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Item N01 N1 BOARD OF COUNTY COMMISSIONERS COUNTY of MONROE u,.. 9 Mayor Craig Cates,District 1 The Florida Keys Mayor Pro Tern Holly Merrill Raschein,District 5 Michelle Lincoln,District 2 - James K. Scholl,District 3 ' David Rice,District 4 Board of County Commissioners Meeting June 21, 2023 Agenda Item Number: N1 2023-1148 BULK ITEM: Yes DEPARTMENT: Administration TIME APPROXIMATE: STAFF CONTACT: Lindsey Ballard n/a AGENDA ITEM WORDING: County Administrator's Monthly Report for June 2023. ITEM BACKGROUND: n/a PREVIOUS RELEVANT BOCC ACTION: n/a CONTRACT/AGREEMENT CHANGES: n/a STAFF RECOMMENDATION: n/a DOCUMENTATION: CAD I Monthly Report.pdf FINANCIAL IMPACT: n/a 3313 MEMORANDUM Office of the County Administrator TO: Board of County Commissioners FROM: Roman Gastesi County Administrator DATE: June 6, 2023 SUBJECT: Monthly Activity Report for June 2023 MONTHLY ACTIVITY REPORT—June 2023 Extension Services: Number of services provided: 28 phone calls, 48 emails, 38 one on one consults, 4 office visits/visits to clients, 18 learning events with 291 participants, 3 media submissions, and 183 publications distributed. Total Budget for FY 22/23: $255,112; Year to Date Expenditures and Encumbrances: $266,249.03; Remaining Balance: $73,198.17; Percentage of budget spent and/or encumbered year-to-date: 71.74% The County Extension Director/Family & Community Development Agent accomplished the following activities: • Alicia is preparing presentations for both the Marathon library summer series and the S.O.S. Foundation summer nutrition education programming which begins next week at the Key West and Big Pine Boys and Girls Clubs. • Alicia is working to gather stakeholder input for the Florida Enhanced State Hazard Mitigation Plan (SHMP) 2023 update. The Florida SHMP is designed to reduce death, injuries, and property losses caused by natural hazards in Florida. Implementation of planned,pre-identified, and cost-effective mitigation measures not only helps reduce loss to life,property, and the environment, but also streamlines the disaster recovery process. The Florida SHMP has been migrated to a website. The new FL SHMP website replaces the 2018 SHMP, to provide a more user-friendly tool for local stakeholders and the public. An important component of the update process is gathering stakeholder and community input via a survey. The feedback will directly aid in improving the quality of the website and plan. FL SHMP Website Link: https://flshmp- floridadisaster.hub.arc�-,is.com/ • Alicia continues to work with Solar United Neighbors of Florida and has helped to launch the Florida Keys 2023 Solar Coop. Find out more at SolarUnitedNeighbors.org/Keys 3314 The Florida Sea Grant Marine Extension Agent accomplished the following activities: • Shelly taught 15 incoming captains and the STEM (science, technology, engineering, and math) Teams at the Boy Scouts of America at the Sea Base about barotrauma and the new descending tool requirements, how to report new lesions from stony coral tissue loss disease and other coral diseases to the Florida Department of Environmental Protection at SEAFAN.net, as well as the 12th season teaching Florida Keys Water Watch. These Sea Base educators teach hundreds of boy scouts and girl scouts every summer during weeklong immersive overnight camps on Summerland Key. • Shelly taught the Key West Sustainability Advisory Board and public at City Hall about updates to the 2023 sargassum season. • Shelly led the 2023 Florida's Disturbance Response and Recovery Workshops for the communication and outreach team at Nova Southeastern University. This workshop brought together leadership from Florida state agencies and non-profits from all 9 teams of the Florida Coral Disease Outbreak Response and were focused on pivoting away from the exclusive focus on stony coral tissue loss disease to a holistic response to Florida's Coral Reef conservation and recovery. • Shelly co-taught 16 Florida Master Naturalist students in Marine Habitat Restoration. Field trips included snorkel at Looe Key Reef and kayaking the backcountry. Students were thrilled to see Caribbean reef sharks, Goliath grouper, and of course— sponges! These students came from all over Florida, and several had never snorkeled before or seen a coral reef in real life! The Environmental Horticulture Extension Agent accomplished the following activities: • Maria is currently engaging in various activities and interactions to contribute effectively and connect with the community. She is actively participating in plant clinics at different locations, including Key Largo, Marathon, Grimal Grove, and Islamorada. These clinics are attended by a total of 30 participants, where Maria shares valuable insights and provides guidance on plant care. She is also conducting office consultations at the Plantation Key office, assisting one individual with specific pest-related concerns. • Maria is attending advisory meetings with colleagues, including Alicia Betancourt, Brynn Morey, Anita Neal, Wendy Wilber, and Jennifer Pelham. These meetings involve discussions on program objectives,professional evaluations, and mentoring relationships. • Maria is conducting site visits, which include tours of Grimal Groves and Key Largo Garden Club and Key West Garden Club facilities. She is also exploring the Butterfly display Gardens and attending the Bicentennial Sunset Celebration of Monroe County, enhancing her knowledge and networking with other professionals. 2 3315 PARKS & BEACHES: DEPARTMENT HIGHLIGHTS: • Hired a new Recreation Team Leader for the lower Keys • Keys Kids Swim program was a tremendous success with the majority of children learning how to swim or tread water. • Director met with a swim coach to discuss future Keys Kids Swim programs • First County Summer Camp program approved in May BOCC meeting • Parks & Recreation Advisory Board meeting held on 5/8/23 UPPER KEYS Friendship Park: • Field preparation for little league games • Continued support for Upper Keys Little League and field maintenance • Memorial garden maintenance • Installed new signs at shelters • Removed graffiti Harry Harris Park: • Secured and monitored separate jet ski parking space during Memorial Day weekend • Continued support for Upper Keys Little League and field maintenance • Installed new shed • Replaced ground drainage with pea rock near restroom • Added boulders on north end of park near ballfield • Removed and disposed all water barrels near boat ramp • Prepared ballfield for little league • Trimmed trees near beach area Key Largo Community Park: • YMCA summer camp started • Continued support for Upper Keys Little League and field maintenance • Assembled and installed TegOne tables • Fixed lights at children's playground • Daily preparation for little league games and practices • Removed graffiti and painted walls Peace Park: • Memorial Day celebration Rowell's Waterfront Park: • Supported Bike to Beach-Key Largo to Key West bike event to raise Autism awareness • Cleaned beach area • Trimmed trees and bushes • Installed new signs 3 3316 Mike Forster Memorial Park: • Installed new signage LOWER KEYS Veterans Memorial Park: • Support for GMC commercial shoot • Installed new concrete trash cans • Installed new signage Blue Heron: • Replaced all pickleball nets Big Coppitt Park: • Installed cornhole boards Bay Point Park: • Installed new signage Big Pine Park: • Continued support for Big Pine Athletic Association—Flag Football • Continued host location for classes M-F; 6-8 classes per day, in addition to 1-2 on weekends • Finished clay on bocce courts • Painted first floor restrooms • Refreshed paint on building walls • Prepared field for baseball • Prepared field for flag football Pine Channel Nature Park: • Added new signage • Added new help station anchor • Added new floating