Item Q1 MEMORANDUM
Office of the County Administrator
TO: Board of County Commissioners
FROM: Roman Gastesi
County Administrator
DATE: February 4, 2014
SUBJECT: County Divisions' Monthly Activity Report for January, 2014
MONTHLY ACTIVITY REPORT-JANUARY,2014
KEY WEST AIRPORT
• In January, passenger figures for December were compiled. During that month, the five
airlines serving Key West International Airport carried a total of 72,742 passengers.
This is a 12.1% increase over December of 2012. The year to date passenger numbers
for the entire twelve months of 2013 are 6.6% higher than the same period in 2012. A
new record was established with 790,654 total passengers in and out of the airport
during calendar year 2013.
• During January we held kick off meeting for several capital improvement projects on
both the landside and airside of the airport. These projects included the repaving of
Feraldo Circle on the landside and the installation of EMAS (Engineered Material
Arresting System) and drainage improvements for the airside.
• The Director of Airports traveled to West Palm Beach in mid-January to address the
ACI (Airports Council International) 15th Annual Risk Management Conference. The
topic of the presentation was "One in a Million, Twice in a Week," concerning the two
runway excursions that occurred in 2011 at EYW.
MARATHON AIRPORT
• On January 6, the airport performed FAR part 139 fuel farm inspections at the airport
for Marathon General Aviation, Marathon Jet Center, MCSO Aviation (Trauma Star)
and Mosquito Control.
• On January 16, the airport conducted the Annual FAR part 139 Airport Emergency
Plan review. Over 25 attendees were present at the review and table top exercise.
• On January 13, a meeting was conducted with Mosquito Control to review the
possibility of establishing additional aircraft apron area on their leasehold.
• On January 23, the monthly Airport Tenant Meeting was held; Tony D'Aiuto from
Antique Air was the guest speaker. The meeting was well attended.
• On January 28th, Feher Consultants attended a Wildlife Hazard Plan meeting; Feher
will be finalizing the airports Wildlife Hazard Management Plan for submission to the
FAA for approval.
• On January 30, a meeting was held with Mayor Ramsay to discuss various airport
related projects.
• On January 30, a meeting was held with Bill Ehrhorn to discuss various airport related
projects.
EMPLOYEE SERVICES
L Website Updates (other than normal position vacancy updates, etc.):
Benefits:
Newsletters
IL Turnover Numbers To Date:
Monthly Turnover: 1.35% Turnover for the year: 1.35%
Resignations: 4 1 Terminations: 2 1 Retired: l I Deceased: 0 Layoffs: 0
Totals for 2014: Resignations-4 Terminations 2 Retirements 1 Deceased 0
III. Human Resource
• Meeting with Commissioners and Committee to discuss Compensation Study draft pay
plan and hierarchy.
• Quotes received from physicians to perform employment physicals and testing.
• Working on gathering information, etc. for Compensation Study.
• Gathering evaluations for merit increases.
• Held training for Merit Program.
Risk
• Attended Airports Council International 151h Annual Risk Management Conference in
West Palm Beach, FL
• Attended conference call with Marsh regarding Renewal Strategy Property and Pollution
Liability
Benefits (Group/Workers Comp)
• Meeting with Gallagher staff to discuss upcoming projections of health insurance
• Meeting with Kevin Cothran from Ascensions to discuss liability insurance renewals
Safety
• Concern/Request for inspection: Medical Examiner Office. PW to install barriers to
prevent vehicles from driving off into culvert area.
• Audits: Astro City and Higgs Beach ; Solid Waste Rep — Cudjoe, Long Key and
Card Sound.
• Six accident/injury reports.
• Post-incident inspections: County vehicle Plantation Key; Bayshore Manor roof
collapse
• Safety meetings conducted: Parks & Recreation Inspection class provided by
insurance carrier Florida League of Cities — all parks maintenance personnel attended;
Employee Safety Committee meeting
BUDGET & FINANCE
OMB
• Completing work on the FY14 Adopted Budget Book.
• Attended the monthly GovMax Users telephone conference.
• Processed various billings and invoices, including SUNCOM, postage, DJJ, AARP,
Shell, Legal Services, travel reimbursements, and generated various PO's.
• Prepared 12 Resolutions; Posted Resolutions; Processed 107 Budget Transfers;
Reviewed 20 Contract Summaries; Signed Off on 19 PAF's; Reviewed 12 PAF's;
Processed 58 Request to Purchase; Processed 38 Purchase Orders; and Processed 12
Audit Slips
• Reviewed Social Service's Grants and Emergency Management Grants — Finance
posting errors.
• Created 1 agenda item for a Public Hearing to Amend Fund 308.
• Addressed ordering issues with vendors and placed business card order, processed mail
and provided office assistance as needed.
• Updated Revenue Schedules: 2 funds (147 & 148).
• Reviewed KW Airport airline billing process.
• Setup July's BOCC two day Budget Workshop and the three public meetings in
September.
• Updated Year to Date Fund Balance work papers.
• Processed Time Sheets and Addressed Payroll Fatals.
• Received a review of Alchemy.
• Distributed invoices received.
Grants Administration
• Participated in DOJ, Justice Assistance Grant training on new performance measure
requirements.
• Submitted Quarter 1 reports in Florida PA on FEMA grants.
