Item Q1MEMORANDUM
Office of the County Administrator
TO: Board of County Commissioners
FROM: Debbie Frederick
Deputy County Administrator
DATE: October 6, 2009
SUBJECT: County Divisions' Monthly Activity Report for September, 2009
MONTHLY ACTIVITY REPORT - SEPTEMBER, 2008
KEY WEST AIRPORT
• AirTran, a low cost air carrier, has announced that they will begin 737 service to
Orlando on December 171h. These flights will continue on to Atlanta with no
plane change in Orlando. Much of September was spent meeting with AirTran
officials coordinating logistics and facilities to accept their aircraft and the 128
passenger capability.
• Within a week of AirTran's announcement, we were informed by Delta that they
would compete with Airtran with their own 737 service non-stop to Atlanta.
Delta's flights will begin on November 1st and operate weekly until December
171h when they will start daily 737 service to Atlanta. The Delta aircraft is
configured for 124 passengers with 12 in first class and 112 in coach.
• After three very long years, the New Terminal Complex Project is substantially
complete with just minor work and punch list items remaining. We now have the
luxury of space, something we have not had in the last 20 years. The square
footage under roof has nearly tripled from 24,000 to 67,000 square feet. And
based upon the new service that will be starting very soon, we are going to need
that additional space.
MARATHON AIRPORT
• Specifications for ARFF Vehicle and Equipment have been developed with input
from the City of Marathon Fire Rescue Department and are being advertised for
competitive bids. Project funding is through a Joint Participation Agreement
(JPA) with Florida Department of Transportation
• Air Operations Area (AOA) Non -Movement Area Training Program is on -going.
• Initial and recurrent training classes associated and/or related to FAR Part 139
operations and certification are on -going.
• Several construction and operations related projects continue to be in various
stages of completion at the airport including:
• HMGP Wind Retrofit (Hurricane Shutter) Project: Phase I - Installation of
motorized roll -down shutters on storefront windows has been completed; Phase 11
- Sealed Bids have been received and opened for shutters for remaining windows.
Award of Bid and approval of contract has been placed on the agenda for the
BOCC Meeting on October 21, 2009. Project funding is through a sub -grant
agreement with the Florida Division of Emergency Management.
• Passenger Terminal HVAC system replacement project has begun.
A Purchase Service/Order with URS has been approved for the Environmental
Assessment Project associated with the runway extension and runway relocation
proposals. Project funding is through an FAA Grant.
EMPLOYEE SERVICES
I. Website Updates (other than normal position vacancy updates, etc.):
Benefits:
KPHA Provider Directory Updates
EAP monthly bulletin
Working Wellness Newsletter
Updated NOI form
Human Resources:
Updated 2 job descriptions
II. Turnover Numbers To Date:
Sept 2009 Turnover: 1.20% Turnover as of last Sept 2008: 21.44% Turnover Sept
2009: 7%
Resignations:4 Terminations:0 Retired: 1 Deceased:0 Layoffs:I
III. Major Activities/Meetings:
Human Resources
■ Held 1 Pre-D Hearing
■ Implemented Stress Testing for all new hired FF's.
■ Held 1 Grievance Hearing
■ Teamsters Negotiations
■ Completed biannual EEO Plan (required for grant funding)
■ Visit and spoke to students at TIES Program
Risk
■ No major activities
Benefits (Group/Workers Comp)
■ Bound insurance coverage with Dental & Vision Providers
■ Meeting set up by County Admin with Vision Company — Maury Mgmt
Group — Advantica
Safety
■ Assigning Safety Representatives for all Departments.
■ Reviewing revisions of Safety Manual
BUDGET & FINANCE
Budget Analysts:
• Updated revenue schedules and reviewed revenue estimates for major funds to
make sure that our July calculations were on target. Expenditure estimates were also
2
preformed to balance the major funds. If the July estimates were incorrect,
adjustments were made to keep the funds in line with the July proposed budget.
• Prepared for and attended the 3 budget public hearings.
• Prepared an agenda item and several OMB resolutions for the September BOCC
meeting.
• Reviewed 25 contracts, processed 40 budget transfers, 57 resolutions,
• Drafted & routed Duck Key security contract extension.
• Prepared & compiled all executed FY09 Budget Amendments for Sandee Carlile.
• Re -balance and input in GovMax final revision of FYI Key West Airport
budget.
• Reviewed and balanced all new TDC project accounts for FYI budget upload
• 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.
• 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).
• Reviewed Budget & Finance Contracts
• Resolution data input and postings
• Input each Resolution on the Schedule of Resolutions for the BOCC meeting for
that month.
• Prepared gas/diesel billing for Finance
• Prepared postage billing for Finance
• Reviewed Travel Expense Reports, then forwarded to Finance.
• Administered/changed card status for new Purchasing cards
• Updated files for purchasing card holders
• Prepared Suncom billings for Finance
• Created purchase orders
• Prepared request to purchases
• Ordered supplies for office
• Researched TDC account discrepancies via TDC report to Govmax Report
• DR — 420's
• Put together 2 reports for Finance Director (New Exp. Cost Centers FYI and
New Rev Acct#'s for FYI 0)
• Started the Bid Process for Duck Key Security.
Grants Administration Department:
• Contract Preparation, Approval and Execution for 36 HSAB and BOCC-
funded organizations.
• Contract Preparation, Approval and Execution for 2010 JAG grant with FDLE
for $58K.
• Contract Preparation, Approval for 2010 JAG MOU with MCSO.
• Identified two small LLEBG grants in the County's name that were not being
used, brought all programmatic and financial reports up to date, and arranged to
have them retroactively approved and expedited the process for their drawdown
(totaled $40,000). Agenda's item for Oct BOCC.
• Reviewed, approved, processed invoices for all current HSO, HSAB, Byrne
and RSAT grants. Management of various issues related to 2009 HSO contracts.
• Outreach to DEP and EPA re: changing criteria for SRF grant program --
working with lobbyists on wastewater issues, water trust fund resolution/agenda
item.