dock • Trimmed roadway trees Watson Field: • Prepared baseball field for upcoming softball games • Trimmed trees at dog park • Added new sand Sugarloaf School Shark Park: • Team supported the Grand Opening Day— and Guinness World Record event Big Coppitt Park: • Disposed abandoned trailer near boat ramp 4 3317 Bernstein Park: • Served as host location and cleanup for 1-2 events per week, in addition to weekly classes • Hosted final Special Olympics cheer practices • Sprayed turf • Replaced basketball nets • Cleaned carpet • Painted walls Higgs Beach: • "Two Blue Herons" art mural completed • Keys 100— served as finish line for annual Keys 100 ultramarathon • Installed new portable nets • Repaired fence around tennis courts and Astro City • Repaired multiple picnic tables • Cut back trees ENGINEERING SERVICES /ROADS 211 Street (Rockland Key) Sidewalk and Drainage Improvement: • Consultant is preparing Final Design Plans for County review. Bridge#904982 Tubby's Creek (Card Sound) and Bridge#904984 Mosquito Creek Bridge (Card Sound) Replacement Grant Award: • Consultant submitted 30% Design Plans, Preliminary Bridge Design Report, Preliminary Geotechnical Report, and Preliminary Bridge Hydraulics Report for FDOT and County review. • Consultant to perform Submerged Aquatic Resource Survey (Bethnic Survey) June 51l' through June 9tn Bimini Drive(Duck Key) Bridge Replacement: • Custom arched slab beam installations are to take place first week in June. • Construction of MSE wall on both ends of bridge is ongoing. Harbour Drive (Duck Key) Bridge Replacement: • Construction bid opening is Thursday, July 6, 2023 • RFQ responses for CEI services are due Tuesday, June 27, 2023 Seaview Drive (Duck Key) Bridge Replacement: • Demolition of bridge deck and asphalt approaches are complete. • Existing steel I-beam removal to begin first week in June. • Construction of critical wall to take place immediately following I-beam removal. Card Sound Bridge Navigational Lighting Replacement Project: • Construction contract is on June BOCC agenda for approval. Lowest responsible bid is for $97,069. 5 3318 Ist Street and Bertha Street—Key West Drainage Improvement Project: • FDOT SCOP agreement extended to June 30, 2023. Sands-Big Pine Key SLR Roadway Pilot Project: • Construction Engineering and Inspection contract with HDR Construction Control Corporation on hold pending construction scope funding acquisition. • DEO Release of Funds (RROF) received. • Working to identify osource of funding for shortfall Twin Lakes-Key Largo SLR Roadway Pilot Project: • Staff prepared RFQ draft for Construction Engineering and Inspection Services to be advertised upon receipt of FDEM grant agreement. • FDEM construction grant and County funding from all sources required in place and executed prior to proceed with construction bidding phase. GIS Based Roadway Asset Management and Work Order System: • Staff is negotiating a task order with HDR Engineering for support services for implementation evaluation and procurement phase of the project. Roadway Vulnerability Study and Capital Plan: • Staff received confirmation of Resilient Florida grant award for the Conch Key SLR Roads adaptation project; waiting for notice of award of any other projects. • Staff submitted information to FDEM to evaluate several adaptation projects for HMGP grant funds from Hurricane Michael. • Staff held meeting with FDEM staff on March I01h to provide update and additional information on projects submitted for Hurricane Michael HMGP funds. FDEM requested additional information on projects and will be submitting to FEMA for approval. • Staff awaiting receipt of final deliverables to close out the SLR project. Key Largo III—Burton Drive: • SFWMD preapplication meeting scheduled for May 31, 2023. • Staff drafted FDOT SCOP FY 2024 grant agreement for execution. Boca Chica Road Hurricane Irma Repairs Project: • All sheet piling, deadman anchors, and concrete cap have been installed. • Excavation, Riprap placement, and Flowable Fill pouring are underway. Card Sound Road Mill/resurface/restriping: • Pre-construction meeting held May 17th. Construction to begin late June, 2023. Card Sound Bridge Project Development & Environment Project: • Staff held call with District 6 in mid April to discuss how to move forward with project. 6 3319 Duval,Whitehead, and Front Street Roadway Improvement ILA w/ City of Key West: • Eaton Street paving was completed May 1 Oth. Thermoplastic striping scheduled for early June. Hurricane Irma No Name Key Bridge Repairs: • No change in status Key Deer Boulevard Roadway Repairs: • Construction began on Tuesday May 30th • Traffic entering and exiting Key Deer Boulevard is detoured to Church Lane and Watson Boulevard. • Construction is scheduled to be completed within 3 months. • Staff approved contractor work on weekends to expedite schedule at no added costs to County. Toms Harbor Bridge Repairs: • Engineering design and permitting is ongoing. • Staff submitted a small county outreach program (SCOP) grant application to FDOT to partially fund the construction phase of the project in February. • No change to project status FDOT Local Agency Program (LAP) Re-certification • No change work is ongoing. Crane Boulevard, Sugarloaf Shared Use Path: • Awaiting FDOT Transportation Alternatives Program (TAP) 2024 FY grant agreement for engineering design and permitting for execution. • Staff presented FDOT TAP construction application at D6 offices on March 15, 2023, for construction to be programmed in FDOT 5-year work program. Pedestrian Bridges and Ocean Bay Drive Bridge Inspection and Repair: • Consultant forwarded draft bridge assessment reports on October 28"' Staff will review and provide comments. • Staff received 60% plans and cost estimate and provided comments; consultant is finalizing plans. Stillwright Point Road Elevation and Drainage Engineering Design and Permitting • Design contract approved by BOCC at May BOCC meeting. • Land Authority staff reviewing available lots in the subdivision for pump station location. 41h Street and Avenue F Big Coppitt STOP sign Warrant Study • New signage was installed by Roads Maintenance personnel on April 25th 7 3320 Garrison Bight Bridge (Key West) Navigational Lights Replacement • Engineering design is ongoing. No change. First Street (Key West) Drainage Study • Task order with HDR Engineering was approved at March BOCC meeting • Consultant has begun analysis. Conch Key Roadway and Drainage Adaptation Project • Engineering staff will proceed with preparing a request for qualifications for engineering design and permitting services in anticipation of receiving notice to proceed with work after July 1, 2023 (state fiscal year). ROADS & BRIDGES Upper Keys Road Department: • Buzz Bar Operation—27.62 miles • Buzz Debris—6,1280 lbs/30.64 tons. • Mowing Operation— 18.03 miles • Sweeping Operation—38.78 miles • Sign Department- 51 new signs installed, 17 new posts installed and 15 locates performed. o Double yellow lines— 2,730ft painted on 16 roads. o Solid White lines-100 ft painted on I road(bike path). o Stop Bars - 221 stop bars painted or replaced. • Shoulder Work— 105 feet of shoulder work using 11 tons of material on 3 roads. • Trench Drains refurbished/new- 47 ft using 32 tons of#4 rock on 3 roads. • Coconut removal— 15,300 lbs/7.65 tons of coconuts removed from 43 ROWs • CEMEX material pick-up— 88.61 tons of aggregate. • QPR Bluewater quarry material pick-up— 0 tons of permanent cold patch • Road Repair with permanent cold patch— 1,084 Sq ft using 10 tons of cold patch on 93roads. • Tree Removal - 3 trees from ROW weighing 5.26 tons on 3 roads • Vac Drains - 0 • Injection Wells cleaned- 0 • TRASH PICK UP - 100 bags weighing 1700 lbs. Upper Keys Roads Special Projects— Support: • Construct new protective canopy at Magnolia Yard for Vacuum Truck to mitigate sun