Item O1MEMORANDUM
Office of the County Administrator
TO: Board of County Commissioners
FROM: Debbie Frederick
Acting County Administrator
DATE: April 11, 2008
SUBJECT: County Divisions' Monthly Activity Report for March, 2008
MONTHLY ACTIVITY REPORT — MARCH 2O08
KEY WEST AIRPORT
The new McCoy Passenger Terminal complex phase one is coming along
well. Completion of the new building is scheduled for June. After that, we
will begin the remodeling of the existing building which should be
complete later on this fall. We are now having project meetings every two
weeks as we approach the transition from the old building to the new
facility.
Plans and specifications are almost complete for the other major project
here at the Key West International Airport, the construction of new
Runway Safety Areas (RSA). The FAA has accepted our application for
more than $9 million in federal funds for the project, and they tell us that
they have submitted a request to program the funds. Bids will be opened in
May and we hope to begin construction this summer.
We hosted a Boeing Business Jet (BBJ) for two days in March. This
aircraft is a non commercial version of the 737. It took up one and a half
airline parking spaces on our ramp, so it was a challenge to work around it
while it was here, especially when it developed engine trouble that delayed
its departure for ten hours.
Revenue for March 2008: $450,601.75
Expenditures for the same period: $147,783.91
Percentage of budget spent year to date: 51%
Website updates this month included new phone numbers for the airport
and airport personnel, and the addition of Gator Air to our Airlines
Information Section.
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HOUSING & COMMUNITY DEVELOPMENT AND
MARATHON AIRPORT
• Division Director of Housing and Community Development completed the Florida
Housing Coalitions core curriculum for housing professionals in Florida.
• Continuing work on various current and proposed affordable and workforce housing
projects; processing of various housing -related ordinances including: Workforce
Housing and Essential Services Personnel Definitions; Lawfully Established and
Equitably Vested Resale Price Definition; Maximum Initial Sales Price for
Affordable Housing Definition; and Deed -Restricting Existing Market Rate Units as
option for meeting hiclusionary Housing requirements.
• Coordination with Workforce Housing Task Force and other interested parties
regarding state legislative efforts that encourage, expedite and incentivize affordable
workforce housing.
• Coordination and assistance: to Gorman & Company, Inc., for development of
affordable workforce housing parcel at US I and Burton Drive, Tavernier; to Caya
Place, LLC to reserve 16 affordable allocations for workforce housing units on Big
Pine Key; to Stock Island commercial property owner interested in developing
employee housing units; to Habitat Upper Keys for affordable allocation reservation
for Harbor Shores property, to Seagrape Apartments regarding SWFMD permit,
ground lease amendment, conservation easement, and status of conditional use and
building permits; to Habitat for Humanity of Key West & Lower Keys and Habitat
for Humanity of the Upper Key for ground lease preparation for developments on Big
Coppitt & Cudjoe Keys and Mandalay, Key Largo respectively.
• Coordination with Housing Authority regarding CDBG Agreement; SHIP program
and LHAP requirements. Reviewed and started preparing for changes in SHIP rules,
statutes and program mandates.
• Gator Air daily commuter air service to Ft. Lauderdale began on March 7, 2008
• Discussions are on -going with Cape Air for daily s
2008. ervice to Ft. Myers starting Fall
• Coordination on -going with FAA regarding Airport Layout Plan update and approval
for a Runway Extension.
• Preparation of revisions to airport security plan, certification manual and emergency
plan are near completion.
• Budget reduction initiative FY-2008 is on -going.
• Development of the airport's and division's web pages is on -going.
EMPLOYEE SERVICES
I. WEBSITE UPDATES (other than normal position vacancy updates, etc.):
Benefits:
KPHA Provider Directory Updates
EAP quarterly newsletter posted
Human Resources:
Updated 3 job descriptions
2
II. TURNOVER NUMBERS TO DATE:
March Turnover: 1.17% Turnover to date 2008 5.85% Turnover as of March
2007: 3.01%
2
Of these numbers: 5-were
years.
III. ACTIVITIES:
4 I Retired: none Deceased: none
less than 3 years and I employed between 3&5
• Division Director and Administrators attended Government Going Green
Symposium.
HUMAN RESOURCES
■ IAFF Negotiations in Marathon
• 12 unemployment claims processed.
• Scheduled EAP workshop "Dealing with Negativity".
■ Held interviews to fill position (part-time) of Staff Assistant.
SAFETY
■ Investigations: Card Sound, Gato Building fire alarm.
• Inspections: Steps -Joe London Fire Rescue Facility, UK Parks: Key Largo &
Sunrise, Fuel Pumps, Harvey Center, KW Library.