• Provided technical assistance with applications for Pre -Disaster Mitigation
Grant (hardening/shutters), TIGER grant (bridge repairs), Disaster Recovery
Grant (lateral connection assistance). Agenda's items for Oct BOCC.
• Participated in rule change telephone conferences with DCA regarding Stan
Mayfield Working Waterfront Grant program, and successfully changed several
rules regarding point criteria to benefit Monroe County.
• Interviewed consultant grant -writer; prepared Consultant Contract for grant -
writer; agenda's item for October BOCC. Drafted job descriptions for new OMB
grants staff.
• Compilation and tracking of Recovery Act funds
• 2009 JAG grants: Completed quarterly programmatic and financial reports.
• 2009 RSAT grant: Completed quarterly programmatic and financial report.
• FEMA Storms Ike and Fay: Securing and tracking payments for various small
project PWs for Hurricane Ike and TS Fay. Continued communications with State
and FEMA officials to obligate balance of funds owed to County. Continued
advocacy with State on problem PWs. Completed quarterly reports.
• FEMA: Wilma: Continued closeout work for Wilma PWs. Closed out two
large projects and working on closing a third large project; anticipated to net the
County significant additional funds. Completed quarterly reports.
• FEMA: Dennis: Officially closed out this storm. Able to secure an additional
$48,000.)
Purchasing Department:
Totals for the month of August 2009 are as follows:
• Total purchase orders processed 264
• Total orders placed for departments 60
• Total orders entered for departments 55
• Office Depot orders processed 55
• Staples Orders processed 2
We opened 4 bids and processed another 4 which was average from the previous
months. Addendums entered 4, contracts reviewed 60, and bills paid 5, and voided
12
4
purchase orders. We also processed 1408 pieces of mail which was an increase
from previous months.
COMMUNITY SUPPORT SERVICES
In -Home And Nutrition Services (II -INS)
OAA, Older Americans Act Programs:
Nutrition (Information in this section is for the period 8/21/09—9/20/09)
C-1 Congregate Meals totaled 966 units this month, reflecting the slower summer
months and a shorter reporting period. We added 12 new clients at the Plantation
mealsite during September and are working to staff the Big Pine mealsite for its
opening in October. The seasonal clients will also start returning shortly to add to
the attendance.
• C-2 Home -Delivered Meals totaled 2427 units during the reporting period, a decrease
due to the unexpected passing of several clients. We have added 15 new C-2 clients in
all areas of the Keys in anticipation of a year-end underachievement.
In -Home Services (Information in this section is for the period 7/21/09 — 8/20/09)
• III-B Screening and Assessment: 30 units this period, 111% year-to-date achieved,
44.32% overachieved. 47 clients on the waiting list.
• III-B Homemaking: 115.5 units this period, 53% year-to-date achieved, 13.68%
underachieved. 55 clients on the waiting list.
III-B Personal Care: 139 units this period, 101% year-to-date achieved, 34.32%
overachieved. 21 clients on the waiting list.
We have spent $82,073.07, 74.91% of III-B funds, which is 8.23 % overachieved. Two
clients have left the program and two more clients have been transferred to Medicaid
Waiver to reduce this overachievement.
III-E Facility Respite: 465.75 units this period, 33% year-to-date achieved, 33.68 %
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 August 2009:
• Case Management: 10 units for the month were produced; 29.75 units year-to-
date.
• Homemaking: 135.25 units for the month were produced; 272.5 units year -to
date.
• Home -Delivered Meals: Monthly units were 170 meals; 375 meals year-to-date.
• Personal Care: Monthly units were 8; 17 units year-to-date.
Overall Program Achievement was 12.34%, 4.32% underachieved.
CCE (Community Care for the Elderly) for the period 7/21/09 — 8/20/09:
Case Management: 62 units for the period and 121.25 units year-to-date. 12%
achieved year-to-date. There are 82 clients on the waiting list.
Intake: 3.5 units achieved and 10 units year-to-date. 20% achieved year-to-date.
• Homemaking: 726.25 units for the period and 1142.50 units year-to-date. 13%
achieved year-to-date. There are 75 clients on the waiting list.
• Personal Care: 486.75 units for the period and 762.50 units vear-to-date. 14%
achieved year-to-date. There are 34 clients on the waiting list.
• Respite: 206 units for the period and 358.5 units year-to-date. 21% achieved year
to date. There are 10 clients on the waiting list.
CCE overall is at 14% achievement, 2.67% underachieved. We have activated several
new CCE clients to reduce the underachievement.
ADI (Alzheimer's Disease Initiative) for the period 7/21/09 — 8/20/09: 89 units were
produced in the period and 159 units year to date. 7% year-to-date achieved, 9.67%
underachieved. We are adding several new clients onto the ADI program.
HCE (Home Care for the Elderly Program) for the period 8/16/09 - 9/15/09: 19.5 billable
units this period, 35.5 billable units year-to-date. Current spending level year to date is at
15.85%, 9.53% underachieved. We activated one client but also lost one client; we have
requested to activate another client.
Monroe County Transit (MCT)
Department Activity for September 2009
• One-way trips provided:1908.00
• Unduplicated clients served: 235
Special Needs Clients registered: 391
• Awarded the 5310 FDOT Grant for the funding of anew 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: $2,211.40
Expenditures: $59,568.28
Percentage Spent Fiscal YTD: 84.8 %
Community Support Services (CSS) / Compliance
In the month of September 2009 we had: 17 New Welfare cases
520 Office visits
13 Home and field visits
Incoming calls + referrals Combined total [1,675]
We served (90) unduplicated Welfare client households
(18 ) New EHEAP cases. Total $5,047.59
Low Income Home Energy Assistance Grant Program cases totaling $21,250.00 (93 -cases)
Low Income Crisis Assistance cases totaling $27,679.64 (75 -cases)
Spent in Sept: $48,929.64 168 -cases
(175) cases peer reviewed by staff.- including paupers, & scripts.
• Staff members worked on end of fiscal year reports for 2009.
