Item M1MEMORANDUM
Office of the County Administrator
TO: Board of County Commissioners
FROM: Debbie Frederick
Deputy County Administrator
DATE: April 2, 2009
SUBJECT: County Divisions' Monthly Activity Report for March, 2009
MONTHLY ACTIVITY REPORT — MARCH. 2009
KEY WEST AIRPORT
• We spent most of March working out problems with the new terminal building, but
now we finally seem to have a handle on them and things are going much more
smoothly than when we opened on Feb. 25tn
• Work has started on the renovation of the existing terminal with a completion date of
this phase set for the first week in June.
• Through the FAA, we have applied for more than $900,000.00 of Economic Stimulus
Funds or so called Obama Money, to add additional elements of the terminal project
that were "Value Engineered" out when the county accepted the Morganti Guaranteed
Maximum Price (GMP).
MARATHON AIRPORT
• Airport Layout Plan (ALP) update for Florida Keys Marathon Airport has been
transmitted to FAA for comment.
• Airport Emergency Plan (AEP) revisions are being prepared for submission to FAA.
• Air Operations Area (AOA) Non -Movement Area Training Program is being
developed.
• Initial and recurrent training classes associated and/or related to FAR Part 139
operations and certification are on -going.
• Various leases regarding the use of existing hangars and the construction of additional
hangars are being negotiated, prepared and/or revised.
• Several construction and operations related projects continue to be in various stages
of completion at the airport including: HMGP Wind Retrofit (Hurricane Shutter)
Project; perimeter fence & gates installations; construction of generator building and
electrical vault; terminal repair and renovation punch list items; HVAC system
replacement; update of noise contours; Runway 7-25 Pavement Markings.
I
EMPLOYEE SERVICES
I. WEB SITE UPDATES (other than normal position vacancy updates, etc.):
Benefits:
KPHA Provider Directory Updates
EAP monthly bulletin
Human Resources:
Updated 4 job descriptions.
Benefits at a Glance
II. TURNOVER NUMBERS TO DATE:
March 2009 Turnover:.81% Turnover as of March 2009: 2.63% Turnover as of last
March 2008: 6.63%
Resignations:) Terminations:) Retired: 2 Deceased:0 Layoffs:0
Employed: One employed less than 5 years. One between 5-7 years. The retired
individuals worked between 10-13 & 16-20 years.
III. MAJOR ACTIVITIES/MEETINGS:
HUMAN RESOURCES
■ IAFF Negotiation Meeting
■ 1 Grievance meeting with Teamsters (3 grievances — 2 were resolved before
going to next step).
■ Began Sick Leave Pool Committee elections
■ 2 Deferred Compensation Workshops - Nationwide (Marathon & KW)
■ Completed annual Key West Chamber of Commerce Survey
■ Conducted Employee Grievance Council elections.
RISK
■ No major activities
BENEFITS (GROUP/WORKERS COMP)
■ Completed Audit of Workers Comp Class Codes
■ Review of Group Health RFP's with Consultant
■ Meeting with Sheriff's Office regarding handling of TB claims in regards to
Wkrs Comp presumption
BUDGET & FINANCE
Budget Analysts:
• FY 10 Budget: Analyzed and prepared the OMB and BOCC budgets for FYI 0,
updated the positions in Govmax for the FYI budget (made the necessary
changes in positions to make sure that we have an accurate database); printed the
cost center budget worksheets and collated the worksheets into Divisions;
reviewed FY 2010 Proposed Budgets for various departments; assisting various
Departments in GovMax FY 2010 budget inputs. Updated the FY10 Budget
Issues section on Compensation.
• Trued -up Grants, Miscellaneous Special revenue funds collected for the second
quarter and prepared necessary resolutions to appropriate these funds.
Processed Budget Transfers, resolutions, and reviewed contracts.
Prepared TDC's quarterly revenue collection report.
• Prepared Gas Tax Summary; graphed revenues and expenditures for the past 5
years and graphed the Fund Balance for Fund 102 for the past 9 years.
• Updated the CIP schedules for funds 304, 307, and 308.
• Updated Budget Revenue Analysis Excel spreadsheets for Funds 101 — 403.