• Coordinated and facilitiated `Government Going Green' symposium. Over 70 in
attendance.
• Coordinating Defensive Driving classes for County personnel.
RISK
• Scheduled and held Gato Building Blood Drive. 4 donors.
BENEFITS (GROUP/WORKERS COMP)
• Administrator conducted Audit with PGCS — Third Party Administrator for Wkrs
Comp.
■ Attended quarterly KPHA meeting (DD & Sr. Administrator). Budget Director
also attended.
IV: Provided as separate monthly reports:
■ EXPENSE & REVENUE Analysis of Division budgets
BUDGET & FINANCE
OMB
• Continued work on current year revenue estimates. Revised numbers based on
Department of Revenue reduction in estimated distributions for Fiscal Year 2008
• Preparation for Fiscal Year 2009 budget development
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• Set up budget system for Fiscal Year 2009 database
• Analysis of current year expenditure trends and forecast for year end Fund
Balance figures
• Begin process for compliance with Governmental Accounting Standard's Board
(GASB) statement 45 regarding Other Post Employment Benefits (OPEB) which
is required to be reported on the Board's Financial Statements for the period
ending September 30, 2008
• Continued data collection for the County's Full Cost Allocation Plan.
• Responded to the Auditors comments for the Comprehensive Annual Financial
Report presented to the Board by the Clerk of the Court.
Grants Administration
• Submitted six requests for reimbursement totaling $990,818.00 on Hurricanes
Katrina and Rita closeout projects.
• Worked with FEMA and State representatives and completed closeouts of three
debris project worksheets in Hurricane Rita. These involved a complete review of
expenses by FEMA/State, and final accounting of expenses and revenue.
• Updated lists of all transactions posted to hurricane cost centers and matched
them to project worksheets to seek reimbursement. Obtained copies of purchase
orders, invoices, etc., and matched with posted transactions, then matched with
project worksheets.
• Processed two payments of Federal Highway Administration funds totaling
374,834.00 for Hurricanes Dennis and Rita debris removal projects.
• Scheduled May Human Services Advisory Board funding meeting; notified
applicants and interested parties and hosted technical assistance workshops in
lower, middle, and upper keys.
• Worked with members of Mental and Substance Abuse Policy Council and
subcommittees; served on budget/match subcommittee. Discussed in -kind match
with Sheriff's Dept. Prepared agreement with Monroe County Sheriffs Dept for
grant responsibilities. Reviewed draft job description for program manager.
• Assisted with preparation of, and submitted application on grants.gov, for Key
Deer Habitat Protection project; worked with Charlene Wylie of Growth Mgt.
Dept.
• Assisted in preparation for, and attended, CPM "Going Green" symposium.
Purchasing
• Total purchase orders processed 266
• Total orders placed for departments 71
• Total orders entered for departments 64
• Office Depot orders processed 55
• Staples Orders processed 2
• Bid Openings 4
• Bids Processed 2
• Bid Addendums entered 4
a
• Contracts Reviewed 24
• Purchase orders voided 12
• Pieces of mail processed 1283
COMMUNITY SERVICES
ADMINISTRATION
• Community Services Division (CSD) administration budget is currently at 56.2%, plus
16.20% encumbered and will be expended on a monthly or as needed basis.
• Focus on preparation for response to CCE and CCDA RFPs and other funding issues.
SOCIAL SERVICES DEPARTMENT (SSD)
In -Home and Nutrition Services (INNS)
OAA, Older Americans' Act Programs: (Information in this section is for the period
2/21/08 — 3/20/08).
• Nutrition
➢ C-1 Congregate Meals produced 1248 units, 20 units under the monthly goal.
This was due in part to the temporary closure of the Big Pine meal site; units
attributed to Big Pine clients dropped from 171 to 107. Also, the seasonal clients
are already leaving from the other sites. However, the increase in the cost per
meal when effective is likely to result in a decreased monthly goal for the rest of
this year.
➢ C-2 Home -Delivered meals produced 2931 units, continuing to overachieve even
though the number of units continues to decrease. There is a waiting list for all C-2
referrals, except for those clients who are terminally ill or are referred by Adult
Protective Services.
• In -Home Services
➢ III-B Screening and Assessment: 8 units this period, 7% achieved, 17.99%
underachieved, due to assessments not being due yet. This figure will improve as the
year progresses.
➢ III-B Homemaking: 51 units this period, 14% achieved, 10.99% underachieved, due
to two clients in the hospital and in rehabilitation. 53 clients on the waiting list.
➢ III-B Personal Care: 88 units this period, 29% achieved, 3.6% underachieved, due to
two clients in the hospital and in rehabilitation. 10 clients on the waiting list.
