Item P1MEMORANDUM
Office of the County Administrator
TO: Board of County Commissioners
FROM: Debbie Frederick
Deputy County Administrator
DATE: July 3, 2009
SUBJECT: County Divisions' Monthly Activity Report for June, 2009
MONTHLY ACTIVITY REPORT - JUNE, 2009
KEY WEST AIRPORT
• We have been informed by the Florida Department of Transportation (FDOT) that our
new Passenger Terminal Complex has been selected to receive the Commercial
Service Airport Project of the Year Award for 2009. We will be presented this award
on August 5t' at the Florida Airports Council Annual Convention in Miami Beach.
• The artwork is beginning to arrive and be installed in the new terminal building
including the replica of the Augustin Parla aircraft that made the first solo flight
between Key West and Havana in 1913.
• We reached another milestone along the long road to installing Runway Safety Areas
at KWIA. In June we received unanimous approval by the South Florida Water
Management District to accept the decision of the administrative law judge to overturn
the appeal filed by Last Stand against our permit application. Hopefully we will be
able to finally start this project in the Fall of this year after eight years of studies, and
permit applications.
MARATHON AIRPORT
• Airport Layout Plan (ALP) update draft for Florida Keys Marathon Airport has
been reviewed by the FAA and comments provided. ALP update is scheduled for
presentation to and approval by the BOCC at a special meeting on July 13, 2009.
• Air Operations Area (AOA) Non -Movement Area Training Program
implementation is on -going.
• Initial and recurrent training classes associated and/or related to FAR Part 139
operations and certification are on -going.
• Runway 25 re -marking project has been completed.
• Lease with Antique Aircraft Restorations, Inc. for the former Mosquito District
hangar has been approved by the BOCC.
• Several construction and operations related projects continue to be in various
stages of completion at the airport including:
• HMGP Wind Retrofit (Hurricane Shutter) Project: purchase order issued for
I
emergency installation of motorized roll -down shutters on storefront windows;
written price quotes are being obtained for shutters for remaining windows.
• Perimeter fence & gates installations are nearing completion.
• Construction of generator building and electrical vault is substantially complete.
• Passenger Terminal HVAC system replacement contract has been approved by
BOCC and pre -construction conference held.
• Noise Screening Assessment Report has been completed and is scheduled for
presentation to the BOCC at a special meeting on July 13, 2009.
EMPLOYEE SERVICES
I. Website Updates (other than normal position vacancy updates, etc.):
Benefits:
KPHA Provider Directory Updates
EAP monthly bulletin
Working Wellness Newsletter
Human Resources:
Updated 2 job descriptions
II. Turnover Numbers to Date:
June 2009 Turnover: 2.41% Turnover as of June 2009: 5.03% Turnover as of last
June 2008: 10.20%
Resignations:) Terminations:) Retired: Deceased: Layoffs:
Both were employed under 3 years.
III. Major Activities/Meetings:
• Division Director elected as local Toastmaster Association Board Secretary.
• Division Director re-elected as FRMA Board Membership Director.
Human Resources
■ Held 3 Deferred Compensation Sessions with VALIC: 1 KW, 1 Marathon, 1
Key Largo
Risk
■ Analyzed findings of Public Adjuster RFP Sunshine meeting in order to make
recommendation to the BOCC at July meeting.
Benefits (Group/Workers Comp)
■ HIPAA notices distributed to all employees.
■ Administrator visited with Wkrs Comp TPA to discuss procedures, claims,
etc.
■ RFP's distributed: Wkrs Comp TPA & Excess Carrier
■ Discussed renewal rates with Delta Dental & EyeMed for terms ending
12/31/09
■ CHIPRA notices distributed to all employees.
Safety
■ In process of updating safety representatives for all departments and
buildings.
■ Revamped presentation. Safety Officer will start NEO in July
0a
BUDGET & FINANCE
Budget Analysts:
• Estimated Revenues and Fund Balances for several funds.
• Entered revenue details to balance expenditures for several funds.
• Created a reso for the July BOCC meeting that would transfer monies to the
appropriate line item in 7 funds that will account for the cost allocation
expense.
• Reviewed contracts for the July BOCC meeting.
• Performed an expenditure analysis on the Internal Fuel line item in the
General Fund.
• Updated section B, Executive Summary of the budget book.
• Research and compile public request information.
• Assist and train new Budget Analyst staff review TDC contracts, process
budget transfers, resolutions, and prepare monthly BOCC agenda packets.
• Compile and input non-profit organizations funding applications and board
recommendations in preparation of the upcoming July 13, 2009 tentative
budget meeting.
• Review, estimate revenues, expenditures, balance FY 2010 TDC budget
upload in GovMax, and Airport funds.
• Prepare resolutions and true -up grant revenue budgets to cover shortfalls in
the personal line items.
• Review and revised July BOCC agenda packet before final submission.
• Budget Transfers (Expenditure and Project transfers)
• Reports — Reviews a Balance Sheet by Fund Daily to verify all funds are
balanced.
• Reports — Monthly Expenditure Status Report and Expenditure Audit Trail
Report is printed and forwarded to Lower Keys AARP, Big Pine AARP and
Middle Keys AARP with an attached Memo outlining the available balance
remaining for this fiscal year.
• Input data from Budget Preparation Worksheet into Gov Max. Expenditure
Detail report is printed to reflect data.
• Resolution budget transfers monthly (Expenditure, Revenue and Project
transfers)
• Prep bills for Finance/Accts Payable
• Prepares the Monthly Bank of America Purchasing Card bill for Finance.
(gathering signature approvals, travel exp reports, purchase receipts and
completed daily purchase card reports from each card holder that has made a
purchase in that month).
• Updated Gov Max with workman comp codes that have changed.
