Item O1MEMORANDUM
Office of the County Administrator
TO: Board of County Commissioners
FROM: Debbie Frederick
Deputy County Administrator
DATE: June 3, 2009
SUBJECT: County Divisions' Monthly Activity Report for May, 2009
MONTHLY ACTIVITY REPORT - MAY, 2009
KEY WEST AIRPORT
• We completed a new Noise Exposure Map (NEM) using the new FAA computer program to
outline noise impacts in the neighborhoods around the airport. To our surprise, the new
program showed an expanded contour that could allow more than 200 homes into our Noise
Insulation Program. The FAA has not yet ruled on the eligibility of those homes, but the
documents have been submitted for their review.
• Work on the renovation of the existing terminal is back on track. The framing is completed,
the drywall is up and painted, and they are starting to install the grid ceiling. The opening
date for this phase of the project is July IOtn
• May was a month for preparation, training and drills. We are rewriting our Airport Security
Program (ASP) and updating our Airport Certification Manual (ACM) in preparation for our
annual FAA inspection in July. We participated in a local hurricane conference, and the state
hurricane drill. And finally, all airport personnel attended a mandatory ethics training
session.
MARATHON AIRPORT
• Airport Layout Plan (ALP) update for Florida Keys Marathon Airport is still being reviewed
by the FAA.
• Airport Certification Manual (ACM) revisions reflecting current conditions have been
approved by the FAA and distributed appropriately.
• Airport Emergency Plan (AEP) revisions reflecting current conditions have been approved
by the FAA and distributed appropriately.
• Air Operations Area (AOA) Non -Movement Area Training Program has been developed
and is being implemented presently.
• Initial and recurrent training classes associated and/or related to FAR Part 139 operations
and certification are on -going. Recurrent training for this year has been completed as of
May 2911
• Various leases regarding the use of existing hangars and the construction of additional
hangars are being negotiated, prepared and/or revised.
• Several construction and operations related projects continue to be in various stages of
completion at the airport including: HMGP Wind Retrofit (Hurricane Shutter) Project;
perimeter fence & gates installations; construction of generator building and electrical vault;
terminal repair and renovation punch list items; HVAC system replacement; update of noise
contours; Runway 7-25 Pavement Markings.
1
EMPLOYEE SERVICES
I. WEBSITE UPDATES (other than normal position vacancy updates, etc.):
Benefits:
KPHA Provider Directory Updates
EAP monthly bulletin
Human Resources:
Updated 8 job descriptions.
II. TURNOVER NUMBERS TO DATE:
May 2009 Turnover: 2.02% Turnover as of May 2009: 4.64% Turnover as of last May 2008:
7.68%
Resignation s:0 Terminations:0 Retired: 0 Deceased:I Layoffs:2
III. MAJOR ACTIVITIES/MEETINGS:
• Division Director attended FRMA Conference (business meeting as Membership Director).
Human Resoures
Risk
Salary survey completed
Sunshine meeting held with Goodman Gable Gould and Claims Solvers to discuss
RFP's.
Benefits (Group/Workers Comp)
■ Held annual Health Fairs in middle and upper keys
■ Held quarterly KPHA meeting
■ Sr. Admin. met with Southern Medical Group regarding handling of TB claims
Safety
Attended Shelter Board meeting.
Marine Resources pump -out boat investigation.
Met with Sheriff Peryam regarding Safety.
BUDGET & FINANCE
Budget Analysts:
• Budget Transfers (Expenditure and Project transfers)
• Completed Request to Purchase Process
• Reports — Balance Sheet by Fund Daily to verify all funds are balanced.
• Reports — Monthly Expenditure Status Report and Expenditure Audit Trail Report
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.
• Inputted data from Budget Preparation Worksheet into Gov Max. Expenditure Detail
report.
• Resolution budget transfers monthly (Expenditure, Revenue and Project transfers)
• Prep bills for Finance/Accts Payable
• Prepared the Monthly Bank of America Purchasing Card bill for Finance (gathered
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.
• Updated Budget Revenue Analysis Excel spreadsheets for Funds 404 — 502.
• Put together the Fiscal Year 2010 Working Budget Book.
• HSAB Meeting, input FY2010 appropriations in GovMax
• Prepare resolutions, agenda, contract review and packet for May 2009 BOCC meeting.
• Worked on the Budget Amendments for Fund 404 KW International Airport, Fund 403
Marathon Airport and creation of new Fund 406 Passenger Facility Charge.
• Updated 2nd quarter revenue and expenditure report.
• Handled the Sarasota County Agreement for Hosted Application Services. This
Agreement will be on the June BOCC agenda for approval.
• Created a new Capital Improvements Projects spreadsheet in time for the CIP meeting
that was held on May 6th. This spreadsheet listed all the Capital Improvement Projects
that are currently planned, how much has been spent to date and what projects will be
schedule in the future.