Overall, 20% of III-B funds have been spent, which represents a 4.99% underachievement.
➢ III-E Facility Respite: 475.25 units this period, 21.39% achieved, 3.6%
underachieved, up from 4.66% underachieved last month.
Non-OAA Programs:
• CCDA (Community Care for Disabled Adults) for February 2008:
E
➢ Case Management: 14 units for the month were produced; 91 units year-to-date.
➢ Homemaking: 88.75 units for the month were produced; 672.5 units year -to date.
➢ Home -Delivered Meals: Monthly units were 155 meals; 1140 meals year-to-date.
➢ Personal Care: Monthly units were 19; 227.5 units year-to-date.
➢ Overall Program Achievement is 53%. This is 13.64% underachieved, due to
CCDA restrictions.
• CCE (Community Care for the Elderly) as of February 20, 2008:
➢ Case Management: 74.5 units for the period and 1044 units year-to-date. 51.2 %
achieved year to date, 15.44% underachieved. There are 76 clients on the waiting
list.
➢ Homemaking: 727.25 units for the period and 4701 units year-to-date. 92.59%
achieved year to date, 25.95% overachieved. There are 70 clients on the waiting
list.
➢ Personal Care: 485.5 units for the period and 3864 units year-to-date. 55%
achieved year to date, 11.64% underachieved. There are 12 clients on the
waiting list.
➢ Respite: 109 units for the period and 743 units year-to-date. 33% achieved year
to date, 33.64% underachieved. There are 5 clients on the waiting list.
➢ CCE overall is at 60% achievement which puts the program at 6.64%
underachievement. This is due to direct service staff being required to take excess
vacation time before April 15`. We expect that the addition of Visiting Nurses
services will help reduce the underachievement percentage.
• ADI (Alzheimer's Disease Initiative): 203 units were produced in the period
ending 2/20/08, and 1962.5 units year to date. 71.57 % achieved, 4.93%
overachieved. The percentage of overachievement continues to decline.
• HCE (Home Care for the Elderly Program): 5.25 units were produced in the period
ending 3/20/08. Year-to-date units produced are 194.75. Year-to-date spending
levels are at 73.2%, just below the 75% goal.
Monroe County Transit (MCT)
• One-way trips provided: 2,603; Unduplicated clients served: 290; Special Needs
Clients registered: 320
• A Revised 5316 FDOT Grant Application that includes FY 2009 FDOT grant
money will be submitted to FDOT after BOCC approval. If approved by both the
BOCC and FDOT, the grant will allow MCT to purchase between 6 -12 mobile
data terminals (MDT's) & the proprietary software at 80% Federal funding, 10%
State funding and 10% County match ($12,367). The actual purchase would take
place sometime in FY 2009.
• Deposited Revenue: $3,008.00; Expenditures: $49,448.67; Percentage Spent
Fiscal YTD: 54.15%
Community Support Services (CSS) / Compliance
• In March 2008: 14 new welfare cases; 206 office visits; 5 home/field visits; 1,599
phone inquiries
0
• 163 unduplicated welfare client households; 6 new EHEAP cases; 14 Home Energy
and 17 Crisis Low Income Home Energy Assistance Grant ; Program cases totaling
$5,633.74
• 53 cases were peer reviewed by staff
• 5 social workers spent 3 days in Miami for the DOEA (Aging for Alliance Training).
Staff will also be doing In -Home -Service Intakes, visiting clients at home, and
assessing their current situations for assistance.
Bayshore Manor (BSM)
• BSM census is 16 residents; five private pay and 11 subsidized residents.
• BSM provided 475.25 hours of OA3E respite care and 9.25 hours of Medicaid Waiver
respite care this month. BSMr has three OA3E clients and one Medicaid Waiver client
at this time.
• Current wait list: There are two clients with completed applications at this time.
• Revenue for February 2008: $37,318.75; Expenditures: $39,234.55; Percentage of
budget spent year to date: 47.92 %
EXTENSION SERVICES
• Number of services provided: 446 phone calls, 33 office visits, 28 visits to clients, 10
group teachings with 103 people in attendance, 6 media submissions, and 784 bulletins
distributed.
• Total Budget for FY 07/08: $188,351.00 (reduced from $238,720.00); Year to Date
Expenditures and Encumbrances: $139,830.28; Remaining Balance: $48,520.72;
Percentage of budget spent and/or encumbered year to date: 74%.
• Extension Director hosted a Coral Public Hearing Workshop on proposed regulations of
staghom and elkhom corals to assist the public in understanding the potential
consequences on local users and to help people prepare for the formal public hearing,
which was held later that evening.
