Item N01
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: January 13, 2009
SUBJECT: County Divisions’ Monthly Activity Report for December, 2008
______________________________________________________________________________
MONTHLY ACTIVITY REPORT – DECEMBER, 2008
KEY WEST AIRPORT
We have reached the point of substantial completion on the KWIA new terminal
building. The Airlines are finishing up their data and phone line installation and
moving furniture into their offices in anticipation of the first day of operation on
February 25, 2009. The bag makeup building is nearly complete as are the airline
operation offices down on the ramp. The VCB is back on track and being framed
up quickly.
The amendment to our TSA mandated Airport Security Plan (ASP) has been filed
within the deadline with two days to spare. Therefore, TSA issues should not be
an impediment to opening the new facility.
In December we were notified by the FAA that the complaint brought against us
(for the second time) by Chesapeake Bay Helicopters has been dismissed. The
FAA concluded that we did not violate our grant assurances and that our practices
do not constitute economic discrimination.
MARATHON AIRPORT
Continental Connection operated by Cape Air commenced daily service with
three round trips to Ft. Myers on December 19, 2008.
Co-hosted public reception with Cape Air to introduce daily service between
Florida Keys Marathon Airport and Southwest International Airport in Ft. Myers.
New Directory Sign installation on U.S.-1 in front of passenger terminal.
Updated version of Florida Keys Marathon Airport Profile for the Continuing
Florida Aviation System Planning process (CFASPP) Web Site.
Update of the Airport Layout Plan for Florida Keys Marathon Airport is on-going.
Initial and recurrent training classes associated and/or related to FAR Part 139
operations and certification are on-going.
Several construction and operations related projects continue to be in various
stages of completion at the airport including: perimeter fence & gates
installations; construction of generator building and electrical vault; terminal
repair and renovation punch list items; HVAC system replacement; Enhanced
Taxiway Markings; update of noise contours; Runway 7-25 Pavement Markings.
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Updated Airport Web Page & FAQs.
EMPLOYEE SERVICES
I. WEBSITE UPDATES (other than normal position vacancy updates, etc.):
Benefits:
KPHA Provider Directory Updates
Changed Wells Fargo website address on benefits webpage (from Acordia)
Human Resources:
Updated 3 job descriptions; Committees updated to reflect current members.
II. TURNOVER NUMBERS TO DATE:
Dec Turnover: .41% Turnover as of Dec 2008 20% Turnover as of Dec 2007: 16%
Resignations: 1 Terminations: 1 Retired: 0 Deceased: 0
Employed: Both were employed less than 3 years.
III. ACTIVITIES:
Human Resources
Two (2) United Way Presentations. One in Key West on December 10th, 2008
and one in Marathon on December 18th, 2008.
2009 Annual Evaluation report to all Supervisors.
Annual SS report request to departments in accordance with FS 119.071(5)
Collection and Release of SSN.
Reviewed changes regarding new FMLA rules that go into effect January 16,
2009. Departments will be notified once effective.
Bi-annual Division Safety Meeting held.
Risk
No major activities.
Benefits (Group/Workers Comp)
HIS Retiree Report completed and sent to FRS (due Dec 29th).
Provided #’s for Annual Wakely Actuarial (F.S. 112.08).
Completed Florida Association of Counties Health Insurance Survey.
Administrator met with Corvel regarding their Wkrs Comp TPA Services.
BUDGET & FINANCE
Budget Analysts:
Formatted and assembled the first copy of the FY2009 Budget Book
After Finance reconciled and posted their entries for FY08 Capital Projects, FY09
Project Budgets were entered in the Finance System
Processed 63 Budget Transfers, 23 resolutions, and reviewed 15 contracts.
Compiled and finalized FY09 Budget Book due to GFOA.
Trued-up Social Services grants revenue and expenditure.
Purchasing Department:
Total purchase orders processed: 357
Total orders placed for departments: 74
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Total orders entered for departments: 67
Office Depot orders processed: 53
Staples Orders processed: 3
We opened 3 bids and processed another 3 which was below average from the
previous months. Addendums entered 1, contracts reviewed 12, and bills paid 4,
and voided 10 purchase orders. We also processed 918 pieces of mail which was a
decrease from previous months.
Grants Department:
Completed 25 Project Worksheets for TS Fay.
Completed 10 Project Worksheets for Hurricane Ike.
Completed quarterly reports for outstanding PWs from Wilma, Rita, Katrina,
Dennis.
Florida Housing Finance Corporation grant: completed and submitted grant for $2
million.
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JAG/Bryne grants: completed 4 quarter reports and close out reports.
CJMHSA Planning Council grant activities (reporting, meeting, advertising,
minutes).
Processed40 Purchasing Orders for HSO contracts.
Ongoing monitoring of HSO contracts and processing of invoices.