• Submitted Quarter 1 performance and financial reports to FDLE on the RSAT and
Byrne grants.
• Submitted Quarter 1 performance and financial reports to DOJ.
• Attended the CJMHSA advisory board meeting and met with Sheriffs staff regarding
the DCF CJMHSA grant.
• Reviewed the HSAB funding application process, discussed proposed changes with the
County Attorney's office and met with the OMB Director regarding the FY15 funding
cycle.
• Scheduled both the February and the May HSAB meetings and provided email
notification of the February 24th meeting scheduled in Marathon.
• Provided requested information to HSO entities and interested individuals regarding the
upcoming FY15 funding cycle.
• Reviewed and processed monthly grant invoices including the Guidance Care Center-
JIP, Heron Peacock and MC Sheriff s Office-CJMHSA.
• Performed a review on the revenue of the Social Service grants; notified the Clerk's
Finance Department of numerous issues regarding the posting of grant revenue.
• Continued coordination with HSO entities on outstanding items required per the
agreements.
• Provided certifications on the HSO's to the Clerk's Finance office once all
contractually required documents were received.
• Provided the auditors, CB&H, with grant information they had requested.
• Began a review of the Airport grants and their grant management processes.
• Continued to provide assistance to the Clerk and the Clerk's Finance Department.
Purchasing
• Purchase Orders Reviewed and Processed—347
• Purchase Orders Voided— 6
• Office Depot Orders Reviewed and Released— 12
• Pricing Requests Made - 7
• Newspaper Ad Invoices Processed—3
• Processed Bid Public Records Request—5
• Bid Openings —2
o TDC Bricks and Mortar Capital Projects, Second Round—24 Respondents
o Canal Demo Projects — 1 Respondent
• Bids Uploaded on Demandstar—4
• Addendums Uploaded on Demandstar—5
• Bid Awards Posted on Demandstar—6
• Pieces of Mail Processed— 1074
• Contracts Reviewed—26
• Processed December 2013 Purchasing Card Billing Statement
• Reconciled November 2006 through November 2013 Bank of America Purchase
Invoices and Payments
• Prepared information packets for the Internal Auditor regarding the BOCC's
Purchasing Card Program.
COMMUNITY SUPPORT SERVICES
In-Home And Nutrition Services (IHNS)
OAA, Older Americans Act Programs:
Nutrition (Information in this section is for the period 11/21/13-12/31/13:
• C-1 Congregate Meals totaled 1578 units during this period. Monthly goals for this program
continue to fluctuate based upon the availability of funds.
• C-2 Home Delivered Meals Hots totaled 198 units, and Home Delivered Meals Frozen totaled
4560 units. We continue to receive a large number of referrals for Home Delivered Meals.
In-Home Services (Information in this section is for the period 11/21/13-12/20/2013): The Alliance
has informed us, due to a recent reconciliation of OAA funds, that there will once again be a reduction
of funds.
• III-B Chore: 37 units this period, 318.25 units year-to-date, 109% achieved.
• III-B Screening and Assessment: 0 units this period, 37.50 units year-to-date, 154% achieved.
• III-B Homemaking/Personal Care: 965 units this period, 692 units year-to-date, 187% achieved.
• III-E Screening and Assessment: 0 units this period, 22 units year to date, 53% achieved,
22.01%underachieved. The Alliance will be providing an amendment to move funds not spent
in this service over into 3E In-Home Respite.
• III-E Chore: 6 units this period, 56 units year-to-date, 101% achieved, 25.99% overachieved.
• III-E In-Home Respite: 93.75 units this period, 1383.5 units year-to-date, 113.8% year-to-
date-achieved, 38.79%overachieved.
• III-E Facility Respite: 236 units this period, 4031 units year to date, 119% year-to-date
achieved.
Non-OAA Programs:
CCDA (Community Care for Disabled Adults)for DUMBER 2013:
• Case Management: 6.25 units for the month were produced; 57.25 units year-
to-date.
• Homemaking: 157.75 units for the month were produced; 722.25 units year-to
date.
• Home-Delivered Meals: 90 meals for the month were provided; 595 meals year-
to-date.
• Personal Care: 56 units for the monthly were produced; 331 units year-to-date.
Overall Program Achievement was 37%, 4%underachieved.
CCE(Community Care for the Elderly) for the period 11/21/13-12/20/13:
• Case Management: 26.25 units for the period and 209.25 units year-to-date. 14.8%
achieved year-to-date. There are 170 clients on the waiting list.
• Case Aide: .5 unit achieved and 2.75 unit year-to-date, .01% achieved year-to-date.
• Companionship: 76.25 units achieved and 344.5 units year-to-date, 25.17%
achieved year-to-date.
• Home Modification: 0 units achieved and 0 units year-to-date, 0% achieved year-
to-date.
• Enhanced Chore: 2 units achieved and 12 units year-to-date, 11% achieved year-to-
date.
• Chore: 4.25 units achieved and 96.75 units year-to-date, 86% achieved year-to-date.
• Homemaking: 578 units for the period and 3949.75 units year-to-date. 75%
achieved year-to-date. There are 151 clients on the waiting list.
• Specialized Medical Equipment: 0 unit for the period and 3 unit year-to-date, 6%
achieved year-to-date.
