Item T01
MEMORANDUM
Office of the County Administrator
TO: Board of County Commissioners
FROM: Debbie Frederick
Deputy County Administrator
DATE: November 3,2009
SUBJECT: County Divisions' Monthly Activity Report for October, 2009
MONTHLY ACTIVITY REPORT - OCTOBER. 2009
KEY WEST AIRPORT
. We were extremely busy during the month of October preparing for Fantasy Fest,
Airtran's arrival in December, and Delta's 737 service. The general aviation area was
full beyond capacity during the Fantasy Fest weekend as it is every year. The
commercial aircraft parking ramp was remarked just in time for the first Delta 737
arrival last weekend
. In mid October, the airport director attended the annual FAA Safety Conference in
Charleston, S.c. These are always highly instructive. This year the emphasis was on
bird activity and bird strikes as one might imagine after the "Miracle on the Hudson,"
involving US Air in January. The Key West International Airport is surrounded by
water and water fowl, so this meeting was especially informative to us.
. The Director of Corporate Safety for AirTran Airlines performed an inspection visit to
the airport and he was very pleased with what he found here. In a recent email to us he
concluded, "Truly Key West is one of the better prepared airports I have seen." High
praise indeed.
MARATHON AIRPORT
. Notice of Calling for Bids/Proposals is being advertised for a fourth car rental
agency
. Request for Proposals document is being developed for a restaurant in the
terminal
. Notice of Calling for Bids for ARFF Vehicle and Equipment has been advertised
and bids opened on October 14, 2009. There was only one respondent, that being
Oshkosh Corporation with a total bid amount of $317,747.01, including
associated and related equipment; that bid is within the total project cost. Project
funding is through a Joint Participation Agreement (JP A) with Florida
Department of Transportation
. Through-the-fence agreement with Florida Keys Mosquito Control District has
been drafted and submitted to FAA for review
. 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 II - Sealed Bids have
been received and opened for shutters for remaining windows. The BOCC at its
October 21,2009 meeting awarded the bid and approved a contract with Castle
USA Corporation, in the amount of $29,313.91. Project funding is through a sub-
grant agreement with the Florida Division of Emergency Management
. Passenger Terminal HV AC system replacement project is on schedule for
completion
. The Environmental Assessment Project associated with the runway extension and
runway relocation proposals has commenced. 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
Human Resources:
Updated 2 job descriptions
II. Turnover Numbers To Date:
Oct 2009 Turnover: .60% Turnover as oflast Oct 2008: 21.44% Turnover Oct 2009:
7.65%
Resignations: 1 Terminations: 1 Retired: 0 Deceased: 0 Layoffs: 1
III. Major ActivitiesIMeetings:
Human Resources
· Held 2 Pre-D Hearings
· Toured TIES Program participants around Gato building to meet Department
Heads.
Risk
· Year end summary report completed by Interisk
Benefits (Group/Workers Comp)
· Met with new WC TPA, EMI, Seltzer and Sheriff Representative to discuss
transition.
· Annual WC Audit completed by Interisk
Safety
· Safety Officer attended Division Director meeting to introduce self and
discuss goals for Safety Program.
· Researching SCBA masks for Fire Rescue new hires.
2
BUDGET & FINANCE
Budget Analysts:
. Worked on residential survey data for the strategic plan. Inputted the written
comments into the data fields. Formatted the data into individual worksheets for
each question in the workbook. This allows me the protection to play with the
data without losing the respondent information.
. Ordered supplies for the FY20l0 Adopted Budget Book. Organized what needs
to get done to publish 25 copies and send 4 zip drive copies to GFOA for the
annual budget award. We need to send the zip drives for review by Dec. 23rd.
. Created resolutions for the October BOCC meeting and posted them after the
BOCC approved our agenda item. The resolutions were a mixture ofFY09 and
FYlO budget transfers and unanticipated funds.
. 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
. Prepared the monthly Budget & Finance agenda items BOCC meeting packet.
. Prepared gas/diesel billing for Finance
. Prepared postage billing for Finance
. Timesheets
. 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
. Started the Bid Process for Duck Key Security.
Grants Administration Department:
3
. Contract Preparation, Approval and Execution for vanous 2010 Byrne JAG
grants.