COMMUNITY SUPPORT SERVICES
SOCIAL SERVICES DEPARTMENT (SSD)
In-Home and Nutrition Services (IHNS)
OAA, Older Americans Act Programs:
Nutrition (Information in this section is for the period 11/21/08 – 12/31/08)
C-1 Congregate Meals increased to 1726 units this month, which is a reflection of
the longer year end reporting period, as well as the return of the seasonal clients.
The Nutrition Department spent 92% of the 2008 congregate meal grant money.
C-2 Home-Delivered Meals increased to 3518 units, in part for the same reasons. We
also took on six new clients as the result of the convalescent center closing. The
Nutrition Department spent 96% of the 2008 home delivered meal grant money.
100% of the grant money would have been spent if the reimbursement rate from the
Alliance for Aging accurately reflected the true cost of running the programs.
In-Home Services (Information in this section is for the period 10/21/08 – 11/20/08)
III-B Screening and Assessment: 20 units this period, 91% year-to-date achieved,
.63% underachieved. 43 clients on the waiting list.
III-B Homemaking: 95.75 units this period, 63.3% year-to-date achieved, 28.33%
underachieved. 43 clients on the waiting list.
III-B Personal Care: 149.5 units this period, 130.93 % year-to-date achieved, 39.3%
overachieved, due to the amount of personal care required by the clients. 16 clients on
the waiting list.
We have spent 92% of III-B funds, which represents a 0.37 % underachievement. We
are in the target range and will spend all of the III-B funds by the end of the grant year.
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III-E Facility Respite: 485.5 units this period, 79% year-to-date achieved, 12.63%
underachieved. Given the current rate of spending and the longer year-end reporting
period, it is anticipated that all of the III-E funds will be spent.
Non-OAA Programs:
CCDA (Community Care for Disabled Adults) for November 2008:
Case Management: 13.75 units for the month were produced; 74.25 units year-to-
date.
Homemaking: 86.75 units for the month were produced; 469.5 units year-to date.
Home-Delivered Meals: Monthly units were 185 meals; 6870 meals year-to-date.
Personal Care: Monthly units were 24; 99.5 units year-to-date.
Overall Program Achievement was 71%, 12% underachieved.
CCE (Community Care for the Elderly) for the period 10/21/08 – 11/20/08:
Case Management: 67.5 units for the period and 363.5 units year-to-date. 24%
achieved year to date. There are 57 clients on the waiting list.
Intake: 1 unit achieved (new service). 3 % achieved year-to-date.
Homemaking: 798.5 units for the period and 3502 units year-to-date. 81%
achieved year to date. There are 52 clients on the waiting list.
Personal Care: 421 units for the period and 1804.25 units year-to-date. 40.09%
achieved year to date. There are 21 clients on the waiting list.
Respite: 25 units for the period and 272.5 units year-to-date. 18.2% achieved
year to date. There are 8 clients on the waiting list.
CCE overall year-to-date is at 47% achievement which is a 5.35%
overachievement. Some of the clients may be transferred to other programs in
order to reduce spending in CCE. The wait list continues to grow; some of those
clients wait listed are Rank 5 (in greatest need of services).
ADI (Alzheimer’s Disease Initiative) for the period 10/21/08 – 11/20/08: 359.25 units
were produced in the period and 1172.25 units year to date. 42.75% year-to-date
achieved, 1.1% overachieved. Up until this point we have been underachieved; we will
begin to watch this achievement level to avoid overspending. There are six clients on
the wait list.
HCE (Home Care for the Elderly Program) for the period 11/16/08 - 12/15/08: 15.5
billable units this period, 85.5 billable units year-to-date. Current spending level year to
date is at 32.1%.
Monroe County Transit (MCT)
Department Activity for December 2008
One-way trips provided: 1,847
Unduplicated clients served: 231
Special Needs Clients registered: 314
Awarded the 5310 FDOT Grant for the funding of a new Paratransit bus and the
5316 FDOT Grant for funding the Mobile Data Terminals/software for the
Trapeze Dispatching and Reservation System. The awards and agreements will be
brought to the board in the fall BOCC meetings.
Deposited Revenue: $$1,974.50
Expenditures: $50,777.31
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Percentage Spent Fiscal YTD: 3.5 %
Community Support Services
In the month of December 2008 we had: 21 New Welfare cases
335 Office visits
29 Home and field visits
2,322 Incoming calls –
Information/Referral
We served 122 unduplicated Welfare client households
Low Income Home Energy Assistance Grant Program cases totaling $ 750.00( 3 -cases)
Low Income Crisis Assistance cases totaling $ 3,560.26 (11-case)
Spent in DEC.$ 4,310.26
(3) cases peer reviewed by staff.
Staff member attended the SHAL committee meeting on Homeless Issues-in KW.
2 staff members attended the Med-Waiver training given by the Alliance in
Miami - 12/12/08.
2 staff members attended the services for the County Pauper burials- Vault 80-KW
Cemetary 12-19-08.