exposure damage to valuable, costly parts/electronics of the truck. • Seal storage container roof, at Magnolia Yard, with sealant to protect Roads Dept. equipment from water damage by leaking roof, at Magnolia Yard. • Duck Key Harbour Bridge emergency bridge repair and speed bump removal. • Assist MCSO with replacing ADA sign for designated parking space at Roth Building. • Assist Parks and Beaches with sign indicating waived fees for veterans. • Assist Solid Waste in transport of equipment to and from Marathon garage. g 3321 • Assist Parks and Beaches with 25.38 tons of seaweed removal at Harry Harris Park. • Remove several fallen trees from roadways in Key Largo and CR 905, including stump grind after tree removal on Lakeview Dr. Key Largo. • Meet with FHP-Bureau of Commercial Vehicle Enforcement to discuss and receive information regarding proper weight limits and tie downs for hauling equipment with trailers. • Duck Key Seaview Bridge emergency repair. • Collaborate with FKEC for removal of 3 trees in county ROW posing significant safety and fire hazard threat. Lower Keys Road Department: • Mowing Operation - 20 Miles • Weed eating Operation - 7 Miles • Brush Cut/Chip Operations - 12 Miles • Recycled Mulch - 4 Loads delivered for free • Sweeping Operations - 6 Miles • Sign Work- 27 Signs, 6 Posts, 6 Locates Special Projects— Support • Assisted Parks & Beaches hauling purchased sand from Toppino's to Higgs Beach Dog Park. • Three damaged storm drains on replaced with new on Flagler Avenue. • Hauled 26 loads, 468 tons of free fill from FKAA in Middle Torch Key to Rockland property. • Shoulder work, 6 miles on State Road 939a, Sugarloaf Key. Used 28 loads, 504 Tons of Recycled Fill (free from FKAA) • Using 2 Tons of cold patch,patched potholes on: • Key West, Flagler Avenue • Bay Point, East Circle Drive • Geiger Key , Boca Chica Road • Big Pine Key, Key Deer Boulevard • Repaired two sides of a Culvert on Blimp Road, Cudjoe Key using 32 bags of Rip Rap • Completed Mandatory Employee Compliance Training for the whole team in one session. PROJECT MANAGEMENT Hurricane Irma Repairs: Following is a list of the remaining locations damaged by Hurricane Irma. Big Pine Key Community Park: Community Center Flood Panels • In the process of contracting the lowest responsible bidder. 9 3322 Long Key Transfer Station Metal Building and Recycle Bin Repairs: • The project is completed, contract manager working on close-out documents. Marathon, Tax Collector Seawall: • Revisions are actively being made to the mitigation purchase agreement. MCSO Stock Island Jail and Admin Flood Panels: • The revised engineering calculations were found to be incorrect, as a result the panels will need to be engineered for a third time. • Estimated installation in late June. Veteran's Memorial Park: ADA Pavilion & Tiki Huts • Approval of Termination of Contract with Tropical Island Builders was approved at May BOCC meeting. Preparing to issue Purchase Order to new contractor to complete remaining work. Bathroom Repairs • Determined that due to 50% rule,bathroom must be elevated due to expected flood velocities exceeding 5ft/sec to meet FEMA and FBC ASCE 24-14 Flood Resistant Design and Construction. • Task Order issued to Bender and associates 5/17/23. Pending Dick off meeting to begin design. Hurricane Ian Repairs Following is a list of the remaining locations damaged by Hurricane Ian. Higgs Beach & West Martello: • Higgs Beach sand replenishment will be a stand-alone project. FEMA Beach Specialist will be on-site in late June to review. Key West Lighthouse: • Performed site visit with FEMA personnel in May. East Martello: • Perfonned site visit with FEMA personnel in May. Capital/Grant Funded Studies or Construction Projects: Bay Point Park—ARP: • Task Order issued to begin design 5/17/23. • Kick off meeting anticipated 6/30/23. Big Pine Community Park Sports Field Improvements—ARP: • Meeting took place with OMB to discuss a capital initiative for this park. 10 3323 • Scope has been reduced to soccer field Musco lighting only. • Working with Musco rep to develop set of plans. • Plans require revisions per Park's Dept. Pending Musco resubmittal. Bernstein Park Re-Sod/Turf—ARP: • Renovation will be based on an improved natural turf with improved irrigation and revisions to park hard-scape and landscape. Blue Heron Park Master Plan—ARP: • Task Order issued to begin design 5/17/23. • Kick off meeting anticipated 6/30/23. Blue Heron Park Pickleball Improvements—ARP: • Task Order issued to begin design 5/17/23. • Kick off meeting anticipated 6/30/23. Boca Chica Shoreside Facility—TBD: • No new information since last report. Emergency Operations and Public Safety Center—FDEM, HMGP, FDOT: • All tilt-up panels for building walls were completed in May. • Work on interior installation of conduit,plumbing, fire sprinklers, HVAC ducting, and wall partitions is all under way. • Connection to the water utility, including installation of water main service under Aviation Blvd. in May. • Submittal reviews and material procurement proceeding ahead. Delivery schedules are being updated to identify potential schedule impacts, due to supply chain issues. • Temporary power solution approved to allow installation of building electrical services, including HVAC and lighting while waiting for main switch gear deliveries. • Infrastructure to support electrical service by FKEC installed and connected to conduits. • Roof installation began in May, sealant and first layer of roofing material installed. Gato Spalling— CAP: • Bender&Associates and their Engineer completed their in-depth evaluation. • Working on completing the design documents. Gato Building HVAC—ARP: • No change from April report. Higgs Beach Restroom Replacement- TDC: • Preconstruction meeting held with Barracuda Builders. • Scheduled to begin mobilization June 5. ii 3324 Higgs Beach Sand Re-nourishment-TDC: • Post Construction activities (benthic surveys, environmental monitoring, etc.)will begin as soon as consultant team can be scheduled. • See PSR on Hurricane. Ian damage repairs above. HMGP Generators—HMGP: • Design agreement with Matern Professional Engineering on June BOCC meeting for approval. HMGP Wind Retrofit—HMGP: • Design 60% Complete • Structural analysis of historic courthouse clock tower under way. Jackson Square Jefferson Browne Redevelopment- CAP: • No change from April report. Jackson Square Communications Tower Move- CAP: • Agreement for new tower location being reviewed by all parties. No Change in Status. KW Lighthouse New Oil House Display- TDC • Scheduling work around the KWAHS commitments. KW Lighthouse Stables Building Renovations and ADA improvements— TDC • Approved Task Order sent to Architect for designs. No change from April. Historic Sheriff Residence and Jail Museum at Jackson Square- TDC: • Alternate ADA solution (Virtual Reality movie) being scripted with help from Monroe County IT). • Remaining TDC funds are being held, to assess repair costs of the broken fire sprinkler water pump. • All other contracted work is complete. Land Authority Offices in Big Pine— CAP • Opportunity to move into Blue Heron cancelled the RFP. • Land Authority wants to reopen the RFP. Marathon Professional Building—Roof Replacement: • Permit ready for pickup at City of Marathon Building Department. • Agreement with Dan Enterprises approved at May BOCC Meeting. • NTP Pending insurance submittals. Monroe County Courthouse Masonry Repairs— CAP, DHR: • State DHR confirmed the contract with Monroe County. • Bender&Associates to begin design work and testing mortar samples. 