• Reviewed Budget & Finance Contracts
• Resolution data input and postings
• Input each Resolution on the Schedule of Resolutions for the BOCC meeting
for that month.
Purchasing Department:
3
• Total purchase orders processed: 322
• Total orders placed for departments: 81
• Total orders entered for departments: 76
• Office Depot orders processed: 67
• Staples Orders processed: 4
• We opened 5 bids and processed another 9 which was above average from the
previous months. Addendums entered 8, contracts reviewed 43, and bills paid
4, and voided 9 purchase orders. We also processed 824 pieces of mail which
was a slight decrease from last month.
Grants Administration Department:
• HSAB FY 2010 Grants: Completed HSAB $1.7 million recommendation package
for July meeting.
• BOCC-direct grants to non -profits: Completed this $1.1 million recommendation
package for July meeting.
• Byrne JAG Recovery Act Grant: Completed application package for this $410K
grant. Completed agenda item for this grant. Process included County -wide
coordination with all municipalities, sheriffs office, and community -based
organizations; organizing/facilitating meeting of Substance Abuse Policy Board;
and completing four separate applications to FDLE.
• Byrne JAG "Regular" Grant: Began application process for this grant; received
HSO applications and SAPAB recommendations.
• Reviewed, approved, processed invoices for all current HSO, HSAB, Byrne and
RSAT grants.
• Criminal Justice Mental Health Substance Abuse Planning Council Grant:
Revised Final Financial Report.
• Strategic Plan: continued to schedule/arrange/attend additional focus group and
community meetings; inputted responses from Residential Survey and Business
Survey; posted surveys on website; prepared minutes for SP meetings.
• FEMA old storms: Continued closeout work for Dennis and Ivan. Completed last
PW for closeout of Dennis, secured an additional $147,000. Responding to
ongoing follow-up questions and information requests from FEMA joint field
office on closeouts of old marine debris PWs.
• FEMA Storms Ike and Fay: Secured payment for various small project PWs for
Hurricane Ike and TS Fay (approx $225,000). Continued communications with
State and FEMA officials to obligate balance of funds owed to County.
COMMUNITY SUPPORT SERVICES
In -home and Nutrition Services (II -INS)
OAA, Older Americans Act Programs:
Nutrition (Information in this section is for the period 5/21/09—6/20/09)
• C-1 Congregate Meals totaled 997 units this month, underachieving the monthly
goal by 271 units. All of the seasonal clients have now left the area, leaving the
program with the capacity to accommodate the clients from the reopening of the
mealsite in Big Pine.
4
• C-2 Home -Delivered Meals totaled 2457 units, underachieving by 250 units. We
have identified several home delivered meal client referrals in the Middle and Upper
Keys, which we will begin serving once transportation is arranged.
In -Home Services (Information in this section is for the period 4/21/09 — 5/20/09)
• III-B Screening and Assessment: 32.75 units this period, 66% year-to-date achieved,
24.33% overachieved. 52 clients on the waiting list.
• III-B Homemaking: 112.75 units this period, 24.31% year-to-date achieved, 17.36%
underachieved. 57 clients on the waiting list.
• III-B Personal Care: 149.5 units this period, 55.6% year-to-date achieved, 13.93%
overachieved. 21 clients on the waiting list.
We have spent $42,833.53, which is 39.1% of III-B funds, which is 5.57% underachieved.
III-E Facility Respite: 273 units this period, 14.4% year-to-date achieved, 27.27%
underachieved. We will need to recruit more clients for this program or increase the
hours for existing clients.
Non-OAA Programs:
CCDA (Community Care for Disabled Adults) for May 2009:
• Case Management: 11 units for the month were produced; 73.75 units year-to-
date.
• Homemaking: 112.5 units for the month were produced; 525.75 units year -to
date.
• Home -Delivered Meals: Monthly units were 205 meals; 1025 meals year-to-date.
• Personal Care: Monthly units were 16.25; 106.5 units year-to-date.
Overall Program Achievement was 53%, 30% underachieved.
CCE (Community Care for the Elderly) for the period 4/21/09 — 5/20/09:
• Case Management: 81.75 units for the period and 890.75 units year-to-date.
91.68% achieved year-to-date. There are 79 clients on the waiting list.
• Intake: 8.5 units achieved and 47.5 units year-to-date. 92% achieved year-to-date.
• Homemaking: 727.5 units for the period and 7702.25 units year-to-date. 95.64%
achieved year-to-date. There are 71 clients on the waiting list.
• Personal Care: 448 units for the period and 4212.25 units year-to-date. 81.4%
achieved year-to-date. There are 31 clients on the waiting list.
• Respite: 213.5 units for the period and 925.5 units year-to-date. 55.27%
achieved year to date. There are 8 clients on the waiting list.
CCE overall year-to-date is at 89.32% achievement which is a 2.36%
underachievement. We have received 7 new referrals, brought on a CCDA client
who aged out of that program, and de -obligated $41,128 back to the Alliance, all of
which have reduced the underachievement.
ADI (Alzheimer's Disease Initiative) for the period 4/21/09 — 5/20/09: 96 units were
produced in the period and 2451.5 units year to date. 98.62% year-to-date achieved,
6.94% overachieved, due to the $6155 reduction of funds from the Alliance for Aging.
There are 6 clients on the wait list.
5
HCE (Home Care for the Elderly Program) for the period 5/16/09 - 6/15/09: 31 billable
units this period, 202.25 billable units year-to-date. Current spending level year to date
is at 75.92%, 14.68% underachieved. The wait list for HCE is controlled by the
Alliance for Aging, which has allowed us to take on two new clients.
