03/10/1999 Application •
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3®annp I. kotfjage
BRANCH OFFICE CLERK OF THE CIRCUIT COURT BRANCH OFFICE
3117 OVERSEAS HIGHWAY MONROE COUNTY 88820 OVERSEAS HIGHWAY
MARATHON,FLORIDA 33050 500 WHITEHEAD STREET PLANTATION KEY,FLORIDA 33070
TEL(305)289-6027 KEY WEST,FLORIDA 33040 TEL.(305)852-7145
FAX(305)289-1745 TEL.(305)292-1550 FAX(305)852-7146
FAX(305)295-3660
MEMORANDUM
TO: Deanna Lloyd
Grants Manager FROM: Ruth Ann Jantzen, Deputy Clerk ,(/.,T�����Yy
9.
DATE: March 17, 1999
On March 10, 1999, the Board of County Commissioners granted
approval and authorized execution of an Application For Disaster
Assistance Local Match Reduction or Waiver and Payment Deferral
to the Executive Office of the Governor for assistance in
reduction or waiver of the local match requirement relating to
disaster assistance.
Enclosed please find a fully executed copy of the above
named document for your handling.
If you have any questions regarding the above, please do not
hesitate to contact this office.
cc: County Attorney
Finance
County Administrator, w/o document
File
19J9 l/ u8 • 050-488-9005 GOYS OPB PAGE 02
APPLICATION FOR DISASTER ASSISTANCE LOCAL MATCH:REDUCTION OR WAIVER
AND PAYMENT DEFERRAL
Entity Narne: Monroe County Municipal Services
Contact Person: James L. Roberts, County Administrator
Phone Number: 305.292.4441
Address: Public Service Building
5100 College Road
Key West, FL 33040
FEMA Declaration Number: 3131; 1249; 1259
Payment Dermal Perini Requested: Prom: N/A To:
If Waiver Request:
(A) 12.5%Local Match Amount Required: $ 3,833,332.00
(B) Local Match Possible(this fiscal year and/or next): 248,256.00
(C)=(A)-(B)Waiver Amount Requested: $ 3,585,076.00
Reason(s)for waiver/payment deferral request:
Amount will deplete General Revenue fund balance or available reserve funds to_9 of die prior year's genera]
revenue collections(fill in calculation)
Amount exceeds current available tax/revenue raising capacity available for next fiscal year(ad valorem, sales tax,
utility tax,etc.)
X Amount cannot be budgeted for either this fiscal year or next fiscal year
Other
Please attach docutuettadon including:
I. What is the extent of damages? Provide copies of the Preliminary Damage Assessments Or Damage Survey
Reports and all available financial estimates of FEMA eligible damages.
2. An assessment of all available tax/revenue capacity: arc you at 10 mills.are all utility taxes being levied,etc.
3. Explain what the entity proposes to do to assist with the local match requirement as reflected in(B)above.
Specifically.what share of the amount can the entity contribute toward the match either this fiscal year and/or
next fiscal year?Is the entity wBhn2 to have its match deducted from future state shared revenues?Or,if a
deferral is requested, why does the entity need the requested period of time?
4. Explain why the entity cannot cover the waiver amount requested in(C)above or re:m res a deferral period,
Can capital projects be deferred or other budget adjustments be made to cover this local match,is revenue
capacity or fund balances available? --
5. List all fund balance and reserve funds of the entity. Have any draws from these funds been made this fiscal
year,for what purpose,and is there all estimated balance for each fur fiscal year end?
6. Have you had prior disaster awards(public assistance and/or hazard mitigation)in the past two years? If so,
when and what was your local match or was a waiver granted?
7. Provide copies of your latest Comprehensive Aoaual Financial Report, management letter,current fiscal year
adopted budget-ail funds,revenues and expenditures(as amended if applicable), and any other financial
information that would document the hardship.
8. Is your local government a signee of the State Emergency Managment Mutual Aid Agreement?
9. Status of Local Mitigation Strategies(LMS)in conjunction with the Department of Community Affairs' Divison
of Emergency Management and FEMA.
. 10. Provide any other information you believe would assist in supporting your request
het- 11. Have you had any significant revenue losses from any other disasters this Year? If yes,please list.