• Reviewed, verified all funds are balanced, prepared monthly Expenditure Status
Report and Expenditure Audit Trail Reports.
• Prepped bills for Finance/Accts Payable
• Verified uniform accounting code changes for Revenue accounts.
• Prepared OMB's agenda packet for the April 15, 2009 BOCC meeting.
Purchasing Department:
• Total purchase orders processed 363
• Total orders placed for departments 82
• Total orders entered for departments 74
• Office Depot orders processed 65
• Staples Orders processed 1
• We opened 5 bids and processed another 5 which was average from the previous
months. Addendums entered 8, contracts reviewed 31, and bills paid 4, and
voided 13
purchase orders. We also processed 845 pieces of mail which was a slight
increase from last month.
Grants Department:
• Grants: Reviewed, approved, processed invoices for HSO, CJMHSA, Byrne and
RSAT grants. Prepared for FDLE site visit to monitor Byrne Grants. Prepared and
submitted quarterly reports for Byrne and RSAT grants. Performed various
CJMHSA Planning Council grant activities (reporting, meeting, advertising,
minutes); worked with project director to prepare documentation for final report;
assisting Sheriffs Office with new grants and agenda item preparation related to
CJMHSA grant; prepared Contract Amendment and agenda item for Guidance
Clinic.
HSAB FY 2010: Provided ongoing technical assistance and answers to applicant
questions. Prepped room, board and applicants for May meeting.
Strategic Plan: scheduled/arranged 12 focus group and community meetings so
far; finalized/distributed Residential Survey and Business Survey; posted surveys
on website; prepped for and attended 7 meetings throughout the Keys. Met with
Leadership Monroe regarding their possible volunteer participation in the
Strategic Planning process. Prepared minutes for all SP meetings. Developed
spreadsheets to track/record/analyze survey responses.
FEMA: Gathered required closeout documentation for the final PWs for Dennis
and Ivan. Responding to ongoing follow-up questions and information requests
from FEMA joint field office on various pending PWs. Ongoing work/advocacy
with State and FEMA officials to obligate funds for County expenditures related
to Ike and Fay (succeeded in getting $350K obligated for Fay's expenses so far;
all Ike PWs have been approved by FEMA, though no funds obligated yet.)
Prepared memo to DCA re: Stan Mayfield rule change recommendations to place
Monroe County in greater competitive position with regard to this grant program,
and attended DCA's rule making conference.
FDOT Economic Stimulus: worked with Engineering and the municipalities to
prepare presentation of funded projects; gave presentation and FDOT District 6
Conference in Miami.
COMMUNITY SUPPORT SERVICES
Social Service Department (SSD)
In -Home and Nutrition Services (II -INS)
OAA, Older Americans Act Programs:
Nutrition (Information in this section is for the period 02/21/09 — 3/20/09)
C-1 Congregate Meals totaled 1356 units this month, due to a decrease in the
number of days in the reporting period.. Seasonal attendance at the mealsites has
peaked, and we should expect a further decline in units in the coming months. C-
1 achievements are cyclical — the greater numbers in the winter months
compensate for the lower numbers in the summer months.
• C-2 Home -Delivered Meals totaled 2358 units, again lower than last month because of
the abbreviated reporting period.
In -Home Services (Information in this section is for the period 1/21/09 — 2/20/09)
III-B Screening and Assessment: 8.5 units this period, 24% year-to-date achieved,
7.33% underachieved. 58 clients on the waiting list.
• III-B Homemaking: 103.75 units this period, 9.3% year-to-date achieved, 14.7%
underachieved. 55 clients on the waiting list.
III-B Personal Care: 150.5 units this period, 19.96% year-to-date achieved, 3.29%
overachieved. 27 clients on the waiting list.
We have spent $16,099.88, which is 15% of III-B funds. We are 1.67% underachieved, close
to the target range of + 1%.
• III-E Facility Respite: 173.75 units this period, 5% year-to-date achieved, 11.67%
underachieved. We will need to recruit more clients for this program.
Non-OAA Programs:
CCDA (Community Care for Disabled Adults) for February 2009:
Case Management: 20 units for the month were produced; 31 units year-to-date.
Homemaking: 89 units for the month were produced; 177.75 units year -to date.