Monroe County Transit (MCT)
Department Activity for June 2009
One-way trips provided:1975
Unduplicated clients served: 222
Special Needs Clients registered: 360
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: $2,081.50
Expenditures: $44,3794.0
Percentage Spent Fiscal YTD: 67.3 %
Community Support Services (CSS) / Compliance
In the month of June 2009 we had: 11 New Welfare cases
324 Office visits
10 Home and field visits
Incoming calls + referrals Combined total [1,688]
We served 100 unduplicated Welfare client households
5 New EHEAP cases
Total
Low Income Home Energy Assistance Grant Program cases Total:
Low Income Crisis Assistance cases Total:
Spent in June:
74 cases peer reviewed by staff- including paupers & prescriptions
• All staff members attended the Ethics Training
$ 1,490.49
$15,900.00 (62 cases)
$12,501.77 (31 cases)
$28,401.77 (93 total)
• Staff member met with the Florida Keys Council for People with Disabilities to
plan the Anniversary Celebration of the ADA scheduled for July.
• Staff members in the Middle Keys are cross -training with Nutrition to learn the
process of serving nutritious lunches at their nutrition meal site.
• Several staff members throughout the department attended a Disaster
Preparedness Training at the Marathon BOCC.
• Staff members attended the Annual Special Needs Registry meeting.
Bayshore Manor (BSM)
Bayshore Manor's current census is 16 residents. The current census is five
private pay and eleven subsidized. Bayshore Manor provided 295.25 hours of
OA3E respite care this month. Bayshore Manor has six OA3E clients.
There are two clients on the wait list.
Revenue for June 2009 $31850.65
Expenditures for the same period $65208.53
Percentage of the budget spent year to date 69.87%
• Although the "season" is over, Library usage continues to increase in several
areas as more and more of our patrons avail themselves of services that are now
free only at the Library: circulation totaled 33,956 items in May, an increase of
13% over last year's total for the same month. Reference questions rose by 27%
over last year, totaling 6,493 for May of this year. 281 new Library cards were
issued in May bringing our total cardholders to 40,279a significant portion of
the total county population. Computer classes for the public and special assistance
with resume preparation are especially popular features for those in our
community affected by the state and federal financial slowdowns.
• Library visitors totaled 37,804 for the month of May, while 7,471 public access
computer sessions were provided.
• Use of the Library's web -delivered Horizon Information Portal continues to break
all previous records: in May, 14,934 borrower logins were conducted via the VIP
to renew and reserve Library titles. This is an increase of 63% over May of last
year.
• Staffing changes were noted in May, as a new Library Assistant in Key West was
hired to fill the vacancy there, and the hiring process was also activated to replace
our Business Manager, who passed away early in the month. That loss affected
the entire Library staff as well as many within the Keys community.
• Library spending for the FY 2009 budget year continues to proceed in proportion
with the year as we go into the final quarter; use of discretionary funds, such as
those for supplies and materials, is being closely monitored by Managers and
Administration and needs are prioritized on an ongoing basis. The State Aid to
Libraries Grant and donations are being called on more frequently for funding as
budget lines decrease.
EXTENSION SERVICES
• Number of services provided: 408 phone calls, 38 office visits, 22 visits to clients,
14 group teachings with 237 participants, 6 media submissions, and 339 bulletins
distributed. Total Budget for FY 08/09: $186,485.00; Year to Date Expenditures
and Encumbrances: $157,188.97; Remaining Balance: $29,296.03; Percentage of
budget spent and/or encumbered year to date: 84%.
• The Extension Director held a joint meeting of the Extension Marine Advisory
Committee and the Extension Overall Advisory Council in Marathon to review
proposed 2010 budget and marine program efforts with a focus on the anticipated
expansion of programming into climate change issues; continued to assist the
Florida Keys Commercial Fishermen's Association with their TDC application
for the 2010 Seafood Festival with the Extension Coordinator taking the lead in
this effort; provided the BOCC with information on how a government loan
program repaid by participating homeowners property taxes could make solar
systems more affordable; participated in the Florida Sea Grant Climate Change
Workgroup conference call to prepare an education grant proposal for statewide
programming; participated in a three-day meeting of the Gulf of Mexico Fishery
Council's Scientific and Statistical Committee (SSC) meeting in Tampa to review
data and management proposals related to reducing the loggerhead turtle by -catch
in the reef fish long line fishery and was also elected to be chair of the SSC;
VA
participated in a five-day population assessment data workshop in Charleston,
NC, for the Gulf of Mexico and South Atlantic Fishery Management Councils to
begin the assessment process for red and black groupers in the southeastern U.S.
• The Environmental Horticulture Agent held three regional Master Gardener
meetings. Twenty-six Master Gardeners attended, while one "Skyped" into the
meeting. Topics covered were: the Overseas Heritage Trail; Master Gardener
updates; new pests and diseases; Pink Hibiscus Mealybug wasp release trainings;
top 25 plant clinic problems; top 25 Florida Keys landscape plants; vegetable
gardening information; Tropical Fruit Fiesta; and Master Gardener training on
Articulate PowerPoint Presentations.
• The Family, Youth & Community Sciences Agent taught two workshops (Grant
writing and Fundraising) for Upper Keys non-profit organizations. Both groups
learned about new ways to raise funds and how to the use www. rg ants.gov, the
federal government grant Web site.
GROWTH MANAGEMENT
GMD Comparative Revenue Summary
Revenue
Total
Total
Revenue
Revenue
Revenue
% Variance
Budget
Revenue
Revenue
Ending
Ending
Ending
Revenue Ending
FY 2009
Collected in
Collected
June 2009
June 2008
June 2007
June
FY 2008
in FY 2007
2008
To
June
2009
Building
$2,790,63
$2,857,684
$2,769,314
$1,972,007
$2,335,808*
$1,922,271
-16%
Permit
2
Licenses &
Permits
Planning
$430,000
$488,081
$532,000
$448,145
$527,913
$511,140
-15%
Department
Fees
Code
$90,000
$110,412
$97,940
$227,496
$91,528
$68,058
+249%
Enforcement
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.