• Assisted in the SRF Loan application process.
• Started to balance funds for the FY2010 budget.
• 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.
• Updated Budget Revenue Analysis Excel spreadsheets for Fund 503
• Completed final travel for Grant Administrator.
• Reviewed Budget & Finance Contracts
• Resolution data input and postings
• Input each Resolution on the Schedule of Resolutions for the BOCC meeting for that
month.
• Researched item on agenda
• Training on Sherriff Billing (911 Billings and Qtr. Billings)
Purchasing Department:
• 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 Department:
• HSAB FY 2010 Grants: Completed HSAB grant cycle. Collected all funding
applications and disseminated copies to HSAB members. Read/reviewed all HSAB
applications; scheduled, held HSAB funding recommendation meeting; prepared
meeting minutes and recommendations spreadsheet.
• BOCC-direct grants to non -profits: prepared solicitation letter, collected requests;
prepared funding request spreadsheet.
• RSAT Grant: Completed application for FY 2010 RSAT grant, prepared agenda item.
• Byrne JAG Grant: Coordinating County wide -process for new Byrne JAG grant monies.
Assisted each municipality with funding application process. Prepared applications for
Byrne grants. Organized meeting of the Substance Abuse Policy Advisory Board.
• Reviewed, approved, processed invoices for all current HSO, HSAB, Byrne and RSAT
grants.
• Criminal Justice Mental Health Substance Abuse Planning Council Grant: Completed
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: 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 various pending PWs.
Continued communications with State and FEMA officials to obligate funds for County
expenditures related to Ike and Fay.
COMMUNITY SUPPORT SERVICES
In -Home and Nutrition Services (IHNS)
OAA, Older Americans Act Programs:
Nutrition (Information in this section is for the period 4/21/09 — 5/20/09)
• C-1 Congregate Meals totaled 1189 units this month, just slightly under the monthly goal of
1223 units. The majority of the seasonal clients have now left the area. We expect to make
up the small shortfall in attendance with the reopening of the mealsite in Big Pine.
• C-2 Home -Delivered Meals totaled 2526 units, underachieving by 329 units. We are actively
seeking home delivered meal client referrals in the Middle and Upper Keys, which have been
identified as underserved areas by the Alliance for Aging.
In -Home Services (Information in this section is for the period 3/21/09 — 4/20/09)
• III-B Screening and Assessment: 7.5 units this period, 37.83% year-to-date achieved, 4.49%
overachieved. 57 clients on the waiting list.
• III-B Homemaking: 73.5 units this period, 18% year-to-date achieved, 15.34% underachieved. 60
clients on the waiting list.
• III-B Personal Care: 123 units this period, 42% year-to-date achieved, 8.66% overachieved. 27
clients on the waiting list.
We have spent $31,599.73, which is 29% of III-B funds. We are 4.34% underachieved but are activating
a high ranking client from the wait list, which should take care of the underachievement.
• III-E Facility Respite: 147.5 units this period, 11.46% year-to-date achieved, 21.88%
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 April 2009:
• Case Management: 16 units for the month were produced; 62.75 units year-to-date.
• Homemaking: 129 units for the month were produced; 413.25 units year -to date.
• Home -Delivered Meals: Monthly units were 180 meals; 820 meals year-to-date.
• Personal Care: Monthly units were 13; 90.25 units year-to-date.
Overall Program Achievement was 57.6%, 9.09% underachieved.
CCE (Community Care for the Elderly) for the period 3/21/09 — 4/20/09:
• Case Management: 101 units for the period and 809 units year-to-date. 49.10% achieved
year-to-date. There are 86 clients on the waiting list.
• Intake: 9 units achieved and 43 units year-to-date. 29.19% achieved year-to-date.
• Homemaking: 630.75 units for the period and 6974.75 units year-to-date. 94.83% achieved
year-to-date. There are 74 clients on the waiting list.
• Personal Care: 420.75 units for the period and 3764.25 units year-to-date. 74% achieved
year-to-date. There are 36 clients on the waiting list.
• Respite: 195.75 units for the period and 712 units year-to-date. 45% achieved year to date.
There are 10 clients on the waiting list.
CCE overall year-to-date is at 75% achievement which is an 8.55% underachievement. However,
we have received 7 new referrals and have added a CCDA client who aged out of that program.
• ADI (Alzheimer's Disease Initiative) for the period 3/21/09 — 4/20/09: 100 units were
produced in the period and 2355.5 units year to date. 94.76% year-to-date achieved, 11.41%
overachieved, due to the $6155 reduction of funds from the Alliance for Aging. There are 9
clients on the wait list.