2 staff members attended the Lower Keys Interagency monthly meeting-12-12-08.
Bayshore Manor (BSM)
Bayshore Manor’s current census is 16 residents. The current census is five
private pay and 11 subsidized. BSM provided 510 hours of OA3E respite care
and 6 hours of Medicaid Waiver respite care this month.Bayshore Manor has
two OA3E clients and one Medicaid Waiver client at this time.
There are 2 clients on the wait list.
Revenue for December 2008 $34,840.54
Expenditures for the same period $68,713.73
Percentage of the budget spent year to date 23.89%
LIBRARY
Library usage continued its seasonal increase, although figures still reflect the
reduction in hours and days of service: circulation totaled 28,554 items and the
onsite visitor count was 30,975, both numbers reflecting decreases of 24% from
November of the previous year
315 new Library cards were issued in November and 6498 public access computer
sessions were provided
There was a 25% increase in borrower transactions (logins, renewals, requests) on
the Library’s Information Portal website for the month, underlining the
importance of our off-site web presence for Library patrons
The Edwin O. Swift, Jr., collection was recently added to the Library’s Flickr
photo project—this site is now averaging 733 “views” per week
Library use of the FY 2009 budget is proceeding on a pace with the year: with
one-fourth of the year gone, approximately 26% of the Library budget has been
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used; use of discretionary funds, such as those for supplies and materials, is being
closely monitored by Managers and Administration
EXTENSION SERVICES
Number of services provided: 367 phone calls, 26 office visits, 34 visits to clients,
11 group teachings with 169 people in attendance, 8 media submissions, and 343
bulletins distributed. Total Budget for FY 08/09: $186,485.00; Year to Date
Expenditures and Encumbrances: $122,403.54; Remaining Balance: $64,081.46;
Percentage of budget spent and/or encumbered year to date: 65%.
The Extension Director completed a three-day class on “Solar Water Heating
Systems” at the Florida Solar Energy Center in Cocoa, FL.
The Environmental Horticulture Agent held three Master Gardener preview
sessions throughout the Florida Keys, attended by 32 people, with 28 signing up
for a phone interview for 25 Master Gardener intern slots.
The Family & Community Development Agent coordinated county participation
for the Energy Saver and Drive $marter Challenge; Monroe County won the
Drive $marter Challenge and will get national recognition for our sustainability
efforts through the National Association of Counties (NACO).
GROWTH MANAGEMENT
GMD COMPARATIVE REVENUE SUMMARY
RevenueTotalTotalRevenueRevenueRevenue
BudgetRevenueRevenueEndingEndingEnding
FY 2009 CollectedCollectedDecembeDecembeDecembe
in FY in FY r 2008 r 2007 r
200820072006
Building$2,790,063$2,857,68$2,769,31$633,066$874,805$554,080
Permit 244*
Licenses &
Permits
Planning$430,000$488,081$532,000$141,479$172,133$109,850
Department
Fees
Code$90,000$110,412$97,940$41,144$19,729$24,000
Enforcemen
t Fines &
Forfeits
*Note: ’08 was a Contractor License renewal year, which generated an additional $129k.
These are the primary, customer driven revenues and do not include the revenues
obtained by taxes etc.
EXPENSES
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BudgetTotalTotal200920082007
FY’09ExpensesExpensesExpensesExpensesExpenses
FY 2008 FY 2007 EndingEndingEnding
DecemberDecember December
Growth
$916,52$648,098$1,637,473$84,982$156,789$293,763
Management
6
Admin.