8
EXPENSES
Budget
Total
Total
2009
2008
2007
%
FY'09
Expenses
Expenses
Expenses
Expenses
Expenses
Variance
FY 2008
FY 2007
Ending
Ending
Ending
Expenses
June
June
June
Ending
June
2008
To
June
2009
Growth M mt. Admin.
$916,526
$648,098
$1,637,473
$313,808
$567,530
949,498
-55%
Building
$2,434,746
$2,311,238
$2,299,758
$1,592,669
$1,643,885
$1,528,195
-3%
Code Enforcement
$1,009,885
$894,006
$1,021,256
$699,725
$629,474
$784,852
+11%
Planning
$1,149,516
$878,366
$1,333,008
$624,464
$651,438
$1,017,167
4%
Environmental
$299,302
$330,016
$313,488
$210,000
$242,043
$229,362
-13%
Resources
Planning Commission
$100,541
$88,345
$86,226
$58,674
$62,225
$61,040
-6%
Comprehensive Plan
$358,400
$74,655
$290,478
$7,843
$41,879
$197,747
-81%
Geographic Info. (GIS)
$314,133
$181,935
$310,576
$101,811
$115,652
$171,782
-12%
Marine Resources
$55,051
$84,753
$235,623
$38,872
$64,821
$156 676
-40%
Pump Out Boat
$68,587
$64,640
$48,275
$50,623
$39,711
$33:220
+27%
Marine Resources Office:
Marine Resources Functions:
• Handled approximately 35 customer inquiries; performed 3 site visits
• Installed mooring field boundary markers in Boot Key Harbor
• Removed 3 derelict vessels
• Installed eight regulatory buoys at Port Antigua on Lower Matecumbe Key
• Completed two marker surveys in the Lower Keys for FWC database
• Held the quarterly Marine and Port Advisory Committee meeting
• Attended the City of Marathon Nearshore Water Committee meeting
• Provided boating updates at the Village of Islamorada Nearshore Water
Committee meeting
• Provided a proposal to DEP for the use of $65,000 in mitigation funds to be used
for an evaluation of unpermitted moorings in the lower keys
• Reimbursed the City of Marathon and the Village of Islamorada for boating
related infrastructure expenses
• Provided water transportation to the Property Appraisers Office and the Building
Dept to perform surveys on offshore islands
• Prepared agenda item for contract extension with DRC for post -disaster cleanup
• Assembled documentation for Engineering pertaining to FEMA closeout for
Hurricane Wilma
• Consulted with the City of Ponce Inlet regarding mooring field development
• Inventoried all art in building for the Council of the Arts
• Coordinated with Project Management on Sunset Pt Park boat ramp
reconstruction
D]
• Consulted with the Planning Dept on the Hurricane Hole redevelopment project
Vessel Pumpout Program Functions:
• Pumped out 68 boats
• Repaired fuel intake backup problem
Code Enforcement Department
Number of New Cases Opened
295
Number of Inspections completed
1,794
Number of Cases Heard before Special Magistrate- 110
Fines Collected
$ 20,570
After the Fact Fees Collected
$ 30,960
Number of Contractor Citations Issued
24
Number of Contractor Citations Heard
0
Contractor Citations Paid
$unknown
Flood insurance Inspection Fees Collected
$ 0
Totals Collected
$ 51,530
Monroe County Building Department:
NUMBER OF PERMITS
06/01/09-06/29/09
PERMITS ISSUED
395
WALK THRU
109
CERT OF OCCUPANCY
12
INSPECTIONS
TOTAL
1794
AVERAGE PER DAY (21 days)
85
PER DISCIPLINE
BUILDING/ROOFING
629
ELECTRICAL 266
PLUMBING
193
MECHANICAL(A/C)
75
GAS
9
PLANS REVIEWS
TOTAL
3353
AVERAGE PER DAY
160
PER DISCIPLINE
ABO
282
BIO
106
BIO PEND
8
C.O.
CODE ENF 2
17
CODE ENF 3
1
COORD
132
10
ELECT
60
ENG
1
EXAM
145
FEMA
FILE
6
FIRE
15
FLOOD
98
MAR-BLDG 411
MECH 35
OFFICIAL 1
P.K.BUILDING 5
PENDING 23
PLAN 51
PLUMB 44
READY 4
ROGO
2
ROOF
2
S.I. BUILDING
122
TRACK
4
UK-ABO
190
UK-BIO
118
UK-BLDG
346
UK -CODE
27
UK-COORD
367
UK -ELECT
71
UK-ENG
3
UK -EXAM
194
UK -FILE
10
UK -FIRE
56
UK -PENDING
50
UK-MECH
34
UK -PLAN
129
UK -PLUMB
61
UK -ROOF
15
UK -READY
75
UK-ROGO
8
UK -TRACK
24
11
The Building Department issued 413 building permits as of the close of business
yesterday. The average time for the issuance of a building permit during the month of
June not including Single Family Residences that have to go through the ROGO process
was 17 days. Including Single Family Residences it was 102 days. Next month we will
include a complete report.