• Transportation: 8 units for the period and 79 units year-to-date, 105% achieved
year-to-date.
• Personal Care: 414.25 units for the period and 2918.0 units year-to-date. 53.6%
achieved year-to-date. There are 45 clients on the waiting list.
• Respite: 71.75 units for the period and 472 units year-to-date. 44% achieved year
to date. There are 20 clients on the waiting list.
CCE overall is at 35% achievement. We are 8% overachieved
ADI(Alzheimer's Disease Initiative) for the period 11/21/13 — 12/20/13: 261.25 units were
produced in the period and 1718.75 units year to date. 59% achieved. In-Home Services has
brought on five new clients and these funds will be expended. There are 9 clients on the
waiting list.
HCE(Home Care for the Elderly Program) for the period 12/16/13 —1/15/14: 22 billable units
this period, 75 billable units year-to-date at the beginning of the contract year, 102.49%
achieved.
Monroe County Transit
Department Activity for January 2014
• One-way trips provided: 1,918
• Unduplicated clients served: 275
• Special Needs Clients registered: 650
Deposited Revenue: $1,792.50
Expenditures: 33,246.69
Percentage Spent Fiscal YTD: 16%
Incoming calls,provision of information and referrals 535
Staff responded to incoming calls providing information and referrals to callers based
on specific inquiries and/or needs. These inquiries range from how and where to apply for Food Stamp
benefits, where the closest food bank is located, how to report suspected abuse, or to find out what
available services there are at the time.
Other callers are scheduled for intake by Social Services case management staff to cover
Possible programs such as LIHEAP, ESG rent assistance,prescription drug assistance,
and welfare assistance.
Unduplicated Welfare client households that received service 124
New Welfare cases receiving service 23
Low Income Home Energy Assistance Grant Program cases- 7 $ 2,325.00
Low Income Crisis Assistance cases— 36 $ 6,339.79
Home and field visits 25
Home and field visits cover visits to In-Home,Nutrition, WAP, and ESG rent clients.
Case Managers make these visits to perform annual or semi-annual updates for In-Home
and Nutrition clients. WAP clients are visited for testing for possible Weatherization
services to their homes. ESG rent clients are visited for the Habitability Study required
prior to receiving rental assistance through this grant.
Office visits 213
Office visits reflects the number of visitors that come into to all three locations of our
Social Services offices throughout the month.
Prescriptions 2 $ 226.94
Homelessness Prevention Approved Cases 7 $ 6,231.00
LIBRARY
• Library usage figures continue to reflect that the increase in Library onsite service
hours and the increasing offerings of services through technology are widely
appreciated by patrons.
• People counters at the branches indicated that the number of visits made in person to
the Libraries in December, 2013, totaled 31,066, evidence that the season is again upon
us
• New Library cards also showed a seasonal increase, with 320 new patrons added to the
roll, 24% more than the previous month, which gives us a new total of 42,003
cardholders
• The public access PC sessions recorded as provided to the public for the month came to
7,187; added to this was the estimate of Wireless users at 2,539 which gave us a total of
9,726 internet users; staff attribute this continuing high usage to new requirements by
government agencies for benefits recipients, and to the many businesses that require
online job applications—not to mention the searches for new health care information.
• In December 2013, the eVisits to the Library's three web-based resources: general
websites, online catalog, and photo archives, increased by 168% over the figure for last
year;
• Another instance of the growing popularity of e-access to our materials: in December
eBook circulation increased by 75% over circulation for a year ago; this type of report
strengthens our determination to continue expansion of our e-book collection
• Reference questions handled by staff via email, chat, phone, and in-person totaled
13.035 (29% over the previous December)—another example of the increase in
seasonal patronage and the still growing popularity of e-reference as well as onsite
information seekers
• Circulation for the month continued the trend in growth of services, as 30.080 items
were checked out.
• The return of our snowbird volunteers are proving to be a huge help to staff and
patrons, as they logged 516 hours of library services at the branches, the equivalent of
over 2 full-time employees for the month. We deeply appreciate their donation of time,
work, and dedication.
EXTENSION SERVICES
• Number of services provided: 244 phone calls, 43 office visits, 12 visits to clients, 31
learning events with 863 participants, 5 media submissions, and 631 publications
distributed. Total Budget for FY 13/14: $189,427.00; Year to Date Expenditures and
Encumbrances: $107,417.50; Remaining Balance: $82,009.50; Percentage of budget
spent and/or encumbered year-to-date: 56%.
The County Extension Director/Family & Community Development Agent accomplished
the following activities:
• Was appointed as a team member of the Sustainability Action Master Plan to develop
an energy and GHG update as well as to participate in branding, baseline assessment,
gap analysis, and goal development for a five-year action plan for Monroe County
sustainability.
• Became a team member with the Florida SeaGrant Agent and the Sustainability
Program Manager to apply for a $200,000 EPA Environmental Education grant. The
grant will focus on water quality and include educating residents about canal restoration
and will establish a volunteer monitoring program through Florida SeaGrant.
• Reviewed and edited a new state-wide project, The Extension Sustainability Handbook,
for all Extension offices in the state of Florida along with the Action Plan Data Log.
This project will give Extension offices all the tools to increase sustainable office
practices.
