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Item D07County �� Mo G �' ' BOARD OF COUNTY COMMISSIONERS � s Mayor David Rice, District 4 T he Fl orida Keys C,'� ° M ayor Pro Tern Syl v i a J. M u rphy, D i stri ct 5 Danny L. Kolhage, District 1 Gorge Neugent, District 2 Heather Carruthers, District 3 County Commission Meeting May 16, 2018 Agenda Item Number: D.7 Agenda Item Summary #4137 BULK ITEM: Yes DEPARTMENT: Assistant County Administrator Christine Hurley TIME APPROXIMATE: STAFF CONTACT: Christine Hurley (305) 292 -4441 N/A AGENDA ITEM WORDING: Approval of 1 FTE previously approved to be funded by grant funds for Housing Recovery Administrator to be funded from fund 148. ITEM BACKGROUND: Since landfall, numerous County staff have fulfilled recovery functions. Consistent with the National Disaster Recovery Framework and potential recovery opportunities the County will be eligible for, post storm. The Community Development Block Grant Disaster Recovery (CDBG -DR) opportunities will soon be announced and Hazard Mitigation Grant Program (HGMP) funding has been announced ($34 Million for Monroe for now), we sought establishment of recovery positions at the February 21, 2018 Board of County Commission meeting. Four positions have been created. The Recovery Director position was funded by the U.S. Economic Development Administration and the Miami Foundation. Staff sought funding for the additional positions from FEMA Philanthropic and no additional funding has been identified. We would like to go ahead and fill the Housing Recovery Administrator position, using funds from the Planning Department Budget, originally identified for "affordable housing" activities. With respect to Year 2 funding, it is anticipated the staff person will be funded from the grant allowable administrative expenses. The reason we are seeking funding now is because of the volume of work to develop the County housing program applications and program guidelines, forms, budget, performance standards, and grant oversight. will bring this item back before the BOCC to ask for funding for the positions only if (a) sufficient grant funding is received in Year 1, (b) the positions are needed and filled, and (c) the funding is not obtained from other sources and is needed. We are seeking approval to transfer $100,000 in funds previously set aside in the Planning budget for affordable housing to fund the Housing Recovery Administrator position. PREVIOUS RELEVANT BOCC ACTION: On February 21, 2018 (R1) the Board granted approval of four full -time equivalent positions for Monroe County Hurricane Irma Recovery, pending receipt of grants, endowments or donations from FEMA coordinated philanthropic organizations and other grant - giving entities and need; approval to apply for and accept such grants, endowments and donations and for the Mayor or County Administrator to sign all necessary documentation; authorization for the Mayor to sign letter requesting support to fund or partially fund these positions and long term recovery jump start. It was anticipated that if funding was not received from external organizations, staff would bring agenda items back to the Board of County Commissioners for consideration of funding by County. CONTRACT /AGREEMENT CHANGES: N/A STAFF RECOMMENDATION: Approval DOCUMENTATION: Recovery Chart of Organization Housing Recovery Administrator Job Description Planning Department Budget memo FYI 8.030317 FINANCIAL IMPACT: Effective Date: 5/16/18 Expiration Date: Total Dollar Value of Contract: Total Cost to County: Current Year Portion: Budgeted: No Source of Funds: Planning Department -Other Contractual Services (148- 50500 - 530340) CPI: Indirect Costs: Estimated Ongoing Costs Not Included in above dollar amounts: Revenue Producing: N/A If yes, amount: Grant: County Match: Insurance Required: Additional Details: From Planning Department 148- 50500 - 530340 -to "NEW COST CENTER FOR HOUSING RECOVERY ADMINISTRATOR" 05/16/18 148 -50500 - PLANNING DEPARTMENT $100,000.00 From: "Other Contractual Services: 530340" 05/16/18 NEW COST CENTER ADDED $0.00 Total: $100,000.00 REVIEWED BY: Christine Hurley Completed 04/17/2018 5:13 PM Laura DeLoach Skipped 04/23/2018 1:14 PM Steve Williams Completed 04/24/2018 8:29 AM Budget and Finance Completed 04/30/2018 9:55 AM Maria Slavik Completed 04/30/2018 9:56 AM Kathy Peters Completed 04/30/2018 6:04 PM Board of County Commissioners Pending 05/16/2018 9:00 AM Monroe County Recovery Chart of Organization 2-2-18 DRAFT MONROE COUNTY JOB DESCRIPTION Position Title: Housing Recovery Administrator Reports to: Local Disaster Recovery Director Position Grade: 119 FLSA Status: Exempt Class Code: /C CODE.: 119 1 8110 GENERAL DESCRIPTION Under direct supervision of the Local Disaster Recovery Director, this position must be able to understand and interpret federal and state eligibility requirements, including HUD program regulations for housing and non - housing programs; work independently and in a team environment in the analysis, formulation, development, and delivery of material and results; ensure programs are operating in compliance with all applicable laws, regulations, and policies; Understand Duplication of Benefits calculation and be able to perform third party verifications. KEY RESPONSIBILITIES 1. Drafting action plan for the implementation of Community Development Block Grant - Disaster Recovery (CDBG -DR) allocation per FEMA- 4337 -DR -FL (Florida); 2. Designing and implementing policies and procedures for the implementation of CDBG -DR Program in Monroe County, Florida; 3. Meeting citizen participation and Environmental review requirements 4. Developing an application intake and evaluation process for CDBG -DR housing programs including buyouts, rehabilitation, elevation, infrastructure, and economic development program; 5. Coordination with representatives of municipalities in Monroe County in the CDBG -DR program implementation; 6. Provide monitoring and compliance oversight of the County's CDBG -DR activities, including development of a CDBG -DR Monitoring Policy & Procedure Manual; 7. Provide training for newly hired staff on applicant intake and eligibility, case management, property inspections, and contractor procurement procedures; 8. Performing Duplication of benefit calculations 9. Record keeping and reporting 10. Routine communication with county elected officials, county administrators, and department directors; 11. Communication with federal and state agencies; 12. Develop housing, economic development, and resiliency program and compliance DRAFT management systems as required by HUD; 13. Use of Disaster Recovery Grant Reporting Systems (DRGR) 14. Develop process maps, policies and procedures, FAQs, RFPs, partner agreements, applications, feasibility analysis worksheets and HUD monitoring templates; I * Indicates an "essential' lob function. I The information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job. DRAFT Position Title: Hurricane Program/Project Manager Class Code: 120 -4 Position /C Grade: CODE: 120 APPROVALS Department Head: Name: Signature: Date: County Administrator /Assistant County Administrator: Name: Signature: Date: KEY JOB REQUIREMENTS Education: Bachelor's degree, Master's degree preferred, in public policy, city and regional planning, or closely related field supplemented by a miniinu n of five (5) years previous experience and/or training that includes cormmunity development, local goverrnnent planning, and grant writing; or an equivalent combination of education, training, and experience. Should have Management Experience with Developing and implementing CDBG -DR implementation programs for local governinent or state programs. Valid Florida Driver's License. Experience: 5 years minima n amount of previous experience. Experience in implementing a housing program, which includes rehabilitation, buyouts, and elevation, as well as programs for infrastructure and economic development. The candidate should have experience working with contractors implementing CDBG -DR projects, experience with the compliance requirements, monitoring and reports for the CDBG -DR program, experience managing staff and providing strategic direction, experience in financial management and procurement, environinental review, rehabilitation or reconstruction of both single - family and multifamily housing, infrastructure projects, federal labor standards, acquisition and relocation, fair housing, non - discrimination, citizen participation and other HUD requirements. Leadership: Oversee, plan, and implement major programs and services for the organization. I report on my progress to the organization's executive team. Complexitv: Oversee work that involves the use of complex technical, scientific, or mathematical concepts that increases the efficiency and effectiveness of the organization. Analyze and make recommendations on how to improve the operational perfonnance of the organization. Decision Making: Responsible for determining goals, policies, and desired outcomes for multiple units. Determine the appropriate level of resources to meet the organization's needs. Relationships: Provide updates to senior managers, elected officials, or other corninunity groups or organizations. Work regularly with other Directors or senior managers to ensure the provision of efficient and effective services. Part of work perfonnance is tied to how well respond to members of the coinimunity or internal peers within the organization. Working Conditions: Spend part of time working in an environinent where errors can lead to significant physical or mental consequences for me or others. Work requires only minor physical exertion and /or physical strain. Work environinent involves only infrequent exposure to disagreeable elements. Intennittently balancing, fingering, grasping, handling, hearing, mental acuity, speaking, talking, and visual acuity. Also requires sedentary work exerting up to 10 pounds of force occasionally and /or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. On Call Requirements: APPROVALS Department Head: Name: Signature: Date: County Administrator /Assistant County Administrator: Name: Signature: Date: DRAFT I On this date I have received a copy of my job description relating to my employment with Monroe County. Name: Signature: Date: MEMORANDUM We strive to be caring, professional andfair [n accordance with the 2018 budget instructions, and the direction you provided, we have developed the following budget requests for each of our cost centers. 51000 Comprehensive Plan Completion of a multi-year project to develop and adopt the 2030 Comprehensive Plan and implementing Land Development Code. The Comprehensive Plan and Land Development Code were completed in 2016; therefore, the cost center can be eliminated.