�., u.,.»_ .;:tie anti-Pee-anus UUVs R-B PAGE 03
APPLICATION FOR DISASTER ASSISTANCE LOCAL MATCH REDUCTION OR WAIVER
AND PAYMENT DEFERRAL
I hereby certify as the highest elected official of Monroe County, Florida
that the information contained herein is accurate and correct to the best of my knowledge and the waiver amount
requested above is necessary to maintain services and infrastructure essential to support health, safety, and
welfare of this community. I further certify that all damage estimates and this waiver amount is for covered
losses directly related to the impact of the stated disaster.
Jho 4 Mayor
Signature line(Mayor/Commission Chairman)
Wilhelmina Harvey March 10,. 1999
Name of Highest Elected Official Date
If you have any questions regarding this application please call Loretta Jones Darity, Chief Analyst,Budget
Management Policy Unil al(850)487-1880.
Application must be submitted to: s
Donna Arduin,Director i i •
Office of Planning&Budgeting .. } ANo�OfrFo
Executive Office of the Governor a Ls roFFrc E M
The Capitol,Room 1601 a s
Tallahassee,Florida 32399-0001 °qrE f
(SEAL)
ATTEST: DANNY L. KOLHAGE, CLERK lr
BY
DEPU RK
NOTE: Application for Waiver,Reduction or Payment Deferral required pursuant to proviso language after line item
1230 of the 1998-1999 General Appropriations Act describes the intent or the Legislature regarding a match
contribution from local governments. The proviso reads as follows:
Funds provided in Specific Appropriations 1230 from the Grants and Donations Trust Fund,reflect the
transfer of.$5.500,000 of mitigation funds from the Florida Hurricane Catastrophe fund pursuant to
s.215.555(7)(c). From these funds,the state shall meet its match requitement for federally-declared
disasters occurring after July 1, 1997 by requiring a 12.5 percent match frnm the.Inca(governments
along with the state share of 12.5 percent. Because the location,type of disaster and severity of the
event can materially effect the magnitude of coats,the local government's share may be Initially
provided by the state with future repayment being provided by the appropriate local government or
deducted from the local governments state revenue sharing allocation. Additionally,the Executive
Office of the Governor may waive the local 123 percent match after consultation with the
Legislature pursuant to s. 216.177, Florida Statutes,if it is determined that such a march
cannot be provided or that by doing so would effect a documented hardship on the local entity.
Page 2
1. What is the extent of damages?
According to estimated figures,Monroe County sustained $30,666,654.00 in damages from
Hurricane Georges and Tropical Storm Mitch. See attached project worksheets and summaries of
project cost estimates.
•
2. An Assessment of all available tax/revenue capacity.
Currently, the Monroe County millage for countywide services is 5.5 mils. The Municipal
Service millage ranges from 1.6 to 2.3 mils,depending on the area or the location of the property.
The assessment for the Solid Waste Enterprise Fund is $292 per residential household and$6.60
per cubic yard for commercial property. By adding all the components, including the South
Florida Water District, School district, Mosquito Control, Hospital Board and the Okeechobee-
Glades Basis project, Monroe County unincorporated taxpayers pay approximately 15.3 mils.
3. Explain what the entity proposes to do to assist with the local match requirement as
reflected in(B)above.
Monroe County has the funds available to meet the match requirements for costs associated with
the General Fund. It does not have the funds available to meet the match requirements for the
Solid Waste Enterprise Fund. Since the state-shared revenues provide operational funding to the
General Fund, Monroe County is not in a position to deduct future state shared revenues at this
time. During the past year,one area in Monroe County has incorporated and two other major
population areas are considering following suit in the very near future. Both these efforts will
have a negative impact on the Solid Waste fund and the state shared revenues. In addition,the
County has deferred other capital projects in order to allocate$500,000 from the Local Option
One-Cent Infrastructure Fund to match a United States Department of Agriculture Emergency
Watershed Protection grant program. Even though the degradation of the canals has been directly
attributed to the Hurricane,the project did not qualify for FEMA funding. For these reasons,
Monroe County is not requesting a deduction from future state shared revenues nor a deferral.