Planning & Environmental Resources Department
Environmental Resources:
Site Visits
Code Enforcement Referral
10
Conditional Use Application
3
Land Authority Referral
1
Letter of ROGO Land Dedication
1
Permit Application Site Visit
115
Wetland Delineation
1
Other
Turtle Stranding
2
Site Visits (Miscellaneous)
40
Written Correspondence/Biological Assessments
Code Enforcement Assessment Memo
10
Conditional Use Staff Report
1
GIS Map (assorted)
42
GOECEA Recording
2
Interagency Coordination (DEP, ACOE, FKEC, FL Park
16
Service, FWC, DCA
Land Authority Assessment
1
Other
Pentamation Templates
3
Permit Application Review/Assessment
144
Current Planning Category
Appeal to Planning Commission Completed
2
Appeal to Planning Commission in Progress
2
Alcoholic Beverage Complete
1
Appeal to DOAH in Progress
1
Alcoholic Beverage Applied
1
Alcoholic Beverage 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
6
Conditional Use, Minor, Applied
2
Conditional Use, Minor in progress
6
Conditional Use, TDR in progress
2
Conditional Use Time Extension, Applied
2
Conditional Use Time Extension in Progress
2
12
Development Agreement in progress
1
Home Occupational Permits applied
2
Home Occupational Permits issued
1
Home Occupational Permits in progress
3
Public Assembly Permits Applied
1
Public Assembly Permits Issued
1
Road Abandonment in progress
6
Setback Waiver, Administrative, applied
1
Setback Waiver in Progress
2
Variance, Administrative Applied
1
Variance, Administrative in progress
2
Variance, Administrative Issued
1
Variance, Planning Commission in progress
2
Permits Reviewed & Processed
145
Vacation Rental applied
5
Vacation Rental issued
2
Vacation Rental Mgr. License applied
3
Vacation Rental Mgr. License issued
1
ROGO related applications
ROGO Exemptions Applied
4
ROGO Exemptions Issued
2
Administrative Meetings
Development Review Committee/Agenda Items
2/8
Planning Commission/Agenda Items
2/15
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
1
Letters of Understanding
1
Other
Plan Review
10
Staff Review
10
Site Visits (2 persons)
4
Ethics Training (4 persons)
1
Comprehensive Planning Category
LUD Map Amendment, BOCC Adoption Hearing Packet
Completed 1
Tier Map Amendment Planning Commission 1
Tier Map Amendment BOCC Transmittal Hearing Packet
Completed 1
FLUM Map Amendment, Planning Commission 1
FLUM Amendment BOCC Adoption Hearing 1
FLUM Amendment BOCC Transmittal Hearing Packet
13
Completed
1
Comp Plan Text Amendment, Planning Commission
6
Comp Plan Text Amendment, BOCC Transmittal Hearing
3
Comp Plan Text Amendment, BOCC Adoption Hearing
1
Re -Plat for Rockland Key, BOCC Packet
1
Plat Approval applied
1
Third Annual HCP, Edited
1
CIP Table 4.1 and policy, Edited
1
Public Facilities Capacity Report, Edited
1
Public Facilities Report, Edited
1
Computer help for staff (Power point, Excel, Pentamation)
1
Wrote Opinion for FLUM/LUD Deadlines
1
Created Slide for PowerPoint presentation
1
Created zoning maps for Code Enforcement
1
Other Items
Sign Code Planning Commission Packet
1
Florida Scenic Highway Meeting
1
Application review costs for Tier Amendment
1
Edited CIE Policy
1
Wrote ORC Response
3
DRC - presented new policies
3
Recommendation for potential fence in BPK
1
Wrote BOCC Adoption Packets
6
Wrote Ads for BOCC Adoption Hearing
6
Wrote and edited Ordinances
9
Assisted Planners & staff with projects
10
DCA Conference Calls
2
Ethics training (2 persons)
1
Edited Major documents
6
Research Tasks
3
Meetings
Sign Ordinance Staff Meetings
2
Meetings on various planning related topics
10
DRC Meetings 1 person
2
PC Meetings 2 persons
2
Staff & Resident regarding housing project
1
Staff on FLUM amendment project for Land Steward
1
Webinar meeting Governor Christ on SB 360
1
Customer Service
Impromptu meetings (staff)
23
Phone calls (Estimated 20 calls, 10 min.each)
200 minutes
Email correspondence, sent
76
Email correspondence, received
126
Environmental Resources Performance Review
CATEGORY:
14
Site Visits
Administrative Relief/Beneficial Use Apps
1
Code Enforcement Referral
19
Land Authority Referral
1
Permit Application Site Visit
40
Wetland Delineation
1
Pre App Conference
1
OTHER:
Turtle Stranding
2
Site Visits [Miscellaneous]
49
WRITTEN CORRESPONDENCE/ BIOLOGICAL ASSESSMENTS
Code Enforcement Assessment Memo
6
GIS Map (assorted)
42
GOCEA Recording
4
Interagency Coordination (DEP, ACOE, FKEC,
FL Park Serv., FWC)
16
Land Authority Assessment
1
OTHER:
Pentamation Templates
3
Permit Application Review/Assessment
144
MEETINGS
DRC
2
Pre -Application — Assorted
1
Ethics Training (3 persons)
1
Phone Calls (estimated)
500
Front Counter Walk-in (estimated)
225
EMERGENCY SERVICES
Fire Rescue
• Received approval for the EMS Matching Grant in the amount of $82,500. This
is 75% of the total project cost and our match is $27,500. These funds will be
used to purchase LifePak 12 cardiac monitoring units.
• An audit/inspection was conducted by the State Department of Health, Bureau of
EMS with the result, "No Deficiencies!"
Training
• Paramedics and EMTs completed online training for Pediatrics.
• 16 Volunteer Firefighters completed and passed the 60 hr medical 1st Responder
class.
• 21 Volunteer Firefighter completed and passed the 16 hr EVOC (emergency
Vehicle Operators Course)
• Fire Academy passed the State inspection.
• 35 candidates took the Physical Agility Test for entry into the Firefighter II Class
scheduled for July.
Fire Marshal
• Reviewed numerous commercial plans for adherence to building and fire codes.
15
• Worked on the Recovery Act Grant for Fire Station construction funds.