The Environmental Horticulture Agent accomplished the following activities:
• Attended the Florida Chapter International Society of Arboriculture (ISA) workshop on
"Advanced Arboriculture: Tree Biomechanics and Decay Interpretation" that was held
at the Palm Beach County Extension office in West Palm Beach.
• Set up a horticultural education booth at Marathon Garden Club's January Jamboree.
Eight Master Gardeners were on hand to answer questions for 79 people about
composting, vermicomposting, native pollinators, and managing yard pests responsibly.
• The Agent and 12 Master Gardeners held four regional plant clinics, assisting 32 clients
• with plant and/or insect problems.
The Florida Sea Grant Marine Extension Agent accomplished the following activities:
• Was appointed to the South Atlantic Fisheries Management Council, Information
& Education Advisory Panel.
• Attended the first joint meeting of the South Atlantic Fisheries Management
Council, Gulf of Mexico Fisheries Management Council, and Fish & Wildlife
Commission to discuss consistency in fisheries regulations for South Florida and
the possible stock assessment of Goliath grouper.
• Assisted the Florida Keys Fishermen's Association with the two-day 9th Annual
Florida Keys Seafood Festival at Bayview Park in Key West.
EMERGENCY SERVICES
Fire Rescue
• Planning for, and attending meetings for new Station 11 (Cudjoe/Summerland)
location.
• Planning for, and attending meetings for the new building at the Fire Training
Academy.
• Conducted interviews for the newly created position of Billing Supervisor,
bringing ambulance billing in house.
• Working on Sugarloaf School Gym Agreement for career and volunteer to utilize
school work out facilities.
• Finished 80% of the ePCR's (electronic patient care reports) data migration to
Zoll Data Systems server.
Emergency Management
• Partnered with Radio Disney to promote Monroe County Emergency
Management at the Key Largo Seafood Festival.
• Attended a two day Readiness Training Identification Preparedness Planning
course in Miami-Dade to prepare for the new process to produce and update the 3-
Year Multi-Year Training and Exercise Plan (MY-TEP). This plan is a federal
and state requirement.
• After the discussions held during the Compact Implementation Workshop (Sept
26-27) on integration of climate change into the LMS, the four Compact counties
in our Region (Palm Beach, Broward, Miami Dade, and Monroe) convened in a
meeting to discuss coordination and integration on a regional basis. The Monroe
County Emergency Management and Growth Management Departments were in
attendance. The climate change is adopted as a new hazard to the Monroe County
Local Mitigation Strategy Plan, in order to mitigate and prepare our county from
future climatic events.
• Met with the Miami Fairgrounds staff to discuss the possibility of additional
facilities managed by the Fair Expo Management to serve as possible shelter sites
for Monroe County residents.
• Provided Risk County Training to Medical Reserve Corps Responders at Hawks
Cay and Basic Radiation Awareness Training at Monroe County Station 422 to
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prepare responding agencies for the 2014 Turkey Point Nuclear Power Plant EOC
Activation and Field Exercise.
EMS/Trauma Star
• Conducted Flight Medic Assessment testing (5 students).
• Oriented a new flight nurse.
• Released three (3)new paramedics from the provisional paramedic program
• Conducted a Quality Assurance Audit of ePCR's for four(4)paramedics
• Created and implemented questionnaire check sheets for medical equipment
through our software inventory
tracking system, Operative IQ.
KWIA
• Participated in the Florida Keys Marathon Airport Annual Airport Emergency
Plan Review and Tabletop Drill.
• Attended and help organize Bone Island Ironman Special Detail.
• Provided initial orientation for two (2) new ARFF Firefighter's.
• Met with MCFR Training and started initial planning for Full Scale Drill planned
for March 10, 2014.
FIRE MARSHAL
• Attended Growth Management industry meeting concerning plan reviews and
fees for construction contractors.
• Attended monthly All-County Fire Marshals meeting to discuss County fire
protection issues.
FIRE ACADEMY
• Target Solutions —continuing education and SOP training, online.
• Maintenance to Academy in preparation for next Fire Fighter 2 Class.
• Building Training Props for upcoming in-service training.
• In-service Fire company training consisting of Water supply and relay pumping.