Home -Delivered Meals: Monthly units were 180 meals; 440 meals year-to-date.
• Personal Care: Monthly units were 26; 65.25 units year-to-date.
Overall Program Achievement was 21%, 4.33% overachieved.
CCE (Community Care for the Elderly) for the period 1/21/09 — 2/20/09:
Case Management: 98 units for the period and 626.75 units year-to-date. 40%
achieved year-to-date. There are 75 clients on the waiting list.
Intake:.5 units achieved and 13.5 units year-to-date. 7% achieved year-to-date.
• Homemaking: 773 units for the period and 5685 units year-to-date. 89% achieved
year-to-date. There are 65 clients on the waiting list.
• Personal Care: 399.5 units for the period and 2998.25 units year-to-date. 62.07%
achieved year-to-date. There are 34 clients on the waiting list.
• Respite: 116.75 units for the period and 409.75 units year-to-date. 26% achieved
year to date. There are 12 clients on the waiting list.
CCE overall year-to-date is at 64.89% achievement which is a 1.75%
underachievement. This is due to receiving an additional $58,000 from the Alliance
for Aging and likely to be temporary.
ADI (Alzheimer's Disease Initiative) for the period 1/21/09 — 2/20/09: 232 units
were produced in the period and 2079 units year to date. 83.64% year-to-date
achieved, 17% overachieved, due to the $6155 reduction of funds from the
Alliance for Aging. There are 11 clients on the wait list.
HCE (Home Care for the Elderly Program) for the period 2/16/09 - 3/15/09: 22.25
billable units this period, 138.50 billable units year-to-date. Current spending level
year to date is at 52%.
Monroe County Transit (MCT)
Department Activity for March 2009
• One-way trips provided: 2002
• Unduplicated clients served: 250
Special Needs Clients registered: 361
• 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: $2,347.07
Expenditures: $104,236.25
Percentage Spent Fiscal YTD: 47.9 %
Community Support Services (CSS) / Compliance
In the month of March 2009 we had: 26 New Welfare cases
154 Office visits
16 Home and field visits
Helen- 224 Incoming calls + 88 referrals— total 312
Combined total [2,896 ]
We served 98 unduplicated Welfare client households
Low Income Home Energy Assistance Grant Program cases totaling $10,450.00 ( 45 -cases)
Low Income Crisis Assistance cases totaling $ 5,934.11 (22 -cases)
Spent in Feb. $16,384.11
(70) cases peer reviewed by staff.
• Special meeting called by Social Services to meet with other agencies to explore
funding on 3-17-09.
• Staff member attended SHAL meeting on 3-18-09.
• Staff members attended a meeting. DCA representative in Tallahassee flew to
Key West and meet at the Gato Bldg on 3-25-09 to host a public hearing on the
new Community Services Block Grant Funds for Monroe County.
Bay shore Manor (BSM)
5
Bayshore Manor's current census is 15 residents. The current census is six
private pay and nine subsidized. BSM provided 104.75 hours of OA3E respite
care this month. Bayshore Manor has three OA3E clients.
• There are 2 clients on the wait list.
• Revenue for March 2009 $29,051.35
• Expenditures for the same period $51,083.89
• Percentage of the budget spent year to date 46.68%
LIBRARY
• Library usage has continued to increase in several areas over that of a year ago,
although some on -site figures still reflect the reduction in hours and days of
service: circulation totaled 39,379 items in Februarys% over than last year's
total for the same month, and 411 new borrowers received library cards. We now
have 39,204 Library cardholdersa considerable portion of the total County
population. Our onsite public computer usage totaled 10,545, but was still down
17% from the previous year, again a direct result of having fewer hours of service
open to the public.
• Library visitors totaled 49,785 for the month of February, as an increasing number
of seasonal visitors continue to enjoy our services, and Library staff answered
6,813 reference questions, nearly equal to the number from one year ago, in spite
of the reduction in service hours.
• Library use of the FY 2009 budget continues to proceed on a pace with the year;
use of discretionary funds, such as those for supplies and materials, is being
consistently monitored by Managers and Administration and needs are prioritized
on an ongoing basis.