12 3325 MCSO Stock Island Jail Stucco and Spalling Repairs—CAP: • The contract has been fully executed as of May 18, 2023 • Engineer and equipment will mobilize to the site on 5/31/23 to start inspection. MCSO Stock Island Jail Dormitory Window Replacement—CAP: • Windows are in production with an estimated delivery date of September 21, 2023. MCSO Stock Island Detention Center Generator Building—CAP: • Additional survey work and geotechnical borings are required to complete the design. • RFP is expected to go out for advertisement in July 2023. MCSO Stock Island Detention Center Curbing & Pavement—ARP: • RFP is actively being advertised. MCSO Stock Island Detention Center Kitchen Floors—ARP: • PM is preparing the RFP. MCSO Stock Island Detention Center Elevator 6 & 7 Upgrades—ARP: • Elevator Upgrades are being priced. MCSO Stock Island Detention Center Air Handlers—ARP: • Air Handlers are being priced by the corrections team. MCSO Stock Island Detention Center Ground Floor Door Replacement—ARP: • Replacement doors are being priced by the corrections team. Murray Nelson Parking Lot—ARP • Task Order issued to begin design 5/17/23. • Kick off meeting anticipated 6/30/23. Pine Channel Nature Center Trail Enhancements—TDC: • Received $200,000 in TDC Funding. • Legal approved RFP, pending bid opening date to begin advertising. Pigeon Key Honeymoon Cottage & Commissary Restorations—TDC, DHR: • Project in closeout phase. • Protective Covenant being finalized. • Final DHR grant reimbursement package being prepared. • Received two ceramic star preservation awards. Pigeon Key Sprinkler System - TDC: • Fire Marshal indicated that a low-level alarm on the water tank was now needed to finalize and accept fire pump system. 13 3326 • Change order being processed for Gary's Plumbing to perform additional work. Pigeon Key Wastewater System -Unfunded: • Pigeon Key Foundation requested direct appropriation included in Legislature passed budget,pending budget being approved by governor and formal award/funding availability. Plantation Key Courthouse and Detention Center- CAP: • Project is in process of being closed out with FDEP. Plantation Key Campus Redeployment of the Ellis and Old Courthouse- CAP: • Ellis Building: o Design is underway for the north side of the 2nd floor. • Old Courthouse Meal Site in Clerk's old Offices: o Spalling repairs need to occur before any build back. o Engineer is being contracted for design of repair work. Public Defender Offices at 316 Simonton in Key West- CAP: • Still evaluating an alternate roofing solution. • All other roof construction is complete. Reynolds Street Pier Pile Repairs— TDC, FDOT-TAP: • FDOT TAP grant funds now programmed for construction in FY26-27. • Advertisement for engineering and permitting consultant in Q2 2023 to prepare PD&E package for FDOT review in FY25. • No change since last report. Rockland Key Fleet Facility—CAP: • RFQ opened and being reviewed. • Selection Committee met and recommended consultant. Expect approval to negotiate on June BOCC agenda Roth 911 —MCSO: • Additional designer is being brought on board to help with the more technical aspects of the design. Rowell's Waterfront Park Phase I— TDC, FDOT, CAP: • Park construction complete. Pending final walkthrough and closeout documentation. • Library kiosk shelter currently being fabricated; delivery expected in July. • Staff working on RFS for the shelter installation. Rowell's Waterfront Park Phase II— CDBG-CV, CAP: • Finalizing the RFP for construction services. • Hale Innovations preparing a request for a grant extension. 14 3327 Rowell's Waterfront Park Phase III (Tiki Huts)— TDC: • CPH preparing additional services proposal for design. Ruth Ivan's Generator and Platform— CAP • The current portable generator will remain in place. No change Supervisor of Elections Key West Office Relocation - SOE: • Value-engineered scope to renovation complete. • Currently processing Change Order for revised contractual agreement. Tavernier Fire Station Hardening— CDBG-MIT: • CPH working on environmental review. Transfer Stations Equipment Buildings- MCSW: • Pending task order proposal from CPH. Submittal planned for the week of 5/29/23. FACILITIES— UPPER KEYS Upper Keys Fa6k s IP "Va4itcsnance i°k Or°der. Repo. -fing 180 1,40 "'uW 10 w t 60 4.0 �u� OUrrr- () 0 sys Ti,�S 1 � 1 a o " GJ —0—fl.:ixr ti Wm Ocdors ­a%m ,,a Nevv Mi,r<C;tv der s RecoMgJ tOw W.¢�tAr 15 3328 16 FACILITIES—MIDDLE KEYS Wdde Keys Fadktes M�.flntenance Work Order Reporting 90 80 wu 70 60 5 0 40 30 20 10 p", d Wmk Ocdors --au1144rNevv,Work Ovders ReceivmJ thk, --WI1,—Wmk Ordm s Cnmrflmed Ods Month Monthly Work Order Completion Time IIMI,fln 24 Hours IINMNn 72 HOUB JJN Long ger than '72 Hours(iniostly irriore cornpllex jobs) 17 3330 FACILITIES—LOWER KEYS Lower Keys Fa6k s Ma4iteinance Work Order- Repwthig 2"0 2 010 150 01111 0 000000001 S S% I O'D 0 Wmk 0rdors --au11—Nevv,Work Ovders ReceMqJ thk,MontA,� --eI/,—Wmk OrdmsCnm��floled dds Month Monthly Work Order Completion Time IIMI,fln 24 Hours IMUNtHn 72 HOW'S ]JI Long ger than '72 Hours(iniostly irriore cornpllex jobs) Major Accomplishments • Big Pine Library-renovations project expected to be complete by 3 June • Big Pine Senior Center- build-out project expected to be complete by 10 June • Big Pine Building Dept.- build-out project completed and open for public 18 3331 FACILITIES— CORRECTIONS Correction Facuh-des Maintenance Wort Or-der Relpoirting 250 200 110 1. ................. .150 IDO so 0 Jean 23 F:eb 2 3 Mar 23 Alor 23 [\/lay 23 J un 23 Jul 23 Aug 23 Sep 23 Oct 23 Nov 23 Dec 23 -*—Open Work Orders New Work Orders Received this Month —))1)­,Work Orders C'ornpleted this Month Monthly Work Order Completion Time IIMI,fln 24 Hours IINMHn 72 HOW'S JJI Long ger than '72 Hours(iniostly irriore cornpIlex jobs) ,mo FLEET MAINTENANCE GPS: • Add GPS Unit installations to the PMI On Going • Lead Mechanics GPS vehicle monitor training—On Going. • Providing new and/or re-programed GPS Prokees for various Departments— On Going 19 3332 • Over 400 GPS units installed. • Initiate a Pilot Program on the latest GPS systems- installed and online as of 8-23 assisted SST and MCSO with GPS trials. Going on June Agenda • Replacement of 3G, GPS units received and being installed. Generators: • Plan being worked on to take GENMEDEX offline with backup as temp replacement. 150kw Received quote now need funding for the replacement. • Relocated and replaced portable generator 0903/986 with 0903/985 @ Cudjoe Sheriff's substation due to road construction and a compromised fuel tank on 986. 986 back in Marathon yard • Roth Building 670KW Generator, a 2004 model year, the fuel tank Interstitial monitoring detects the presence of liquid in the interstitial space. Double-walled tank continuous electronic monitoring or monthly visual inspection of the interstitial space for signs of leaks. The Annual Fuel Tank inspection indicates the outer wall has rusted away beyond repair. Needs generator tank assembly needs replacement. Working on replacement tanks Plumbing in fuel trailers, removing fuel from compromised tank. Fuel trailer plumbing completed and tested. • TAVENIER FIRE STATION Generator 1437/492 ingested an Iguana that damaged the fins on the radiator as it went through the belts. Fan Belts replaced, Radiator is not leaking. Generator is in need of replacement. • Solid Waste Transfer Station Generators Status? • Working on getting Old Jail power transfer to FAC43084 need assistance from FAC to transfer circuits to this generator. • West Summerland Key communication tower generator fail to start on weekly exercise. Generator is not repairable. Portable generator#FAC984, a 801<-W assigned, connected, and secured to the site. • KL Andros Road tower generator has been taken off-line and fuel drained. A portable generator#FAC9866 a 38kW, has been assigned, connected, and secured to the site. • Ruth Ivins gen size according to Marathon Electric (Randy Mearns) needs 30kW. Temp Portable has been connecter to the building. Transfer switch failed and repaired. • Sugarloaf fire station A portable generator# 0903/989 a 30kW, has been assigned, connected, and