PUBLIC WORKS
CORRECTION FACILITIES:
Stock Island Detention Facility:
• Fire Alarm system replacement is 20% complete
Marathon Jail:
• New roof is 99 % complete
• New sewer tie-in is 85% complete
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Monroe County Detention Center-Stock Island
Percentage of customer requested work orders completed within 3 days with IKPI
81%of 110 Customer requested work orders were completed within three days during
�Dec.2013
�KPI =%x requested x.01-
1.80
1.60
1.40
1.20
1.00
0.80aa
0.60
0.40
0.20
0.00
131an 13Feb 13Mar 13Apr lWay 131un 131W 13Aug 135ept 130ci 13Nov 13Dec
IW%Coimplete 82.40% 85.50% 89.20% 75.30% 84.40% 84.60% 92.00% 87.00% 92.00% 85.00% 83 00% 81.00%
8 KP11 1.56 1.14 1.24 1.22 1.24 1.21 1.43 1.38 1.46 0.97 0.68 0.89
%Coimplete I KP11 —2 per.Mov.Avg.(%Coimpllete) 2 per.M ov.Avg.(KPII)
For the period February 2012 through December 2013:
Total kilowatt-hour Savings = 1,302,869
Total CO2 Reduction = 919 Metric Tons = CO2 Emissions from 103,054 gallons of
gasoline consumed
Total Energy Dollar Savings = $140,462
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FACILITIES MAINTENANCE/PARKS & BEACHES:
UPPER KEYS:
Nelson Center:
Five events required a total of(0) hours of employee overtime
Changed 48 Lobby Lamps to LED lamps
Replaced (28) lamps and (3)ballast
Moved furniture &repaired desk tray for Building Department
Courthouse:
Replaced (10) lamps & (1)ballast
Resolved (1)plumbing problem
Resolved (3) A/C problems
Courtroom B:
Resolved (1) A/C problem
Assembled chair for Judge Garcia
Spottswood Building:
Hang mirrors in Social services Offices
AARP Building:
Built Column for and install power supply to computer area
Ellis Building:
Replaced (12) lamps and (1)ballast
Resolved (1)plumbing problem
Installed paper towel dispenser for Property Appraiser's office
Islamorada library:
Replaced (11) lamps
Reset mouse traps
Key Largo Library:
Replaced (20) lamps
Installed (3)pressure assist toilets
Tavernier Fire Station:
Replaced (2) lamps
Replaced batteries in emergency lighting
Installed new light fixture
Plantation Key Garage:
Replaced (8) lamps
Key Largo Park:
Replaced faucet concession stand
Painted Concession Stand
Replaced Grinder pump in Lift Station
Received 22 tons of Ball field Clay
Harry Harris Park:
Received 22 tons Ball Field Clay
All Parks:
Made (50) concrete parking bumpers
*All PM Maintenance completed on HVAC units
*Attended park inspection training at Big Pine Park
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MIDDLE KEYS FACILITIES:
Marathon Gov't Center
• Carpet&the replacement is 25% complete
• Marathon Gov't Center—New sewer tie-in is 90% complete and is on-line
LOWER KEYS FACILITIES:
• Painted and installed ceramic the in KW Fleet Management restroom and painted the
KW Garage restroom
• Repaired exterior wall,painted, replaced vinyl floor the and built a supply cabinet for
KW Public Works Facility Maintenance office restroom
• Installed shoring and removed ceiling the for the Bayshore Manor dining room roof
beam repair.
• Started wall and floor repairs at the KW Public Works Sign Trailer
• Fabricate and install Technical Services wall mounted equipment boards at Cudjoe
Transfer Station and Sugarloaf Fire Station
• Performed Potable Water backflow testing at Jackson Square, KW Library, Higgs
Beach, Big Coppitt Fire Station, Harvey Government Center, KW Garage, Bayshore
Manor and Plantation Key facilities
• Painted Gato Building County Administrator offices, KW Courthouse Internal Audit
and Finance offices, Big Pine Community Center 1st floor exterior, Watson Field
picnic tables and misc. graffiti work orders
• Replacement of the East Martello art gallery air conditioning project is in HARC
permitting
• Key West Lighthouse Banyan tree trimming project has started with the removal of
one Poinciana tree in Tree Commission permitting
• The TDC funded Higgs Beach Brick Paving installation purchase order has been
issued to Paver Dave Inc.
• The replacement of the Records Facility Clerk's Evidence Storage Vault Halon fire
suppression system with a NOVEC 1230 clean agent system purchase order has been
issued to ORR Protection Systems
• A Capital Projects Funding Application has been submitted to TDC for the addition
of shade structures at the Higgs Beach new playground
• Launched county-wide Fire Sprinkler contract
FLEET MANAGEMENT:
• Key West Garage performed extensive repairs on Road Department's sweeper truck
• Key West Garage took delivery and processed new Caterpillar skid steer loader,
trailer and attachments for Lower Keys Road Department
• Marathon Garage performed extensive repairs on Hazardous Waste Department's box
truck, Fire Rescue's sports utility truck, and Pollution Control's clam truck
• Plantation Key garage staff performed extensive fabrication and repairs on a Road
Department H.D. dump truck, extensive repairs on Road Department's front end
loader and Card Sound's tractor/tree trimmer
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• Plantation Key garage staff was able to diagnose and repair Road Department's new
tractor/tree trimmer after dealership's service department attempted same several
times without success
• New three-year contract executed for delivery of gasoline and diesel fuel for County
and School Board
• The three garages combined provided preventative maintenance and safety
inspections on approximately 115 vehicles/units and processed approximately 265
work orders
• Fleet's SR Coordinator began Microsoft Office Training course at Florida Keys
Community College
• All county garage staff completed annual eye protection refresher training
• Fleet's Master Mechanic/Generator Tech performed extensive corrosion control/paint
body work on Key West service truck
• Fleet office staff began process of advertising for a new generator inspection and
repair contractor
• Fleet Management's Director met with Sheriff Office Inspector regarding
Professional Standards, special needs and everyday issues related to combined Sheriff
and County Fleet Programs
• Fleet's SR Lead Mechanic along with Department's Director; completed extensive
written employee evaluations for all eligible Fleet employees.
• Fleet's Director began process of replacing Key West Road Department's defective
Loboy transport trailer.