Building
$2,434,7$2,311,238$2,299,758$471,746$677,625$623,823
46
Code
$1,009,8$894,006$1,021,256$216,312$254,822$352,780
Enforcement
85
Planning
$1,149,5$878,366$1,333,008$184,462$292,426$460,685
16
Environmenta
$299,30$330,016$313,488$66,858$100,610$91,173
l Resources
2
Planning
$100,54$88,345$86,226$18,722$28,743$24,988
Commission
1
Comprehensive
$358,40$74,655$290,478$2,154$34,494$32,947
Plan
0
Geographic$314,13$181,935$310,576$48,483$47,606$52,422
Information
3
(GIS)
Marine$55,051$84,753$235,623$12,966$28,926$56,555
Resources
Pump Out
$68,587$64,640$48,275$16,519$9,284$17,956
Boat
Monroe County Marine Resources Office
Handled approximately 25 customer inquiries
Installed ten new navigational buoys in Boot Key Harbor
Received bids for repowering the Marine Resources survey vessel
Held Marine and Port Advisory Committee meeting
Removed seven derelict vessels
Coordinated new derelict vessel procedures with FWC
Surveyed regulatory zones in the middle keys
Performed 4 site visits in response to customer inquiries
Worked with OMB to split out Boating Improvement Funds into two revenue
sources and cost centers to provide for allowable expenditures under state statute
Vessel Pumpout Program Functions:
Pumped out 117 boats
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Building Department
Number of Permits 12/01/08 THRU 12/31/08
Apps Submitted 292
Permits Issued 306
Walk Thru 70
Cert of Occupancy 30
Inspection:
Total 1884
Average Per Day (17 days) 90
Per Discipline:
Building/Roofing 1096
Electrical 321
Plumbing 203
Mechanical(A/C) 130
GAS 13
Plans Reviews:
Total 2592
Average Per Day 123
Per Discipline:
ABO 377
Bio 156
Code Enf 2 3
Code Enf 3 6
Coord 303
Elect 151
Eng 3
Exam 286
File 5
Fire 69
Flood 89
Mar-Bldg 417
Mech 46
P.K.Building 242
Pending 56
Plan 116
Plumb 82
Ready 7
ROGO 9
Roof 14
S.I. Building 113
Track 39
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Code Enforcement
Number of New Cases Opened 340
Number of Inspections Completed 1799
Fines, After the Fact Fees and Contractors Citations $ 8,860
After the Fact Fees Collected $98,110
Number of Contractor Citations Issued 19
Number of Contractor Citations Heard No Hearing
Contractor Citations Paid $4,047
Number of Cases Heard before Special Magistrate- No Hearing
PLANNING & ENVIRONMENTAL
RESOURCES
PERFORMANCE REVIEW
Dec. 01 through Dec. 31, 2008
Category: Special Approval Applications
CURRENT PLANNING:
Appeal to Planning Commission 1
Applied
Appeal to Planning Commission
Completed
Appeal to BOCC Applied
Appeal to BOCC Completed
Appeal to DOAH Applied
Appeal to DOAH Completed
Administrative Relief8
/Beneficial Relief Applied
Administrative Relief/Beneficial
Use Completed
Alcoholic Beverage Applied
Alcoholic Beverage Completed
Beneficial Use Applied
Beneficial Use Completed
Code Enforcement Referral 11
Conditional Use, Major Permit
Applied
Conditional Use, Major Permit
Issued
9
Conditional Use, Minor Permit
Applied
Conditional Use, Minor Permit
Issued
ConditionalUseMinor
Deviation Applied
ConditionalUseMinor
Deviation Completed
Land Authority Referral
Letter of Understanding 1
Application
Long Dock Variance 1
Letter of Currant Site
Conditions
Permit Application Site Visit 128
Pre App Conference
Wetland Delineation2
CURRENT PLANNING CATEGORY con’tConditional Use, Major
Deviation Applied
ConditionalUse,Major
Deviation Completed
ConditionalUse,Time
Extension Applied
ConditionalUse,Time
Extension Issued
ConditionalUse,NRFA
Transfer Applied
ConditionalUse,NRFA
Transfer
Issued
Conditional Use, TRE Transfer
Applied
Conditional Use, TRE Transfer
Issued
10
Conditional Use, TDR Applied
Conditional Use, TDR Issued
Development Agreement
Applied
Development Agreement
Completed
Home Occupational Permits 3
Applied
Home Occupational Permits 1
Issued
InclusionaryHousing
Exemptions, Applied
InclusionaryHousing
Exemptions, Completed
Public Assembly Permits
Applied
Public Assembly Permits Issued 1
Road Abandonment Applied 2
Road Abandonment Issued
Setback Waiver Administrative,
Applied
Setback Waiver Administrative,
Issued
VarianceAdministrative, 3
Applied
Variance Administrative, Issued
Variance,Planning
Commission, Applied
Variance, Planning Commission
Issued
Permits Reviewed & Processed 95
Vacation Rental Applied
Vacation Rental Issued
Vacation Rental Mgr. License 1
Applied
Vacation Rental Mgr. License 1
Issued
COMPREHENSIVE PLANNING
Y
CATEGOR
11
PlatsApplied
PlatsCompleted
LUD Map Amendment, Applied
LUD Map Amendment
Completed
Tier Map Amendment, Applied
Tier Map Amendment
Completed
FLUM Amendment Applied
FLUM Amendment Completed
MCC Text Amendment,
Applied
MCC Text Amendment
Completed
Comp Plan Text Amendment, 2
Applied
Comp Plan Text Amendment,
Completed
380 Development Agreement
Applied
380 Development Agreement,
Completed
ROGO Related Applications:
Residential:
Market Rate Allocations,
Applied
Market Rate Allocations, Issued
Affordable Allocations, Applied
Affordable Allocations, Issued
ROGO Exemptions Applied 4
ROGO Exemptions Issued 8
Beneficial Use Applied 1
Beneficial Use Issued
Non-Residential
AllocationsApplied
AllocationsIssued
MIXED USE CATEGORY LDRD’s Applied
LDRD’sIssued
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DEVELOPMENT REVIEW COMMITTEE
RegularMeetings:1
SpecialMeetings
AgendaItems: 2
PLANNING COMMISSION
RegularMeetings:2
SpecialMeetings
AgendaItems: 11
PARKS & RECREATION ADVISORY
BOARD.
