Item R1
M E M O R A N D U M
Office of the County Administrator
TO: Board of County Commissioners
FROM: Debbie Frederick
Deputy County Administrator
DATE: April 3, 2012
SUBJECT: Monthly Activity Report for March, 2012
______________________________________________________________________________
MONTHLY ACTIVITY REPORT MARCH, 2012
KEY WEST AIRPORT
In March, passenger figures for February were compiled. During that month, the six
airlines serving Key West International Airport carried a total of 67,862 passengers.
This is a 21.4% increase over February of 2011.
The Director of Airports attended an Air Service Conference in Tampa. He was able
to sit down one to one with not only all of the air carriers that serve EYW, but also
other airlines that have an interest in Key West International Airport.
On March we hosted the monthly meeting of the Key West Attractions Association in
the Conch Flyer Restaurant. They requested and received a presentation on what was
happening at the airport.
We continue to serve as a joint use facility (civilian/military) here at KWIA. In March
we were the base of operations for Army Chinook Helicopter operations and we had
an RON (Remain Over Night) visit from a Canadian C-130.
MARATHON AIRPORT
Service Road Landscaping: Purchase Order issued for installation of 72 Sabal
Palms
located on the southeast end of the airport has been completed.
General Aviation (GA) Security Plan update has been approved by Aviation
Division, Florida Department of Transportation and transmitted to distribution
list.
FAA Airport Improvement Program & FDOT Joint Participation Agreement
(JPA) Projects:
Wildlife Hazard Assessment Project: Pending receipt of final report
Environmental Assessment Project Preliminary Draft Report associated with the
runway relocation proposal: Pending FAA review & comments
Passenger Terminal Sewer Lateral Design & Construction Project: Pending
receipt of plans and specifications for bidding
Emergency Generator/Chiller Switch Gear Project: Pending clarification of
1
written price quotes
Remove Obstruction R/W 25 Project (Design): Pending issuance of task order
with Jacobs Project Management Co.
Customs User Fee Facility Initiative: Design of reduced scope floor plan
Remove Obstruction R/W 25 Project (Lease Buyout): Pre-application
submitted to FAA
EMPLOYEE SERVICES
I. Website Updates (other than normal position vacancy updates, etc.):
Benefits:
Monthly newsletter Wellness & EAP
Human Resources:
Revised 2 job descriptions
II. Turnover Numbers To Date:
March 2012 Turnover: 1.54% Turnover to date: 4%
Resignations: 5 Terminations: 1 Retired: 2 Deceased: 0 Layoffs: 0
III. HUMAN RESOURCES
EEO Compliance Webinar
Pre-Determination Hearings 1
Annual Drug, Sexual Harr, VIWP employee Training notices
Discipline guidance checklist for supervisors created and distributed
Sick Leave Pool enrollment notices distributed
Updating Spanish presentation for Sexual Harassment & VIWP
Completed Chamber of Commerce survey
Unemployment claims: 1 denied, 1 granted/appeal filed
Accepting nominations for Grievance Council
Applications: Referral information:
New applications 75 Newspaper 9
Re-submittals - 18 Employment Agency 1
In-House submittals 16 Friend 19
Total 109 Relative 1
Walk-in 6
Channel 76 0
Internet 60
Other - 13
Total - 109
Risk
RFP for Public Adjuster advertised
Benefits (Group/Workers Comp)
Memo to employees/retirees re: Opting Out, Special enrollment.
2
WC EMI Audit findings complete
Safety
Met with new Fire Extinguisher vendor to review inspection schedule with newly
revised facility list
17 Accident/Incident reports
BUDGET & FINANCE
Budget Analysts:
Prepared, Reviewed and Posted Budget transfers -151
Prepared and Posted Resolutions 35
Reviewed Contract Summaries: 33
Processed invoices & sent to Finance: 11
30
Created Agenda items: 3
Incoming mail - 61
Outgoing mail 78
Prepared and compiled March 2012 agenda packet.
revenue collection.
Processed and submitted to Finance Key Largo EMS & Ambulance Jan12 salary
reimbursement.
Processed Timesheets for signature and submitted to Payroll
Reviewed, compiled back-up and processed Jan12 Pcard balance and February
2012 billing statement.
Processed the approved March resolutions and forwarded to CAY for legal
sufficiency .
Processed Airport Fund transfer memo and submitted to Finance.
ch travel reimbursement request.
Attended 4 day GFOA Budget Analyst Training Academy in Chicago
Reviewed 51 Staff Assistant applications, interviewed 5 candidates, sat in 2
second interviews and called reference checks
Cost Allocation: Setup interview schich
nd
begins Monday, April 2) Informed participants of what forms that KPMG needs
filled out (mostly same forms as FY09 CAP) Forwarded to KPMG the reports
that have been submitted to date. Completed 2 of 4 reports requested for OMB
FY13 Budget: Made sure that the FY12 Adopted, Amended and YTD Actuals
(revenues and expenditures) were downloaded and balanced in the FY13 GovMax
database. Reviewed and updated budget instructions, assumptions and directions.
FY13 budget packet was handed out at Division Directors meeting on March
29th. Once the BOCC approved the FY13 Budget Timetable, I sent them out to all
Constitutional Officers, Municipalities, Division Directors and Department
Heads.