. Preparation/discussion of MOUs with Sheriff's Office and Finance Department.
. Reviewed, approved, processed invoices for all current HSO, HSAB, Byrne and
RSAT grants. Management of various issues related to 2009 HSO contracts.
. Coordination with Housing Authority and Wastewater Department re: CDBG
Small Cities Grant and 2008 Disaster Recovery Grants for lateral connections.
Discussion with Ros-Lehtinen's office and HUD Jacksonville re: eligibility of
grant dollars for lateral connections.
. Preparation/travel to Washington DC; preparations/discussions re: talking
points/strategies with lobbyists; preparation of "leave behind" materials.
. Outreach to DEP and EP A re: changing criteria for SRF grant program -- working
with lobbyists on wastewater issues, water trust fund resolution/agenda item.
Te1con with USEP A and Carl Chidlow.
. Interviewed consultant grant-writer; prepared Consultant Contract for grant-
writer; agenda'd item for October BOCC. Drafted job descriptions for new OMB
grants staff.
. Meetings with grant writer to discuss plan of action/funding priorities.
. Coordination with Green Initiatives Task Force re: upcoming grant opportunities;
attended meeting of GITF; working with all parties on EEBG Topic Two
application.
. 2009 JAG grants: Completed quarterly programmatic and financial reports.
. 2009 RSAT grant: Completed quarterly programmatic and financial report.
. FEMA Storms Ike and Fay: Completed RFls for the last two large projects for
Ike. 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 PW s. Closed out two more
Wilma project worksheets; anticipated to net the County significant additional
funds. Completed all quarterly reports.
Purchasing Department:
Totals for the month of October 2009 are as follows:
. Total purchase orders processed 752
. Total orders placed for departments 85
. Total orders entered for departments 75
. Office Depot orders processed 68
. Staples Orders processed 5
. We opened 4 bids and processed another 2 which was below average from the
prevIOUS
months. Addendums entered 3, contracts reviewed 25, and bills paid 6, and voided 15
purchase orders. We also processed 859 pieces of mail which was an average from
previous months.
4
COMMUNITY SUPPORT SERVICES
Social Services Department (SSD)
In-Home And Nutrition Services (lliNS)
OAA, Older Americans Act Programs:
Nutrition (Information in this section is for the period 9/21/09 -10/20/09)
. C-l Congregate Meals totaled 1012 units this month. We expect the attendance to
increase as the seasonal clients are already beginning to return. The Big Pine
meal site re-opened as scheduled on October 19 with better than expected
attendance.
. C-2 Home-Delivered Meals totaled 2762 units during the reporting period, an increase
of 14% over last month to reduce the underachievement in the program.
In-Home Services (Information in this section is for the period 8/21/09 - 9/20/09)
. III-B Screening and Assessment: 4 units this period, 97.6% year-to-date achieved,
22.59% overachieved. 41 clients on the waiting list.
. III-B Homemaking: 88.5 units this period, 58.42% year-to-date achieved, 16.59%
underachieved. 51 clients on the waiting list.
. III-B Personal Care: 116 units this period, III % year-to-date achieved, 35.99%
overachieved. 21 clients on the waiting list.
We have spent $89,924.05,74.91% ofIII-B funds, which is 6.99% overachieved.
o III-E Facility Respite: 568.5 units this period, 92% year-to-date achieved, 16.99 %
underachieved. We moved $30,000 into In-Home Respite to reduce the
underachievement.
o III-E In-Home Respite: 8 units achieved, 1% achieved - first month of this new
servIce.
Non-OAA Programs:
CCDA (Community Care for Disabled Adults) for September 2009:
. Case Management: 11 units for the month were produced; 40.75 units year-to-
date.
. Homemaking: 164 units for the month were produced; 436.5 units year-to date.
. Home-Delivered Meals: Monthly units were 225 meals; 600 meals year-to-date.
. Personal Care: Monthly units were 8; 25 units year-to-date.
Overall Program Achievement was 19.29%, 5.71 % underachieved.
CCE (Community Care for the Elderly) for the period 8/21/09 - 9/20/09:
. Case Management: 69.25 units for the period and 190.5 units year-to-date. 19%
achieved year-to-date. There are 86 clients on the waiting list.
. Intake: 8.25 units achieved and 18.25 units year-to-date. 35.94% achieved year-
to-date.