Bayshore Manor (BSM)
Bayshore Manor's current census is 16 residents. The current census is four
private pay and twelve subsidized. BSM provided 538.25 hours of OA3E respite
care this month. Bayshore Manor has seven OA3E clients.
• There are two clients on the wait list.
• Revenue for September 2009 $32,091.38
• Expenditures for the same period $56,640.17
• Percentage of the budget spent year to date 92.27%
T TRRARV
• Library usage continued to grow in several areas as circulation totaled 31,927
items, a 15% increase over the month last year
• 385 new Library cards were issued in August, bringing our total cardholders to
41,311a significant percentage of the County population.
• Library staff answered 6,151 questions from our patrons, up by 13% from last
year, and 35,073 customers used Library services onside, an increase of 6%.
• Working with the County Technical Services department, the Library is featuring
a monthly e j ournal on the County Intranet site, to bring employees' attention to
Library resources pertinent to the various County department interests. The series
started with the ICMA Public Management Magazine, and will feature a variety of
publications throughout the year. These periodicals are available free online to
Library users, through State Library services.
• Budget usage is nearly finished for the fiscal year, as line items grow close to
zero, particularly in the discretionary funding lines of materials and supplies.
Donations and State Aid funding are being drawn on steadily for these needs, and
all purchases are being carefully evaluated.
EXTENSION SERVICES
• Number of services provided: 432 phone calls, 48 office visits, 40 visits to clients,
8 group teachings with 204 participants, 8 media submissions, and 295 bulletins
distributed. Total Budget for FY 08/09: $186,485.00; Year to Date Expenditures
and Encumbrances: $176,031.94; Remaining Balance: $10,453.06; Percentage of
budget spent and/or encumbered year to date: 94%.
• The Extension Director met with County Administration to discuss the results of
the Green House Gas Emissions Inventory conducted by Alicia Betancourt. The
data is currently being reviewed by Public Works; attended the City of Key West
Climate Action Team's Building Focus Group meeting to discuss ways in which
to effect energy efficiencies in residences and businesses; and attended two
meetings of the Higgs Beach Committee to become acquainted with their needs
for optimal use of solar electric and solar hot water systems.
• The Environmental Horticulture Agent successfully completed the Department of
Environmental Protection's Florida Green Industries Best Management Practices
Training Program. The purpose of the program is to better understand Florida's
non -point source pollution problems and the importance of proper design,
construction, irrigation, fertilization, pest control, and maintenance of lawns and
landscapes, in order to assure minimal adverse environmental effects while
rA
achieving customer expectations. The Agent received a Certificate of Training for
completing the program.
• The Family, Youth, & Community Development Agent attended an ICLEI
Southeastern Regional Office and ICLEI Florida State Network Meeting in
Atlanta, GA. The training included topics such as Climate Action Planning,
Energy Office Initiative, Economic Recovery, and the Energy Efficiency
Conservation Block Grant (EECBG), and Outreach and Engagement. The Agent
reported findings from the municipal greenhouse gas emission audit to County
departments and administration for their review and will be working with the
departments to verify specific accounts before presenting the audit to the BOCC
later this year.
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
September
September
September2
Ending
FY 2008
in FY 2007
2009
2008
007
September
2008
To
September
2009
Building
$2,790,632
$2,857,684
$2,769,314
$2,577,304
$2,877,879*
$2,737,731
-10%
Permit
Licenses &
Permits
Planning
$430,000
$488,081
$532,000
$595,970
$657,869
$751,576
-9%
Department
Fees
Code
$90,000
$110,412
$97,940
$287,941
$110,492
$87,193
+261%
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
Ending
Ending
Expenses
September
September
September
Ending
September
2008
To
September
2009
Growth Mgmt. Admin.
$916,526
$648,098
$1,637,473
$422,309
$731,776
$1,280,937
-42%
Building
$2,434,746
$2,311,238
$2,299,758
$2,123,873
$2,181,322
$2,228,741
-3%
E:
Code Enforcement
$1,009,885
$894,006
$1,021,256
$998,202
$851,402
$988,678
+16%
Planning
$1,149,516
$878,366
$1,333,008
$859,140
$843,586
$1,296,571
+2%
Environmental Resources
$299,302
$330,016
$313,488
$260,378
$317,710
$302,706
-18%
Planning Commission
$100,541
$88,345
$86,226
$79,081
$84,492
$81,111
-6%
Comprehensive Plan
$358,400
$74,655
$290,478
$41,045
$45,679
$229,173
-10%
Geographic Info. (GIS)
$314,133
$181,935
$310,576
$227,286
$157,278
$288,173
+145%
Marine Resources
$55,051
$84,753
$235,623
$49,878
$82,970
$233,107
-40%
Pump Out Boat
$68,587
$64,640
$48,275
$68,187
$61,523
$48,275
+11%
Marine Resources Office
• Handled approximately 45 customer inquiries; performed 7 site visits
• Coordinated efforts with FWC to have Monroe County participate in the FWC
Pilot Project
• Removed 6 derelict vessels; coordinated efforts with the City of Key West to
remove a large houseboat sunk at the docks at Garrison Bight Marina
• Coordinated efforts with SFRPC and the Growth Management Division Director
to start revisions to the Marina Siting Plan
• Held the quarterly Marine & Port Advisory Committee meeting
• Coordinated efforts for the completion of the DEP Local Government Coastal
Trends Survey
• Coordinated efforts with Engineering on the re -construction of the Sunset Pt Park
boat ramp
• Held weekly meetings with the Chair of the Marine & Port Advisory Committee
to begin developing a Scope of Work for the unpermitted mooring project for the
lower keys
• Prepared agenda item for an extension to the current Clean Vessel Act Agreement
• Drafted an ILA for the City of Marathon to assist with funding for boating
infrastructure in the City
• Met with the USCG Hazmat Project Leader to coordinate effort for addressing
sunken vessels
• Coordinated effort with the Land Steward to evaluate conditions at the end of
Richard Rd on Big Pine Key and consider blocking vehicular access due to
problems with debris and erosion
• Conducted marker surveys in the upper keys for the FWC marker inventory
• Consulted with Commissioner Murphy on issues plaguing the Pumpout Boat
Program and developed ideas for a permanent location for docking and sewage
offloading
• Consulted with the Mayor and Growth Management Division Director regarding
the upcoming FWC Pilot Project and Monroe County's potential involvement
• Coordinated efforts with DOT on revising leases for commercial fishing trap
storage
• Coordinated with FWC to allow CBS to video tape the removal of a large derelict
vessel, due to be televised in the near future
• Met with officials of the Village of Islamorada to discuss efforts to expand a
boating restricted area adjacent to the Village
• Coordinated with Project Management on the completion of the rebuilding of the
Sunset Pt Park boat ramp
• Working on repairs to the trailer for the pumpout vessel
• Met with the Mayor and the owner of Wisteria Island to discuss a proposal to
develop a mooring field at that location
• Submitted a Process Narrative for Single Audit Programs to the Clerks Office to
meet new external auditing standards
• Met with the outgoing Division Director and Planning staff on `hot topics' within
the division, as well as programs and new projects within the Marine Resources
Office.