Grants:
3
HSAB 2013 Funding announcement and application: Application cycle is open
until April 25, 2012. Notice of Funding Availability was advertised and
distributed by email to all contacts. Application/Attachments and Instructions
have been made available and were distributed by email to all contacts, and
continue to be distributed upon request. Fielded questions related to SAMH
funding request by GCC.
Legislative affairs: Monitored various pending legislation with potential impacts
for County (wastewater, permitting, Medicaid, DOH, military coordination, etc.)
th
Session ended March 9. Monitored passed and failed legislation, monitored
Governor vetos of passed legislation. Report to Commissioners. Ongoing
discussions/emails.
2012 HSAB and BOCC line items contracts: Processing invoices, regular
monitoring, collecting required documents, processing certifications; addressed
compliance requirements with several entities.
HSAB website information: Continuing to establish links on Grants page to
applications, submissions, funding amounts, etc. and other HSAB
information useful to the public.
Strategic Plan: Completed Strategic Plan Appendix (analysis of feedback from
meetings and surveys.) Discussed with County Administrator, Deputy County
Administrator, HR Director, the draft SP, Action Plan templates, and coordination
with performance plans and staff evaluations. Attended training on GovMax
related to Strategic Planning and inputting of SP priorities, core services,
performance measures and indicators.
2012 State FDLE JAG County grants: Regular monitoring; quarterly reporting
2012 RSAT County Grant: Regular monitoring; quarterly reporting
2011 Federal JAG Drug Court grant: Regular monitoring; quarterly reporting
2011- monitored activity; reviewed
invoices; completed drawdown requests.
State DCF Criminal Justice Mental Health Substance Abuse Implementation
Grant : Continued monitoring of grant and match expenditures;
review match spreadsheets from partners; reviewed/approved invoices; attended
monthly council meeting.
eCivis Grants Management Software: Attended a second training.
State Department of Economic Opportunity: Represented Monroe County in
State-wide strategic planning conference in Miramar, Florida.
Purchasing Department:
Estimated Totals for the month of March 2012 are as follows:
Total purchase orders processed 320
Total orders placed for departments 75
Total orders entered for departments 77
Office Depot orders processed 68
Staples Orders processed 2
We opened 6 bids and processed another 3 which was average from the previous
months. Addendums entered 5, contracts reviewed 29, and bills paid 9, and voided 15
purchase orders. We also processed 1629 pieces of mail which was average from
previous
4
months.
COMMUNITY SUPPORT SERVICES
In-Home And Nutrition Services (IHNS)
OAA, Older Americans Act Programs:
Nutrition (Information in this section is for the period 2/21/123/20/12):
C-1 Congregate Meals totaled 1585 units this period, 410 units over goal. We
should start to see the meal site attendance level off in the coming months. C-2
Home Delivered Meals totaled 2679 units, slightly under the monthly goal of
2752 units. New clients continue to be signed up to reduce the underachievement.
In-Home Services (Information in this section is for the period 1/21/122/20/12
beginning of the contract year):
III-E In-Home Respite: 172 units this period, 280 units year-to-date, 21.58% year-
Î
to-date-achieved, 4.91% overachieved. III-E Facility Respite: 295 units this
period, 395.75 units year to date, 19% year-to-date achieved, 2.33% overachieved.
No new clients are being added at this time.
Non-OAA Programs:
CCDA (Community Care for Disabled Adults) for February 2012:
Case Management: 11.75 units for the month were produced; 107.5 units year-to-
date.
Homemaking: 200 units for the month were produced; 1204.75 units year-to date.
Home-Delivered Meals: 155 meals for the month were provided; 885 meals year-
to-date.
Personal Care: 113 units for the monthly were produced; 464 units year-to-date.
Overall Program Achievement was 58.93%, 7.73% underachieved year-to-date.
CCE (Community Care for the Elderly) for the period 1/21/122/20/12:
Case Management: 61.5 units for the period and 288.25 units year-to-date. 40%
achieved year-to-date. There are 191 clients on the waiting list.
Intake: No units achieved and 14 units year-to-date. 39% achieved year-to-date.
Chore: 0 units achieved and 0 units year-to-date.
Homemaking: 496 units for the period and 3823.5 units year-to-date. 78%
achieved year-to-date. There are 155 clients on the waiting list.
Personal Care: 371.75 units for the period and 2677 units year-to-date. 90.95%
achieved year-to-date. There are 70 clients on the waiting list.
Respite: 52.5 units for the period and 292 units year-to-date. 72% achieved year
to date. There are 27 clients on the waiting list.
CCE overall is at 76.69% achievement, 10.01% over the target achievement level.
During the reporting period we closed out one emergency case which was responsible for
some of the overachievement. We are not adding new clients and will continue trying to
reduce the overachievement by attrition.
2/20/12: 207.25 units were
produced in the period and 1546.25 units year to date. 65.48% year-to-date achieved, 1.2
% underachieved. There are three clients on the waiting list.
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HCE (Home Care for the Elderly Program) for the period 2/16/12 3/15/12: 7.75 billable
units this period, 106.75 billable units year-to-date. 40.25% year-to-date achieved,
34.75% underachieved. We have requested additional clients from the Aging Resource
Center.