. Chore: 32 units achieved and 32 units year-to-date. 100% achieved year-to-date.
. Homemaking: 665.25 units for the period and 1807.75 units year-to-date. 20.44%
achieved year-to-date. There are 78 clients on the waiting list.
. Personal Care: 481 units for the period and 1243.5 units year-to-date. 23%
achieved year-to-date. There are 38 clients on the waiting list.
. Respite: 108 units for the period and 466.5 units year-to-date. 27% achieved year
to date. There are 11 clients on the waiting list.
5
. CCE overall is at 22% achievement, 3% underachieved. We have activated
several new CCE clients to reduce the underachievement.
. ADI (Alzheimer's Disease Initiative) for the period 8/21/09 - 9/20/09: 146 units
were produced in the period and 305 units year to date. 13% year-to-date
achieved, 12% underachieved. We have added several new clients onto the ADI
program.
. HCE (Home Care for the Elderly Program) for the period 9/16/09 - 10/15/09: 13.5
billable units this period, 49 billable units year-to-date. Current spending level
year to date is at 21.87%,9.53% underachieved. We have requested to activate 3
new HCE clients.
Monroe County Transit (MCT)
Department Activity for October 2009
. One-way trips provided: 2,011
Unduplicated clients served: 238
Special Needs Clients registered: 393
. 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: $2,158.81
Expenditures: $22,342.44
Percentage Spent Fiscal YTD: 2.9%
Community Support Services (CSS) / Compliance
Social Services Department - OCTOBER 2009
Community Support Services
Offices in: Key West, Marathon, Plantation Key
2,018 Incoming calls, provision of information and referrals
113 Unduplicated Welfare client households that received service
13 New Welfare cases receiving service
49 Elderly Low Income Home Energy cases - $ 5,928.45
42 Low Income Home Energy Assistance Grant Program cases-
$10,600.00
64 Low Income Crisis Assistance cases - $20,491.74
48 Home and field visits
496 Office visits
Interesting Community Support Services Updates:
. Grant funding (totaling over $400,000 for 2 years) for the Homeless
Prevention Funds Grant has been approved to assist clients in Monroe County
with their rent in order to avoid eviction and reduce homelessness. Program
implementation began October 1 and applications are now being accepted.
This grant was applied for by Social Services staff and is funded entirely by
Federal Stimulus money.
Bayshore Manor (BSM)
6
Bayshore Manor's current census is 16 residents. The current census is four
private pay and twelve subsidized. BSM provided 568.50 hours ofOA3E
respite care this month. Bayshore Manor has nine OA3E clients.
There are two clients on the wait list.
Revenue for October 2009
Expenditures for the same period
Percentage of the budget spent year to date2.04%
$31780.27
$11,969.52
LIBRARY
. Library usage continued to grow in several areas as circulation totaled 34,000
items, a 37% increase over the month last year
. 546 new Library cards were issued in September, an enthusiastic response to our
celebration of September as "Library Card Sign-Up Month" and bringing our total
cardholders to 41, 772-a significant percentage of the County population.
. 35,021 customers used Library services onsite, an increase of29%.
. Our libraries are enjoying an overall increase of 51% in circulation of audio-
visual materials compared to the same time period last year. We continue to
respond to our customers' requests for materials in a variety of formats, such as
DVD and our newly-introduced eAudiobooks. We are also experiencing a 30%
increase in circulation of adult and juvenile books and believe this increase to be
directly related to the increase in NV materials.
. Our eJ ournal of the Month, featured on the County Intranet site, has proved
extremely popular so far, increasing database searching by 236% in September.
Searchers, primarily County employees, have retrieved over 150 journal articles
from publications such as Public Management, American City & County, & HR
Specialist: Florida Law.
. We closed out the FY 2009 budget with less than 5% surplus in discretionary
funds, and are watching our early spending in FY2010 very carefully.
EXTENSION SERVICES
. Number of services provided: 452 phone calls, 49 office visits, 27 visits to clients,
11 group teachings with 218 participants, 6 media submissions, and 296 bulletins
distributed. Total Budget for FY 09/10: $186,213.00; Year to Date Expenditures
and Encumbrances: $6,027.84; Remaining Balance: $180,185.16; Percentage of
budget spent and/or encumbered year to date: 3%.