RegularMeetings
SpecialMeetings
*includes all County Parks each meeting *Agenda Items *
CUSTOMER SERVICE*
* estimated at 5 per day per planner (2) In-person inquiries 300*
* estimated at 10 per planner (7) per day Telephone inquiries 2100*
*estimated at 5 per planner (7) per day Email inquiries 300*
Request for Research 2
Applications
Pre-ApplicationConferences2
Letters of Understanding
Historic Preservation Committee Application
CATEGORY: 8
Site Visits
Administrative Relief/Beneficial Use Apps
Code Enforcement Referral 11
Conditional Use Application
Land Authority Referral
Letter of Current Site Conditions Applications
Letter of Understanding 1
Long Dock Variance Application 1
Permit Application Site Visit 128
Wetland Delineation2
Pre App Conference
OTHER:
13
DCA Request
Misc. On Site Assessment Memo 13
WRITTEN CORRESPONDENCE/
BIOLOGICAL ASSESSMENTS
Administrative Relief /Beneficial Use 1
BOCC/PC Agenda Item 1
Code Enforcement Assessment Memo 6
Conditional Use Staff Report
GIS Map 25
GOCEA Recording 1
Interagency Coordination 11
Land Authority Assessment
Letter of Current Site Condition
Long Dock Variance Memo/Approval 2
Letter of Understanding 1
ROGO Land Dedication Letter
2
OTHER:
Mitigation letter 1
Denial letter 1
Permit Application Review/Assessment 166
Adoption of LDR Recodification
Capital Improvements to Comp Plan
MEETINGS
DRC2
PC
BOCC
Pre-Application2
Code Enforcement Hearing
Special Projects/Training 3
OTHER:
Invasive Exotic Tech Interview
Tier Change Staff Meetings
Planning Site Visits
Historical Preservation Meetings
14
Vacation Rental Mgr. Renewal issued 1
Vacation Rentals Applied 1
Vacation Rentals Issued 1
Big Pine LCP Amendments Committee Mtg. 1
GIS Office
Completed 21 address requests.
Scheduled and advertised selection committee for Land Cover RFP.
Met with selection committee to evaluate and rank 12 Land Cover Project
Proposals.
Negotiated contract with top ranked firm and recommended firm to BOCC during
the December Board meeting.
Met with planning staff to review and edit the GIS based Future Land Use data.
This will be an on-going review process.
Attended US Census Participant Statistical Area Program (PSAP)
Completed over 20 data requests. Including but not limited to the following:
1.PDF Flum maps, location maps for Housing Authority
2.Land acquisition status map for Land Authority.
3.CBRS maps – wastewater, developed, and public land for DCA.
4. Shoreline data provided to Florida Natural Area Inventory (FNAI).
5.Sand Sub Key Deer Corridor Maps
6.Hurricane Evacuation Study for University of Maryland
7.Tier requests
8.Ortho image requests and topography
9.LiDAR data request
EMERGENCY SERVICES
Fire Rescue
The IAFF bargaining agreement was ratified by the firefighter membership and
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approved by the Board of County Commissioners, December 3.
The Board of County Commissioners conducted a public hearing and approved
the Trauma Star ordinance.
Fire Rescue delegation attended former Fire Chief Clark Martin’s Memorial
Service in Fairfax County, Virginia.
Training
Fire Rescue personnel completed their biannual CPR practical skills evaluations.
Probationary firefighters continue to complete Department orientation.
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Two firefighter paramedics were cleared by the Medical Director to function as
Charge Paramedics. These two firefighters were sponsored by Monroe County to
attend and complete paramedic school, here in Monroe County
Fire Marshal
Reviewed numerous commercial plans for adherence to building and fire codes.
Emergency Management
Conducted Local Mitigation Strategy Working Group Meeting
Participated in Florida State DEM Catastrophic Disaster Housing Roundtable
Symposium
Conducted Regional Citizen Corps Task Force
As a member of the Monroe County Selection Committee scoring meeting of the
Request for Qualifications for the Emergency Operations Center, reviewed project
bids
Worked on outstanding Hurricane Fay and Ike bills payments with Finance, Risk
Management and FEMA
Trauma Star
Trauma Star Flight crews participated in planning the Air National Guard Air
Bridge training exercise coordinated with Emergency Management
Basic Life Support Instructor training initiated for MCSO and community
members.
Air Medical Chief attended Regional Disaster Behavioral Health training given by
the Department of Health in Tallahassee
Total patient transports = 15. (8 Scene transports, 7 hospital to hospital)
Upper Keys Trauma District
th
Upper Keys Trauma District board meeting held December 12.