• HCE (Home Care for the Elderly Program) for the period 4/16/09 - 5/15/09: 10.25 billable
units this period, 171.25 billable units year-to-date. Current spending level year to date is at
64.28%, 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 May 2009
• One-way trips provided: 1849
• Unduplicated clients served: 229
Special Needs Clients registered: 362
• 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: $2,317.90
Expenditures: $29,313.0
Percentage Spent Fiscal YTD: 61.6 %
Community Support Services (CSS) / Compliance
In the month of May 2009 we had:
26 New Welfare cases
319 Office visits
14 Home and field visits Incoming calls + referrals Combined total [1,887 ]
We served 87 unduplicated Welfare client households (3) New EHEAP cases.
Total $ 1,328.08
Low Income Home Energy Assistance Grant Program cases totaling $19,250.00
(75 -cases)
Low Income Crisis Assistance cases totaling $ 6,240.78 (16 -cases)
Spent in May $25,490.78
5
(87) cases peer reviewed by staff - including paupers, & scripts.
• Staff members attend the Ethics Training at the Harvey Building.
Bayshore Manor (BSM)
Bayshore Manor's current census is 16 residents. The current census is five private pay and
eleven subsidized. BSM provided 273 hours of OA3E respite care this month. Bayshore
Manor has six OA3E clients.
There are two clients on the wait list.
Revenue for May 2009 $31, 815.79
Expenditures for the same period $54,097.48
Percentage of the budget spent year to date 60.25%
LIBRARY
• Library usage has continued to increase in several areas over that of a year ago, in spite of
the reduction in hours and days of service: circulation totaled 34,979 items in April, an
increase of 7% over last year's total for the same month. 366 new Library cards were issued
in April100 more cards than were issued in April, 2008; we are now nearing a total of
40,000 cardholders, a significant portion of the total county population.
• Library visitors totaled 41,465 for the month of April, an increase of 1% over last year.
• Library use of the FY 2009 budget continues to proceed on a pace with the year as we go
into the final third of the fiscal year; use of discretionary funds, such as those for supplies
and materials, is being consistently monitored by Managers and Administration and needs
are prioritized on an ongoing basis.
• The State Aid to Libraries Grant was nearly eliminated from the state budget by last-minute
moves on the part of the State Legislature, but reaction from Library supporters around the
State (including a great show of support from Monroe County Library advocates) helped to
sway their decision, and the funding, although reduced from the original figure, was
restored. We anticipate a reduction of around $ 10,000 from this year's award of $ 75,000.
EXTENSION SERVICES
• Number of services provided: 390 phone calls, 33 office visits, 29 visits to clients, 13 group
teachings with 1,154 people in attendance, 6 media submissions, and 366 bulletins
distributed. Total Budget for FY 08/09: $186,485.00; Year to Date Expenditures and
Encumbrances: $151,646.67; Remaining Balance: $34,838.33; Percentage of budget spent
and/or encumbered year to date: 81%.
• The Extension Director joined the Florida Sea Grant Climate Change workgroup and
participated in a conference call to initiate an education plan for the state, and agreed to
develop literature on solar energy options as an alternative energy source for homeowners
and businesses; participated in a one -hour webinar on Federal Solar Tax Incentive
conducted by the Interstate Renewable Energy Council; assisted four students from an
FKCC Speech Class with their project on the potential of solar energy to reduce greenhouse
gases and our dependence on fossil fuels; had a meeting with MC Public Works to discuss
the potential for using solar electric and hot water systems to reduce operational costs at
Higgs Beach.
• The Environmental Horticulture Agent and 18 Master Gardeners educated 500 homeowners
in their tree selection at the Keys Energy Services Tree Giveaway Day held at two locations
(Key West and Cudjoe Key). They also educated the homeowners on Florida Keys Friendly -
Landscaping practices.
ro
• The Family, Youth & Community Sciences Agent beta tested a Municipal Clean Energy
Toolkit for ICLEI that included guidance on how municipalities can finance, purchase,
install, and promote clean energy. The Toolkit contained material for any knowledge level —
from municipal clean energy expert to beginner. Additionally, this product has a checklist
that outlines thirteen broad steps that a municipality should undertake during its clean
energy process.
GROWTH MANAGEMENT
GMD COMPARATIVE REVENUE SUMMARY
Revenue
Total
Total
Revenue
Revenue
Revenue
% Variance
Budget
Revenue
Revenue
Ending
Ending
Ending
Revenue
FY 2009
Collected in
Collected
May 2009
May 2008
May 2007
Ending May
FY 2008
in FY 2007
2008
To
May
2009
Building
$2,790,632
$2,857,684
$2,769,314
$1,751,579
$2,036,475*
$2,101,175
-14%
Permit
Licenses &
Permits
Planning
$430,000
$488,081
$532,000
$403,231
$461,580
$438,417
-13%
Department
Fees
Code
$90,000
$110,412
$97,940
$210,705
$76,228
$66,808
+76%
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.