Monroe County Transit
One-way trips provided: 1834
Unduplicated clients served: 239
Special Needs Clients registered: 499
Deposited Revenue: $2,114.75
Expenditures: $55,450.33
Percentage Spent Fiscal YTD: 55.7%
Community Support Services
Incoming calls, provision of information and referrals 1,423
Unduplicated Welfare client households that received service 60
New Welfare cases receiving service 20
Low Income Home Energy Assistance Grant Program cases- 22 $ 4,850.00
Low Income Crisis Assistance cases 79 $10,290.69
Home and field visits 42
Office visits 411
Interesting Community Support Services Updates:
4 home weatherized in March 2012.
Bayshore Manor (BSM)
private pay and 10 subsidized . BSM provided 442.0 hrs of OA3E respite care
and 0 hours of Medicaid Waiver this month. Bayshore Manor has five OA3E
clients. There are two clients on the waiting list.
Revenue for March 2012 $36,838.47
Expenditures for the same period $47,921.84
Percentage of the budget spent year to date 43.92%
LIBRARY
Library usage figures continue to reflect the seasonal increase in traffic and
visitors throughout the Keys as well as the increase in Library onsite service
hours:
the same month; this is a strong indication of the result of the Libraries restoration
of Monday hoursour patrons are appreciating and making good use of the extra
hours of service
44,365 Library customers made use of our onsite services, 11% higher than a year
ago
Library staff answered nearly 10,000 reference questions from customers in the
course of the month, an increase of 25% over the number for the same month last
year. The number of questions answered via e-mail IM, and texting came in at
double that of that month a year ago, again demonstrating the growing popularity
and use of our online reference services
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294 new Library cards were issued in the month, bringing the total of Monroe
County Library cardholders to 48,662, more than half the County total population
(this was despite a purging of inactive patron records)
8,700 public access PC sessions were provided to the public in February, which
was an increase of 25% over the previous year, while the use of our wireless
service continues to attract customers into our branches as well as to prime
the Libraries are closed.
The restoration of Monday hours at all Library branches began in late January,
and in February a significant impact was seen on Library services: in just the three
Mondays of that month (there was one Monday holiday), Library staff welcomed
over 5,000 visitors. While this was the peak of the winter season, the overall
impact of additional Library usage on an annual basis can easily be predicted as
being significant in demands on staff and services
Our fiscal year is well underway, and Library spending is on pace with the year;
the first of two payments of the State Aid to Libraries Grant for this year has been
received, and it is expected that the major portion of these funds will be used to
electronic materials for all five
branches.
EXTENSION SERVICES
Number of services provided: 414 phone calls, 46 office visits, 9 visits to clients,
28 group teachings with 1006 participants, 5 media submissions, and 490
publications distributed. Total Budget for FY 11/12: $189,306.00; Year to Date
Expenditures and Encumbrances: $143,278.54; Remaining Balance: $46,027.46;
Percentage of budget spent and/or encumbered year-to-date: 75%.
The Extension Director accomplished the following activities:
Participated in the monthly NOAA SE & Caribbean Climate Change Extension
and Outreach Community of Practice conference call to organize the June 2012
Workshop.
Organized and assisted with the Monroe County Climate Change Advisory
Committee meeting, where a discussion took place regarding the Solid Waste
Element with County staff Rosa Washington and Colleen Murphy. The Draft SE
Florida Regional Climate Action Plan was reviewed to identify linkages with the
eration for
inclusion in the County plan.
Successfully presented the Energy Efficiency and Conservation Strategy Report
to the BOCC for approval at the March 21 meeting.
Participated in a Florida Sea Grant Climate Change Working Group conference
call to discuss the upcoming Extension Summit and how climate change issues
can be
integrated into other programs.
Attended the three-day University of Florida Extension Long Range Planning
Summit in Gainesville to help identify statewide priorities based on county-level
listening
7
sessions held last year.
Participated in two webinars for the Gulf of Mexico Fishery Management Council
as a working group subset of their Scientific and Statistical Committee to review
the Acceptable Biological Catch Control Rule and to suggest improvements in the
process for establishing fishery quotas.
The Environmental Horticulture Agent accomplished the following activities:
Held two Rugose Spiraling Whitefly workshops; one in Marathon and one in Key
West. A total of 26 people were in attendance.
Rugose Spiraling Whitefly. Twenty-one people attended.
The 2012 Master Gardener Training Class ended with the graduation of 20 interns
who attended a 9-week intensive 60-hour training class of environmental
horticulture topics and took a 100 question exam. The interns need to complete 75
volunteer hours to become active Monroe County Master Gardeners.
Set up a horticulture educational booth at the Windley Key Native Plant Day in
Islamorada. Three Master Gardeners assisted 53 clients.
Set up a horticulture educational booth at the John Pennekamp Native Plant Day
in Key Largo. Ten Master Gardeners assisted 68 clients.
Set up a horticulture educational booth at the Florida Keys Ocean Festival in Key
West. Ten Master Gardeners assisted 320 clients.
Was an advisor to two Key West Tropical Forest & Botanical Garden
horticultural educational programs (Native Plants and Rugose Spiraling
Whiteflies) to educate Key West High School students with University of Central
Florida facilitators. The final Native Plant and Rugose Spiraling Whitefly
educational products developed were a PowerPoint presentation and a tri-fold
brochure. Five Master Gardeners were also involved, helping 20 high school and
college students with the projects.