EXTENSION SERVICES
• Number of services provided: 437 phone calls, 45 office visits, 39 visits to clients,
28 group teachings with 500 people in attendance, 7 media submissions, and 766
bulletins distributed. Total Budget for FY 08/09: $186,485.00; Year to Date
Expenditures and Encumbrances: $141,257.77; Remaining Balance: $45,227.23;
Percentage of budget spent and/or encumbered year to date: 75%.
• The Extension Agents had a large presence at the 2009 Green Living and Energy
Expo in Marathon. They gave two public lectures twice ("Solar Photovoltaics for
the Homeowner" by the Extension Director and "Composting to Reduce Waste &
Improve Your Garden" by the Horticulture Agent) to approximately 300 people.
The Family & Community Development Agent educated residents about energy
and water efficiencies. A large educational display featuring solar energy was also
presented.
• The Environmental Horticulture Agent concluded teaching the Master Gardener
Intern Training Class in which 20 people successfully finished the course and
each received a "Certificate of Completion."
• The Family & Community Development Agent worked with various Monroe
County departments to further the Green Government Program by developing a
system for gathering focus teams or task force support.
6
GROWTH MANAGEMENT
GMD COMPARATIVE REVENUE SUMMARY
Revenue
Total
Total
Revenue
Revenue
Revenue
%
Budget
Revenue
Revenue
Ending
Ending
Ending
Variance
FY 2009
Collected
Collected
March
March 2008
March
Revenue
in
in FY 2007
2009
2007
Ending
FY 2008
March
2008
To
March
2009
Building
$2,790,632
$2,857,684
$2,769,314
$1,326,426
$1,535,574*
$1,216,644
-14%
Permit
Licenses
Permits
Planning
$430,000
$488,081
$532,000
$300,061
$324,411
$306,868
-8%
Departme
nt Fees
Code
$90,000
$110,412
$97,940
$82,629
$64,391
$41,385
+28%
Enforcem
ent 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
Budget
Total
Total
2009
2008
2007
%
FY'09
Expenses
Expenses
Expenses
Expenses
Expenses
Variance
FY 2008
FY 2007
Ending
Ending
Ending
Expenses
March
March
March
Ending
March
2008
To
March
2009
Growth Management
$916,526
$648,098
$1,637,473
$182,997
$235,347
$374,533
-18%
Admin.
Building
$2,434,746
$2,311,238
$2,299,758
$1,009,359
$1,046,903
$990,367
-4%
Code Enforcement
$1,009,885
$894,006
$1,021,256
$457,169
$386,620
$538,252
+18%
Planning
$1,149,516
$878,366
$1,333,008
$391,205
$431,896
$679,940
-9%
Environmental Resources
$299,302
$330,016
$313,488
$139,796
$153,324
$147,381
-9%
Planning Commission
$100,541
$88,345
$86,226
$40,750
$40,368
$35,431
+1%
Comprehensive Plan
$358,400
$74,655
$290,478
$6,308
$39,817
$47,341
-84%
Geographic Information
(GIS)
$314,133
$181,935
$310,576
$84,760
$68,512
$131,740
+24%
Marine Resources
$55,051
$84,753
$235,623
$27,537
$45,261
$103,874
-39%
Pump Out Boat
$68,587
$64,640
$48,275
$34,560
$23,103
$25,297
+50%
MONROE COUNTY BUILDING DEPARTMENT - MARCH, 2009
NUMBER OF PERMITS
03/01/09-03/31/09
APPS SUBMITTED
340
PERMITS ISSUED
363
WALK THRU
100
CERT OF OCCUPANCY
23
INSPECTIONS
TOTAL
2261
AVERAGE PER DAY (23 days)
98
PER DISCIPLINE
BUILDING/ROOFING
1530
ELECTRICAL
359
PLUMBING
282
MECHANICAL(A/C)
173
GAS
15
PLANS REVIEWS
TOTAL
3185
AVERAGE PER DAY
139
PER DISCIPLINE
ABO
432
BIO
155
BIO PEND
5
C.O.
