parking. Lease fees are $1000.00 per
month or $16.55/sf per year. The space is centrally located and just off the Overseas
hwy.
This facility could be used for any permitting task. There is space for DEP to collect and
process abandonment permits.
Commercial lease space off HWY I in Big Pine
Page 10 of 12
Monroe County Engineering
1100 Simonton Street, 2-216
Key West, FL 33040
Project Management
• • • •U=F11M
Monroe County Project management inspected and evaluated seven potential locations on big
Pine Key to determine suitability and costs for a county Permitting facility. This facility may
become necessary to accommodate permit applications for both new sewer hook ups and DEP
required abandonment permits.
Big Pine Park provides the most economical and readily available space for a temporary facility.
It is not recommended for a long term or permanent site due to the incompatibility with the
designed purpose of the building and surrounding park for recreational purposes.
It is suitable for either a drop off or fully staffed office.
Equally suitable for a temporary drop-off site would be the Commissioner's Office.
While Monroe County owns the property currently occupied by the non-profit Habitat-ReStore
it will require substantial renovations to include ADA accessibility, Spalling and general safety
concerns. It is recommended that these issues be addressed as the building will continue to
deteriorate, it is not best suited for the task of Permitting.
The Commercial lease space at Avenue A provides the best combination of lease costs, ADA
accessibility and location and is recommended for either a temporary, permanent, drop off or
full service permitting office on Big Pine Key.
Page 11 of 12
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