• Attended the Development Review Committee (DRC) meeting regarding new
developments.
Emergency Management
• Participated in the FPL Turkey Point Hostile Based exercise.
• Held meeting with IT, URS, and WebEOC consultant to design a User Manual
• Reviewed three medical emergency plans
• Completed mandated Scope of Work for the State of Florida
• Attended HSPD-5 Key West group meeting
• Conducted teleconference with FIU, MC and Miami -Dade Finance Dept to
discuss Hurricane Ike and Fay outstanding PA invoices
Trauma Star
Community Education
o Trauma Star Flight crew provided on -site training/display for Sugarloaf
School Career Day.
o Trauma Star Flight crew worked with the Army National Guard Helicopter
crews for Emergency Management preparation.
o LZ Helistop training conducted with Key Largo Fire Department
o Trauma training provided for Ryder Trauma Center/Jackson Memorial staff
with review of Stroke/Cardiac Alerts
Continuing Education for Flight Crew to maintain highest level of Patient
Care
o Emergency equipment (Emergency Air Supply) training
o On -site Pediatric simulation training completed for all 3 shifts by Miami
Children's Hospital
Critical Care Patient Care Delivery
o Through 6/29 1500, 15 patients were transported in June.
( 9 Hospital to Hospital, 3 Stroke Alerts from scene, 3 Trauma Alerts) There
were 11 additional stand-by transports, and 2 Public assist missions.
Upper Keys Health Care District
There were four trauma patients from the district requiring follow up for funding.
In conjunction/cooperation with KLVAC, a PALS class was conducted.
PUBLIC WORKS
• Pollution Control removed 35 tons of debris from the county rights of way and
also collected 17 tons for other departments (8,080 lbs from the Key West
Garage; 1,800 lbs of tires from the Marathon Garage; 13,640 lbs of exotics for the
Land Authority; 3,400 lbs of brush for the Marathon Public Works yard; 5,700 lbs
for the Marathon Airport, and 1,700 lbs for the Lower Keys Sheriff's Office)
• Completed renovation of Judge Ptomey's chambers at the PK Court House
• Installed electric outlet for vending machine at the Nelson GC
• Transported jersey barricades for the Monroe County Land Steward
• Updated Cot Trailer inventory for Monroe County Emergency Management
• Completed sign work at Harry Harris Park
• Completed base work at PK Courthouse parking lot
16
• Replaced 15 year old defective front end alignment machine at Marathon garage
allowing Fleet to align front ends on all types of vehicles rather than contracting
out for average of $70.00 per alignment; will pay for itself in approximately one
year
• Received annual FDEP fuel storage tank renewals
• Fleet's techs performed major repairs on off -road equipment and emergency
power generators, allowing the County to save thousands of dollars, plus down
time rather than transporting and retrieving units to and from contractors located
on South Florida's mainland
• 90-ton chiller delivered and prep. work started for its installation at DJJ Building
on Stock Island
• Contract executed for Security Fencing Improvements at Mthn. & PK Jail; pre -
construction meeting is being scheduled
• Opened bids for Overhead Door Replacement at MC Detention Facility and
Marathon Garage; scheduled for award at July 17th meeting
• Advertised for Convection Steamers for MC Detention Center; bids due July 1st
• Recycling pick-up by MGS began at Marathon Government Center and Marathon
Courthouse
• Interior painting of Marathon Driver's License Office is completed
• Interior painting of Marathon Library commenced
• Building Automation Systems for Murray Nelson Center, Medical Examiner's
Office, Jackson Square & Marathon Government Center can now be monitored
and controlled at the MC Detention Center on Stock Island
• Conducted seawall undermining repairs at Higgs Beach
• Placed approximately 230 cubic yards of beach sand at Higgs Beach
• Striped Atlantic Blvd. through Higgs Beach
• Built two concrete benches for the Freeman Justice Center
• Pruned trees at various County properties in preparation for hurricane season
• Installed major automation system, dryers, and R123 in Jackson Square
Courthouse HVAC Chiller System
• Fire alarm inspections and re -certifications conducted at all buildings
ENGINEERING
• Palm Drive Bridge — Staff revising project manual and construction drawings
based on comments from DOT and additional information on Stimulus
requirements. Staff attended mandatory meeting at DOT for training on
documentation of federal requirements (Davis Bacon Act, EEO,
Minority/disadvantaged businesses).
• Geiger Creek Bridge Project — Draft Design/Build Request for Proposals, LAP
construction checklist, LAP right of way certification and LAP agreement
submitted to DOT for review on April 20, 2009. Waiting for DOT comments;
Staff submitted Request for Qualifications for Construction Engineering and
Inspection Services for bridge repair project to County Attorney and FDOT for
review. Project will receive $625,489 stimulus funding. Ongoing.
17
• Hurricane Dennis 2005 — Staff worked with FEMA on closeout of the Higgs
Beach Pier Reconstruction project worksheet from Hurricane Dennis. Additional
information and back up resulted in an additional $147,000 reimbursement for the
proj ect.
• Hurricane Wilma 2005 — Staff working with FEMA and Dept. of Emergency
Management to close out Marine Debris project worksheets from 2005. Staff
provided paperwork and back up for trap debris project close out. Anticipate
$499,000 additional reimbursement upon close out.
• Boca Chica Road Repair project (Hurricane Wilma) — Second appeal was sent to
State DEM on October 3rd. Staff provided additional information to DEM staff to
facilitate review and approval of appeal. Staff met with DEM personnel in April
to discuss status. Appeal is being reviewed by FEMA Region IV. Follow up on
June 12, 2009 determined that it was still in FEMA review.
• TS Fay/Hurricane Ike — Engineering staff is assisting grant management with
preparation and review of FEMA project worksheets for various projects.
(ongoing).