• Met with DOH staff regarding DOH regulated upland wastewater facilities and
the potential for hooking up vessel pumpout with those facilities
Vessel Pumpout Program Functions:
• Pumped out 16 boats (pumpout operator hospitalized on Sept 9tn)
GIS Office
- FLUM (on -going)
- Zoning updates
- Habitat — Photoscience, Terramar Review
- T & E Species analysis
- FLUM Amendments - Planning (maps for Ads and Meetings)
- GIS Server/Intranet Site Maintenance and data updates/editing (on -going)
- GIS Planner Position — Interviews — Reference Check — Software Quote
- Offshore Islands — Digitizing — Marine Siting Plan
GIS Data/Map Requests
- Monroe County — Bridge Maps — Judith Clarke
- GIS Data Request - Alston McCartney Co.
- FLUM LUD — FCT —Conservation Lands — 300 ft Buffer— Owners
- Zoning/FLUM Request - Advanced Transportation Engineering Consultants, Inc.
- GIS Map Data Request — Positron Inc. — Sheriff's Office — Laura White — Steve
Heitman
- Ocean Reef Parcel County — Thomas Lloyd
- FLUM Request — Parsons Brinckerhoff
Addressing
- 14 Address Assignments
Code Enforcement
Number of New Cases Opened
309
Number of Inspections completed
1713
Number of Cases Heard before Special Magistrate-
99
Fines Collected
$ 14,471.82
After the Fact Fees Collected
$
7,450.00
Number of Contractor Citations Issued
26
Number of Contractor Citations Heard
4
Contractor Citations Paid
$
2,400.00
Flood insurance Inspection Fees Collected
$
1,350.00
Totals Collected
$
25,671.82
10
Building Department
NUMBER OF PERMITS
08/28/09-09/30/09
APPS SUBMITTED
610
PERMITS ISSUED
583
WALK THRU
87
CERT OF OCCUPANCY
17
INSPECTIONS
TOTAL
2547
AVERAGE PER DAY (28 days)
91
PER DISCIPLINE: BUILDING/ROOFING
1213
ELECTRICAL
273
PLUMBING
748
MECHANICAL (A/C)
83
GAS
16
PLANS REVIEWS
TOTAL
3821
AVERAGE PER DAY (28 days)
137
PER DISCIPLINE :ABO
402
BIO
76
BIO PEND
1
C.O.
--
CODE ENF 2
6
CODE ENF 3
8
COORD
157
ELECT
56
EXAM
139
FEMA
--
FILE
2
FINAL
--
FIRE
8
FLOOD
89
M-STORAGE
3
MAR-BLDG
573
MECH
25
N-ROGO
1
OFFICIAL
1
PENDING
11
PLAN
29
PLUMB
33
READY
6
ROGO
1
ROOF
2
S.I. BUILDING
283
TRACK
4
UK-ABO
215
UK-BIO
101
UK-BLDG
381
UK -CODE
18
UK-COORD
358
UK -ELECT
91
UK-ENG
4
UK -EXAM
177
UK -FILE
11
11
UK -FIRE
57
UK -PENDING
68
UK-MECH
40
UK-NROGO
--
UK-PLAN
114
UK -PLUMB
74
UK -ROOF
8
UK -READY
147
UK-ROGO
5
UK -TRACK
33
AWNINGS
0
SINGLE FAMILY RES-
CONVENTIONAL
1576
DEMO
29
DOCK
13
FENCE/RETAINING WALLS
14
FOUNDATION & PILING
0
GAS TANKS - GROUND
49
GENERATOR BUILDING
63
SEAWALL
62
LP GAS TANKS
69
LAND CLEARING
1
PAVING
29
POOL & SPA
41
PORCH -SCREEN
15
FILL
28
AIR CONDITIONING
0
DECK
26
BOAT DAVITS
31
ROOFING -RESIDENTIAL
16
ENCLOSURE - OTHER
48
CONCRETE SLAB
40
EXTERIOR RENOVATIONS
32
ADDITION -RESIDENTIAL
88
BUILDING MISCELLANEOUS
36
ELECTRIC MISC
19
PLUMBING - MISCELLANEOUS
13
SEWAGE TREAT PLANT -
COMMERCIAL
20
SHUTTERS
17
BIO MISCELLANEOUS
0
DREDGING
16
SIGNS
77
SEAWALL CAP
21
CHICKEE HUT
57
LAWN SPRINKLER SYSTEM
7
REMODELING - RESIDENTIAL
12
PORCH -OPEN
72
COMMERCIAL MISC
19
ROOFING -COMMERCIAL
27
REPL. OF SINGLE FAMILY RESID.