-
CODE ENF 2
17
CODE ENF 3
11
COORD
372
ELECT
148
ENG
-
EXAM
379
FEMA
-
FILE
5
FINAL
2
FIRE
54
FLOOD
99
MAR-BLDG
482
MECH
50
P.K.BUIL,DING
407
PENDING
58
PLAN
121
PLUMB
114
READY
4
ROGO
9
ROOF
25
S.I. BUILDING
126
TRACK
17
8
UK-ABO
UK-BIO
UK-BLDG
UK-COORD
UK -EXAM
UK -FILE
UK -FIRE
UK -PENDING
UK -PLAN
UK -PLUMB
UK -ROOF
UK -TRACK
19
9
14
15
14
1
7
2
5
4
2
1
PLANNING & ENVIRONMENTAL RESOURCES
Environmental Resources
Code Enforcement Referral
11
Permit Application Site Visit
176
Wetland Delineation
2
Written Correspondence
Administrative Relief/Beneficial Use Apps
4
Code Enforcement Assessment Memo
7
GIS Map assorted
47
GOECEA Recording
1
Interagency Coordination (DEP, ACOE, FKEC, Isla. Plan)
16
Other
Mitigation Letters
1
Pentamation Templates
1
Permit Application Review/Assessment
203
Vegetation Price List Update
1
Meetings
DRC March 24, 2009
1
Other
Pre Application (assorted) Includes Habitat Brownsfields,
Stock Island Home site, KL Trailhead w/DEP
4
Code Enforcement Hearing
1
Special Proj ects/KEYWEP Training Coord.
2
Created New Permit Templates
1
KEYWEP Training March 4,5,6, 3 staff members
3
Save a Turtle (3 staff members)
1
CURRENT PLANNING CATEGORY
Appeal to Planning Commission
1
Appeal to Planning Commission in Progress
4
Appeal to DOAH completed
1
Alcoholic Beverage in progress
1
Code Enforcement Referral (estimated at 1 per week per
Current Planner (4)
16
Conditional Use, Major in progress
3
9
Conditional Use, Minor applied
1
Conditional Use, Minor in progress
3
Conditional Use, TDR in progress
2
Development Agreement in progress
1
Home Occupational Permits applied
1
Home Occupational Permits in progress
2
Public Assembly Permits applied
1
Public Assembly Permits issued
1
Road Abandonment Completed
1
Road Abandonment in progress
5
Variance, Administrative Applied
2
Variance, Administrative Issued
1
Variance, Planning Commission issued
3
Variance Planning Commission in progress
5
Permits Reviewed & Processed
127
ROGO related applications
ROGO Exemptions Applied
12
ROGO Exemptions Issued
12
Meetings
Pre -Application Conference
2
Written Correspondence
Letters of Understanding
2
Administrative Meetings
Planning Commission/Agenda Items
1/4
Development Review Committee/Agenda Items
1/1
Parks & Recreation 3.30.09 Last Meeting for Growth Mgmt
1
3 groups speaking for outparcel use at KLCP
Updates on all County Parks
Customer Service
In -person inquiries estimated at 5 per day per planner (2)
300
Telephone inquiries estimated at 10 per planner (7) per day
2100
Email inquiries estimated at 5 per planner (7) per day
300
Pre -Application Conferences
2
Letters of Understanding
2
COMPREHENSIVE PLANNING CATEGORY
LUD Map Amendment, Applied
1
LUD Map Amendment Completed
2
Other
Added conservation parcels to "H" Bank
1
Contracted surveyor for re -plat
1
Create new staff added policy to Comprehensive Plan
Habitat Conservation Plan — 3rd Annual Report
1
Public Facilities Assessment Report — Annual Report
1
Responded to DCA regarding Capital Improvement
Project de minimus report
1
Responded to DCA regarding Capital Improvement Project
10
Waste water budget— Annual update to Comprehensive Plan 1
Responded to DCA regarding FLUM Application for real estate numbers
00114150.000000, 00114150.000400 and 00118420.000000
Processed Rockland Re -plat
Created Template: Split Future Land Use Map and Land Use District Map
Applications into two Applications
Customer Service
Conversation with consultant regarding a FLUM/LUD
change 1
Impromptu meetings (staff)
23
Scheduled meetings
3
Phone calls (Estimated 20 calls, 10 min.each)
200 minutes
Email correspondence (each)
295
Code Enforcement Accomplishments
Number of New Cases Opened
315
Number of Inspections completed
1757
Number of Cases Heard before Special Magistrate-
171
Fines Collected
$ 21,857.51
After the Fact Fees Collected
$ 15,590.00
Number of Contractor Citations Issued
38
Number of Contractor Citations Heard
11
Contractor Citations Paid
$ 4,000.00
Flood insurance Inspection Fees Collected
$ 2,770.00
Totals Collected
$ 44,217.51
EMERGENCY SERVICES
Fire Rescue
• Completed and submitted division's budget proposal
on March 19.