Held six regional plant clinics with 13 Master Gardeners assisting 25 clientele.
The Family & Community Development Agent accomplished the following activities:
Participated in the NOAA Sea Grant and USDA-NIFA Land Grant Climate
Extension Summit where participants worked to provide leadership and devise
change issues.
Attended the 2012 Florida Keys Day event in Tallahassee to support County staff
and to provide information about Monroe County.
Participated in the Monroe County Climate Change Advisory Committee and
provided staff input.
Presented a Green Office Workshop for County employees at the Gato building
and outlined energy use and strategies for reductions.
EMERGENCY SERVICES
Fire Rescue
Updated additional Monroe County Fire Rescue Standard Operating Procedures
(SOPs) and Forms. March
Fire EMS Training Travel
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-
-
Operations
---
KWIA
Updated ARFF assigned personnel on all recurring training.
Replaced Fire Pump in ARFF 07 (Striker Pumper).
Coordinating with Airport on new dual agent skid unit and a pick-up truck.
Hooked up MCI trailer to power ensuring climate control environment.
Fire Marshal
Developed plans for the installation of new fire hydrants using fire impact fee
funds from FY11-12.
Attended a preconstruction meeting at Ocean Reef for a 35,000 square foot
development.
Reviewed numerous commercial plans for adherence to building and fire codes.
Training
Continued teaching the 235hr State Certified Firefighter II class.
Conducted State Certified 40hr Private Fire Protection Systems I class.
Conducted Stated Certified 40hr Origin and Cause Class.
Firefighters completed 3 online medical courses and 3 online Fire courses.
Attended the Fire Standards Workshop at the Florida State Fire College in Ocala.
Emergency Management
Completed, submitted, all necessary content requirements for Emergency
Management website design.
Conducted Emergency Support Function #3 meeting with Public Works and
Engineering to review all duties and responsibilities required during Hurricane
Season.
Emergency Management Staff attended Basic Sign-language Training.
Coordinated, through FEMA, the provision of Radiological Emergency
Preparedness Train-the-Trainer training, for Monroe County Fire Rescue
Training staff.
Participated in Homeland Security Exercise and Evaluation Program, Florida
Energy Assurance Plan, Region 7 Workshop, Miami-Dade EOC, Miami, Fl.
PUBLIC WORKS
Pollution Control removed 18 tons of debris illegally dumped in County rights of
way and 22.15 tons for other departments: (15,280 lbs. from the Key West
Garage; 14,060 lbs. of exotic brush for the Land Authority; 4,920 lbs. for
Marathon Public Works; 3,680 lbs. for the Road Department; 6,300 lbs. for the
Marathon Airport and 60 lbs. in misc. clean ups)
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·Haz Mat staff collected 55 gallons of paint (latex, oil, stains) and caulking, and
recycled five gallons of paint to a homeowner
Also collected: 20 car batteries, 40 lead sealed, 22 power tool batteries, 384
Alkaline, 23 Lithium-ion, 14 button, three Nickel-Cadmium, and 13 Ni-MH
batteries
Recycling Presentation/Community Event - John Pennecamp State Park, Key
Largo; distributed 100 recycling bins (thanks to Keys Sanitary) and latest
recycling information
Recycling Presentation/Community Event - Green Living and Energy Education,
Summerland Key; updates on latest County recycling efforts and proposed
initiatives
Presentation/Community Event - Keys Girl Scouts 100 Year Celebration,
Sugarloaf School; focus on waste reduction and reuse efforts and the Reusable
Bag Pledge
Interview on US 1 radio Morning Magazine regarding Recycling
Meeting/tour of all Monroe County transfer stations (Key Largo, Long Key, and
Cudjoe Key) with South Dade Soil and Water Management District staff; on-site
discussion with Waste Management organics team and local managers at Key
Largo site
Meeting - Climate Change Advisory Committee (CCAC); discussion of solid
waste and recycling components of draft Climate Action Plan (CAP)
Final review and submission of comments to CCAC
Meeting - Monroe County Environmental Education Advisory Council for
monthly networking and collaborative planning
Prepared and laminated additional signage for County recycling containers;
provide purchasing assistance to County facilities
Completed draft survey for municipalities for department review prior to
circulation
Created reusable bag pledge program for students and residents
Developed Earth Day 4 R competition opportunities for educators and residents;
sent announcements/press releases to teachers and media
Updated materials for middle school Envirothon competition
On-going preparation for Earth Day events, school presentations and competitions
Community outreach via email/telephone
Reviewed 12 bids received in response to RFP for Groundwater and Surface
Developing RFP for Shed Cleaning
Meeting with Health Dept. to reconcile reimbursement invoice process
Hosted Parks & Rec Board meeting on March 5, 2012; next meeting May 7, 2012,
at the Big Coppitt Fire Station
Safety platform installed at Stock Island Detention Facility re-use tank pump
station
Stock Island Detention Facility roof project is 99% complete
10
Fleet Mgmt. continues discussions with MC School District to combine fleet
maintenance services
Gathering fuel facility data from county agencies in an effort to combine fuel
inventories and reduce fuel management cost for all participants
Sent first of two bucket trucks to certified service center for pre-hurricane
inspection/safety repairs
Finalized surplus sales package for advertisement of items and/or vehicles
sweeper truck which should allow the unit to remain in service for at least three to
four more years and defer replacement cost of approximately $120,000
Plantation Key garage staff prepped new flatbed truck for Road Department
converting it into a new sign/drill truck
if needed during upcoming hurricane season
Prepared documentation and temporarily loaned a portable generator to the MC
School District
Two meetings at the Nelson GC required 10 hours of employee overtime
Plantation Key Crew Room remodel is complete
Replaced wall a/c at the Plantation Key Garage
All six tennis courts at Key Largo Park have been resurfaced
Replaced lift station grinder pump at Key Largo Park due to vandalism
All reported safety issues at Harry Harris Park have been addressed
Cleared invasive vegetation from Key Largo Park out parcel
Removed concrete base of playground equipment at Friendship Park
Installed overhead screen at Key Largo Park ball fields
Completed shoulder work adjacent to Card Sound Toll office
Nine employees completed Maintenance of Traffic training
ENGINEERING
ENGINEERING SERVICES
Contract with American Bridge Company approved;
Pre-construction meeting anticipated April 11, 2012. FDOT identified additional
grant funds to help fund higher than anticipated construction costs.