68
MH REPLACED WITH SFR
74
DEMO-FEMA COMPLIANCE
45
12
ALARMS -COMMERCIAL
(BURGLAR/FIR
6
PAINTING
17
WINDOW REPLACEMENT
50
FLOOR COVERING
0
FEMA INSP COMPLIANCE PROGRAM
0
SINGLE FAMILY RES-MODULAR
1334
DOCK/SEAWALL REPAIR
22
WINDOW REPLACEMENT
0
LAND CLEARING / EXOTICS ONLY
19
LANDSCAPE MISC
18
POOL & SPA MAINT. & REPAIR
16
AIR CONDITIONING -WALK THRU
0
BUILDING MISC WALK-THRU
0
ELECTRIC MISC WALK THRU
0
PLUMBING - SEWER TIE-IN WALK-T
1
FEMA INSP SALE COUNTY
INSPECTO
0
INVESTIGATION PERMIT
0
VACATION RENTAL
29
GRAND AVERAGE 74
Planning & Environmental Resources
Current Planning Category
Appeal to Planning Commission in Progress
2
Appeal to DOAH in Progress
1
Alcoholic Beverage Applied
1
Alcoholic Beverage in Progress
2
Code Enforcement Referral (estimated at 1 per week per Current Planner (4))
16
Conditional Use, Major Permit in progress
7
Conditional Use, Major Permit Issued
2
Conditional Use, Minor Permit in progress
7
Conditional Use, TDR in progress
3
Home Occupational Permits Issued
1
Road Abandonment in Progress
5
Setback Waiver Administrative in Issued
1
Variance, Administrative in progress
1
Variance Administrative Issued
1
Variance, Planning Commission, in progress
1
Permits Reviewed & Processed
139
Vacation Rental applied
8
Vacation Rental issued
9
Vacation Rental Mgr. License Applied
5
Vacation Rental Mgr. License Issued
4
ROGO related applications
ROGO Exemptions Applied
10
ROGO Exemptions/Denials Issued
4
Customer Service
13
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
Request for Research Applications
3
Pre Application Conferences
1
Historic Preservation Committee Application
1
Administrative Meetings
Development Review Committee/Agenda Items
1/2
Planning Commission/Agenda Items
2/8
Comprehensive Planning Category
Meetings
Meetings on various planning related topics - Kathy Grasser
Meeting -Drew, Townsley, Mitch, Susan -comp plan project list -Kathy Grasser
DRC — Mitch Harvey
Planning Commission Meetings — Mitch Harvey
Researched
For Attorney on HCP - Kathy Grasser
Edited
Public Facilities Capacity Report — Kathy Grasser
HCP-3rd Annual Report — Kathy Grasser
Assisted
Computer help for Staff (includes PowerPoint, Excel, Pentamation Alchemy)
City Planner with cell tower question
Lake Worth Commissioner with height policies
Assisted in & edited the writing of the Comprehensive Planning Project
List & Project Detail
Attended
Toastmasters meeting - Kathy Grasser
Computer software classes for permitting — Kathy Grasser
Computer training — Kathy Grasser
Computer training — Mitch Harvey
Florida Scenic Hwy Mtg — Mitch Harvey
Comp Plan RFP Selection Committee Mtg — Mitch Harvey
Comprehensive Plan Team Hot Topics w/Drew — Mitch Harvey
Researched & Wrote
Siever's Staff Report for DRC LUD amendment
MDJ Investment Staff Report for DRC LUD & FLUM
Lloyd Good Staff Report for DRC LUD amendment
FLUM & LUD amendment project for Land Steward
Reviewed
Answers for final plat - Kathy Grasser
Other Items
Downloaded, entered & updated data -Project Management SW -Gantt software
Created project management charts-Google Docs, editable & shared Gantt chart
Ad creation
10
4
1
2
1
1
1
1
1
1
1
1
1
1
5
2
1
1
4
1
1
1
1
1
1
1
6
14
Environmental Resources Performance Review
Site Visits
Code Enforcement Referral
8
Complaint from property owner — w/Joe Paskalik
1
Land Authority Referral
2
Permit Application Site Visit
118
Wetland Delineation
1
Pre App Conference
1
Other:
Turtle Stranding
1
Site Visits [Miscellaneous]
35
Written correspondence/ biological assessments
Vegetation Mitigation Letter
1
Code Enforcement Assessment Memo
4
GIS Map (assorted)
47
GOCEA Recording
1
Conditional Use Staff Report
2
Interagency Coordination (DEP, ACOE, FKEC, FL Park Serv., FWC)
17
KLWTD - Letter
1
Letter of Understanding
1
Other:
Permit Application Review/Assessment
148
Meetings & miscellaneous
ACOE "Road Show" — Ft. Lauderdale
1
DRC
1
Hot Topics (Andrew Trivette)-relevant topics prior to his departure (3 days)
2
SunGard Pentamation (training)-1 day (9/02/09)
1
Lionfish Response Training
1
Pre -Application -Assorted
1
Special Projects (Interviewing Sr. Admin Env Res Candidates)
6
Other
US Fish & Wildlife (Habitat Mapping) — Winston Hobgood
1
Phone Calls (estimated 3 persons)
500
Front Counter Walk-in (estimated 3 persons)
225
EMERGENCY SERVICES
Fire Rescue
• Submitted SAFER grant quarterly report and payment request for period from
03/20/09 through 06/19/09 and received revenue in the amount of $177,119.04.
• All Monroe County Fire Rescue stations participated in and held September 1 ltn
remembrance ceremonies.
• Planning for the grand opening and open house of the Big Pine Key Fire Station
13.
• Worked on updating the Fire Rescue section of Monroe County Continuation Of
Operations Plan (COOP)
15
• Attended the EMS Advisory Council Meetings and EMSTARS Data Training.
Training
• On line training: Incident Command 100, Terrorism and Medical training
• 11 firefighters attended Tactics 11( 40hr) and Building Construction (40 hr)
classes
• Completed the RFP for a Class A Pumper
• 17 volunteers are attending the Firefighter II class at the Academy
Fire Marshal
• Reviewed numerous commercial plans for adherence to building and fire codes
and 4 final inspections.
• Investigated 1 structure fire at Ocean Reef.
• Met with the owners and developers of Caribbean Village and initiated resolution
to the unsafe structures.