• Hired two Shift Battalion Chiefs, one from outside and the other promoted from
within the system.
Training
• Hired Battalion Chief of Training.
Fire Marshal
• Attended Development Review Committee meetings reference new developments
in Monroe County.
• Assisted with departmental interviews for Operations Battalion Chief
• Worked on the Big Pine Fire Station communications issues
• Facilitated road work being completed in front of the Big Pine Key temporary
Fire Station, so apparatus will no longer be damaged from driving over road.
• Meetings with Land Use planners about development on Stock Island
Emergency Management
• Obtained UAWG 50k funding approval to complete Monroe County COOP plan.
• Attended a Hostile Action Site Visit at Turkey Point Nuclear Power Plant in
preparation for an upcoming Hostile Action Exercise
11
• Hosted a meeting with the Military Affairs personnel regarding Emergency
Management and the Florida National Guard mutual response to an emergency
event
• Completed Marathon School Inter and Monroe County Local Agreement,
Contract Agenda & Item Summary for reimbursement to the MCSB
• Hosted and attended a 2-day Emergency Operations Center Planning training
session
Trauma Star
• Community Education
o Trauma Star Flight crew provided on -site training for the dive program
attendees at FKCC regarding Landing Zone, Helicopter Operations and
Safety considerations, including transport of diving accident scenario
management.
o Flight Crew is working with Sheriff's Office and School system to
coordinate CPR training and Instructor certification in coordination with
the University of Miami
• Continuing education for flight crew to maintain highest level of patient care.
o All transport protocols reviewed
o Medical Director education provided to staff regarding ongoing QA
activities, protocols and patient care management
o Research into products and procedures to assist with patient care ongoing
by Flight Crew
o Medical Flight crew members completed Advanced Cardiac Life Support
recertification
o Air Medical Chief and a Flight Nurse certified as Instructors in Pre -
hospital Emergency Pediatric Care. Upcoming class planned for staff,
including Miami Children's Hospital training
• Critical Care Patient Care Delivery
o Nine patients were transported in March. ( 3 Hospital to Hospital, 3 Stroke
Alerts from scene, 1 Cardiac Alert from the scene, 2 Trauma Alerts) There
were 6 additional stand-by transports
Upper Keys Health Care District
• Trauma District had one trauma patient in the month of March.
• A web page for the UKHCTD has been created for inclusion on the Monroe
County web site.
PUBLIC WORKS
• Pollution Control collected over 39.5 tons of debris illegally dumped in County
rights of way, and also collected 10.43 tons for other departments (6,100 lbs. from
the Key West Garage; 740 lbs from the Lowers Keys for the MC Sheriff s Office;
and 14,020 lbs. for the Land Authority)
• Expanded bio-diesel test program; presently using (1350) 50% Bio-diesel at Key
West fuel facilities
• Bid opening for delivery of bio-diesel fuel is scheduled for 3/31/09
• With much, appreciated help from Project Management, received multiple bids
for replacement of Plantation Key's Fuel Facilities
12
• Performed major repairs on off road equipment, allowing the County to save
thousands of dollars, plus down time, rather than transporting, and retrieving same
units to and from contractors located on Florida's mainland
• Completed countywide, pre -hurricane season emergency generator maintenance
and inspections
• Installed new external diesel fuel tank for emergency power generator at Social
Service's Nutrition site located at the Harvey Gov't. Center
• Met with staff from the Detention Center and Sheriff's Office to develop and
kick-off a recycling program
• Also met with Monroe County Health Department to discuss developing recycling
programs at each of their four clinics
• Continue working with DEP staff in Tallahassee regarding recycling numbers and
continuing to capture tonnage that was not previously accounted for
• Attended GLEE's Annual Awards
• Participated in GLEE Expo by hosting Public Works booth and vehicle display.