No Name Key Bridge Emergency Repairs Contractor completed 50% of the
workas of March 29, 2012.Anticipate final completion by third week in April.
Debris Monitoring SAIC chosen by lot in accordance with Purchasing Policy
(when there is a tie in the ranking) on March 27, 2012.
CR 905 Bike Lanes Task order for design services on April agenda.
US 1 Bayside Shared Use Path staff reviewed 30% design layout and provided
comments to Metric Engineering; staff conducted public meeting to obtain
comments on March 20, 2012.
11
Bus Pull Off Areas US 1 staff provided locations to FDOT design staff for
proposed paved bus pull off aprons on US 1 in Key Largo.
Hurricane Debris and Disaster Services RFP for debris clean up services
advertised for responses on March 13, 2012. RFPs will be received and opened
on April 18, 2012
PROJECT MANAGEMENT
ADA RFP #1 Two bids received. Currently reviewing.
ADA RFP #2 Bid opening 04/03/12
Conch Key Fire Station On hold waiting for revised drawings
Marathon Courthouse On hold - waiting for trailer to house metal detector
Stock Island MacDonald Road Abandonment Waiting for appraisal on section
of the road to be abandoned
Senior Engineering Technician position Processing selected applicant
TDC PROJECTS
E. Martello Brick and Mortar Restoration Phase III completed 2012.
W. Martello Brick and Mortar Restoration Phase III completed 2012
E. Martello Exterior/Interior Doors and Battery Power Backup Lighting Project
completed and passed inspect M.C. Building Dept. and Project management.
Murray Nelson Theater Dressing Rooms Bid opening 02-21-12. Contract ready
for BOCC approval at meeting.
TECHNICAL SERVICES
We completed 244 work orders, installed additional new computers, removed old
computers and other equipment from inventory, worked on an automated installation
routine to streamline the rollout of new computers, provided support to auditors in
gathering inventory information, finished installation of displays for energy usage at
Freeman Justice Building, updated library computers, continued buildout of new backup
email server, converted additional forms to PDF, moved 34 Gigs of data to free up
additional space on the Alchemy Server, installed first HyperV server in Miami, ordered
new storage subsystem for Miami and Marathon, assisted Emergency Management and
Fire Rescue with new Website designs, continued to improved web pages for Growth
Management, and pushed out Microsoft updates.
VETERANS AFFAIRS
Clients assisted:
VA phone calls: 973
Office visits: 338
New clients: 61
Field visits: 17
Benefits Delivery at Discharge: 7
12
Transportation program:
Transportation calls: 530
Veterans transported: 106
Financial data:
The financial data for the month of March totals $323,939.00 and indicates the amount of
new revenue brought into Monroe County derived from claims filed by the entire
department.
The financ
variable time frame in adjudicating awards.