EXPENSES
Budget
Total
Total
2009
2008
2007
%
FY'09
Expenses
Expenses
Expenses
Expenses
Expenses
Variance
FY 2008
FY 2007
Ending May
Ending
Ending
Expenses
May
May
Ending
May
2008
To
May
VA
2009
Growth M mt. Admin.
$916,526
$648,098
$1,637,473
$270,988
$526,336
692,439
-51%
Building
$2,434,746
$2,311,238
$2,299,758
$1,350,206
$1,384,539
$1,296,856
-2%
Code Enforcement
$1,009,885
$894,006
$1,021,256
$598,596
$530,371
$678,732
+13%
Planning
$1,149,516
$878,366
$1,333,008
$519,870
$551,587
$863,900
-10%
Environmental
Resources
$299,302
$330,016
$313,488
$94,978
$204,284
$192,506
-54%
Planning Commission
$100,541
$88,345
$86,226
$52,601
$54,361
$51,069
-3%
Comprehensive Plan
$358,400
$74,655
$290,478
$7,843
$41,659
$96,547
-81%
Geographic Info. GIS
$314,133
$181,935
$310,576
$94,978
$96,086
$155,367
-1%
Marine Resources
$55,051
$84,753
$235,623
1 $34,207
$56,546
1 $135,937
-40%
Pump Out Boat
$68,587
$64,640
$48,275
1 $43,261
$36,813
1 $33,220
+18%
MARINE RESOURCES OFFICE
• Handled approximately 30 customer inquiries; performed 4 site visits
• Performed surveys of channel marking/regulatory systems in the lower keys
• Removed 2 derelict vessels
• Installed new buoys at the Whale Harbor Channel regulatory zone
• Provided a response to an internal audit of the derelict vessel program procedures
• Evaluated navigational problems in canal system at Calusa Campground
• Attended Ethics Training class
• Prepared agenda for June MPAC meeting
• Performed survey of Village of Islamorada regulatory buoy system
• Completed annual evaluation for Pumpout Captain
• Assisted the Pilot House Marina with information for installing a pumpout system
• Took resolution to Board regarding unpermitted moorings throughout the Keys
• Coordinated with Engineering on bid request for rebuilding boat ramp at Sunset Pt Park
• Performed survey at Tarpon Creek for mangrove trimming
• Held meeting with new Safety Officer to initiate new safety procedures for pumpout boat
• Worked with WWF Team to finalize documentation for WWF comp plan amendment
• Performed 20 hour service on new boat engine
• Coordinated efforts with Village of Islamorada to replace missing regulatory buoys
Vessel Pumpout Program Functions:
• Pumped out 65 boats
• Assisted emergency crews after a marina fire in the upper keys
CODE ENFORCEMENT DEPARTMENT
Number of New Cases Opened 284
Number of Inspections completed 1561
Number of Cases Heard before Special Magistrate- 105
Fines Collected $ 131,477.18
After the Fact Fees Collected
Number of Contractor Citations Issued
Number of Contractor Citations Heard
Contractor Citations Paid
12,060.00
34
$ 1,500.00
Flood insurance Inspection Fees Collected $ 2,170.00
Totals Collected $ 147, 207.18
PLANNING & ENVIRONMENTAL RESOURCES
Environmental Resources
Code Enforcement Referral
20
Permit Application Site Visit
92
Other
Pentamation Templates
1
Permit Condition Templates
1
Permit Application Review/Assessment
115
GIS Habitat Review
3
Code Book Corrections
1
Assorted Pre Application
2
Code Enforcement Hearing
2
Special Projects/Outdoor Resorts Wastewater
2
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
I
Alcoholic Beverage Completed
1
Alcoholic Beverage in Progress
I
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
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
5
Setback Waiver, Administrative, applied
1
Setback Waiver in Progress
2
Variance, Administrative Applied
1
Variance, Administrative in progress
3
Variance, Administrative Issued
1
Variance, Planning Commission in progress
2
Permits Reviewed & Processed
171
Vacation Rental applied
5
Vacation Rental issued
2
Vacation Rental Mgr. License applied
3
Vacation Rental Mgr. License issued
1
D]
ROGO related applications
ROGO Exemptions Applied
7
ROGO Exemptions Issued
14
Meetings
Pre -Application Conference
4
Written Correspondence
Letters of Understanding
3
Administrative Meetings
Development Review Committee/Agenda Items
1/1
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
3
Historic Preservation Committee Application
I
COMPREHENSIVE PLANNING CATEGORY
LUD Map Amendment, BOCC Adoption Hearing
Packet Completed
1
Tier Map Amendment Applied
1
FLUM Map Amendment, Applied
1
FLUM Amendment BOCC Adoption Hearing
Packet Completed
3
Comp Plan Text Amendment, Applied
3
Comp Plan Text Amendment, DRC Meeting, Completed
2
OTHER ITEMS
Sign Code Public Meetings
3
Affordable Housing Advisory Committee Meeting
1
Florida Scenic Highway Meeting
1
Application review costs for Tier Amendment
1
Edited CIE Policy
1
Wrote ORC Response
3
Edited plat paperwork
1
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 difference between May I and May 9 rule versions
I
Wrote and edited Ordinances
6
Wrote recommendation transient uses in Tier 1 BPK
1
Wrote Excel "How to" manual
1
Wrote opinion for FLUM/LUD timelines
1
Assisted Planners with projects
5
Meetings
Sign Ordinance Amendment staff meetings
2
Lower Keys LCP staff meeting
1
Scenic Highway meeting
1
DRC Meetings
1
PC Meetings
2
10
Staff Meeting with GMD 2
CBRS/No Name Key 1
FKAA meeting re Water/sewer LOS 1
Customer Service meeting 1
Working Waterfront meeting
Other
Meetings on various planning related topics
12
Review of project management software
1
Response to DCA ORC Report
1
Trained Staff on Excel
5
Ad creation
1
Assist staff with project
1
Edited major documents
7
Created permit count subtotal report for GMD
1
Rockland Industrial Park, re -plat; found surveyor
1
FDOT JPA Amendment
1
Research Tasks
9
Research mailing list for LCP
1
Research LOS for wastewater
1
Research Roads & Utilities via Engineering Dept.