secured to the site. Gen Crew responsible for Sugarloaf FD gen fueling. • Specing right sized back-up generator for Bernstein Park—per the usage, a 100Kw has been determine for the need. • Marathon Sheriff's Substation generator is Offline for repairs. Back online repairs made A portable generator#FAC10010 a 40kW, has been assigned, connected, and secured to the site. Repaired Portable generator#FAC668 a 100kW, has been assigned to the Sheriff's Firing range removed after season facility. Staged at the Marathon garage when needed. • Installed and tested Ruth Ivins Build has been assessed for a generator. Quote has been received for a 30kW, submitted for review. • BPK Senior Citizen Center Building generator out of service, generator is no longer serviceable. Generator has been drained of all Fluids and removed from site. Taken to Rockland for Surplus. On current surplus list 20 3333 • KW new courthouse gen "no start" addressed in house. • Quotes obtained for new 100kw and 150kw portables. • New fuel tanks being fabricated for various portable generators. • Fleet re-establishing oil sample program for generators. • Discovered issues with the oil sample on GENFRMAN, changed oil and will continue to monitor. • Prepping for oil changes @ KW Jail DJJ and 519Sigsbee Comm out of service gen to be verified that fluids have been removed. Done • All Power annuals have begun. • Load banking in progress. All generators under 100kw complete • Assisted with switchgear repair at Marathon Airport- High Priority due to recent activity. • Received quote for the replacement of the Roth Bldg Gen waiting on funding. • Rebuilt exhaust on Fac1481 due to age parts were unavailable. • Solid Waste Transfer Station Generators Status? • New fuel tanks being fabricated for various portable generators. 2 complete 1 in process • All stationary generators inspected— Scheduled for a minimum of once a month. • All generators exercised a minimum of once a month. Scheduled for Wednesday Exercise. • Special Maintenance and corrosion control Emergency Communications tower generators — On Going CRC • Sigsbee Comm out of service gen to be verified that fluids have been removed. Done • All Power annuals have begun. • Load banking in progress. Communicate with Assistant County Administrator as to status report on all generators. — On Going. Sheriff Department: • Communicating with new Sheriff Dept. Fleet Manager regularly— On Going • New Sheriff Dept. interlocal agreement-pending • Performing multiple recalls on Sheriff's Ford vehicles "In-House" Warranty repairs, thus reducing the downtime in the dealerships • Train and mentor, the Sheriff's Fleet Manager as to the FASTER software with literature and video's—literature has been issued with On Going mentoring. • Provide documents on service and repair and accreditations to MCSO Corrections for their accreditation process. • Including one MCSO unit in GPS Pilot Program to isolate a GPS signal loss on the 18- mile stretch. • Budget discussions taping place with MCSO. Vehicle Accident Repair: • Creating SOP for processing accidents. Draft completed. • Incident/accident process up for further discussion at March staff meeting. • Seven (7) accident repairs in progress. Vehicle Replacement: • Assisted the Library with a long-term loaner vehicle until their new vehicle can be built. 21 3334 • Hurricane Ian replacement of assets, working with Risk Management and OMB. Hurricane damage list composed and W. O's. created. • Ordered a Ford Explorer for Library as per the Budgeted Vehicle Replacement list. • Ordered (2) Clam trucks on Ford F750 chassis. One unit is for Solid Waste and one unit is for Upper Keys Roads & Bridges. • Hazardous Box Truck for Solid Waste Department as per the Budgeted Vehicle Replacement list ordered projected delivery 8-23 • Ford F450 Tilt Bed truck for Facilities as per the Budgeted Vehicle Replacement list, received a quote and submitted to Facilities for review. Order bank still closed. • Working with Parks & Beaches in quoting Toro 3100D ReelMaster Mower, Toro Sand Pro, Toro Workman HD—P&B have created the PO's and equipment has been ordered. • Helping R&B order concrete saw and tamper • Reassigned 2 trucks to FAC to meet current immediate needs. • Creating SOP for commissioning new vehicles - 1 st Draft completed. Surplus: • Assisting Social Service Department with surplus vehicle sales—On Going • Seeking salvage companies for disposal of scrap metal and non-sellable County units. — Using Paradise Towing and Weeks for scrap removal • Working with an upper keys scrap man. - On going • Creating SOP for decommissioning and Surplus Sales of County Assets. 1st Draft in revision. • Scrapped drive on lift at Marathon. • Confirmed surplus list being finalized for May agenda. Fuel Management: • Assisting FAC with FDEP with proper documentation for in ground fuel tank storage. FMLive has discrepancy with Veeder Root reading at the Magnolia Site, will need the repairs performed by vendor. Vendor came out once to perform diagnosis quote obtained and will be processing this week. Parts ordered under warranty and are in, scheduled the service call now. Ongoing contacted Ben Leigh to diagnose. • Looking into Catwalk for Magnolia Fuel Tank Fuel Billing cross training-High Priority-ongoing • The two fuel sites combined processed and distributed approximately (7,656.700) gallons of unleaded and(3,88.300) gallons of diesel fuel. • Assisting COR to bring their tanks back into compliance with FDEP Storm Preparation: • Reviewing hurricane responsibilities with Fleet Staff—Reviewed at each potential weather event. Developed a Disaster Preparedness Plan for Fleet rechecked all team members for foul weather gear and readiness. • Work with Preliminary Damage Assessment Team with training— • New Web EOC Training with Bill Uptegrove and Keith Moriarity,— on going. Keith to join EOC and has completed training. • Check fuel levels and topped of portable fuel tanks in preparation for storm season. 22 3335 Fleet Employees: • Overhire created with the retirement of Norman Haney at the Rockland Key Garage on June 301h. Position has been posted. • Fleet Director created extensive Professional Development training planners, applicable to the automotive industry, for all Fleet Personnel. On-Going • "In-House"Ford warranty training and connectivity-ongoing • Keith Moriarity is following the Professional Development training planner be the Ford Warranty Administrator for Monroe County. • Provide Techs with personal protective equipment,phones, Gatorade, t-shirts, rain gear, hybrid safety equipment, etc. — On Going • Fleet Director has registered BOCC MONROE COUNTY PUBLIC WORKS FLEET with A.S.E. to manage employee A.S.E. Certifications. —On Going • The Fleet Team currently has over 100 A.S.E. Certifications. t Heavy Truck Master, 2 Truck Equipment Masters and 6 Automotive Masters. • Plantation Key Garage has been Awarded the A.S.E. Blue Seat Shop certification. • Rockland Key Garage has been Awarded the A.S.E. Blue Seal Shop certification. • Marathon Key Garage has been Awarded the A.S.E. Blue Seal Shop certification. • All garage employees received monthly safety training— Safety Topics— Fall/office safety. • Free On-Line training available through our STARS access through Ford— On Going • Mechanic Leads educate and mentor their Teams on the processes for FORD Stars individual technician training— On Going. • Fleet cross training and refresher training— On Going. • Creating "In-House" new hire and departure checklist. On-going (Tana and Bill). • Rewrite of Mechanics Job Descriptions into a progressive tier. This includes a Part Time/Internship position to hire students from Monroe County High School Automotive Programs at Coral Shores and Key West High Schools. Other Fleet Items: • Amazon purchasing proving to be helpful. • Meeting with IBS for NAPA parts contract held with potential resolution. • Assisting Transportation Department with Safety Advisory safety bulletin. Assisting with preparation for the DOT Tri-Annual review • New Fleet fillable PDF PM Report created. • New Generator Program fillable PDF PM forms created. Monroe County Fleet Management is providing Maintenance, Repairs and Ford "In-House"warranty work for the following agencies: 1. The City of Key Colony Beach's Public Works and Law Enforcement vehicles. 