Approximately 450 — 500 individuals visited our booth where we distributed solid
waste and recycling flyers. Staff had the opportunity to meet a number of
residents who are well versed on global warming, solar energy, alternative
transportation, etc. Staff also addressed a number of resident's complaints and
suggestions
• Completed and entered Division's proposed FY2010 budgets in GovMax budget
system
• Installed bulletin board in Nelson GC lobby and ice maker in the kitchen area
• Replaced security gate at PK Court House
• Replaced window glass at AARP
• Completed renovation of Growth Management Annex at Spottswood Bldg. for
Social Services
• Completed renovation of second floor Ellis Building and moved Family Court
• Removed grinder pump and installed by-pass at KL Park WWTP
• Replaced KL Park ice maker
• Filled, graded and compacted South Street r/w on Big Pine Key
• Secured structural steel plate in Duck Key Bridge #904603
• Passed the Florida Model Jail Standards inspection at all Detention Center
locations
• Assisted with the Marathon Seafood Festival
• Fixed wooden ramp and decking at Marathon Courthouse
• Repaired holes in sod at BP Park
• Repaired gates @ Higgs Beach Dog Park
• Repainting Higgs Beach pavilions and tiki huts
• Replaced Higgs Beach tennis court posts and nets
• Repaired seawall @ Higgs Beach
ENGINEERING
• Road and Bridges Stimulus - staff presented Monroe County projects at District 6
Contractor meeting in Miami, and attended various meetings to position County to
13
receive stimulus money for bridge repair. Staff prepared project summaries for
lobbyists to petition for additional appropriations for bridge repair funding.
• Palm Drive Bridge — finalized construction drawings; staff updating project manual,
bid specifications, contract form, and technical specifications in order to be LAP
compliant. Completing DOT LAP construction checklists and certifications to
qualify project for stimulus funding.
• Geiger Creek Bridge — staff prepared draft Request for Proposals for Design/Build
services for the Geiger Creek bridge project. RFP will be LAP compliant and will be
submitted to DOT for review in order to be eligible for stimulus funding.
• Breezeswept Beach Estates Culvert — construction was completed in early February;
staff completed the DEP and US Corps of Army Engineers "as -built certification" and
construction completion certificates as required by the permits; staff submitted water
quality sampling plan and schedule to DEP as required by permit.
• Sunset Point Park Boat Ramp — project manual was approved by County Attorney's
office; bid opening date has been set for May 12, 2009, with project being advertised
the first week of April.
• South Florida Water Management District Grant 2009 — staff met with SFWMD staff
to update project schedule and amend the grant based on revised County construction
schedule.
• US 1 Stormwater Project —three stormwater projects on US 1 have been combined
into existing DOT road restoration projects to provide more cost effective approach;
amendment cancelling JPA was approved on the March 18, 2009 BOCC agenda.
• Tropical Storm Fay / Hurricane Ike — staff assisting grant management with
preparation and review of FEMA project worksheets for various projects.
• 2005 Hurricanes - staff working with OMB to assist in closing out project worksheets
from 2005 season.
• 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 — staff working with Contech pre -fabricated bridge
manufacturer to identify options for pedestrian bridges; forwarded potential
pedestrian bridge design to Duck Key homeowners for review and discussion.
• 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 awaiting approval of revised
project worksheet, staff following up with DEM to get revised project worksheet.
• Pigeon Key Ferry Service —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.
• Tavernier Right of Way Encroachments —staff met with homeowner on March 4,
2009 to confirm what needed to be removed from right-of-way; decisions will be
confirmed in writing and the homeowner will have 30 days to comply.
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• 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.
• County Street Light Survey — 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 were conducted in January.
• 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. Staff has notified KLWTD that inspectors will suspend work if contractors
are not following proper maintenance of traffic procedures.
• Right of Way Permit Appeal — staff worked with County Attorney to provide
information to address homeowner's appeal of an after the fact right of way permit
denial.
• DOT Construction Projects - staff reviewed construction drawings and provided
comments to DOT on three construction projects and attended pre -construction
meeting for upcoming Stock Island paving project.
• Engineering Services Ongoing Work -
• Staff reviewed 8 right of way applications, issued 3 right of way (ROW) permits,
inspected 4 permits for work completion, and forwarded 6 violations to Code
Enforcement.