PUBLIC WORKS
Transported files to storage for the Supervisor of Elections and Social Services
Installed antennae at Spottswood roof for Technical Services
Replaced electric fixtures at the PK Court House, AARP, Spottswood and
Tavernier Fire Station
Minor plumbing repairs at the PK Court House, Key Largo Library and the
Animal Shelter
Replaced furniture at the Court Reporter’s office
Minor a/c repairs at the PK Court House, Spottswood and Social Services
Interior painting at the PK Court House and exterior painting at AARP and the
Animal Shelter
Replaced electric fixtures at Key Largo Park and Harry Harris Park
Painted pavilions, tables and benches at Harry Harris Park
Emergency plumbing repair at Friendship Park
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Transport equipment to PK Garage for Card Sound Toll Authority
Removed portion of the canopy at the Card Sound Toll Authority
Striped roads in the Key Largo Park subdivision
Re-worked the surface treatment of Valois Boulevard
Pollution Control collected over 33 tons of illegally dumped debris from the
county rights of way, and also collected 11.72 tons for other departments (2,840
lbs of debris from Marathon Public Works; 4,980 lbs from the Key West Garage;
10,160 lbs of debris from the Key West Jail; 2,940 lbs of tires from the Marathon
Garage; and 2,520 lbs. of invasive exotics from a Land Authority clean-up in the
Upper Keys)
Because of a binding contract with local fuel providers, the County’s average cost
for unleaded ethanol gasoline was approximately $1.52 per gallon countywide (as
of 12/30/08)
Because of a binding contract with local fuel providers, the County’s average cost
for regular diesel, and bio diesel fuel, was $2.10 per gallon countywide
(as of 12/23/08)
Completed four-month fuel cost survey which shows on average that users
pay less at County pumps than anywhere else countywide.
B30 bio-fuel testing continues in Key West with no problems detected as of this
date
Two in-house mechanics were promoted filling badly needed Lead
mechanic/supervisor positions in Key West and Marathon
The three garages continue to struggled with back-log of work due to mechanic
shortages in all three garages, with little, or no customer complaints, major
mishaps, or safety issues
Replaced a 20-ton condenser at Marathon EOC meeting room
Remodeled offices at Sheriff’s Substation for new Captain and Lieutenant
Deep cleaned carpets at Marathon Government Center and Annex
Stripped, sanded, caulked, primed and repainted entrance of the Marathon Health
Center
Refurbished back walls of buildings at entrance to Freeman Justice Center
Replaced the sand at Higgs Beach Volleyball Court with Lake Wales sand rated
for fall impact safety
Major clean-up at Hickory House and grounds
Repaired Sheriff Administration building roof on Stock Island
Repaired Stock Island Fire Station #8 roof
ENGINEERING
Engineering Services –
Key Deer Boulevard Road Project – project completed; staff processed change order
#2, resulting in a credit of $22,251; received final release of lien from the contractor;
finance processing final pay application to close project.
Prado Circle Stormwater Project – substantial completion on November 6, 2008;
waiting for alarm and valve to arrive from manufacturer to be installed; final
completion expected by early December. Rejected $40,000 change order for
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additional work not properly authorized; will review $625 change order pending
additional information from contractor.
Breezeswept Beach Estates Culvert – contractor has installed 80% of piping, one of
two concrete structures, and has completed the water line relocation; remaining work
includes installing second concrete structure, final 20 feet of HDPE pipe, second
headwall and asphalt restoration; anticipated completion is end of January 2009.
South Florida Water Management District Grant 2009 – $500,000 grant agreement
approved by BOCC at December meeting; agreement was sent to SFWMD for
execution; staff working with SFWMD representative to provide ongoing status of
funds expended in order to ensure use of funds during grant period.
US 1 Stormwater Project – after staff evaluation, three stormwater projects on US 1
have been combined into existing DOT road restoration projects to provide more cost
effective approach; awaiting amendment to Joint Participation Agreement from DOT
to cancel agreement that previously provided funding for the work.
Tropical Storm Fay / Hurricane Ike – staff assisting grant management with
preparation and review of FEMA project worksheets for various projects; staff
performed survey of Higgs Beach elevations and prepared drawing showing pre- and
post-storm elevations. Engineering staff calculated the sand loss due to hurricanes
and submitted information to FEMA.
Palm Drive Bridge – received information on temporary bridge structure; staff
working with designer to finalize construction drawings and project manual.
Duck Key Bridges – staff requested revised proposal from Kisinger Campo for repair
design for the Tom’s Harbor Channel bridge, connecting US1 to Duck Key; revised
proposal received; staff reviewing.
Duck Key Security Cameras – Hawks Cay wireless system not yet installed; awaiting
completion before cameras on bridge can be installed and hooked to resort’s system;
letter sent to Duck key homeowner’s group president to update status.
Duck Key Pedestrian Bridges – coordinating with pre-fabricated bridge manufacturer
and Duck Key Security District to identify options; options with pricing received
from Contech; potential pedestrian bridge design was forwarded to Duck Key
homeowner’s group for review and discussion.