2. The City of Marathon's Fire Rescue and Law Enforcement vehicles 3. Keys Energy 4. The Monroe County School District 5. Florida Highway Patrol for Troop - E • The City of Key West will begin to perform Speedo Calibrations starting November 2022 Performed 4 in March 23 3336 • Perform Speedo Cal for Florida Highway Patrol for Troop - E • FHP to perform Speedo Cal • In discussion with FWC to perform Speedo Cal • Assist with 2 more underground fuel storage tanks into FDEP compliance. • Assisting MCFR mechanics for their A.S.E. recertifications, that will help with their E.V.T. certifications. o NFPA 1071 Standard for Emergency Vehicle Technician Professional Qualifications, o NFPA 1911: Standard for the Inspection, Maintenance, Testing, and Retirement of In-Service Emergency Vehicles. o NFPA 1912: Standard for Fire Apparatus Refurbishing o This will Help MCFC with their ISO rating. - On Going Mentoring • Working with and coordinating "In-House" Ford Warranty repairs and claim submissions for MCFR mechanics so the work can stay internal—On Going Mentoring • Working with mechanic Joe Maus at MCFR and verified that the new alignment lift for Rockland Key will support the Ford F550 ambulance chassis when needed. • Bill Uptegrove was able to setup MCFR with tires off of the Florida State Contract Pricing— On Going • Mentoring Monroe County FR with coordinating training for MCFR mechanics Joe Maus and Robert Egger. Both are now under the Ford STARS training and both have access to all Ford Service publications with IDS and FDRS diagnostic systems to support their operations.—On Going Mentoring • Created four (4)binders, one for each garage and generator shop with needed information on how to address items like injuries, emergencies, and contact information to perform daily duties in the absence of the Mechanic Leads. • Monthly Administrative Staff meeting held at the Marathon Garage Next meeting is for ,June 13, 2023. • Garage Inspections held Monthly- On-Going • Replacement of vehicle lifts at all garages- On Going of this Safety Item. Research Florida law in relation to in-house vehicle lift inspection and repair—Reviewing OSHA information. New lifts for Marathon quoted to be Replaced under the ARPA grant. + Work in Progress Revise vehicle numbering system for County vehicles— On Going. • Mandatory Take home vehicles for on-call mechanics—On Going. • Provide strategic plan monthly safety reminders-eco driving instructions, etc.- Distributing to All Users—On Going • Re-implementing garage weekly communications meetings—On Going. • Reorganizing Fleet Staff duties, responsibilities, and direct reports— On Going. • Replace old, three outdated garage shop trucks-pending. • Replacing defective license tags for various Department vehicles - On Going • Replacing old worn-out vehicle decals for various County Departments— On Going • Researching MSDS availability on web-pending www.msds.com/ • Three garages combined opened and/or completed approximately) 265 to date work orders. • Updating Risk Department; advising of added and deleted units for insurance purpose - On Going 24 3337 • Verified toll by plate invoices for various Departments - On Going • New CDL Testing program offered at the College of the Florida Keys KW Campus. Sending CDL driving exams to the KW campus, CDL Background and fingerprints are perfonned at the Big Pine Licensing Facility now. Will most likely end soon, (at this time)they will not be able to do test on individuals if their permit was issued AFTER 2-7 due to a new testing procedure??? • Verify mechanics CDL driver license and endorsements—Verified and scheduled for exams— On Going • Communicating with Transportation Dept regarding specialized PMI program in progress and data is imported to the FASTER Work-Order of that Asset. • Created a FASTER Dashboard to monitor all four shops top ten Key Performance Indicators (KPI's). Meeting with Faster April 6th to discuss web-based model. • S.O.P. being created for receiving and commissioning assets. Draft Completed • Scheduled and monitored annual bucket truck inspections and die electric test with Altec. • Quoted and scheduled rack relocation at the Rockland shop will be completed week of 4- 15 Completed • Assisting with FDEP compliance at the Roth Building • Cal Amp/Synovia contract updated signed and approved by the Board. • Provided a contract to Legal for Samsara GPS provider. • Altec bucket truck inspections scheduled. • Eye wash station installed at Rockland. • Fleet looking into Web based Faster program. • Fleet considering hats for employees. • Fleet adding Marathon Airport air compressors to maintenance program. • Considering Keith to cross train with Knostman • Considering certain "Fixed Charges' • Considering changes to pats mark up. • Considering changed to labor rate. 25 3338 County of Monroe Monroe County Fire Rescue e Florida Keys 490 631a Street Ocean Marathon, FL 33050 j Phone (305) 289-6005 Monthly Activity Report - May 2023 Fire Rescue ■ Begin Station preparations for upcoming Hurricane Season, including review of All Hazards Plan, including contingency planning for personnel and equipment in the event of a storm event. ■ Met with the Florida Forest Service local office to coordinate response strategies and capabilities in the event of a wildfire. ■ Coordinated pre-incident planning with staff of Little Palm Island to update emergency response strategies. ■ Performed Fire Station facility inspections for required maintenance. ■ Fire Station 13, Big Pine Key, hosted the Wildfire Preparedness Day. ■ Provided Standby Operations for the Big Pine Academy Field Day/ Last of School Celebration. The Station 13 Crew provided the trucks and water works for the children. ■ Fire Station 10, Sugarloaf Key, firefighters attended the Sugarloaf School Grand Opening. ■ Attended regional workshop discussing concept operations for Preventative Radiological / Nuclear Domestic Detection. Trauma Star/ EMS ■ Flight Nurse Jeff Lauraitis designated as the Trauma Star Chief Flight Nurse. ■ Firefighter/Paramedic Jamie Barbee assigned to the Trauma Star/EMS Division. ■ Conducted Quality Assurance meetings with the Lower Keys Medical Center and Baptist Health (Fisherman's and Mariners) hospitals. ■ Conducted monthly Quality Assurance meeting with the Medical Director. ■ Seven Paramedics participated in the Flight Medic testing process, consisting of a written exam and multiple practical scenarios. Four Paramedics successfully passed testing and will begin the Provisional Flight Program. ■ The Provisional Flight Program was completed by one Flight Nurse and one Paramedic. ■ Two part-time Flight Nurses began the Provisional Flight Program. ■ Two Flight Medics completed the initial Crew Resource Management Online FAA Aviation training. ■ Conducted trial of the Hamilton T1 Ventilator on Trauma Star, which provides a significant upgrade to the respiratory services available on Trauma Star, including new ventilation modes ASV and BiPap. The trial included multiple training sessions and online learning for all flight team members. ■ The Trauma Alert Scorecard for Adults and Pediatrics was revised and distributed to all stations and other departments county-wide. ■ Trauma Transport Protocols were revised with the assistance of Dr. Schwemmer, submitted to and approved by the state of Florida. 