• Fire Code Violation of LP tank in Key Largo completed. After verbal warning
tanks were disconnected and removed.
Emergency Management
• Participated at the week long Regional U.S. Coast Guard Mass Migration
Exercise
• Conducted meetings with various County Departments and the MCSO to obtain
information for the revision of the Monroe County Continuation Of Operations
Plan (COOP)
• Finalized payment requirements for Marathon High School upgrade
• Participated at the Turkey Point Nuclear Power Plant quarterly communications
test and the Radiological Emergency Planning (REP) Task Force Meeting
• Reviewed and approved 3 health entities Emergency Plans and Procedures
Trauma Star
No Report.
Upper Keys Health Care District
• Four patients were airlifted
PUBLIC WORKS
• Pollution Control removed 42.32 tons of debris illegally dumped in the County
rights of way, and also collected 7.27 tons for other departments (8,460 lbs from
the Key West Garage and 6,080 lbs from Marathon Public Works)
• Quarterly testing was completed on the scales at the three transfer Stations and all
three passed
• Installed exterior light fixture at Nelson GC entrance sign
• Replaced seven exterior lock cylinders at the Nelson GC
• Mounted security camera for Judge Garcia
• Replaced Tax Collector office condensing unit at the Ellis Building
• Ordered replacement playground equipment for HH Park and KL Park;
• All structural and cosmetic repairs completed at the Key Largo Park duplex and
the units are ready to be rented
• Pressure cleaned and painted the KL Park pavilion
• Trimmed trees at HH Park and KL Park
• Provided/installed four signs at the MCSO helicopter pad
16
• Provided bucket truck for Tech Services at the Marathon Garage
• Augered tie down holes for Facilities storage containers
• Completed concrete repairs at Tom's Harbor cut bridge deck
• Inspected KLWTD contractor sewer installations for Engineering Department
• Overhead Rolling Door replacement completed at Marathon Garage and SI
Detention Facility; grant reimbursement in progress
• Completed in-house replacement of 20-ton condenser unit at Marathon Gov't.
Center 2nd floor Growth Mgmt. area
• Dega Artist Surfacing completed artwork at the African Cemetery Memorial
• Continued work on re -bidding the fencing portion of the African Cemetery
Memorial
• Received 10 plaques for the columns at the African Cemetery Memorial
• Continued work on the Higgs Beach Seawall Grant Application
• Continued work with Doug Gregory on the design of a solar panel system for
Higgs Beach
• Completed cleanup at the Hickory House in preparation of the upcoming RFP
• Coordinated activities for the new Big Pine Fire Station Dedication Ceremony
• Completed move of the Drug Court into vacated first floor of the JBB Building
• Replace sections of the concrete sidewalk at the Harvey Gov't. Center
• Conducted monthly safety meeting with the highest attendance to date
• New 400 amp breaker installed at the Big Pine Park
• Received proposals to place a concrete crosswalk at Higgs Beach
• Finalized sales of eleven surplus vehicles
• Finalized approximately 20 Solid Waste surplus items for disposal
• Replaced Key West garage's defective waste oil recycling tank
Engineering Services:
• Roads and Bridges Stimulus —
• Palm Drive Bridge — Bids were opened on September 10, 2009. Toppino's was
low bidder at $130,543.50. Contract will be on the October 2009 agenda and
construction will proceed shortly after.
• Geiger Creek Bridge Project — Notice to proceed received from DOT on
September 16, 2009. RFQ for Construction, Engineering and Inspection Services
(CEI) was posted. Opening scheduled for October 20, 2009. RFP for
Design/Build services will be posted on October 9, 2009 for 45 days.
• Stimulus Discretionary Grant — Staff submitted an application for an additional
$8,500,000 of transportation stimulus money to DOT on September 4, 2009.
Money will be awarded on a discretionary basis no later than February 2009.
• Hurricane Wilma 2005 — Staff working with FEMA and Dept. of Emergency
Management to close out Marine Debris project worksheets from 2005. Staff
provided paperwork and back up for Marine Debris monitoring services close out.
Anticipate $400,000 additional reimbursement upon close out. (Ongoing).
• Boca Chica Road Repair project (Hurricane Wilma) — Second appeal for
additional funding for repairs was denied by FEMA on July 6, 2009. Staff will
17
revise construction documents and contact FEMA regarding proceeding with
approved repairs. (ongoing).
• Hurricane Preparation 2009 — Working with Department of Environmental
Protection (DEP) to obtain pre -approval letters for temporary debris sites. Drafted
memo to Administrator to obtain guidance on County plans for debris clearance
on non -county maintained roads.
• South Florida Water Management District Grants — Staff submitted final pay
application for reimbursement for grant for fiscal year ending September 30,
2009. Staff submitted scope of services to support $250,000 grant for FY 2010.
Grant agreement will be on the October 2009 agenda.
• Request for Qualifications for Ongoing Engineering Services — Responses to the
RFQ were opened on July 28, 2009. The County received forty-four responses.
The selection committee ranked the responses at the September 28, 2009 public
meeting. Request to negotiate with top ranked firms will be on October agenda.
• Duck Key Security Cameras — Staff researched options for security systems for
Duck Key bridges. Staff briefed Mr. Tom Neville from Duck Key Security district
on various types of systems to obtain direction prior to proceeding. Ongoing work
includes obtaining consensus from Duck Key on type of system desired and
preparing RFQ to advertise for the project. Staff sent letter to Mr. Neville
requesting written confirmation of Districts desire for County staff to issue an
RFP.
• 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. (ongoing).
• Big Coppitt Sewer Project — Field inspection staff overseeing work on County
roads to insure adherence to County requirements. Road restoration and paving on
the Boca Chi ca/Geiger/Rockl and Key sewer project remains to be completed.
Contractor meeting with asphalt contractor on 10/6/09. Anticipate paving will be
completed by the end of October.