GROWTH MANAGEMENT
13
2009, 2010, 2011 & 2012 GROWTH MANAGEMENT REVENUE vs.EXPENSE
REVENUE ENDING FEBRUARY
Total
Total Total Total Total Revenue Total Revenue
BUDGETED
Revenue Revenue Revenue YTD as of YTD as of
Revenue
FY'09FY'10FY'11February, 2011February, 2012
FY'12
Administrative Engineering $44,814$2,052$19,866$0$11,5843,188
Boat Improvement Fund$683,175$668,103$699,750$600,000197,380202,537
Building Book/Copy/etc.$10,050$8,867$10,836$10,0003,7493,222
Building-Income from Permits/Applications$2,537,198$2,134,998$2,180,439$2,000,000810,892756,687
Certificate of Competency/Contractor Exam$29,782$160,815$18,817$155,00010,508138,005
Code Compliance$344,640$348,442$532,445$395,000231,322168,812
Education Fees - Building$30,228$32,420$24,677$09,9609,310
Education Fees - Environmental$0$2,120$14,254$05,4625,790
Environmental Mitigation$100,231$133,368$155,042$100,00026,012128,996
Fire Marshal$80,804$45,571$15,240$18,0007,4906,157
Flood Review (sub-account of Building Income)--28,62024,340
óó
Flood Variance$0$50$0$000
Historic Preservation$400$0$0$000
Impact Fees$329,596$176,996$163,363$127,51076,80060,554
Land Acquisition (Deposits-Dev. Review)$0$0$0-00
Marine Resources$0-$3,079$3,0001,275740
Planning Admin/Research/Copy/etc.$4,078$1,629$295$1,500806599
Radon/DCA$2,923$2,459$26,526$24,50010,3879,318
Recovery/DBPR$2,894$2,459$26,551$24,50010,3879,318
Wastewater$0$0$0$009,000
Zoning/ROGO/Environmental$521,583$443,278$471,401$400,000206,203155,129
Total$4,722,396$4,163,627$4,362,581$3,859,0101,648,8351,691,702
EXPENSES ENDING FEBRUARY
Total Actual Total Actual Total Actual
Total Total Expense Total Expense
Expense Expense Expense
BUDGETED YTD as of YTD as of
FY09FY10FY11
Expense FY12February, 2011February, 2012
Boating Improvement - County $$7,651$13,784$106,379$502,881$31,024$12,678
Boating Improvement - State $$313,085$292,524$364,167$250,000$97,778$113,778
Building Dept.$2,236,331$2,144,364$2,351,380$2,340,029$843,309$891,419
Code Compliance$1,049,348$1,157,050$995,330$1,292,751$407,283$372,744
Comprehensive Plan$46,045$380,765$240,249$252,000$41,012$29,073
Environmental Resources$269,072$280,108$295,142$368,729$112,377$117,806
Environmental Restoration$128,739$153,611$158,229$171,162$44,161$34,806
Geographic Info. (GIS)$232,759$209,676$168,827$196,657$70,712$66,925
Growth Mgmt. Admin.$458,496$464,890$909,891$762,593$273,159$144,647
Planning$899,234$990,168$1,052,377$1,189,798$356,611$424,858
Planning Commission$84,698$80,563$81,844$84,191$31,455$30,344
$5,725,458$6,167,503$6,723,815$7,410,791$2,308,881$2,239,078
Total
Difference (Revenue vs. Expense)-$1,003,062-$2,003,876-$2,361,234-$3,551,781-$660,046.01-$547,376.47
NOTE: FY '09, '10, '11 Revenue, Total Budgeted Revenue FY12 & Expenses (all) from Finance *FY'09, '10, & '11 Building Expenses
updated 2/7/12 per reports by ML; All expense totals confirmed with ML 03/15/12; Revenue YTD FY'11, & YTD FY'12 from
CommPlus. Account No. & Fee ID for Flood Review. Formatting decimal place "0".
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15
16
MARINE RESOURCES OFFICE
Channel Marker Program:
17
Month Channel Marker/Buoy Replacement Costs
March 2011
$0.00
April
$848.00
May
$22,186.75
June
$15,121.70
July
$0.00
August
$4,978.00
September
$15,082.00
October
$0.00
November
$0.00
December
$0.00
January 2012
$5,000.00
February
$11,574.00
Total
$74,790.45
Derelict Vessel Program:
Month Derelict Vessel Removal Costs
March 2011
$11,781.00
April
$3,000.00
May
$67,303.00
June
$500.00
July
$45,728.00
August
$19,422.22
18
September
$10,945.00
October
$300.00
November
$12,700.00
December
$6,550.00
January 2012
$32,850.00
February
$7,902.00
Total
$218,981.22
Vessel Pumpout Program:
19
Month Pumpout Revenue Clean Vessel Act Reimbursement
March 2011 $360 $4,255
April $355
May $300
June $400
July $225
Aug $75 $3,459
Sept $0
Oct $0
Nov $0 $1,267
Dec $0
Jan 2012 $115
Feb $625
Total: $2,455 $8,981
CODE COMPLIANCE DEPARTMENT
20
TOTAL ACCOMPLISHMENTS - FEBRUARY 2012
UPPER KEYS - New Cases 40, Inspections Completed 209, SM 0
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MIDDLE KEYS New Cases 58, Inspections Completed 397, SM 0 , CEB New
Citations 5
21
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LOWER KEYS New Cases 69, Inspections Completed 383, SM 0
22
GIS
OFFICE
GIS Projects - Data/Map Requests/Technical/Programming
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23
BUILDING DEPARTMENT
PERMITSINSPECTIONSPLAN REVIEW
2091,3991,031
Upper Keys
195733844
Middle Keys
75-188
Lower Keys
4792,1322,063
TOTAL
2,500
2,000
1,500
Upper Keys
Middle Keys
Lower Keys
1,000
TOTAL
MONROECOUNTY
500
GROWTH MANAGEMENT,
BUILDING DEPARTMENT
0
FEBRUARY, 2012
PERMITSINSPECTIONSPLAN REVIEW
24
12,000
Monroe County
Growth Management
Building Department
10,000
Inspections -February, 2012
8,000
Building
Plumb/Mech
6,000
Electrical
Total
4,000
2,000
0
Building Inspections
Total # Average-20 days
Acker, Scott Upper Keys-Building 253 12.65
Albarran, Mike-Lower/Middle Keys-Electrical 38 1.90
Bowden, Mike-Lower/Middle Keys-Building 259 12.95
25
Kasprzak, Adam-Upper-Elec/Plumb/Mech/Bldg 482 24.10
Kostic, Harry-Lower/Middle Keys-Bldg & Plans Examiner 24 1.20
Phinney, Tucker-Lower/Middle Keys-Building 240 12.00
Sellers, Corey-Upper/Middle/Lower-Plumb/Mech 172 8.60
Sullivan, Steve-Upper Keys-Building/Elec/Plumb/Mech 425 21.25
Tugwell, Paul-Upper Keys-Plumbing/Mechanical 239 11.95
BUILDING DEPARTMENT PLAN REVIEW
December, '10December, '11January, '11January, '12February, '11February, '12YTD - FY'11YTD - FY'12
2,5511,7461,5412,1231,8952,06310,3629,681
26
PLANNING AND ENVIRONMENTAL RESOURCES DEPARTMENT
CURRENT PLANNING CATEGORY
Appeal to Planning Commission, In Progress ......................................................................... 2
Appeal to DOAH, In Progress ................................................................................................. 2
Alcoholic Beverage Permit, In Progress .................................................................................. 1
Conditional Use, Major, Permit, In Progress ........................................................................... 2
Conditional Use, Minor, Permit, Issued................................................................................... 2
Conditional Use Minor Deviation In Progress......................................................................... 1
Conditional Use, Major Deviation In Progress ........................................................................ 1
Development Agreement, Completed ...................................................................................... 2
Home Occupational Permits, Applied ..................................................................................... 1
Public Assembly Permits, Applied .......................................................................................... 2
Public Assembly Permits, Issued ............................................................................................. 2
Road Abandonment, In Progress ............................................................................................. 3
Setback Waiver, Administrative, Applied ............................................................................... 1
Setback Waiver, Administrative, In Progress .......................................................................... 1
Variance, Administrative, In Progress ..................................................................................... 3
Variance, Planning Commission, In Progress.......................................................................... 2
Permit Reviews ....................................................................................................................... 94
Vacation Rental, Applied ......................................................................................................... 1