3339 Monthly Activity Report May 2023 Page 2 of 2 Key West International Airport/ Fire Station 7 ■ Attended each of the EYW Operations Meetings, Construction Meetings,Airlines Meeting and Airport Tenant Meeting. ■ Attended EYW Wildlife Hazard Management Review, in response to a commercial airline "triggering event." ■ Attended Lower Keys Medical Center EMS Appreciation Event. ■ Attended the Planning Meeting for the Lower Keys Medical Center Evacuation Drill. ■ Completed fire extinguisher training for airport fueling personnel. ■ One (1) MCFR ARFF firefighter traveled to the Fire Academy of the South in Jacksonville, FL to complete their annual ARFF live fire and refresher training. Fire/EMS Training ■ Conducted Live Fire Training for Crews from Stations 9, 11 and 22. ■ Live Tire Training attended by the Islamorada Fire Department crews and one member from Marathon High School, with the Marathon Fire Department's firefighter trainee program. ■ Draft Commander Trailer incorporated into Live Fire Training, for use as water supply with hydrant. ■ Conducted Facility Training for Crews, emphasizing vehicle extrication. ■ Conducted Emergency Vehicle Operation Compliance (EVOC) train the trainer course for six personnel and also two Islamorada Fire personnel. ■ Held courses for Trailer Operations and UTV/ATV with six personnel attending. ■ Florida Highway Patrol held Drone Training for 8 of their members at the Fire Academy. ■ Performed New Hire Firefighter Testing, including a written and physical exam, for 13 candidates. ■ Conducted on-site Fire Extinguisher training for approximately 17 staff members at the Sugarloaf KOA. Fire Marshal's Office ■ Conducted Plans Reviews and Inspections for New Construction and Renovation Permits for the building departments in Ocean Reef, the Upper Keys, Middle Keys and the Lower Keys. ■ Conducted twelve meetings with representatives of architects, engineers and development firms for property redevelopment, conditional use applications and right-of-way abandonments. ■ Conducted annual Fire and Life Safety inspections to commercial properties, including mailing inspection notices. ■ Issued two Special Event/Public Assembly Letters of Coordination with Fire and Life Safety requirements. ■ Conducted personnel interviews with two qualified candidates for Deputy Fire Marshal. ■ The Acting Fire Marshal attended the All-Hazards Position Specific Operations Section Chief training. ■ The Deputy Fire Marshals attended the Incident Command System 300 and a Post-Blast (Arson) Investigations training. ■ Fulfilled five requests for Fire Incident Reports and other Public Records Requests. 3340 a VETERANS AFFAIRS CLIENT STATISTICAL DATA MONTHLY REPORT May-23 CLIENTS ASSISTED VA Phone Calls 551 Client Data 1874 New Clients 32 Field Visits 5 Compensation and Pension Filings 46 Flag Presentation 3 Homeless Veterans Assisted 1 Community Involvement 683 Board of Veterans Appeals Hearings 2 Marathon Mobile Office 3 Memorial Day Ceremonies:KW Cemetery,Bayview Park,Southrn.Keys Cemeteries, Major Community Event Murray Nelson.430 in attendance.WWII Veteran Proclamation. VETERANS TRANSPORTATION PROGRAM Transportation Calls 115 Veterans Transported 40 MCVAD Transp.Resumed 1011312021 FINANCIAL AWARD DATA Retroactive Payments $ 432,117.14 Reoccuring Annual Payments $ 926,090.16 The financial data captured monthly will vary due to the Veterans Administration's variable time frame in adjudicating awards. For any further information regarding this report please contact Cathy Crane,Director of Veterans Affairs @ ext.5156 3341 Employee Services- May, 2023 Employee Benefits 1. Distribution of Weekly Benefits Eblasts (5): FL Blue Better You Newsletter (5/03), Pilot COVID-19 At-Home Voluntary recall(5111), Nationwide Visit(5/19 & 5/23),Nationwide June Webinars (5/24) 2. Biweekly conference call with benefits consulting team 3. Monthly conference call with Clear Track HR 4. Weekly Employee Benefits Meetings 5. Employee Services Monthly Meeting 6. Phone/Email/In-person support to general benefit questions 7. Phone/in-person support to "near retirement" employees (5) 8. Extensive Rx Support 9. Domestic Partnerships (0) 10. Processing of MN Life Claims 11. Monthly invoice prep &payments 12. BCBS event planning for 2023 Health Fair 13. 2023 Health Fair contract coordination 14. Mandatory Compliance Training 15. 2023 Photo contest judging coordination 3342 Employee Benefits Department 2022/2023 Monthly Report JUNE =Y AUGUST SEPT OCIT NOV NEW HI] 15 20, 25 20 13 26 TERNffN,kTIONS 16 12 20 12 14, 13 NEW RE'TI=S,MEDICAL 1 2 0 1 1 3, NEW RETIREES'LIFE ONLY 0 1. 1 0 0 1 DECEASED LIFE LAIMS 2, 2 1 0 1 2 OTHER COVEKkGE CHANGES 14 11 10 8 10 5 ACCOUNT CHANGES 4 4 2 4 3 0 ACTIVE�IITH NIMICAL, 1642, 16422 1642 1642 1642 1,642 ACTIVE NONMEDICAL 120 120 120 120 120 120 RETIREESWITH MEDICAL 278 278 278 278 278 278 RETIREES D%,L ONLY 96 96 96 96, 96 96 RETIREESWITH LIFE ONLY 12 12 12 12 12 12 SURVIVING SPOUSE 5 5 5 5 5 5 COB R-A 4 4 4 8 10 5 WkIVER OF PREMrUNI LIFE INS 0 0 0 0 0 0 DEC J N FEB IVIAR A ril Nlay NEW HIRES is 14 9 15 17 11 TERNUN.kTIONS 16 13 14 9 7 10 NEW RETIREES,MEDICAL 1 0 0 6 4 2 NEW RETIFLEES'LIFE ONLY 1 0 0 2 2 01 DECEASED LIFE LAINIS 0 2 2 0 3 01 OTHER COVEK4,GE CHANGES 7 3 5 10 10 10 ACCOUNT CHANGES 5 3 3 6 7 8 ACTIVE WITH NIMICAL, 1642, 11642 1642 1642 1642 11642 ACTIVE NONMEDICAL 120 120 120 120 120 120 RETIREESWITH MEDICAL 278 278 278 278 278 278 RETIREES D%,L ONLY 96 96 96 96 96 96 RETIREES TA71TH LIFE ONLY 12 12 12 12 12 12 SURVIVEI TG SPOUSE 5 5 5 12 12 12 COB R-A 5 4 3 4 4 5� WkIlv`ER OF PREMFUNI LIFE IT 0 0 0 o o 01 3343 Human Resources Sr. HR Administrator Monthly Report for May 2023 • Reviewed salary analysis forms for all departments with above entry new hires • Processed and assisted employees with FMLA 2 employees processed in May • Reviewed and finalized Administrative Instructions 4705.17—now published • Renewed lease for Employee Housing at 382 Caribbean Unit 1 • Drafted lease and agenda item for Employee Housing at 701 Sands Rd • Predetermination Hearing for Corrections Facilities employee • Submitted agenda item for Personnel Policies and Procedures Manual changes • Created PowerPoint for Employee Staffreport-presented at May BOCC Meeting • Provided Salary Increase report • Finalized Sick Leave Pool enrollment handoff to Generalist • Attended routine HR meetings to discuss the needs and outstanding tasks of the departments HR Generalist Monthly Report for May 2023 • Sick Leave Pool Open Enrollment—Recording Secretary—Draft memos for approval • Administrative Instructions Overall Review in SharePoint o PDF Forms Reformatting • Assist HR Administrator with Job Descriptions Updates • Assist HR Administrator with Staff Report for BOCC Meeting • Assist HR Administrator with proposed Agenda Items: o PPPM Updates—Years of Service Program, Temporary Higher Classification; Calculation of OT o Employee Housing Program— 382 Caribbean Unit 1 Lease Renewal& Big Pine House • PEAK Agenda—Go Live • Alchemy Term Files Project • New Talent Acquisition Coordinator— Training assistance o Monthly Reporting o Job Postings/Job Requisitions o Applicant Processing o Verifications of Employment/Records Requests • Compiling Exit Stories/Employment Challenges for termed employees • JJ Keller Online Training - Enrollment& Setup for Employees—Ongoing Recruiting: As of 10:00 am on 5/31/2023 • In May, the County had 40 open positions for which we received 109 total applicants: 14 internal and 95 external. Of the total applicants, 99 were deemed to have met the minimum requirements for the positions to which they applied, 9 did not qualify, and 1 withdrew their application. Of our total applicants, 31 are reapplying and 64 are new applicants. • Of our 40 openings: 16 were closed/filled, 1 position was re-posted from a previous posting, 16 were new postings, and 24 remained posted. Turnovers: We had 4 new hires (3 Temporary) and 1 promotions. ***We