• Hurricane Preparation 2009 — Working with Department of Environmental
Protection (DEP) to obtain pre -approval letters for temporary debris sites. Drafted
memo to Administrator to obtain guidance on County plans for debris clearance
on non -county maintained roads. Contacted monitoring firm representative to
provide updated information for hurricane preparation.
• Sunset Point Park Boat Ramp — Contract with Native Construction for $49,800
approved on June 2009 agenda. Pre -construction meeting scheduled for July 20,
2009. Construction to be completed by November 20, 2009. Project Management
staff will manage project in the Upper Keys.
• South Florida Water Management District Grant 09 —first reimbursement request
in the amount of $139,974 for grant money for various projects included in
stormwater grant submitted in May. Staff provided update on projects to SFWMD
on June 25th. Second reimbursement request will be submitted in mid -July.
• Key Deer Sod Project — Staff obtained three estimates for the Key Deer
Boulevard Sod project, which is 50% funded by the SFWMD grant. Staff issued
Ecoscapes a Notice to Proceed on June 26, 2009. Project cost will be $10,760.10.
• Request for Qualifications for Ongoing Engineering Services — RFQ posted on
Demandstar on June 25th. Responses will be received until July 28, 2009.
• The Vandenburg Project — staff reviewed two TDC contracts and the ILA
between the City of Key West and the County and provided memo to the City
regarding required paperwork for reimbursement of funds under the three
agreements.
• Duck Key Security Cameras — Staff met with Duck Key Security District group
on May 5th to discuss. The District would like to pursue a security system that is
separate from the Hawks Cay resort due to continual change at resort. County
staff will research options.
• Duck Key Pedestrian Bridges —Staff attended status meeting with Duck Key
residents on May 5, 2009 to discuss pedestrian bridges. Duck Key would like two
options for pedestrian bridges (county has provided one). County staff will
18
research issues such as vegetation trimming, power pole locations, etc. that will
impact bridge installation.
• Big Coppitt Sewer Project — Field inspection staff overseeing work on County
roads. Inspected paving and shoulder work on the Big Coppitt contract; periodic
inspections of Geiger Key contract to ensure compliance with County
maintenance of traffic and road restoration requirements.
• Key Largo Sewer Project — Monroe County site inspector performing oversight
on four Key Largo sewer construction projects. Work involves overseeing KL
contractors to confirm compliance with Monroe County requirements, attending
construction progress meetings as needed. Staff has sent KLWTD notice that
contractors are not properly repairing and replacing street signs in contract area
and they are not installing temporary signs during work in accordance with
requirements. Ongoing.
• Pigeon Key Ferry Service - Staff processes monthly invoices from ferry
contractor and prepares reimbursement requests to DOT for payment through
Joint Participation Agreement for ferry service funding. Amendment to extend
service through December 2009 was executed and forwarded to contractor.
• FDOT Road Projects — Staff reviewed construction plans and provided comment
letters and clear letters for DOT US 1 projects, removed County owned street
light from construction zone and provided clear letter to DOT; staff coordinated
review of traffic signal submittals between DOT contractor and Key Energy,
County maintenance contractor.
• Street Light Survey — staff reviewing Key Energy Services and FL Keys Electric
Coop records of County funded and maintained street lights to verify accuracy.
Staff requested that FDOT include in reimbursement agreement all street lights on
US 1 including non -DOT lights installed with BOCC approval. Executed FY
2009/2010 agreement and forwarded to DOT with invoice for 2008/2009 fiscal
year.
• DOT Traffic Signal/Street Light Maintenance Agreements — staff met with
representatives from DOT Traffic Operations in Miami on May 21st to clarify
issues related to the maintenance agreements between the County and DOT. Staff
sent updated Exhibit A for the Traffic Signal Maintenance Agreement to DOT for
2009-2010 reimbursement
• Cudj oe Gardens Roads — staff met with representatives of Cudj oe Gardens to
discuss feasibility of turning private roads over to the County. Staff is working
with County Attorney and homeowners to determine ownership and legal issues
involved in transfer. (ongoing).
• FDOT Sign Permit Request — staff is preparing a sign permit request to DOT for
the driveway connection for the Medical Examiners Building at the request of the
Overseas Heritage Trail Coordinator. (ongoing).
• Staff contacted DOT to obtain information on constructing a paved pathway on
bayside of US 1 in Key Largo. Provided update to resident on June 2e
(ongoing).
• Staff began reviewing final traffic study for C905/Card Sound Road project.
Discussed project with DOT engineer to obtain update on status and schedule.
• -review of two road abandonment applications underway.
19
• -staff obtained estimates for two separate street light repair projects (Boca Chica
and Ocean Reef).
• -Right of Way permits reviewed - 5
• Right of way permits issued — 3
• Right of way permits (work completed) inspected — 3
• Coordinated investigation of right of way complaints/violations from residents,
other County Departments' inquiries
• Staff handled various calls from public regarding wastewater assessment payoff,
drainage and flooding complaints, miscellaneous sewer and road inquiries,
requests for street light installation, traffic signals
PROJECT MANAGEMENT
• ADA Compliance Survey and Assessment — Copies of the Evaluation
Assessments reports have been placed in the Key West Library, Marathon Library
and Key Largo Library for public review and comments; alternative report format
for the visually impaired is also available for public review. Staff is scheduled to
speak to the Florida Keys Council for People with Disabilities in July.
• ADA Compliance Transition Plan Request for Qualifications — opening date held
on June 9, 2009; Public Notice for RFQ Committee Selection Meeting was
advertised on June 12-14, 2009. Committee Selection Meeting was held on June
29, 2009. Committee spent 5.5 hours evaluating, scoring, and ranking the
professional firms' responses. Staff has prepared an agenda item requesting
permission to negotiate with the number one ranked firm, Bender & Associates
and if negotiations are not successful to begin negotiations with the next ranked
firm and continue in consecutive order with ranked firms until an agreement is
successful.