ROAD DEPARTMENT:
UPPER KEYS:
• Buzz Bar/Chipper Operation12.72 miles
• Miles of Right Of Way mowed39.1 miles
• Shoulder Work5659 ft./98 tons of material
• Sign Department 35 signs installed/II sign posts installed/9 utility locates/6 flex
delineators installed
• Cold patch used for road repair/pot holes312 ft. of road repair/3000 lbs. of cold
patch used
• Thermo Stop Bars installed11
• Trash Pick Up24 bags
• Stump Grinding-3 Stumps
• Line Striping180 ft. (machine break down still in shop)
Special Projects:
• Seaweed disposal at Harry Harris Park - 2 Loads
• Harry Harris Park shoulder work 585 ft./15 tons of material used
• Safety Meeting held 01/31/2014
CARD SOUND ROAD:
• Buzz Bar/Chipper operation9.2 miles
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• Mowing operation-0
• Trash Pick Up 3100 lbs
• Miles of Roadway for trash pick-up covered—137.5
LOWER KEYS:
• Chip/Brush- 13 miles
• Right of Ways mowed - 22 miles
• Weed Eating operations - 35 roads/8.6 miles
• Repaired road in Key Haven due to damage from installation of illegal speed
bumps
• Cold Patch Pot holes - 2 tons
• Road Sweeping - 4 miles
• No Name Bridge MOT Inspection - 10 days
• Trim and Chip Coconut trees - 8 miles
• Sign Technician - 20 locates/35 signs/15 posts
• 18 Mulch deliveries for a total of 35 tons, saving $ 7,780.50 in dump fees
Support to other Departments:
• Swept Key West Courthouse Parking Lot
• Trimmed Palm trees @ Key West Lighthouse & Stock Island Fire Station
• Swept Duval Street after New Year's Celebration
• Restrung Flag Pole with Bucket truck for Big Coppitt Fire Station
• Caulking windows at Lester Building using Bucket truck
• Transported Mower from Geiger Key to Key West Fleet for repairs
• Assisted M.C.S.O. with Bucket truck in order to replace camera
• Made and assembled two Restricted Parking Signs with posts for Key West
Courthouse Parking Lot
• Transported two generators for Fleet from Key West to Marathon Garage
• Swept Higgs Beach Parking Lot
SOLID WASTE MANAGEMENT:
Household Hazardous Waste Department:
• Held 5 collections at the Magnolia collection site in Key Largo, Long Key Transfer
Station and the Cudjoe Transfer Station, collecting waste from 78 residents, and
commercial accounts
• Hazardous and E-Waste Commercial Collection participants included Waste
Management, Key West(200 lbs. E-Waste), Salvation Army (560 lbs. E-Waste) and
Vibe (880 lbs. E-Waste
• HHW staff shipped 26 pallets of E-Waste weighing 20,380 lbs. to Intercon Solutions
(our e-waste recycling contractor) for recycling
• Monroe County staff set up two new locations as drop off points for batteries and cell
phones to be recycled using Call2Recycle. Ocean Reef in Key Largo is now accepting
these items for their residents, and the Marathon Government Building will have a
recycle box in their lobby
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• Monroe County HHW Staff recycled 215 fluorescent bulbs using the bulb crusher and
bulked 67 CFL's.
• Monroe County Staff hosted a booth and was on hand to answer recycling questions
at the Key West Seafood Festival, distributing information packets and reusable
shopping bags to over 500 residents. Staff also helped festival organizers insure that
recyclables were placed in the correct bins. The festival recycled a little over a ton of
materials
• Staff has also partnered with the City of Marathon to do a monthly HHW and E-
Waste collection (last Saturday of each month) at the Marathon Public Works yard
starting February 22, 2014
Recycling:
• Staff has been meeting with businesses in Key Largo and helping them review their
waste stream and how they can reduce their Solid Waste costs by recycling more.
• Tradewinds Plaza in Key Largo will be recycling soon. Keys Sanitary Services will
be providing 18 gal. bins for in store use and ease of transporting recyclables to the
recycling dumpsters at the rear of the plaza
• Staff helped Southwinds Plaza in Marathon re-think their Solid Waste and Recycling
dumpsters. Since first speaking with them the owner of the plaza has brought in a 6yd
recycling dumpster and reduced the garbage to a 3yd instead of a 6yd trash and a 4yd
trash. Implementing recycling has reduced their bill by $298.00 per month
• Staff met with local manager Laura of the Coca Cola distribution center about
providing 55 gallon plastic recycling drums for county parks and county events to be
used as trash and recycling bins. Laura will begin shipping in the drums donated by
Coca Cola in February. Staff will distribute some to local schools for the students to
do some recycling art themes on them and work with Parks and Recreation on placing
others were they may be needed
• Staff spoke with Jose Perez in the IT department at the Nelson Government Center
and will be having an E-Waste disposal amnesty day for the department coming up in
February; date to be set in near future, waiting on deletion approval
• Staff set up informational booth and helped with recycling at the 9th Annual Key
West Seafood Festival. We worked together with Waste Management and their
recycle robot to inform the community about our recycling and Household Hazardous
Waste programs
15
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• Mike Basham, Monroe County Environmental Coordinator, was a presenter at the
January joint summit with SWANA and Recycle Florida Today in Orlando. Mike
presented a brief PowerPoint presentation on the Florida Keys and the challenges we
face trying to achieve the 75%recycling goal
SW Administration:
• Staff reached an agreement with the City of Marathon to provide HHW and E-
waste collection on the last Saturday of each month, starting 2/22/14, 9:00 a.m. to
1:00 p.m., and a flyer was developed for distribution to residents and to post on
both the County's and the City's websites
• FDEP has given the Key Largo and Long Key landfills the green light to
abandon/cap the monitoring wells.