Vacation Rental, Issued ........................................................................................................... 1
Vacation Rental Mgr. License, Applied .................................................................................. 1
Vacation Rental Mgr. License, Issued ..................................................................................... 1
LUD Map Amendment, In progress ........................................................................................ 1
MCC Text Amendment, In progress ........................................................................................ 8
ROGO Exemptions, Applied ................................................................................................... 1
ROGO Exemptions/Denials, Issued......................................................................................... 3
................................................................................................................. 2
Pre-Application Conferences ................................................................................................... 1
27
Letters of Understanding in progress ....................................................................................... 3
Historic Preservation Committee Applications ....................................................................... 1
Administrative Meetings
Development Review Committee 1 meeting, 4 items
Planning Commission Meeting 2 meetings, 4 items
COMPREHENSIVE PLANNING CATEGORY
Kathy Grasser, Comprehensive Planner
2010 COMPREHENSIVE PLAN
Document Update (and web update) with 3 effective amendments ......................................3
COMPREHENSIVE PLAN UPDATE
Meeting Attendance:
In-house / Keith and Schnars Staff ........................................................................................1
BOCC Presentation (EAR PT 2)............................................................................................1
Document Tracking:
Draft Evaluation and Appraisal Report Document
Document Replacement Notebooks ......................................................................................10
Contract Management:
Meeting Management ............................................................................................................10
PROCESS MANAGEMENT
Monthly Reporting
System ....................................................................................................................................1
TRAINING
Staff
Excel ......................................................................................................................................3
GIS Software Support ............................................................................................................1
Personal
Excel ......................................................................................................................................3
TIFs in the Chicago Region, APA Podcast ............................................................................1
Regional Water Supply Planning in Northeastern Illinois, APA Podcast .............................1
COMPREHENSIVE PLANNING - MITCH HARVEY
Development Review Committee Meeting ............................................................................1
Planning Commission Regular Meeting ................................................................................1
Planning Commission Special Meeting to Review EAR .......................................................1
Preparation of Administrative Relief LDC Amendment .......................................................1
Planning Webinar...................................................................................................................1
Keith & Schnars Teleconference ...........................................................................................1
BOCC Transmittal of Lower Keys LCP ...............................................................................1
Preparation of Administrative Relief Staff Report ................................................................1
Responded to E-mails and phone calls .................................................................................10
ENVIRONMENTAL RESOURCES PERFORMANCE REVIEW
28
CATEGORY:
Code Enforcement Referral ...................................................................................................9
Permit Inspections/Final Bio Inspections ..............................................................................64
Wetland Delineation ..............................................................................................................1
OTHER: Misc Bio
Site Visits [Miscellaneous] ...................................................................................................5
WRITTEN CORRESPONDENCE/ BIOLOGICAL ASSESSMENTS
Code Enforcement Assessment Memo ..................................................................................15
GIS Map-Assorted ................................................................................................................33
Letter of Understanding .........................................................................................................2
OTHER:
Permit Application Review/Assessment-Plan Reviews Completed by Bio ..........................183
MEETINGS
Contractors Summit ...............................................................................................................1
FWS/FEMA BO Coord..........................................................................................................2
Plan Review Process ..............................................................................................................4
Climate Compact Leadership Summit ...................................................................................1
MOCO Climate Change Advisory Comm .............................................................................2
DRC .......................................................................................................................................1
Planning Commission ............................................................................................................2
BOCC .....................................................................................................................................1
Pre-Application Assorted ....................................................................................................1
OTHER:
Pump Out Assistance .............................................................................................................10
Phone Calls [Estimated] .........................................................................................................400
Front Counter Walk Ins [Estimated] ......................................................................................200
Electronic Logging of Files [ELF]-Digital Map Conversions-1986 Habitat Maps ...............10 days
29
BQARD OF CQUINTY COMMISSIQNERS
Mayor David Rice,District 4
Mayor Pro Tem Kim Wigington,District 1
COUNIFY C jo '�MONROE George Neugent, District 2
KEY WEST FLORIDA 33040 Heather Carruthers, District 3
(305)294-4641 ri Sylvia 3. Murphy, District 5
Monroe County
Board of County Commissioners
Office of County Administrator
The Historic Gato CigarFactory
1100 Simonton Street,Suite 205
Key West,FL 33040
_C,�-4-
Ph. (305)292-4441
Fax(305)292-4544
OFFICE OF THE COUNTY ADMINISTRATOR
Key West, Florida
MONROE COUNTY ADMINISTRATIVE INSTRUCTION 5700
Date: April 13,2012
Subject: Cellular Devices & Computer Equipment-Ordering, Delivery and Assignment
Effective Date: March 8,2012
1. Rackground
There was previously no written procedure in place.