Sunset Point Park Boat Ramp – project manual was approved by County Attorney’s
office; Fish and Wildlife grant agreement was approved by BOCC; the project
manual and construction drawings were forwarded to Fish and Wildlife for review on
December 15, 2008; upon approval by FWC, the project will be posted for bids.
Boca Chica Road Study – second appeal was sent to State Department of Emergency
Management on October 3, 2008; additional information has been provided to DEM
staff to facilitate review and approval of appeal; staff anticipates receiving revised
project worksheet for all requested amounts by end of January 2009.
Pigeon Key Ferry Service – received approval extending contract term through June
2009; staff managing on-going contract, including processing monthly invoices from
ferry contractor and preparing reimbursement requests to DOT for payment though
Joint Participation Agreement for ferry service funding.
Card Sound Road/C905 Department of Transportation Project – staff working with
Planning Department, Florida Keys Overseas Heritage Trail staff and FDOT to
confirm prior commitment of District 3 impact fees has been terminated; upon receipt
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of confirmation, Planning/DOT staff will prepare impact fee use request for BOCC
approval.
Cudjoe Gardens Private Roads – staff inspected three roads in subdivision to
determine whether they meet County standards to facilitate having County take them
over, per residents’ request; letter outlining remaining work required to bring roads
up to County standards was sent to resident; staff is working with County Attorney to
determine process and mechanisms for County to take over private roads so that they
are county maintained.
Tavernier Right of Way Encroachments – notification letters have been sent to
homeowners advising them to remove right-of-way encroachments; staff has
communicated with several residents to explain situation and satisfy questions.
Emergency Fire Signals – Upper Keys – request sent to DOT to evaluate signals that
aren’t working to determine if equipment upgrade is warranted (outside of
County/DOT maintenance agreement requirements); DOT is working with county
staff to determine cost-effective method for upgrading emergency signals.
Old Seven Mile Bridge Repair – ongoing coordination and discussions regarding
draft Memorandum of Understanding for bridge and island with DOT and DEP staff;
no action this month.
County Street lights – staff reviewing Keys Energy Services and Florida Keys
Electric Coop records of County funded and maintained street lights for accuracy;
requires review of lists, site plans, site visits and meetings with utilities to compile
information; staff received updated information from FKEC for Upper Keys and is
reviewing; site visits with FKEC staff are planned for January.
CDBG (Community Development Block Grant) - staff is continuing to monitor
CDBG program to determine next grant cycle opening; coordinating with Florida
Keys Wastewater Assistance Foundation; reviewing required CDBG specific
purchasing policies for County compliance; staff drafted a letter for County
Administrator’s signature to Secretary Pelham requesting changes to rules to facilitate
using grant for sewer hook up.
Long Key State Park/Outdoor Resorts – at the request of County Attorney’s Office,
surveying staff researched the ownership of a parcel of land that Monroe County has
leased to the Resort; staff provided a legal description, researched historical
photographs to determine approximate dates of work performed on the property and
other issues pertaining to the condition and ownership of the parcel as needed by
County Attorney.
Big Coppitt Sewer Project - staff overseeing FKAA construction on three contracts
for collection system installation to insure compliance with County procedures,
including site inspection, attending construction progress meetings on all contracts,
responding to requests for information from contractors and FKAA and investigating
resident complaints and questions.
Key Largo Sewer Project – staff performing oversight on four Key Largo sewer
construction projects, including overseeing KL contractors to confirm compliance
with Monroe County requirements, attending construction progress meetings as
needed. Three more phases of the project will commence in January/February 2009.
Engineering Services Ongoing Work -
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Staff provided review of 2 sets of DOT construction drawings, providing comments
where necessary.
Office staff reviewed 6 right of way applications and issued 5 right of way (ROW)
permits.
Staff worked with County Attorney’s office to determine eligibility of appeal of after-
the-fact right-of-way permit denial.
Staff researched ownership of right-of-way in North Key Largo to assist Overseas
Heritage Trail design firm with pre-construction permitting activities.
Resolved requests from residents and Sheriff’s Office regarding Big Pine key traffic
signal; DOT is performing traffic survey to determine whether light reprogramming is
necessary.
Inspectors made 1 permit inspection prior to issuance of permits to determine permit
requirements and made 3 right of way (ROW) permit inspections after construction.
Staff coordinated investigation of 10 ROW boundary determinations /complaints
/violations from residents and other County departments, including Code
Enforcement, Public Works, and the Sheriff’s Office.
Inspected FKAA pavement cuts and repairs in 2 locations in the Lower Keys for
proper road repair.
Staff handled various citizen inquiries regarding wastewater assessment payoff
inquiries, drainage and flooding complaints, miscellaneous sewer and road inquiries,
requests for street light installations, and traffic signals.