. The Extension Director provided assistance to Monroe County administration and
Mayor Neugent with preparations for the County's exhibit at the Southeast
Florida Regional Climate Leadership Summit in Fort Lauderdale, in which he also
attended and assisted with logistics and the Questions and Answers Session.
. The Environmental Horticulture Agent attended a University of Florida/Institute
of Food & Agricultural Sciences in-service training on "Reclaimed Water Use in
Urban Landscapes: Issues and Options" at the Tropical Research and Education
Center in Homestead.
. The Family, Youth, & Community Development Agent compiled Monroe County
efforts at efficiencies and climate change mitigation and adaptation from Division
7
Directors. This included the steps that Monroe County has made, and is planning
to make, to address greenhouse gas emissions and reduce resource consumption.
Directors described prior and existing measures their department has taken in
energy conservation or efficiency, recycling or waste reduction, policy changes
(or personnel) relating to conservation or efficiency, and greenhouse gas
emissions reduction. Many individuals also made recommendation for further
efforts.
GROWTH MANAGEMENT
GMD Comparative Revenue Summary
Revenue Total Total Revenue Revenue Revenue % Variance
Budget Revenue Revenue Ending Ending Ending Revenue
FY 2010 Collected in Collected October October 2009 October Ending
FY 2009 in FY 2008 2010 2008 October
2010
To
October
2009
Building $2,660,000 $2,610,100 $2,857,684 $191,878 $259,136 $363,225 -26%
Permit
Licenses &
Permits
Planning $500,907 $602,387 $488,081 $36,198 $64,721 $43,204 -44%
Department
Fees
Code $100,000 $288,941 $110,412 $2,605 $21,013 $11,168 -88%
Enforcement
Fines &
Forfeits
. These are the primary, customer driven revenues and do not include the revenues obtained by
taxes etc.
GMD Comparative Expenses Summary
Budget Total Total 2010 2009 2008 %
FY'lO Expenses Expenses Expenses Expenses Expenses Variance
FY 2009 FY 2008 Ending Ending Ending Expenses
October October October Ending
October
2009
To
October
2010
Growth Mgmt. Admin. $903,834 $455,898 $648,098 $3,210 $7,957 $9,841 -60%
Geographic Info. (GIS) $287,555 $230,509 $181,935 $1,550 $3,521 $1,977 -56%
Planning $1,040,834 $899,234 $878,366 $22,091 $19,884 $32,319 +11%
Comprehensive Plan $221,000 $46,045 $74,655 0 0 0 0
Planning Commission $98,142 $84,698 $88,345 $1,518 $1,735 $2,704 -13%
Environmental Resources $275,222 $268,992 $330,016 $4,280 $7,329 $10,052 -42%
8
Marine Resources $52,850 $51,876 $84,753 $1,000 $1,143 $4,508 -13%
Code Enforcement $1,159,509 $1,047,668 $894,006 $24,127 $29,772 $26,536 -19%
Pump-Out Boat $67,443 $70,250 $64,640 $1,091 $1,328 $98 -18%
Building Department $2,389,816 $2,232,844 $2,311,238 $47,784 $53,906 $69,319 -11%
Marine Resources Office
. Handled approximately 40 customer inquiries; performed 5 site visits
. Coordinated efforts with Key West and Marathon participate in the FWC Pilot
Proj ect
. Removed 10 dereliect vessels
. Met with SFRPC and began making revisions to the Marina Siting Plan
. Working with PBS&J on development of Trimble software for vessel surveys
. Drafting the Marina Annual Operating Permit ordinance for requiring vessel
pump outs
. Completed construction of boat ramp at Sunset Pt. Park
. Coordinated with MP AC Chair on topical marine issues
. Drafted ILA to reimburse City of Marathon for mooring maintenance
. Coordinated with NAS on areas closed to boaters in Key West area
. Coordinated with DCA on potential canal dredging at Cutthroat Harbor in Cudjoe
Key
. Met with staff of Sandy Walters Consulting to coordinate on development on
Walkers Island
. Submitted agenda item to extend CV A grant
. Attended Climate Change Leadership Summit in Ft. Lauderdale
. Coordinated efforts with resi dents of Tingl er IsI and on canal dredging proj ect
. Coordinated efforts with DEP to discuss issues related to recreational mooring
area for City of Key West
. Conducted regulatory marker surveys in the Whale Harbor Channel area
. Prepared agenda item for an extension to the current Clean Vessel Act Agreement
. Met with the USCG Hazmat Project Leader to coordinate effort for addressing
sunken vessels
GIS Office
GIS Proj ects
FLUM (on-going)
Zoning updates
T & E Species analysis
FLUM Amendments - Planning (maps for Ads and Meetings)
GIS Server/Intranet Site Maintenance and data updates/editing (on-going)
Offshore Islands - Digitizing - Marine Siting Plan
GIS Data/Map Requests
2009 Aerial Request - FL DCA
GIS Data Request - Urban Economics, Inc..