1
Research CIP DOAH Process
1
Research Boundary Map question for public
1
Research Brownsfield Resolution for public
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:
Site Visits
Administrative Relief/Beneficial Use Apps
1
Code Enforcement Referral
15
Land Authority Referral
1
Permit Application Site Visit
130
Wetland Delineation
1
Pre App Conference
1
OTHER:
Habitat Aerials
26
Turtle Stranding
3
Site Visits [Miscellaneous]
49
WRITTEN CORRESPONDENCE/ BIOLOGICAL ASSESSMENTS
Administrative Relief Beneficial Use 2
Code Enforcement Assessment Memo 6
GIS Map (assorted) 49
GOCEA Recording 4
Interagency Coordination (DEP, ACOE, FKEC,
11
FL Park Serv., FWC)
30
Land Authority Assessment
1
OTHER:
Pentamation Templates
1
Permit condition Templates
1
Permit Application Review/Assessment
162
Gis Habitat Review [Hours]
19 hrs.
MEETINGS
DRC
1
Pre -Application — Assorted
2
Special Projects
2
Ethics Training
3
Phone Calls (estimated)
450
Front Counter Walk-in (estimated)
200
Electronic Logging of Files (ELF)
1
BUILDING DEPARTMENT
NUMBER OF PERMITS
05/01/09-05/30/09
APPS SUBMITTED
403
PERMITS ISSUED
354
WALK THRU
136
CERT OF OCCUPANCY
14
INSPECTIONS
TOTAL
1903
AVERAGE PER DAY (21 days)
91
PER DISCIPLINE
BUILDING/ROOFING
1052
ELECTRICAL 297
PLUMBING
241
MECHANICAL(A/C)
93
GAS
12
PLANS REVIEWS
TOTAL
3109
AVERAGE PER DAY
155
PER DISCIPLINE
ABO
290
BIO
110
BIO PEND
2
C.O.
0
CODE ENF 2
10
CODE ENF 3
10
COORD
118
ELECT
70
ENG
1
12
EXAM
175
FEMA
1
FILE
5
FIRE
14
FLOOD
58
MAR-BLDG
461
MECH
21
OFFICIAL
0
P.K.BUILDING
7
PENDING 15
PLAN 59
PLUMB 49
READY 2
ROGO
3
ROOF
12
S.I. BUILDING
114
TRACK
3
UK-ABO
195
UK-BIO
93
UK-BLDG
314
UK -CODE
18
UK-COORD
336
UK -ELECT
51
UK-ENG
1
UK -EXAM
162
UK -FILE
10
UK -FIRE
43
UK -PENDING
26
UK-MECH
35
UK -PLAN
124
UK -PLUMB
37
UK -ROOF
11
UK -READY
8
UK-ROGO
0
UK -TRACK
20
ADDITION -COMMERCIAL
Average 5
AIR CONDITIONING Average 5
AIR CONDITIONING -WALK
THRU Average 0
ALARMS -COMMERCIAL
(BURGLAR/FIR Average 22
13
ALARMS -RESIDENTIAL
(BURGLAR/FI Average
BOAT DAVITS Average
BUILDING MISC WALK-THRU
Average
BUILDING MISCELLANEOUS
Average
CARPORT Average
CHICKEE HUT Average
CISTERN Average
COMMERCIAL MISC Average
CONCRETE SLAB Average
DECK Average
DEMO Average
DEMO-FEMA COMPLIANCE
Average
DOCK Average
DOCK/SEAWALL REPAIR
Average
ELECTRIC MISC Average
ELECTRIC MISC WALK THRU
Average
ENCLOSURE - OTHER Average
EXCAVATION Average
EXTERIOR CONCRETE
REPAIRS Average
EXTERIOR RENOVATIONS
Average
FEMA INSP COMPLIANCE
PROGRAM Average
FEMA INSP PRIVATE
INSPECTOR Average
FEMA INSP SALE COUNTY
INSPECTO Average
FENCE/RETAIN WALLS -WALK
THRU Average
FENCE/RETAINING WALLS
Average
FILL Average
FIRE PROTECTION SYSTEM
Average
GARAGE/ENCLOSED
CARPORT Average
GAS TANKS - ABOVE
GROUND Average
INTERIOR RENOVATIONS
Average
LAND CLEAR/EXOTICS
WALK-THRU Average
LAND CLEARING Average
2
32
1
19
0
49
14
46
24
23
6
35
45
23
22
0
32
2
11
37
0
0
0
0
11
1
49
20
24
30
0
38
14
LANDSCAPE MISC Average
0
LAWN SPRINKLER SYSTEM
Average
4
MH REPLACED WITH SFR
Average
61
PAINTING Average
14
PAVING Average
21
PILINGS Average
1
PLUMBING -
MISCELLANEOUS Average
13
PLUMBING - SEWER TIE-IN
Average
2
PLUMBING - SEWER TIE-IN
WALK-T Average
0
POOL & SPA Average
43
PORCH -SCREEN Average
61
POST CARD A/C PERMIT
Average
0
REMODELING - RESIDENTIAL
Average
23
ROOFING -COMMERCIAL
Average