• FDEP has asked Solid Waste to partner for a series of HHW/Used Oil workshops
during the month of March, schedule to follow
Parks and Recreation:
Meeting was held on January 13, 2014, at the Harvey Govt. Center. Presentation
regarding Bernstein Park was made by Bill Horn. There were approximately 25 members
of the community who came to express their support for park improvements.
Commissioner Kolhage, County Administrator Roman Gastesi and Dent Pierce, Director
of Public Works, attended. The next Parks and Rec Advisory Board meeting is scheduled
for February loth at Big Pine Community Park.
ENGINEERING
ENGINEERING SERVICES
• Tom's Harbor Channel — Project complete. Contractor obtaining final release of
liens so that retainage payment may be issued, reimbursement request sent to
FDOT and project closed out. Anticipate receipt of paperwork first week in
February.
• Old SR 940 Leg A (Watson Boulevard) Bridge — Permanent striping completed
on December 26th. Contractor certifying reflectivity of striping; staff awaiting
final LAP documents to process retainage and close out contract.
• US 1 Bayside Pedestrian BridgeBayside Trail — Consultant submitted revised
100% construction plans to FDOT; CIGP grant agreement on February agenda for
approval.
16
• No Name Key Bridge Emergency Repair — Emergency repairs completed on
January 22'
• No Name Key Bridge Repair Project — Responses to Construction Engineering
and Inspection (CEI) services Request for Qualifications due on February 25th.
Staff anticipates receiving a Notice to Proceed with construction bidding from
FDOT at the beginning of March 2014.
• Asphalt Pavement Evaluation and Management — Staff received draft report
January 21 st and provided comments for final version. Anticipate staff software
training will be held second week of February. Staff preparing technical
specifications in anticipation of executing task orders for design of initial projects.
• Card Sound Bridge Repair Project — Staff held a conference call with Kisinger
Campo to discuss design development report and determine repair options so that
consultant can proceed with 60% complete design drawings.
• CR905 Bike Lanes — Construction and CEI contracts approved at January BOCC
meeting. The pre-construction meeting is scheduled for February 4th.
PROJECT MANAGEMENT
• Stock Island Fire Station —Power to the building was activated on January 28th.
Interior and exterior painting 100% complete; all interior, with a few exceptions,
is 100% complete; and exterior concrete is 95% complete. Project should be
complete by the end of February.
• Lester Building Roof Repair — All close out documents have been received.
Project is complete
• FJC Lobby expansion —All close out documents have been received. Project is
complete.
• Blimp Road Boat Ramp — A Request for Proposals (RFP) will be advertised
February 2014.
• Marathon Airport Customs — Contractor is making revisions to the plans
indicating the airport is an essential facility and will have the signed/sealed plans
available the second week of February.
• Higgs Beach Road — A Request for Qualifications (RFQ) will be prepared
February 2014.
• BPK Park/Higgs scenic Vista — This project has been pulled for review and
revision.
• ADA Compliance Segments 41 and 42--Project is to be re-advertised in January
2014.
• ADA Segment 44- Pedro Falcon Electrical Contractors have completed work on 8
of the 9 sites and is ahead of schedule to complete this phase of the ADA project
this month,prior to the March contract deadline.
• ADA Segments 1 and 2 Combined — Request for Proposals have been advertised
in January with a Bid Opening date of February 13.
• Space Allocation — Implementation of the agreement among Sheriff, Department
of Health, and County Social Services to relocate DOH-Environmental Health
from Gato to DJJ Building on Stock Island; consolidation of Social Services at
Gato; and relocation of DOH Northside clinic offices to Gato with a $70,000/year
17
reduction in DOH outside rent and co-location of Environmental Health and
Building Department permit office in the same building.
• Space Allocation DJJ-Environmental Health-DOH-Social Services - Relocation
of Environmental Health has been completed. Social Services consolidation on
the 1st floor is complete. Planning for the final phase of DOH relocation in Gato
is underway.
• W. Martello Building Renovation - Bert Bender's contract was approved by the
BOCC at the January meeting. Waiting for drawings to go out for RFP.
• E. Martello roof repair- Contract for the roof repair has been received and will be
presented to the BOCC at the February meeting for consideration/approval.
• Bayshore Manor Beam Replacement - SeaTech Inc. was issued an emergency PO
to replace a Roof support beam failure in the dining area of the facility. The
ceiling has been temporarily secured and the failed beam has been removed for
replacement. A full inspection of the facility has been scheduled for February 3.
TECHNICAL SERVICES
Availability of Entire Network - Last Month
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We completed 359 work orders, installed new Comcast circuit at Layton, Stock Island, Long Key
Transfer Station,continued to rolled out new computers, configured the first set of new network
switches, assisted with the rollout of the new IVR system, updated library computers, opened KW
Airport for wireless access by the public, moved more data into the SAN for Alchemy,finished
the deployment new Crystal Reports server„and pushed out Microsoft updates.