9
GIS Data Request - Alston McCartney Co.
GIS Data Request - FL DEP
GIS Data Request - 3001 International Inc.
Aerial Map Request - Carol Schreck - BOCC
Addressing
12 Address Assignments
Number Of Permits
Apps Submitted
Permits Issued
Walk Thru
Cert Of Occupancy
Inspections
Total
AVERAGE PER DAY (21 Days)
Per Discipline: Building/Roofing
Electrical
Plumbing
Mechanical(A/C)
Gas
Plans Reviews
Total
AVERAGE PER DAY (21 Days)
Per Discipline :Abo
Bio
Bio Pend
e.o.
Code Enf 2
Code Enf 3
Coord
Elect
Exam
Fema
File
Final
Fire
Flood
M-Storage
Mar-Bldg
Mech
N-Rogo
Official
Pending
Plan
Plumb
Ready
Rogo
Roof
S.L Building
Building Department
1 % 1/09-1 0/3 0/09
458
400
110
10
2279
109
1075
314
594
65
17
3337
159
278
75
1
11
4
157
54
139
30
84
1
461
24
1
14
100
33
6
1
173
10
Track
Uk-Abo
Uk-Bio
Uk-Bldg
Uk-Code
Uk-Coord
Uk-Elect
Uk-Eng
Uk-Exam
Uk-File
Uk-Fire
Uk-Pending
Uk-Mech
Uk-Nrogo
Uk-Plan
Uk-Plumb
Uk-Roof
Uk-Ready
Uk-Rogo
Uk-Track
2
131
97
478
16
275
45
3
145
186
46
43
19
69
43
11
112
4
46
Antenna/Towers/Equip Bldg
Awnings
Carport
Single Family Res-Conventional
Demo
Dock
F enceIRetaining Walls
Fire Protection System
Foundation & Piling
Lp Gas Tanks
Land Clearing
Paving
Pool & Spa
Porch-Screen
Air Conditioning
Shed
Deck
Boat Davits
Roofing -Residential
Enclosure - Other
Interior Renovations
Exterior Renovations
Building Miscellaneous
Electric Misc
Plumbing - Miscellaneous
Shutters
Bio Miscellaneous
Signs
Seawall Cap
Chickee Hut
Lawn Sprinkler System
Porch - Open
546
63
24
1417
99
397
13
7
1
43
o
57
65
40
2
51
4
43
4
45
32
35
33
21
16
17
19
43
12
18
5
o
11
Commercial Misc 27
Elevator/Chair Lift/Dumb Waite 56
Roofing-Commercial 18
Stairs 473
Repl. Of Single Family Resid. 134
Demo-Fema Compliance 57
Painting 35
Window Replacement 23
Fema Insp Compliance Program 0
Dock/Seawall Repair 132
F ence/Retain W alls- Walk Thru 0
Gas Tanks - Above Ground 16
Window Replacement 0
Land Clear/Exotics W alk- Thru 72
Post Card AlC Permit 0
Air Conditioning-Walk Thru 0
Exterior Concrete Repairs 9
Electric Misc Walk Thru 0
Plumbing - Sewer Tie-In 3
Plumbing - Sewer Tie-In Walk-T 1
F ema Insp Sale County Inspecto 0
Fema Insp Private Inspector 0
Investigation Permit 0
Vacation Rental 25
Average Days All Permit Types 57
Planning & Environmental Resources Department
Current Planning Category
Appeal to Planning Commission in Progress 2
Appeal to DOAH in Progress 1
Alcoholic Beverage in Progress 1
Code Enforcement Referral (estimated at 1 per week per Current Planner (4) 16
Conditional Use, Major Permit Applied 1
Conditional Use, Major Permit in progress 8
Conditional Use, Minor Permit in progress 2
Conditional Use, TRE Transfer in progress 1
Conditional Use, TDR in progress 1
Home Occupational Permits Applied 2
Home Occupational Permits in progress 2
Road Abandonment in Progress 5
Public Assembly Permits Applied 2
Public Assembly Permits Issued 2
Variance, Administrative Applied 1
Variance Administrative Issued 1
Variance Administrative in progress 1
Variance, Planning Commission, in progress 2
Permits Reviewed & Processed 118
Vacation Rental applied 3
Vacation Rental issued 3
Vacation Rental Mgr. License Applied 3
Vacation Rental Mgr. License Issued 3
ROGO related applications
ROGO Exemptions Applied 11
ROGO Exemptions/Denials Issued 12
Customer Service
12
In-person inquiries estimated at 5 per day per planner (2)
Telephone inquiries estimated at 10 per planner (7) per day
Email inquiries estimated at 5 per planner (7) per day
Request for Research Applications
Historic Preservation Committee Application
Administrative Meetings
Development Review Committee/Agenda Items
Planning Commission/Agenda Items