26
ROOFING -RESIDENTIAL
Average
8
SEWAGE TREAT PLANT -
COMMERCIAL Average
63
SHED Average
37
SHUTTERS Average
10
SHUTTERS WALK-THRU
Average
0
SIGNS Average
47
STAIRS Average
0
STUCCO Average
22
TRAILER - TEMPORARY
Average
7
WINDOW REPLACEMENT
Average
23
EMERGENCY SERVICES
Fire Rescue
• Attended Monroe County Fire Chiefs meeting.
• Participated in a panel discussion on hurricane preparedness for the Monroe County tourism
industry and participated in the Statewide Hurricane Exercise.
• Attended mandatory ethics training.
• Reviewed and qualified FF/EMT/Paramedic applications for the selection of 60 who will be
tested and scored at the Joe London Training Academy to fill two current vacant firefighter
positions. The results will be maintained and used to fill subsequent vacancies.
15
• The Apparatus and Equipment Committee reviewed bids for a 3000 gallon Tanker with
1500 GPM Pump and submitted their recommendation to contract with Ferrara Fire
Apparatus to purchase this fire apparatus. An agenda item was prepared to award the bid
and contract and will be placed as an item on the June BOCC meeting.
Training
• Paramedics and EMTs completed online training for Rescue Awareness and Operations.
• 1st Responder class started with 16 students in attendance.
• Scheduled an EVOC (Emergency Vehicle Operators Course) for June
• The State inspected the Fire Academy and identified a couple areas of concrete spalling that
needed to be repaired. Repairs have been completed and the facility is scheduled for
reinspection in early June
Fire Marshal
• Reviewed numerous commercial plans for adherence to building and fire codes.
• Worked with the Building Dept on developing a new electronic permitting process.
• Met with FKAA regarding hydrant/water supply improvements in conjunction with
wastewater installation.
• Investigated eight structure fires, including one fatality, and one arson which will be
investigated in conjunction with the State Fire Marshal.
Emergency Management
• Planned, coordinated and participated in the 2009 Statewide Hurricane Exercise. This
involved coordination between the County EM and all entities working with EM in response
to emergency events.
• Worked with Department of Health and the State Division of Emergency Management
regarding the H1N1 (Swine Flu) protective measures implementation if such cases were to
occur in Monroe County.
• Participated in the Turkey Point Nuclear Power Plant Hostile Action Based tabletop
exercise.
• Met with Regional EM staff and vendors to discuss a formulation of ESF 18 (Emergency
Support Function) Business Planning to be part of the EOC response team.
• Participated in Emergency Preparedness presentation to the Monroe County Chambers of
Commerce and the Lodging Association.
• Reviewed and analyzed current shelter facilities data and met with the Monroe County
School Board to inspect possible new sheltering areas.
16
Trauma Star
• Community Education
o Trauma Star Flight crew participated in on -site training for the Prom Promise
exercise at Key West High School.
o Trauma Star members coordinated with Emergency Management in the
preparation of Hurricane shelter cots.
• Continuing education for flight crew to maintain highest level of patient care.
o Flight team members attended the Florida Safety Summit.