• Resolved requests from residents and Sheriffs Office regarding Big Pine key traffic
signal; DOT is performing traffic survey to determine whether light reprogramming is
necessary.
• Staff coordinated investigation of ROW complaints /violations from residents and
other County departments.
• 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.
PROJECT MANAGEMENT
• ADA Compliance Assessment — scope of work from original contract is completed
and at 100% (surveys of building square footage, polling places, beaches and parks,
Key West roads and intersections). Scope of work additions approved by the BOCC
for the KWIA and Jacobs Aquatic Center facilities are yet to be completed; final
report package is due on April 30, 2009.
• Emergency Operations Center — Marathon —request for State sub -grant extension
was granted by FEMA; design and engineering must be completed by December 7,
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2009. Space Need Review Meeting was help on March 16, with site survey and
geotechnical survey completed March 17, 2009. Notice to Proceed for the design
work was issued to ADG on March 31, 2009; architect scheduled to address and
update the BOCC at the April 15, 2009 meeting.
• Big Pine Key Fire Station — project is 60% complete and substantial completion date
is scheduled for July 9, 2009. Building shell punch list corrections are in progress;
HVAC ductwork installed on first and second floors and is at 60% complete;
plumbing work is ongoing; roof trusses and decking are complete, with moisture
barrier and insulation being installed; electrical conduit and wire pulling ongoing;
windows are being installed; electric generator installed and secured. Underground
site lighting is at 70% complete; trench drains are complete; curbing is at 50%
complete, with driveway retaining wall footers being poured.
• Architect/Engineer Small Project Annual Contract — meeting to be scheduled with
Public Works, County Attorney, Roads and Bridges and Project Management to re-
draft an inclusive professional services RFQ.
• Plantation Key Fueling Facility — in award of contract phase; bid opening was held
March 18, 2009; with lowest conforming compliant bid of $274,000 selected; award
of contract is on the April 15, 2009 BOCC meeting for approval; permit application
package was submitted to the Village of Islamorada on March 30, 2009.
• Murray E. Nelson Government and Cultural Center — punch list corrections are
virtually complete; construction complete and Certificate of Occupancy issued;
contract scheduled for close-out by April 30, 2009. Negotiations are ongoing with
contractor for compromise settlement of unresolved change orders and claims.
• Medical Examiner's Facility Litigation —lawsuit was filed by contractor and
received at County Attorney's office; litigation research and coordination with
County Attorney's office has begun.
• Medical Examiner's Facility Wetlands Mitigation — close-out phase. Final
removal of fill by contractor is completed; last sections of fence were installed in
March. Final completion of contractor's work has not been agreed upon pending
USACOE review; staff meeting with USACOE on April 9th to resolve concerns
about status of work.
• Freeman Justice Center — litigation research and coordination with County
Attorney's office and outside counsel ongoing for both the Gonzalez v. Monroe
County and the Tower Group v. Monroe County lawsuits.
• Conch Key Fire Station —bid and construction phases on hold — construction design
phase is at 99% complete; County is contractually obligated to pay architect for
design work.
• Solid Waste Analysis Project — County Administrator and Public Works have
assumed all future contract negotiations responsibilities.
• Public Works Rockland — bid and construction phases on hold.
• Marathon Courthouse Renovations — on hold.
• Stock Island Fire Station — on hold.
• Jefferson B. Browne Building — on hold.
• Old Tavernier School Town Meeting Hall — on hold.
TECHNICAL SERVICES
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As a team we completed 242 work requests in March, migrated Exchange log files to
iSCSI to resolve a performance issue, created new web pages for Commission Caruthers,
new web pages for Boards and Committees, and new web pages for the Murray Nelson
Building, applied new Microsoft Office compatibility and security patches to all
computers, continued our evaluation of Windows 7, etc.
VETERANS AFFAIRS
Clients Assisted: 1815
New Clients Assisted: 5
Field Visits 19
Benefits Delivery at Discharge 5
Van Clients Transported: 153
(to the VAMC, Miami as well as other Miami area hospitals, without incident)
The Veterans Affairs Department:
The financial data for the month of March $94,394.00 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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