Comprehensive Planning Category
Meetings
Meetings on Various planning related topics
Meeting with County Attorney re: property, discussed land uses & amendment
Meeting on CIE / CIP
Meeting re Keith & Schnars Contract
DRC Meetings
Planning Commission Meetings
Florida Scenic Highway Meeting
Comp Plan RFP Scope of Work Meetings with Consultant
Prepared Agenda Backup for BOCC Special Meeting to adopt amendments
to the Momoe County 2010 Comprehensive Plan
Added
Staff to google.docs process
Analyzed and Wrote
Opinion on Keith & Schnars Contract
Assisted
Computer help for Staff (includes PowerPoint, Excel, Pentamation, Alchemy)
Stuffed envelopes for SPONS for FLUM amendment
Resident with questions on FL UM/L UD amendments
Helped create process on SB 360 agreements
Attended
Toastmasters meeting
Meetings with Keith and Schnars, Comp Plan Consultants
Teleconference for Regional Evacuation Model-SFRPC
Two DRC meetings on 6 projects
Created
Five documents for file sharing on google.docs
Edited
Public Facilities Capacity Report
Emailed
CIE and CIP to lawyers and DCA for courtesy review
Emails sent
Emails received
Formatted
Draft Staff Report outline
Presented
Two FLUM amendment projects at DRC
Two LUD amendment projects at DRC
Reformatted
Comp planning staff reports
Reviewed and wrote stats
3rd draft of consultant's contract
Updated and Emailed to County Attorneys/DCA
CIE and CIP (2008) (for possible DOAH hearing)
Trained
On updating the PIanning Dept's website
13
300
2100
300
1
1
2/5
1/2
10
1
1
1
2
1
1
2
3
1
1
1
2
1
50
130
2
2
Wrote
Draft document for stipulated settlement agreement for CIE
4 presentations for Planning Commission in November 2009
Wrote and Edited
4 staff reports and 4 resolutions for presentations
Ad Creation
Telephone Conversations
Estimated
Estimated at 5 per day per planner (2) - in person inquiries
Estimated at 10 per planner (7) per day - telephone inquiries
Estimated at 5 per planner (7) per day - email inquiries
ENVIRONMENTAL RESOURCES PERFORMANCE REVIEW
Site Visits
Administrative Relief/Beneficial Use Apps
Code Enforcement Referral
Request from property owner
Land Authority Referral
Letter of ROGO Land Dedication
Permit Application Site Visit
Pre App Conference
Other:
Turtle Stranding
Site Visits [Miscellaneous]
Written correspondence/ biological assessments
Administrative Relief/Beneficial Use
Vegetation Mitigation Letter
Code Enforcement Assessment Memo
GIS Map (assorted)
GOCEA Recording
Conditional Use Staff Report
Interagency Coordination (DEP, ACOE, FKEC, FL Park Serv., FWC)
KL WTD - Letter
Letter of Understanding
Other:
Permit Application Review/Assessment
Code Book Corrections
Meetings & miscellaneous
"Python PatroI"
DRC
Tier Review (DRC) - 4 meetings
BUD (Walsh) - 3 meetings
Key Largo Wastewater District - Site Review
Code Enforcement Hearing
Interviews (Invasive Exotic Tech)
Other
Habitat Mapping - Phil Frank
Phone Calls (estimated 3 persons)
Front Counter Walk-in (estimated 3 persons)
Code Enforcement Department
Number of New Cases Opened
Number of Inspections completed
Number of Cases Heard before Special Magistrate-
14
1
4
8
6
20
300*
2100*
300*
2
14
15
3
2
110
1
1
31
2
1
5
42
2
1
10
3
1
139
3
2
2
1
2
3
2
4
1
500
225
223
1749
87
Fines Collected
After the Fact Fees Collected
Number of Contractor Citations Issued
Flood insurance Inspection Fees Collected
Totals Collected
$ 4,803.00
$5,950.00
15
$ 6460.00
$17,213.00
EMERGENCY SERVICES
Fire Rescue
. Planned and participated in the grand opening and open house of the Big Pine
Key Fire Station 13 on October 10th with a large support from the community,
approximately 200 in attendance.