• Key Largo Sewer Project — Monroe County site inspector performing oversight
on four Key Largo sewer construction projects. Work involves overseeing KL
contractors to confirm compliance with Monroe County requirements, attending
construction progress meetings as needed. Staff has sent KLWTD notice that
contractors are not properly repairing and replacing street signs in contract area
and they are not installing temporary signs during work in accordance with
requirements. (ongoing).
• Pigeon Key Ferry Service - Staff processes monthly invoices from ferry
contractor and prepares reimbursement requests to DOT for payment through
Joint Participation Agreement for ferry service funding. (ongoing).
• County Right of Way Ordinances — Working with County Attorney to revise/draft
right of way codes and ordinance in response to requests for clearer restrictions on
right of way use. (ongoing).
IN
• FDOT Road Projects — Staff reviewed construction plans on several DOT
construction projects and provided comment letters and clear letters for Upper
Keys DOT US 1 project.
• Street Light Survey — Staff received updated list of lights in Upper Keys from FL
Keys Electric Coop; staff will review list and compare to invoices to check for
accuracy.
• DOT Traffic Signal/Street Light Maintenance Agreements — Staff is working with
DOT to include non — DOT street lights on US 1 under the agreement for
reimbursement. (ongoing).
• Street lights at Boca Chica — staff obtained cost estimate and coordinated repairs
to four streetlights at Boca Chica. Marathon Electric performed the repairs.
• Lighting Task Force — Engineering staff participated in the Lighting Task Force
meeting to look at new lighting technology for energy saving purposes.
Participants include Keys Energy and various municipalities. (ongoing).
• Cudj oe Gardens Roads — staff met with representatives of Cudj oe Gardens to
discuss feasibility of turning private roads over to the County. Staff is working
with County Attorney and homeowners to determine ownership and legal issues
involved in transfer. (ongoing).
• FDOT Sign Permit Request — staff is preparing a sign permit request to DOT for
the driveway connection for the Medical Examiners Building at the request of the
Overseas Heritage Trail Coordinator. (ongoing).
• Engineering Services Ongoing Work -
o staff communicating with DOT to obtain information on constructing a
paved pathway on bayside of US 1 in Key Largo. (ongoing).
o Staff reviewed and approved a right of way permit for ATT to place
upgraded equipment on Right of Way
o General Right of Way permits reviewed - 3
o Right of way permits issued — 1
o Right of way permits (work completed) inspected — 1
o FKAA pavement cuts notification for inspection received/routed - 15
o FKAA pavement cuts inspected - 5
o Staff handled various calls from public regarding wastewater assessment
payoff, drainage and flooding complaints, miscellaneous sewer and road
inquiries, requests for street light installation, traffic signal timing
PROJECT MANAGEMENT
• ADA Compliance Survey and Assessment — Public review of the of the Evaluation
Assessments reports placed in the Key West Library, Marathon Library and Key
Largo Library is ongoing.
• ADA Compliance Transition Plan Negotiations —BOCC approved commencement of
negotiations with the number one ranked firm on 19AGU09. First negotiation
meeting held August 27, 2009. Staff compiling and providing to Bender &
Associates copies of county policy and procedures, program services, Evaluation and
Survey Assessment documents, etc. Vendor to submit project proposal to Project
Management September 2009. Bender's initial proposal is for over $300k which
exceeds budget for project. Negotiations continue seeking lower cost for project
19
• Warranty Support to Public Works — Staff continues to provide on -going warranty
support to Public Works for the Murray Nelson Government Center, the Freeman
Justice Center, Big Pine Park, and the Medical Examiner Facility.
• Litigation Support to the County Attorney Office — staff continues to provide on-
going litigation research, documents, and support for the Freeman Justice Center,
Tower Group v. Monroe County as well as Monroe County v. Gonzalez Architects
o Freeman Justice Center Litigation —legal research and negotiations for a
settlement agreement on -going. Draft agreement prepared by outside counsel
in coordination with County Attorney's office is under review by all parties
o Gonzalez Architect's Litigation — staff s findings regarding costs to the county
due to design errors by architect forwarded to attorneys.
• Grant Research, application and administration — ongoing process
• ARRA Stimulus Fund Grant- Staff is actively researching and reviewing available
fund grants.
o FEMA- ARRA Fire Station Construction Grants: Grant submitted on July 10,
2009 is in peer and technical review process. Earliest notification of award of
funds will be late fall (November 2009).
o Department of Energy-ARRA Energy Efficiency Initiative Grants. At the
request of the GITF, staff researched requirements, availability, and
application deadlines for EEI grants
• SFWMD Fund Grants FY2009 —Progress reports and invoice reimbursement request
for $144,520.88 prepared by staff as per Agreement #4600001593-FY2009 for
stormwater work completed on the following county projects:
o Big Pine Fire Station
o Key Deer Boulevard Sodding Project
o Lower Keys Wastewater Treatment Plant
o Key Largo Wastewater Treatment Plant.
o Duck Key Wastewater Treatment Plant
o Plantation Key Fuel Facility Project
• SFWMD Fund Grants FY2010 — Staff creating budgets, scope of work and project
schedules to submit to SFWMD for stormwater drainage improvements grant funding
in FY2010
• TDC Fund Grants — Staff prepared and submitted applications for two projects which
have received first round DAC approval:
o East Martello Tower- construction of emergency fire stairs and repair of
interior access stairs
o West Martello Tower - demolition and replacement of existing perimeter
fencing
Staff is awaiting notification from the TDC of final ranking and award of grants.
• TDC Grant Compliance Inspections and Pay Applications Review — Inspections and
reviews for TDC projects were done on the following projects:
o Western Union Schooner — TDC project's first phase completed. Phase two
work is underway.
o Botanical Gardens — TDC project completed
o Tropic Cinema Renovation TDC project work has started inspections and
reviews on -going Segment 1 and 3 complete. Segment 2 near completion
20
o Ann's Beach Boardwalk Repairs TDC project application review completed
o Marine Mammal Conservancy TDC project application review complete
o Butterfly Garden TDC project application review complete
o Sombrero Beach Playground Equipment Replacement TDC project
application review complete
o Tennessee Williams Theater Fire Curtain TDC project application review
complete
o Dolphin Research Center TDC project. Storm water segment complete
o Marathon Community Theater TDC project application review complete
o Marathon Amphitheater Sound System Project complete
• Freeman Justice Center- All Construction Completed — Close -Out Phase on -going
o As-builts Drawings: Comparison by staff of the third revised set of security
system as-builts is complete. Deficiencies and missing equipment found were
forwarded to Navarro Security System to meet contractual obligations to
provide completed security system and accurate as -built drawings.