• Critical Care Patient Care Delivery:
o 16 patients were transported in March. (12 Hospital to Hospital, 1 Stroke Alert
from scene, 3 Trauma Alerts) There were 13 additional stand-by transports
Upper Keys Health Care District
Attended mandatory ethics training.
PUBLIC WORKS
• Pollution Control removed 23.73 tons of debris from the county rights of way and
also collected 9.37 tons for other departments (6,500 lbs from the Key West
Garage; 3,560 lbs from the Marathon Garage; and 8,680 lbs of exotics for the
Land Authority)
• Clean Harbor performed the yearly clean -out of our Hazardous Waste sheds and
E-Scrap performed our yearly pick-up of electronic recycling
• Completed renovations for Clerk's office at the PK Court House and replaced a/c
compressor with one salvaged from the Social Services building
• Installed conduit for Technical Services at Court Room B
• Final inspections completed for Ellis remodel, Social Services demolition and
Clerk's office re -model
• Obtained Jersey barricades from FDOT contractor for use of the County Land
Authority and County right-of-way issues
• Made two signs for the Nelson GC
• Transported a truck load of rock to Marathon for the MCSO
• Excavated, formed and poured concrete walkway at the Nelson GC
• Blocked access to State property at Summerland Road, Key Largo
• Installed trench drain at Reef Road for the Key Largo Fire Department
• Transported Special Needs Cot Trailer to Marathon and back to PK
• Construction of the PK Court House parking lot is in progress
• Completed conceptual designs for new projects at Higgs Beach
• Completed cost estimates associated with proposed Higgs Beach Projects
• Attended DAC1 meeting with "Friends of Higgs Beach" and to obtain special
beach funding for projects
• Compiled drawing and procured permit from the City of KW to repair exterior
wall at the Records Storage Facility
• Compiled drawing and procured permit from the City of KW for emergency
repairs to the seawall at Higgs Beach
• Finalized contract for delivery of Bio-Diesel Fuel
17
• Finalized generator contract renewal, in order to assure the County has standby
assistance should we experience a hurricane or other emergency and have to
exercise our (60 plus) generators requiring, fuel, maintenance, repairs, etc.
• Facilities Maintenance staff, and a team of inmate trustees completed painting,
and refurbishment of the County's Key West Fuel tanks, and equipment
ENGINEERING
• Request for Qualifications for Ongoing Engineering Services - staff prepared a
Request for Qualifications (RFQ) for professional engineering services under a
continuing services contract and submitted it to County Attorney for review;
request to advertise for responses is on the June 2009 BOCC agenda.
• Palm Drive Bridge — construction drawings, project manual, LAP construction
checklist, LAP right of way certification and LAP Agreement submitted to DOT
for review and approval on April 9, 2009. Staff working with design engineer to
address DOT comments. Project will be funded with Stimulus money.
• Geiger Creek Bridge — 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.
• Sunset Point Park Boat Ramp — bids opened on May 12, 2009, with eight bids
received. Staff is preparing contract and agenda item for June 2009 BOCC
agenda. The contract amount will be $49,800; the project will be funded with a
grant from Fish and Wildlife Commission and Boating Improvement (County)
Funds.
• Big Coppitt Sewer Project - staff overseeing FKAA construction on three
contracts for collection system installation to insure compliance with County
procedures, including site inspection, attending construction progress meetings on
all contracts, responding to requests for information from contractors and FKAA
and investigating resident complaints and questions. Three of the four
transmission/collection system contracts are close to completion (pending final
documents submittal).
• Key Largo Sewer Project — staff performing oversight on four Key Largo sewer
construction projects, including overseeing KL contractors to confirm compliance
with Monroe County requirements, attending construction progress meetings as
needed. Staff has notified KLWTD that 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.
• South Florida Water Management District Grant 2009 — staff submitted first
reimbursement request in the amount of $139,974 for grant money for various
projects included in stormwater grant.
• Tropical Storm Fay / Hurricane Ike — staff assisting grant management with
preparation and review of FEMA project worksheets for various projects.
• 2005 Hurricanes - staff working with OMB to assist in closing out project
worksheets from 2005 season.
18
• Duck Key Bridges — staff requested revised proposal from Kisinger Campo for
repair design for the Tom's Harbor Channel bridge, connecting US 1 to Duck Key;
revised proposal received; waiting to determine whether Surface Transportation
Reauthorization Bill will fund design and repairs.
• Duck Key Security Cameras — staff met with Duck Key Security District group on
May 5, 2009 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
research issues such as vegetation trimming, power pole locations, etc. that will
impact bridge installation.
• Boca Chica Road Study — second appeal was sent to State Department of
Emergency Management on October 3, 2008; additional information has been
provided to DEM staff to facilitate review and approval of appeal; staff met with
DEM personnel in April to discuss status; appeal is being reviewed by FEMA
Region IV.