18
VETERANS AFFAIRS
Clients assisted:
VA phone calls: 632
Office visits: 340
New clients: 33
Field visits: 11
Benefits Delivery at Discharge: 3
Transportation program:
Transportation calls: 377
Veterans transported: 152
Financial data:
The financial data for the month of January totals $835,139.63 and indicates the amount
of new revenue brought into Monroe County derived from claims filed by the entire
department.
The financial data captured monthly will vary due to the Veterans Administration's
variable time frame in adjudicating awards.
GROWTH MANAGEMENT
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GROWTH MANAGEMENT REVENUE vs. EXPENSES FY 2011) 2012) 2013, 2014
Total Total Revenue Total Revenue Total Total Revenue Total Revenue
Account Number Revenue BUDGETED FYTD as of FYTD as of
FY'11 FY12 FY13 RevenueFV14 Deccmber2012 Deccmber2013
REVENUE
Administrative Engineering 001-000000-341921-SG $19,866 $7,636 $4,125 $7,000 $1,500 $0
Boat Improvement Fund 157-347270-SP/347271-SP $699,750 $674,826 $682,080 $705,000 $92,927 $97,044
BuildingBook/Copy/etc. 180-369001-GM $10,836 $8,283 $14,689 $8,000 $1,651 $7,068
Building-Income fromPermits/Applica 180-322005-SG $2,180,439 $1,928,235 $2,303,328 $2,100,000 $577,718 $746,408
Certificate of Competency/Contractor E 180-322103-SG $18,817 $158,515 $22,6651 $160,000 $8,760 $121,515
Code Compliance 148-341916-SG/148-354001-SG $532,445 $423,630 $488,442 $443,000 $147,799 $164,046
Education Fees-Building 158-322005-SG $24,677 $23,496 $45,799 $0 $5,490 $8,041
Education Fees-Environmental 158-322006-SG $14,254 $14,242 $15,634 $0 $3,200 $5,020
Environmental Mitigafion 160-351400-SP $155,042 $240,275 $128,478 $100,000 $11,491 $197,412
Fire Marshal 148-341906-SG $15,240 $18,188 $26,7751 $25,000 $6,615 $8,632
Flood Review(sub-account of Building180-322005-SG - $0 $0 $7,030 $680
Flood Variance 148-341907-SG $0 $50 $0 $0 $0 $0
Historic Preservation 148-341913-SG $0 $800 $50 $0 $0 $0
Impact Fees 130-131-132-133-134-135-136 $163,363 $165,601 $0 $0 $24,808 $48,810
Conservation Land Purchase(ROGO Bi 158-341905-SG $0 $0 $0 $0 $0
Marine Resources 157-62613-343700-SP/157-00000 $3,079 $1,300 $0 $0 $0 $0
Planning Admin/Research/Copy/etc. 148-369001-GM $295 $1,979 $896 $0 $80 $233
Radon/DCA 180-341904-SG $26,526 $23,780 $31,160 $26,500 $7,978 $9,767
Recovery/DBPR 180-341908-SG $26,551 $23,780 $31,099 $26,000 $7,978 $9,767
Wastewater 310-000000-325100-GM $0 $561,067 $555,000 $9,673 $20,009
Zoning/ROGO/Environmental 148-341905-SG $471,4011 $425,308 $511,695 $480,0001 $105,419 $199,124
Total $4,362,5811 $4,139,924 $4,867,982 $4,635,5001 $1,020,116 $1,643,575
EXPENSES
Total Actual Total Actual Total Total Expenses Total Expenses
Fund-Cost Center Expenses Expenses Total Actual BUDGETED FYTD as of FYTD as of
FYI FY12 ExpensesFY13 ExpensesFY14 Deccmber2012 Deccmber2013
Boating Improvement-County$ 157-62613 $106,379 $248,216 $352,3051 $426,970 $56,761 $16,013
Boating Improvement-State$ 157-62520 $364,167 $218,771 $245,441 $1,706,013 $9,165 $24,700
Building Dept. 180-52502 $2,351,380 $2,208,997 $2,133,467 $2,623,920 $438,475 $389,328
Code Compliance 148-60500 $995,330 $1,045,479 $1,236,940 $1,397,326 $250,219 $209,654
Comprehensive Plan 148-51000 $240,249 $202,756 $127,921 $270,000 $0 $1,535
Environmental Resources 148-52000 $295,142 $355,116 $440,9181 $592,251 $89,883 $80,538
Environmental Restoration 160-52002 $158,229 $120,893 $141,751 $174,246 $23,770 $13,376
Geographic Info.(GIS) 148-50002 $168,827 $172,444 $170,288 $202,049 $64,154 $58,067
GrowdiMgmt.Admin. 148-50001 $909,891 $434,698 $397,252 $733,923 $64,154 $58,067
Planning 148-50500 $1,052,377 $1,182,900 $1,250,154 $1,239,450 $239,692 $193,189
Planning Commission 148-51500 $81,844 $76,030 $73,8751 $81,000 $17,597 $18,314
Total 1 $6,723,815 $6,266,3001 $6,570,3121 $9,447,148 $1,253,870 $1,062,781
Difference Revenue vs.Expense) 2,301,234 2,122,3°7 722 332 21 242 232°7'
20