. First report was processed for the EMS County Matching Grant, and 6 LifePak12s
were purchased from grant funds.
. Battalion Chief Emergency Medical Services was selected and new hire
paperwork is being processed in Human Resources.
Training
. Conducted State Certified Live Fire Instructor Training Refresher Class (8hrs)
. FFII Class finished on October 17, 2009 and 17 students took the practical and
written State Test. 100% pass rate on the practical testing.
. All career firefighter completed Incident Command Course IS 200.a and
Emergency Response to Terrorism on line.
. Reviewed the Request for Proposals from 4 vendors for the Class A Pumper,
Ferrara Fire Apparatus was the low bidder meeting specifications.
. Participated in Fire Prevention Week at area schools with the Volunteer Fire
Departments.
Fire Marshal
. Reviewed numerous commercial plans for adherence to building and fire codes
and 4 final inspections.
. Investigated 1 structure fire in Key Largo, mostly smoke and heat damage.
Emergency Management
. Participated at the U.S. Coast Guard Initial Planning Meeting for the USCG 2010
Mass Migration Exercise
. Processed Base Grant FY09 4th Quarter Reimbursement Claim.
. Conducted and participated in the Turkey Point Nuclear Power Plant Quarterly
Communication Exercise
. Participated at the South Florida Regional Planning Council Transportation
Evacuation Meeting
. Conducted a final overview meeting of the Monroe County Recovery Plan
Trauma Star
. Community Education
o October 23rd Trauma Star participated in a community event at Founders Park
with Monroe County Sheriff s Office. Event involved Island Christian School
and Montessori Island Charter School. Event was centered around Law
Enforcement and Fire Rescue.
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. Continuing education for flight crew to maintain highest level of patient care.
o On October 14th and 15th members of Lee County EMS provided water
emergency training to Aviation staff (pilots, medics, mechanics and nurses).
Upper Keys Health Care District
. One patient was airlifted.
. Advisory Board meeting was held October 9th
PUBLIC WORKS
. Pollution Control removed 57.51 tons of debris illegally dumped in the County
rights of way, and also collected 14.45 tons for other departments (7,460 lbs from
the Key West Garage, 3,080 lbs from Marathon Public Works, 1,600 lbs of tires
from the Marathon Garage, and 16,760 lbs of debris form the Marathon Airport)
. Household Hazardous Waste picked-up 48 free empty barrels to use for bulking
paint
. Installed rolling gate at the PK Garage
. Replaced the toll gate controller at the Card Sound Toll booth
. Installed replacement playground equipment at Key Largo Park and Harry Harris
Park
. Completed exterior deck repairs at the Key Largo Park duplex
. Contract repairs completed at Sunset Park ramp
. Installed handicap parking signage at the PK Government Center
. Removed seaweed from Harry Harris Park and tree stumps from Key Largo Park
and the PK Garage
. Completed replacement of Plantation Fuel Facilities; closed out old tanks and
registered new ones with FDEP
. Facilities Maintenance staff and a team of inmate trustees began painting and
refurbishing the Key West garage covered work areas
. Eighteen Public Works employees received certificates for successfully
completing Altec's bucket truck safety program for Insulated Aerial Devices
. New steamers ovens installed at the Monroe County Detention Center (MCDC)
. Bunk room fire alarm expansion completed at MCDC
. 87.5 percent of non-emergency work order requests at MCDC completed within
three days
. Security fencing upgrades completed at Marathon Jail
. Hired contractor to spray Big Pine Key Community Park for chinch bugs
. Met with contractor to start crosswalk at Higgs Beach
. Continued work on re-bidding the fencing portion of 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
. Conducted mandatory pre-bid walk-through for Hickory House RFP
. Repaired yoga platform at Higgs Beach
. Post Fantasy Fest clean-up at Key West facilities3Engineering Services:
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. Roads and Bridges Stimulus -
. Palm Drive Bridge -. Construction contract with Charley Toppino & Sons for
$130,543.50 was approved at the October 2009 BOCC meeting; the pre-
construction meeting is scheduled for November 12, 2009; staff is working with
contractor to obtain all LAP/ARRA required documents in advance of the pre-
construction meeting.