• Environmental Horticulture Agent provided a horticultural education booth, with rain
barrels and composting information, at the Windley Key State Park Native Plant Sale
along with 13 Master Gardeners. Forty-nine people visited the booth and 51
publications were distributed. Agent also provided a greening education booth, with
rain barrels and composting information, at the "Government Going Green"
Symposium. Eighteen people visited the booth and 30 publications were distributed.
• Family & Community Development Agent received training in Advanced GHG
Inventory in an effort to support the Monroe County "Government Green Process."
This training outlined why knowing what the local government and community
emissions are is an important first step toward GHG reduction. The training was held
with a representative from ICLEI - Local Governments for Sustainability and focused
on using ICLEI's Clean Air and Climate Protection Software (CACP) and the concepts
necessary to begin working with the software to complete a GHG emissions inventory
for Monroe County government.
i
• Library activity continued to show increases over the past: February circulation
reached 37,600 items, 3% higher than last year's total for the same month and 18%
higher than 5 years ago; 12,681 public access computer sessions were provided to our
patrons in February, up 1% from last year; additionally, onsite wireless use continues
to be a popular feature with locals and visitors alike, both during service hours and
outside, as our "hot spots" draw users at all hours. 400 new library cards were issued
in February, bringing the total of Monroe County Library cardholders to 44,369—a
significant percentage of the County population.
• Reference questions totaled 6,926 for the month, and Library customers numbered
57,343, an increase of 4% over last February.
• Use of the library's web -delivered Horizon Information Portal (HIP) continues to break
all previous records: In February, 24,676 HIP searches were performed for books,
DVDs, music and children's materials. This is a 50% increase from February 2007.
Recent enhancements to the HIP resource include a Music & Movies page, reading
recommendations, and more user -centric instructions and examples.
• Budget usage is proceeding on schedule, with all discretionary purchases being
carefully considered and prioritized. The cost of materials continues to be spread
among the budget funds, State Aid grant money, and donations from Library
supporters.
GROWTH MANAGEMENT
REVENUES*
NUM,*l stimate for ear Year to Date
Estimates & Permits $2,843,625 $1,490199
s $560,000 $315,347
& Forfeits $80,000 $42,013
* These are the primary, customer driven revenues and do not include the revenues obtained by taxes etc.
EXPENSES
EMERGENCY SERVICES
M
Fire Rescue
• Attended and received approval at the BOCC meeting March 19 to schedule a
public hearing regarding the fire assessment fee.
• Met with Sheriff Rick Roth on March 11 to discuss the transition of the
emergency communications system from 400 to 800 MHz and other issues of
mutual interest.
• Chief Callahan was appointed Acting Fire Chief at the Division Director's
meeting on March 13, effective March 12.
• Met with Community Development on March 18 regarding Fire Marshal user fees
for permitting and plan review.
• Attended two IAFF strategy planning sessions with county staff negotiating team.
Fire Marshal
• Reviewed 40+ commercial plans for adherence to building and fire codes and 44
plan revisions.
• Attended ongoing project meetings and plans inspections for Murray Nelson
Center, Lime Tree Resorts, and Conch Key Fire Station 17.
• Conducted a hands-on lesson of the fire protection system installed at Hawk's
Cay with all Conch Key Station 17 crews. A fire and life safety drill was also
conducted for Hawk's Cay employees with the assistance of the Conch Key
Station 17 crews.
• Monroe County Public School fire and life safety inspections were completed.
• Big Pine Key Fire Station 13 plans completed and forwarded to the building
department for review.
Fire Academy/Training
• Turbo Drafts in-service training scheduled. Units to be placed on front-line fire
engines this month.
• Fire Academy repairs begin this month, with anticipated completion in June.
• Firefighter I and Firefighter II curriculum changes received from the Florida State
Fire College. MCFR Training Division working towards compliance.
• Aerial ladder training for career and volunteer personnel was completed, and
Ladder 9 was placed in service at Big Coppitt Key Fire Station 9.
Emergency Management
Attended Mass Migration meeting with ESF 4 and ESF 8 emergency personnel.
Attended a South Florida Regional Planning Committee meeting regarding
regional evacuation issues.
Reviewed and approved three emergency plans submitted by Midcare, Inc., Cobra
Medical Equipment, and Fisherman's hospital.
• Reviewed the State scenario for the upcoming 2008 Statewide Hurricane
Exercise.
• Reviewed and brought up to date all MOU's, mutual aid agreements, emergency
plans, and administrative instructions.
Trauma Star
• Air Medical Chief assisted with teaching National Registry EMT refresher course
for MCFR personnel.