• Pigeon Key Ferry Service —staff managing on -going contract, including
processing monthly invoices from ferry contractor and preparing reimbursement
requests to DOT for payment though Joint Participation Agreement for ferry
service funding; amendment to extend service through December 2009 was
approved at the May 2009 BOCC meeting.
• DOT Traffic Signal/Street Light Maintenance Agreements - staff met with
representatives from DOT Traffic Operations in Miami on May 21, 2009 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.
• Key Largo Overseas Heritage Trail/Bicycle Path - staff participated in a
conference call regarding constructing a shared use path on the oceanside of US 1
in Key Largo; staff is researching planning, construction and funding issues.
• 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.
• Emergency Fire Signals — Upper Keys — sent request to DOT to evaluate Upper
Keys fire signals that are not working to determine whether equipment upgrade is
warranted. DOT plans to fix two Key Largo signals under its push button contract
for signalization.
• County Street Light Survey — staff reviewing Keys Energy Services and Florida
Keys Electric Coop records of County funded and maintained street lights for
accuracy; requires review of lists, site plans, site visits and meetings with utilities
to compile information; staff received updated information from FKEC for Upper
Keys and is reviewing; site visits with FKEC staff were conducted in January.
19
• FDOT Sign Permit Request - staff submitted a sign permit request to DOT for the
driveway connection for the Medical Examiners Building at the request of the
Overseas Heritage Trail Coordinator.
• Engineering Services Ongoing Work -
• Staff reviewed 10 right of way applications, issued 7 right of way (ROW) permits,
inspected 4 permits for work completion, and forwarded 2 violations to Code
Enforcement.
• Resolved requests from residents and Sheriffs Office regarding Big Pine key
traffic signal; DOT is performing traffic survey to determine whether light
reprogramming is necessary.
• Staff coordinated investigation of ROW complaints /violations from residents and
other County departments.
• Staff handled various citizen inquiries regarding wastewater assessment payoff
inquiries, drainage and flooding complaints, miscellaneous sewer and road
inquiries, requests for street light installations, and traffic signals.
PROJECT MANAGEMENT
• ADA Compliance Survey and Assessment — final report reviewed and approved;
Florida Keys Council for People with Disabilities were updated on the status of
Assessment Reports on May 21, 2009. 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.
• ADA Compliance Transition Plan Request for Qualifications — opening date
scheduled for June 9, 2009; Public Notice for RFQ Committee Selection Meeting
scheduled for advertising on June 12-14, 2009, with the Committee Selection
Meeting scheduled for June 29, 2009.
• 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.
• Emergency Operations Center — Marathon — request for State sub -grant HB-7121
funding extension was received May 14, 2009; Modification #2 for extensions of
grant funds for both HMGP and HB-7121 were approved at the May BOCC
meeting. Review of schematics meeting held with A/E on May 21, 2009, with
schematic design phase at 90% completion.
• Big Pine Key Fire Station — project is 75% complete and substantial completion
date is scheduled for mid 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 is scheduled for the 1 st week in June.
• Sunset Point Boat Ramp — bid opening was held on May 22, 2009; staff
recommendation for award of contract is on the June BOCC agenda for approval.
• Architect/Engineer Small Project Annual Contract — draft for professional
services RFQ for Architect is in process.
20
• 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; final plans may be revised
pending outcome of negotiations. Pre -construction meeting originally scheduled
for May 7th has been postponed, also pending outcome of negotiations.
• Medical Examiner's Facility Litigation — at the mediation conference held on
May 13, 2009, a settlement agreement was reached, which was approved at the
May BOCC meeting; final payments and releases are being developed, with
project closeout expected in June 2009.
• Medical Examiner's Facility Wetlands Mitigation — no change in the regulatory
aspects of permit compliance; ACOE compliance deadline is May 2010.
• Freeman Justice Center — Tower Group negotiation meeting is scheduled for June
5, 2009, with litigation research and coordination with County Attorney's office
and outside counsel ongoing for Tower v. Monroe County and Gonzalez v.
Monroe County.
• Conch Key Fire Station — final construction plan package was received April 14,
2009, with staff researching possible ARRA-SCG funding available for
construction.
• Marathon Courthouse Renovations — design development in process; front end
documents (division 1) are 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.
• 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 136 work orders for the month of May, we performed a mock setup for the
EOC in preparation for hurricane season, relocated computers for Public Works to Gato
and provided network access to Gato tenants, continued our evaluation of Windows 7,
finished the Boards and Committees section of the Website, installed a new wireless link
to the Airport (MCSO) and completed the Metro Ethernet project.
VETERANS AFFAIRS
Clients Assisted: 1876
New Clients Assisted: 4
Field Visits: 7
Benefits Delivery at Discharged: 9
Van Clients Transported: 168
(to the VAMC, Miami as well as other Miami area hospitals, without incident)
21
The Veterans Affairs Department:
The financial data for the month of May $246,698.00 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