2. Purpose
To establish policy for ordering,tracking, inventory and assignment of equipment.
3. Cancellation
This instruction is to remain continuously in effect unless specifically revised or cancelled.
4. Instruction
Purchase of cellular devices and equipment shall only be made after receipt of the appropriate
request form signed by the requesting employee,that employee's Department Head and Division
Director. The Division Director shall submit the request to the Deputy County Administrator for
final approval. The Deputy County Administrator shall make all purchases of cellular devices and
equipment.
All computer equipment will be purchased by a Systems Analyst within the Technical Services
Department designated by the Deputy County Administrator. That Systems Analyst shall obtain
written approval for all purchases from the Deputy County Administrator, and then submit the
signed purchase order to an Administrative staff member designated by the Deputy County
Administrator for processing.
-M C.A. Inst 5700
April 13,2012
Page 2
A.
All orders are to be delivered to the Harvey Government Center, Technical Services
Department office located at 1200 Trun-ian Avenue Suite 211, Key West.
B. Receipt of Orders:
The Deputy County Administrator shall designate in writing two Technical Services
employees who are authorized to receive all deliveries, each of whom must sign for each
delivery. The Deputy County Administrator shall designate alternates should one or both
of the primary recipients not be available at the time of the delivery.
The employees authorized to receive deliveries are to open each box, inspect the contents
for damage, etc. and enter each piece of equipment's data into the Technical Services
Inventory list.
C. Assignment of Equipment
The Deputy County Administrator has designated the following staff persons with
equipment set-up:
• All cell phones and iPhones are to be given to a Sr. Systems Analyst to set-up. If
unavailable, a Systems Analyst as designated by the Deputy County Administrator
will be responsible for the cellular phone set-up.
• The Sr. Systems Analyst and/or the Systems Analyst is to have the employee that is
assigned a piece of equipment acknowledge receipt by signing the bottom of the
Cellular Device Request form.
• A screen shot of the phone's information screen is to be taken and attached to the
form.
• The Cellular Device Request Form and screen shot files are to be maintained by an
Administrative Assistant and attached to the monthly invoice/audit slip that shows
the equipment purchased for that month for submission to the Finance Department.
5. Action
a. All Technical Services Department staff is to abide by the above cited policy and
procedures on the effective date of this instruction and be fully cognizant of the contents of
this instruction. Failure to do so will be grounds for discipline.
Debbie Frederick
Deputy County Administrator
Distribution: List VIII
Originator: MTS
Review: 4/01/13
M.C.A.Inst.#4405.1
April 13,2012
Enclosure(1)
Page 4
CELLULAR DEVICE REQUEST FORM
TECHNICAL SERVICES
Monroe County Technical Services
Ilh:(305)295-5100; Fax(305)295-5105
DEPARTMENTS ARE RESPONSIBLE FOR ALL CHARGES INCURRED FROM PURCHASE OF CELLULAR PHONE OR IPAD
Check Rg1jEtAtgygLs1 Check D11jg2_Type
❑New ❑Upgrade ❑Lost DReturn DAirCard ❑Phone ❑Pone ❑ia
❑Transfer of Device ❑Other*
Employee Name:
Employee's Department: Extension:
Cost Center (billing account): Vendor:
Make of Device: Model of Device:
Device Serial# IMEI#
ICCID# Cellular Phone #
*If Other Provide Info:
Explain the nature of the requesting user's job and justification for device:
Accessories: Battery ❑ Car Charger ❑ Carrying Case ❑ Wall Charger ❑ Cables ❑
Note: Cellular Device is for County use ONLY!
By signing this form you acknowledge responsibility of the asset
This order must be approved by the following authorized signatures prior to processing.
DATE PHONE REQUESTED: . ........
DEPARTMENT DIRECTOR SIGNATURE:
DEPUTY COUNTY ADMINISTRATORJTECHNICAL SERVICES:
EMPLOYEE SIGNATURE:
PICKED UP BY: DATE PICKED UP:
TSD 4/12