• Flight nurses taught medical training component of MCSO annual training for law
enforcement and correctional staff.
• Flight nurses provided first aid training for community.
• Ongoing coordination with Ryder Trauma Center concerning patient outcome
feedback and Quality Assurance activities.
• March 2008 Trauma Star statistics: Total calls = 24; Total transports = 21 of
which 15 were trauma related and 6 were interfacility.
PUBLIC WORKS
• Ordered a brake lathe which should enable Fleet to save $4K to $5K annually
■ Completed disposal of Marathon Airport's abandoned fuel tanks
• Completed repair work at Big Pine Community Park deputy residence
■ Continued analysis of our sewer systems and modification requirements,
including cost estimates to meet State law mandating 2010 compliance
• Researched cost estimates to operate the upcoming Freeman Justice Center, Big
Pine Community Park and Murray Nelson Government Center
• Pollution Control collected over 45 tons of debris from county rights of way,
11,600 lbs of brush which the Invasive Exotic Techs removed from the Upper
Keys, 3,760 lbs of debris from Marathon Public Works yard, and 2,080 lbs of
debris from Laurel Avenue on Stock Island
• Household Hazardous Waste program picked up 40 free barrels for use in bulking
paint, and is anticipating a shed clean-up at the end of May to be ready for
hurricane season
• Installed new plumbing fixtures at Tavernier Fire Department
■ Installed wireless antennae at the Spottswood Bldg. and the Courthouse for Tech.
Services
• Removed graffiti at Courtroom A on three separate occasions
■ Replaced net at KL Park tennis court #1 and 50 light bulbs in score boards
• Completed trench drain and paved Forrestal Avenue, Big Pine Key
• Completed grade adjustment of Sandy Circle, Big Pine Key
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Key West International Airport
• New terminal interior drywall and painting complete; underdeck parking and
concrete columns and beams waterproofed and painted; sewer lines connected.
• Elevator installed started; fire sprinklers complete on new terminal and lower
parking.
• Elevated parking and entry ramp work continues.
Key Deer Boulevard Road Project
• Site work begun and vegetation being cleared.
Card Sound Road Bridges
• Tubby's and Saunders Bridge are complete; Steamboat Creek Bridge rip -rap is
complete.
• Contractor scheduled to complete remaining work on Card Sound Road Bridge by
May 5, 2008.
Medical Examiner's Facility
• Stucco on both buildings complete; exterior painting beginning.
• Power cables, generator and fuel tank are installed, ready for connection.
• Laboratory building specialties (coolers, sinks, etc.) installed.
• Wetlands Mitigation bid documents are prepared waiting for legal sufficiency.
Big Pine Key Park and Community Center
• Exterior Hardie board siding being applied to Community Center.
• Tennis courts, roller-hockey/basketball court are striped and nearly complete;
bocce and shuffleboard courts are complete; baseball field nearly complete;
playground is installed waiting for inspection; skate park construction complete
and waiting on equipment installation.
• New fencing being installed.
Wastewater
• Community Development Block Grants — staff researching application and
administration process to determine if grant used to help fund sewer connections
can be administered by staff or if outside administrator will be needed.
• Cudjoe-Summerland-Upper Sugarloaf — proposal developed by staff and FKAA
to combine treatment with hot spot areas from Big Pine through Lower Sugarloaf.
ILA amendment being prepared for April BOCC meeting.
• Preliminary design report for Cudjoe-Summerland-Upper Sugarloaf collection
system reviewed by staff in order to provide comments to FKAA.
• GIS maps being created for service areas of South Lower Keys and Middle Lower
Keys; Middle Lower Keys preliminary design service areas; Stock Island parcels
connected to central wastewater treatment system; and DEP package plants from
Wastewater Master Plan.
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TECHNICAL SERVICES
• As a team we completed 261 work order requests in March.
• Added Marathon -Airport and Sherriff's Special Ops to Metro Ethernet.
• Purchased and rolled out new antivirus software.
• Prepared for the Pentamation upgrade, updated several database applications.
• Updated Commissioner Di Gennaro's intranet home page.
• Developed group policy for workstation shutdown project.
• Installed wireless links in Plantation Key, etc.
VETERANS AFFAIRS
CLIENTS ASSISTED:
NEW CLIENTS ASSISTED:
FIELD VISITS
BENEFITS OF DISABILITIES BEFORE DISCHARGE
VAN CLIENTS TRANSPORTED:
(to the VAMC, Miami as well as
other Miami area hospitals, without
incident)
The Veterans Affairs Department:
1646
71
13
6
165
The financial data for the month of March $223,076.00 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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