County property sales – staff coordination regarding sale of excess right of way on
Geiger Key; researching additional county properties for potential future sale; no
action this month.
Ongoing coordination with FDOT staff to review street light agreement and
inventory.
Ongoing coordination with Hospital employees/DOT/bus shelter manufacturer to
fulfill request for bus shelter on US 1 in Tavernier; no action this month.
Dedication Ceremonies – staff coordinating with County officials, civic groups and
other entities regarding ceremonies for the Murray E. Nelson Government Center,
scheduled for February 17, 2009.
Reviewed 7 different plans and made 3 site inspections for commercial stormwater
management.
Processed invoices/purchase orders for payment for multiple projects.
Facilities Development –
Freeman Justice Center – close-out phase of project; Certificate of Occupancy issued
December 12, 2008; landscaping mitigation accepted by the City of Key West;
litigation research and coordination with County Attorney and outside counsel
ongoing.
Solid Waste Analysis Project – review and analysis of Monroe County’s current
franchise agreements completed; comparison of services and rates against other
Florida counties is almost complete; executed contracts and information from other
Florida counties received. Historical trend analysis and comparison spreadsheets are
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complete. Draft report and presentation at 100% complete, with presentation
scheduled for January 5, 2009.
ADA Compliance Assessment – field survey of additional facilities and sites
approved at the November BOCC meeting has begun; field surveys of all building
square footage is 95% complete; field surveys of all polling places at 100% complete;
beaches and parks survey is at 85% complete, with the report at 50%; lease agreement
review is complete; roads and sidewalk intersection field survey is at 60%. Draft
interim reports for Upper Keys, Transfer Stations, and Leases were submitted
December 17, 2008. Full assessments of beaches and parks, inspections of the
Marathon and Key West Airport auxiliary buildings and the Public Works compound
are scheduled for January 2009.
Big Pine Key Fire Station – project is 60% complete; truck bay columns completed;
generator pad installation scheduled for week of January 5, 2009; roof truss shop
drawings approved; site drainage completed.
Plantation Key Fueling Facility – in design and bid document phases - front end
documents (Division 1) in progress; final construction plan set scheduled to be
delivered by AE in early January; agency coordination for permitting applications has
begun.
Key Largo Fueling Facility – in design and bid document phases - front end
documents are in progress; architect directed to complete and deliver final
construction plan set and specifications by January.
Emergency Operations Center – Marathon – Request for Qualifications was opened
on December 3, 2008, with 20 respondents; selection committee met to rank
respondents in public meeting held on December 18, 2008; agenda item requesting
permission to negotiate with the top-ranked firms will be on the January 28, 2009
BOCC meeting.
Big Pine Key Park – close-out phase of project - waiting for final releases of liens
from General Contractor and subcontractors, and payment of final payment.
Murray E. Nelson Government and Cultural Center – project is 95% complete. Final
inspections are underway, electrical work almost complete; telephone and data
switching installation almost complete; BOCC broadcast AV system wiring to be
installed by mid-January; final punch lists to be generated by early January;
occupancy to start mid-January; BOCC meeting scheduled for February.
Medical Examiner’s Facility – close-out phase of project - County Attorney’s office
has prepared a response to the letter for delay compensation in the amount of
$1,038,691.03.
Medical Examiner’s Facility Wetlands Mitigation – SFWMD and ACOE have
approved modification of permit to rectify conflict; planting of mangroves and
herbaceous species is complete; “time-zero” baseline monitoring report is to be
submitted in early January 2009.
Architect/Engineer Small Project – RFQ draft is in process.
Public Works Rockland – review by Building Department officials are still in
process.
Marathon Courthouse Renovations – review of design in process; draft of front end
documents Division 1 is in process.
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US 1 Fire Department Emergency Flashers – working with Signal Service on a
proposal for the flashers at MM 106 and MM 96.
Conch Key Fire Station – in the design and bid document phases - final design plans
and specifications to be submitted January 2009; front end documents in draft
process.
Stock Island Fire Station – search for potential project sites in is progress.
Jefferson B. Browne Building – on hold.
Wastewater –
Included in the January 28, 2009 agenda item: “Report to update the status of
Wastewater projects through December 2008.”
TECHNICAL SERVICES
As a team we completed 235 work requests in December, continued the rollout of Metro
Ethernet, prepared for the Pentamation upgrade, upgraded LAVATS, applied critical
Microsoft security patch to all computers, etc. Worked on County Attorney Wireless link.
Worked on quotes to bring Medical Examiner office on our network.
VETERANS AFFAIRS
CLIENTS ASSISTED: 1950
NEW CLIENTS ASSISTED: 69
FIELD VISITS 19
BENEFITS DELIVERY AT DISCHARGE 3
VAN CLIENTS TRANSPORTED: 177
(to the VAMC, Miami as well as
other Miami area hospitals, without
incident)
The Veterans Affairs Department:
The financial data for the month of December $36,241.00 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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