4. Explain why the entity cannot cover the waiver amount requested in(C) above or
requires a deferral period Can capital projects be deferred or other budget
adjustments be made to cover this local match,is revenue capacity or fund balances
available?
The Solid Waste Management Division of Monroe County is an Enterprise Fund and does not
have sufficient reserves to absorb the 12.5%match. At the February 10, 1999, Monroe County
Board of Commissioners meeting the Board approved advertising for bids to borrow money to
pay outstanding debris removal bills. Although this would help pay the match, one of the
negative impacts would be a 40% increase in municipal ad valorem taxes in one year in order to
pay the debt. The Solid Waste Fund is a stand-alone entity and is legally prohibited from
borrowing any other government funds. The Division continues to remove storm-related debris
and faces another fast approaching storm season. Storm-related debris removal has been
estimated to be one and a half times the normal annual tonnage.
Capital projects have already been postponed to help finance the County's match requirement.
Further capital postponements cannot be made because the County has already entered into
contracts for most of the remaining capital projects.
5. List all fund balances and reserve funds of the entity. Have any draws from these
funds been made this fiscal year,for what purpose, and is there an estimated balance
for each for fiscal year end?
The fund balances and reserves funds are listed in the attached budget summary. Monroe County
is legally unable to use fund balances from other funds to support costs associated with the Solid
Waste enterprise fund. The general fund has already absorbed costs related to Georges, Mitch,
and other storms and is not financially strong at this point in time. The Solid Waste reserves have
been exhausted and the loss of revenue is significant;the Division waived fees for four months
following Hurricane Georges and Tropical Storm Mitch. Retained earnings include non-cash
assets, i.e. buildings, which cannot be liquidated. Solid Waste does not want to further jeopardize
the payments of outstanding bonds for landfill closures but is currently forced to borrow money
to pay hurricane debris removal bills.
6. Have you had prior disaster awards in the past two years?
A major disaster emergency was declared in Monroe County under FEMA-1204-DR-FL as a
result of the"Groundhog Day"storm of February 1998. At that time,the local match
requirement for the Solid Waste fund was $18,739. The match was provided by the Solid Waste
fund reserves.
7 Provide copies of the Comprehensive Annual Financial Report,management letter,
current fiscal year adopted budget,and any other financial information that would
document the hardship.
Please see attachment. As additional information, Monroe County experienced three declared
disasters during 1998. The Solid Waste Division waived tipping fees for approximately 30 days
after the Groundhog Day Storm,4 months after Hurricane Georges,and 2 ''A months after
Tropical Storm Mitch. The estimated cost of lost revenue from all three storms is $393,658. For
costs that were eligible for FEMA reimbursement,the Solid Waste fund met the match from their
contingency and reserves.
8. Is your local government a signee of the State Emergency Management Mutual Aid
Agreement?
Yes,since 1994 Monroe County has been a signee of the State Emergency Management Mutual
Aid Agreement.
9. Status of the Local Mitigation Strategies(LMS) in conjunction with the Department of
Community Affairs'Division of Emergency Management and FEMA.
Monroe County entered into Agreement#98-LM-4H-1554-01-044 with the Department of
Community Affairs in April of 1998. By June, the County had executed agreements with the
municipalities in the County. The County hired a consultant to facilitate the process and has
submitted the first and second deliverables as required in the contract.
10. Provide any other information you believe would assist in supporting the request
Monroe County is unable to pay its 12.5%share of debris removal costs for Hurricane Georges
and Tropical Storm Mitch. The County will have to borrow against future tax levies in order to
pay outstanding storm-related invoices. On February 10, 1999,the Monroe County Board of
Commissioners approved advertising for bids to borrow money. The Solid Waste enterprise
fund depends on revenue to support the operating costs and to keep residential assessments down.
•
II. Have you had any significant revenue losses from any other disasters this year? If yes,
please list.
As mentioned above,Monroe County did experience revenue loss in the earlier part of the year
after the Groundhog Day Storm. It was determined that those losses did not constitute a
significant revenue loss.
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#5. Budget Summary
#7 Comprehensive Annual Financial Report
Management Letter
Current FY Adopted Budget
Debris Removal Financing Options