Tower/OHL working toward resolving plumbing issues. Roof repairs
contracted and scheduled to start Oct. '09. Toilet repairs scheduled to start in
October `09
• Emergency Operations Center — Marathon Airport
• Design Development phase: The draft construction documents are proceeding to near
100% (architect's estimate). The draft has not yet been submitted to the County for
review. The architect has requested additional funding (approx $17,000) for
inclusion of A/V design not included in original proposal. The actual additional
expense recommended will be somewhat less. Addition of the A/V system to the
architect's responsibility will ensure complete integration.
o EOC Grant Reports and Reimbursements:
■ HB7121Grant: Staff is awaiting payment of reimbursement request to
the State's Grant Coordinator in the amount of $91,610.67
■ Federal HMGP Grant: Additional information and documents
provided. Staff is awaiting payment of reimbursement request for the
75% match submitted to the HMGP Grant Coordinator in the amount
of $9,035.96
• Big Pine Key Fire Station —Construction Complete- Close Out Phase
Substantial completion of project documented and approved by architect, contractor
and Project Management. Certificate of Occupancy issued August 10, 2009. Big
Pine Fire Station dedication is tentatively scheduled for Sat. Oct. loth at 10:00am.
Wall mural art painting 90% complete. Waiting for final close out documents i.e.
warranties, submittals and manuals.
SFWMD Grant Reports and Reimbursements: Staff has submitted progress report
and reimbursement request for stormwater work completed.
• Sunset Point Boat Ramp — Construction started 9 September. The remnants of the
original ramp, dock, and kayak launch have been removed. New ramp panels have
been formed and poured on site.
o FWC Grant Reports and Reimbursements: Staff submitted the required
monthly progress report. Reimbursement request will be submitted at
completion of project.
21
• RFQ-Continuing Contract for Architects/Engineers — Opening date was August 25,
2009 with 26 responses received. Selection of Committee Members and delivery of
documents completed on August 27, 2009. Public Noticed Meeting was held at the
Marathon Government Center on Friday, September 25, 2009 beginning at 9:00 AM
and all submittals were ranked. A request will be presented to the BOCC for
authorization to enter into negotiation with 3-4 top ranked firms for continuing
contracts.
• RFQ-Professional Engineering Services — Opening date was July 28, 2009 with 44
responses received. Selection of Committee Members and delivery of document
completed on August 13, 2009. Public Notice Meeting was held at the Gato
Building, Conference Rooms 2 and 3, on Monday, September 28, 2009 beginning at
9:00 AM. All respondents were ranked.
• Plantation Key Fueling Facility — The new tank is in place. The fuel canopy and
island are installed. Fuel pumps and electronics for tank level sensing and fuel
dispensing are being installed on 29-30 SEP 09. FDOT permits for the addition of
fire hydrants are not yet received but follow up calls have been made to the FDOT 6
offices in Miami. Islamorada accepted the County's proposal for a payment in lieu of
landscaping work. Full operation of the new fuel point should be established by mid
October 2009.
• Hickory House RFP — BOCC at August 19, 2009 meeting did not approve the only
proposal received. Staff awaiting direction regarding property studies and new RFP.
• Medical Examiner's Facility Wetlands Mitigation — no change in the regulatory
aspects of permit compliance; ACOE compliance deadline is May 2010.
• Conch Key Fire Station —. No change. The building permit application is being held
in Flood (FEMA) pending cost comparisons for various degrees of flood proofing for
the new building.
o Grant Submittal: Grant requesting a 50 % Federal match in the amount of
$1,351,529 for the construction of the Conch Key Fire Station is in federal
review process.
• Marathon Courthouse Renovations — Construction documents revisions on
architectural plans were received from the architect. Requested M-E-P revisions have
not yet been received.
• Stock Island Fire Station — RFP is being prepared for approval by BOCC to advertise.
Expected to be on the December Agenda.
o Grant Submittal: Grant requesting a 50 % Federal match in the amount of
$2,122,069 for the construction of the Stock Island Fire Station is under
federal review process.
• Stormwater Reviews — Three (3) storm water plan reviews were completed.
• Higgs Beach Restroom Renovation — Architect to be selected October 2009.
• Higgs Beach Visitor Center — Discussion to be scheduled with Higgs Beach
Committee
Department Director to meet with FOHB BOD on October 15 to plan strategy.
• Nelson Gov't Center — Ongoing support for post occupancy warranty work continues.
HVAC system adjustments continue to ensure full operability of the control system.
Some electrical and controls problems have been identified and corrections tracked.
22
Replacement of trees that did not survive the warranty period was completed (11
Sabal Palms).
• Projects On Hold
o Public Works Rockland — on hold.
o Jefferson B. Browne Building — on hold.
o Old Tavernier School Town Meeting Hall — on hold.
TECHNICAL SERVICES
We completed 183 work orders for the month of September, received equipment for new
domain controller and Exchange 2007 upgrade, started preparations for new domain
controllers, supervised new theater lighting system installation at the Nelson Building,
upgraded backup software on client servers, updated public access computers, completed
inventory audit, started iPhone software updates to new image, pushed out new Microsoft
security updates and received equipment for phone switch upgrade system in Marathon.
VETERANS AFFAIRS
Clients Assisted: 1863
New Clients Assisted: 84
Field Visits 10
Benefits Delivery At Discharge 6
Van Clients Transported: 188
(to the VAMC, Miami as well as other Miami area hospitals, without incident)
The Veterans Affairs Department:
The financial data for the month of September $53,999.16 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.
23