had a total of 8 resignations/retirements/terminations and_0 Deceased for the month of May 2023: Resignations average year to date 3.41_% Retirements average year to date 0.81 % 3344 Countvwide Turnover by Month Avg.Headcount Jan Feb Mar Apr May June July AugSept Oct Nov Dec Annual 513 2015 5 7 10 6 12 7 3 8 6 8 2 4 78 525 2016 6 4 4 6 7 10 3 4 7 9 9 4 73 533 2017 10 8 10 3 9 4 7 11 7 4 101 3 86 538 2018 10 6 4 6 11 6 6 5 41 7 7 1 73 526 2019 7 5 11 1 4 4 3 12 6 3 5 5 66 551 2020 6 7 6 2 3 8 2 8 12 8 5 2 69 597 2021 4 3 5 4 6 6 5 7 6 10 3 3 62 603 2022 4 5 5 7 4 6 13 4 2 2 6 6 64 615 2023 6 4 5 - 5 - $' - 0, - 0 0 0 (7 0 _r 0 28 Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec Annual 2015 0.97% 1.36% t.95% 1.17% 2.34% 1.36% 0.58% 1.56% 1.17% 1.56% 0.39% 0.78% 15.20% 2016 1.14% 0.76% 0.76% 1.14% 1.33% 1.90% 0.57% 0.76% 1.33% 1.71% 1.71% 0.76% 13.90% 2017 1.88% 1.50% t.88% 0.56% 1.69% 0.75% 1.31% 2.06% 1.31% 0.75% 1.88% 0.56% 16.14% 2018 1.86% 1.12% 0.74% 1.12% 2.04% 1.12% 1.12% 0.93% 0.74% 1.30% 1.30% 0.19% 13.57% 2019 1.33% 0.95% 2.09% 0.19% 0.76% 0.76% 0.57% 2.28% 1.14% 0.57% 0.95% 0.95% 12.55% 2020 1.09% 1.27% 1.09% 0.36% 0.54% 1.45% 0.36% 1.45% 2.18"% 1.45% 0.91% 0.36% 12.52% 2021 0.73% 0.54% 0.91% 0.73% 1.09% 1.09% 0.91% 1.27% 1.09% 1.81% 0.54% 0.54% 10.39% 2022 0.73% 0.91"% 0.91% 1.27% 0.73% 1.09% 2.36% 0.73% 0.36% 0.36% 1.09% 1.09% 10.61% 2023 1.09% 0.73% 0.91% 0.91% 1.45% 0.00% 0.00% 0.00%, 0.00% 0.00% 0.00% 0.00% 4.55% Resignations and Terminations by Month Avg.Headcount Jan Feb Mar Apr May June July Aug Set Oct Nov Dec Annual 513 2015 4 5 9 4 8 5 2 8 4 6 2 4 61 525 2016 4 3 2 5 6 5 3 3 6 7 7 2 53 533 2017 7 5 8 2 5 2 6 9 5 4 7 3 63 538 2018 9 3 3 4 9 8 6 4 3 4 5 1 59 526 2019 6 3 8 1 4 3 3 11 4 2 5 4 54 551 2020 4 6 4 1 2 8 1 6 10 5 3 2 52 597 2021 2 2 3 3 3 5 5 6 5 7 2 2 45 603 2022 3 3 4 7 2 5 9 4 2 1 5 3 48 615 2023 3 3 2 5 8 0 0 0 0 0 0 0 21 Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec Annual 2015 0.78% 0.97% 1.75% 0.78% 1.56% 0.97% 0.39% 1.56% 0.78% 1.17% 0.39% 0.78% 11.89% 2016 0.76% 0.57% 0.38% 0.95% 1.14% 0.95% 0.57% 0.57% 1.14% 1.33% 1.33% 0.38% 10.10% 2017 1.31% 0.94% t.50% 0.38% 0.94% 0.38% 1.13% 1.69% 0.94% 0.75% 1.31% 0.56% 11.82% 2018 1.67% 0.56% 0.56% 0.74% 1.67% 1.49% 1.12% 0.74% 0.56% 0.74% 0.93% 0.19% 10.97% 20t9 1.14% 0.57% t.52% 0.19% 0.76% 0.57% 0.57% 2.09% 0.76% 0.38% 0.95% 0.76% 10.27% 2020 0.73% 1.09% 0.73% 0.18% 0.36% 1.45% 0.18% 1.09% 1.81% 0.91% 0.91% 0.36% 9.44% 2021 0.36% 0.36% 0.54% 0.54% 0.54% 0.91% 0.91% 1.09% 0.91% 1.27% 0.54% 0.54% 7.54% 2022 0.54% 0.54% 0.73% 1.27% 036% 0.91% 1.63% 0.73% 0.36% 0AS% 1.09% 1.09% 7.96% 2023 0.54% 0.54% 0.36% 0.91% 1.45% 0.00% 0.00`Yo 0.00% 0.00"% 0.00% 0.00% 0.00% 3.41% Retirements(and Deaths)By Month Avg.Headcount Jan Feb Mar Apr May June July AugSet Oct Nov Dec Annual 513 2015 1 2 1 2 4 2 1 0 2 1 0 0 16 525 2016 2 1 2 1 1 5 0 1 1 2 2 2 20 533 2017 3 3 2 1 4 2 1 2 2 0 3 0 23 538 2018 1 3 1 2 2 2 0 1 1 3 2 0 18 526 2019 1 2 3 0 0 1 0 1 2 1 0 1 12 551 2020 2 1 4 1 1 0 1 2 2 3 2 0 19 597 2021 2 1 2 1 3 1 0 1 1 3 1 1 17 603 2022 1 2 1 0 2 1 4 0 2 1 1 3 18 615 2023 1 1 3 0 0 0 0 0 0 0 0 0 5 Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec Annual 2015 0.19% 0.39% 0.19% 0.39% 0.78% 0.39% 0.19% 0.00% 0.39% 0.19% 0.00% 0.00% 3.12% 2016 0.38% 0.19% 0.38% 0.19% 0.19% 0.95% 0.00% 0.19% 0.19% 0.38% 0.38% 0.38% 3.81% 2017 0.56% 0.56% 0.38% 0.19% 0.75% 0.38% 0.19% 0.38% 0.38% 0.00% 0.56% 0.00% 4.32% 2018 0.19% 0.56% 0.19% 0.37% 0.37% 0.37% 0.00% 0.19% 0.19% 0.56% 0.37% 0.00% 3.35% 20t9 0.19% 0.38% 0.57% 0.00% 0.00% 0.190X, 0.00% 0.19% 0.38% 0.19% 0.00% 0.19%n 2.28% 2020 0.36% 0.18% 0.73% 0.18% 0.18% 0.00% 0.18% 0.36% 0.36% 0.54% 0.36% 0.00% 3.45% 2021 0.36% 0.18% 0.36% 0.18% 0.54% 0.00% 0.00% 0.18% 0.18% 0.54% 0.18% 0.00% 2.85% 2022 0.18% 0.36% 0.18% 0.00% 0.36% 0.00% 0.73% 0.00% 0.36% 0.18%1 0.18%1 0.00%1 2.99% 2023 0.18% 0.18%1 0.54% 0.00% 0.00'/.l 0.00% 0.00% 0.00%1 0.00%1 0.00%1 0.00%1 0.00%1 0.81% 3345 Human Resources — Turnover Report Tenminmian Date Tan L�ee l�oeitlimt ID°'rima r Te�-minatimt Rea,mn 542023 Dave Walden Tf ansp drtatian➢Llriver Terminated 54 202:3 Michelle Lastin er Cust©nxer Service Fie resentatiti e 1 Resigned 5 9 202:3 T'ylerWelhaum Firefighter Charge:Paramedic ResignedoDthef Employment 5 14"20,23 Jordan Dvcan Firefighter F—MT ResignedoDthef ai loyment 5 14"20,23 Stephen Habich Firefighter Charge:Paramedic ResignedoDthef Employment 5 15 20,23 Nllichael Smith Veterans Service Officer Resigned 5 2&20,23 ThrmasNEfabella P'irefighefFIMT Resin e&COtherEmployment 5 T,2023 lleana Garay= Maintenance'm orker l Resig edRelacated Countywide Turnover � l 12 a & 8 & „8 7 j 0.p& rnll ao Mu W�I4kLYYf i F 7 '" Ghll (/G m�alOp v faa4 6 % i om � 1� Iw��l 4 m m� 0 P Y II 4 � �m"� 4 r 0 0 0 0 0 0 0 0 1. ) 4 .a 4i 7 1, 9 10 11. 12 —mml ��,2 J20 --omf 2021 —:022 2,02 i 3346 May 2023 HRIS Management Report Projects started that month- 18 1. Updated report of BOCC salaries, position ID#'s in Workday to John Quinn for May 2. Position, salary report for Megan 3. Building reports for Megan 4. Bring to Minimum Cost reports for Bryan 5. Senior Management salaries and pay grade pay band reports for Bryan 6. Department Annual Pay report for Dianne 7. Candidate Management training for Emergency Management 8. Employee Position ID# updates for Fire Rescue 9. Peak Agenda Training 10. Working with Tony and helpdesk on building Safety and Security Approval form in Workday 11. Approval workflow for Fleet Time/Absence 12. Mandatory Compliance Training tracking 13. Created and delivered Mandatory Compliance Workday written instructions in Spanish for Mobile and PC 14. Coordination of time clock installation for Social Services 15. HIPAA Security and HIPAA Awareness Certification renewals 16. Delegation setup meeting with Alison and Michelle 17. Expense report training with Naomi 18. Veterans Status Meeting and questionnaire configurations Projects in progress that month- 17 1. Workday Support/Training/Testing- ongoing 2. Security Surveillance Project - ongoing 3. Workday Additional Training Material 4. Workday Weekly/Monthly Reports- ongoing 5. Remote Workers department set up and tracking in Workday-helpdesk ticket submitted 6. Position ID# editing and tracking for departments 7. Workday Video Training Tutorials 8. Workday Governance Committee organization and meetings-Combining and prioritizing OMB and HR Helpdesk tickets 9. Solution for Internal Candidate Record Veterans status display 10. Probation Period setup reconfigured in Workday 11. Revised Performance Review Questions and structure 12. Headcount calculations/report 13. PMP Membership, training, certification process 14. Updated Workday instructions and video tutorial for Emergency hours 15. 7-minute Grace period issue in Workday 16. Working jointly with Benefits team on the Benefits Photo Contest 17. Working jointly with Mark on a solution to pull employee driver's license information Projects Finished that month- 17 3347 May 2023 HRIS Management Report 1. Updated report of BOCC salaries, position ID#'s in Workday to John Quinn for May 2. Position, salary report for Megan 3. Building reports for Megan 4. Bring to Minimum Cost reports for Bryan 5. Senior Management salaries and pay grade pay band reports for Bryan 6. Candidate Management training for Emergency Management 7. Updated written Workday instructions for Emergency Pay Resolution 122-2023 8. Employee Position ID# updates for Fire Rescue 9. Peak Agenda Training 10. Working with Tony and helpdesk on building Safety and Security Approval form in Workday 11. Created and delivered Mandatory Compliance Workday written instructions in Spanish for Mobile and PC 12. Coordination of time clock installation for Social Services 13. Headcount calculations/report 14. HIPAA Security and HIPAA Awareness Certification renewals 15. 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