• Warranty Support to Public Works — Staff is providing on -going warranty support
to Public Works for the Murray Nelson Government Center, the Freeman Justice
Center and the Medical Examiner Facility.
• Litigation Support to the County Attorney Office — staff continues to provide on-
going litigation research, documents and support for the Tavernier Fire Station,
Tropex v. Monroe County, Freeman Justice Center, Tower Group v. Monroe
County as well as Monroe County v. Gonzalez Architects
• ARRA Stimulus Grant Funding — FEMA- ARRA Fire Station Construction
Grants: staff is preparing and submitting applications for construction of three
fire stations requesting approximately $9,500,000 for Conch Key Fire Station,
Stock Island Fire Station and Summerland Fire Station. Department of Energy-
ARRA Energy Efficiency Initiative Grants. Staff is researching requirements,
availability, and application deadlines for EEI grants
• TDC Fund Grant Applications — prepared and submitted grant applications for
funding for construction of emergency fire stairs and repair of interior access
stairs for East Martello, and for demolition and replacement of existing perimeter
fencing for West Martello.
• TDC Grant Inspections — Inspections for TDC were done on two projects,
Western Union Schooner and the Botanical Gardens. Inspections is scheduled for
July for the Tropic Cinema project
20
• Emergency Operations Center — Marathon — first reimbursement payment
received from State sub -grant HB-7121 and from HMGP grant; staff and architect
have resolved issue over minimum height of floor with state DEM reviewer.
Design Development Notice to Proceed issued and design phase in process. Staff
is preparing and will submit quarterly progress reports to state as well as the
second reimbursement request due in July
• Big Pine Key Fire Station — project is 85% complete and substantial completion
date is scheduled for end of July 2009. HVAC ductwork installation, electrical
and plumbing rough -in, communications system rough -in, and concrete slabs for
bay entrance and apron are 100% complete. Curbing, windows and storefront,
and roofing at 90% complete, with drywall at 95% complete. Keys Energy pole
installation work has been completed.
• Sunset Point Boat Ramp —Pre-construction meeting scheduled for July 1, 2009.
Staff is responsible for grant administration and has submitted required monthly
progress report.
• Architect/Engineer Small Project Annual Contract — Request for approval to
advertise RFQ on agenda for July 15, 2009 BOCC meeting. If approved staff is
prepared to advertise RFQ immediately. Open date is tentatively scheduled for
August 26, 2009. Selection of Committee Member and advertisement of Public
Noticed Meeting scheduled for end of August 2009.
• Plantation Key Fueling Facility — contractor and permitting agencies coordination
for permits is in process; architect and county staff negotiating with Village over
additional landscape and fire protection requirements is still ongoing; architect
has been directed to revise plans and incorporate Village Building Department
requirements pending outcome of negotiations. Pre -construction meeting
originally scheduled for May 7th has been postponed, also pending outcome of
negotiations.
• Hickory House RFP — staff prepared and uploaded Addendum One. Staff
conducted and provided escorted tours to interested bidders at mandatory pre -bid
meeting held on June 30, 2009. Bid opening is scheduled for July 16, 2009.
• Medical Examiner's Facility Litigation —final payments and releases have been
completed on the settlement and project has been closed out.
• Medical Examiner's Facility Wetlands Mitigation — no change in the regulatory
aspects of permit compliance; ACOE compliance deadline is May 2010.
• Freeman Justice Center Litigation— Tower Group settlement negotiation meeting
held on June 5, 2009, tentative settlement agreement has been reached. Counsels
have prepared agreement in coordination with County Attorney's office to present
to BOCC for approval.
• Conch Key Fire Station — final construction plan package was received April 14,
2009. Permit application has been submitted. Staff is completing on-line ARRA-
SCG application for funding due on July 10, 2009
• Marathon Courthouse Renovations — Construction plan set received; staff
researching permits and procurement and Project Manual is in process.
• Stock Island Fire Station — meeting held with private investors/contractors to
discuss an un-solicited proposal for a Stock Island Fire Station; private group to
prepare a formal proposal to the County for consideration.
21
• Tavernier Fire Station Litigation — staff is researching and compiling chronology
and documents for Tropex v. Monroe County litigation support to county attorney
and outside counsel.
• Stormwater Reviews — Staff reviewed six stormwater submittals for the Planning
Department and four for the Building Department in June
• SFWMD Grant — Staff submitted grant invoice request and received first payment
of $139,000 for stormwater work completed at Big Pine Fire Station, Lower Keys
Wastewater Treatment Plant, and the Key Largo Wastewater Treatment Plant.
Second grant invoice request is in process.
• Public Works Rockland — bid and construction phases on hold.
• Jefferson B. Browne Building — on hold.
• Old Tavernier School Town Meeting Hall — on hold.
TECHNICAL SERVICES
We completed 167 work orders for the month of June, we performed a mock activation
for the EOC, provided network access to the ELC (Gato tenants), continued our
evaluation of Windows 7, added an audio feed to our streaming offering, pushed out new
Microsoft security updates, planned for a Windows 2008 /Exchange 2007 upgrade and
reviewed new hosting solutions for our website.
VETERANS AFFAIRS
Clients Assisted: 1695
New Clients Assisted: 66
Field Visits: 8
Benefits Delivery At Discharge: 8
Van Clients Transported: 170
(to the VAMC, Miami as well as other Miami area hospitals, without incident)
The Veterans Affairs Department:
The financial data for the month of June $142,991.00 indicates the amount of new
revenue brought into Monroe County derived from claims for the entire department,
including Key Largo 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.
PA