. Geiger Creek Bridge Project - Responses to the RFQ for Construction,
Engineering and Inspection Services (CEI) were opened on October 20, 2009.
Staff ranked the four responses at a public meeting on October 28, 2009.
MACTEC was the highest ranked respondent. A request to negotiate a contract is
on the November agenda. The Design/Build RFP for repair work was posted on
Demandstar on October 9, 2009; responses will be opened on November 24,
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. Staff working with
FEMA to close out the Marine Debris final disposal project worksheet. Anticipate
approximately $80,000 additional reimbursement upon close out.
. Boca Chica Road Repair project (Hurricane Wilma) - Second appeal for
additional funding for repairs was denied by FEMA on July 6, 2009. Staff will
revise construction documents and contact FEMA regarding proceeding with
approved repairs. (ongoing)
. South Florida Water Management District Grants -Staff submitted scope of
services to support $250,000 grant for FY 2010. Grant agreement for FY2010 was
approved on the October 2009 agenda; staff is routing paperwork for execution.
. Request for Qualifications for Ongoing Engineering Services - The selection
committee ranked the responses at the September 28, 2009 public meeting.
Request to negotiate with seven top ranked firms was approved on October 2009
agenda. Staff preparing contract form and obtaining cost proposals from firms.
. Duck Key Security Cameras - Staff briefed Mr. Tom Neville from Duck Key
Security district on various types of systems to obtain direction prior to
proceeding. Mr. Neville provided written confirmation of District's desire for
County staff to issue an RFP. Staff preparing RFP for bids on security system that
will meet District's requirements.
. 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
Chica/Geiger/Rockland Key sewer project began on November 2nd and should be
completed within the next few weeks.
. Key Largo Sewer Project - Monroe County site inspector performing oversight on
four Key Largo sewer construction projects. Work involves overseeing KL
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contractors to confirm compliance with Monroe County requirements, attending
construction progress meetings as needed. 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).
. 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;
. 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).
. 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).
. Cudjoe Gardens Roads - staff met with representatives of Cudjoe 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).
. Constitutional Gas Tax Distribution - Staff processed final quarterly payment for the
distribution of Constitutional Gas Tax to Maintain Roads per BOCC 9-28-2005
meeting and in accordance with Interlocal Agreements with Islamorada, Village of
Islands, City of Marathon, City of Layton, and City of Key Colony Beach.
. Engineering Services Ongoing Work -
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
Right of way permits issued - 3
FKAA pavement cuts notification for inspection received/routed - 3
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 19th of August 2009. First
negotiation meeting held August 27th, 2009. Second meeting held on October 2ih
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2009. Staff compiling and providing to Bender & Associates copies of county policy
and procedures, program services, Evaluation and Survey Assessment documents,
etc. Vendor submitted project proposal to Project Management September 2009.
Bender's initial proposal was for over $300k which exceeds budget for project.
Bender to submit new proposal.
. 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 was under review by all parties.
Meeting held with Tower/OHL on October 19th 2009 agreement reached.
o Gonzalez Architect's Litigation - staff's findings regarding costs to the county
due to design errors by architect forwarded to attorneys. Meeting held with
Project Management, consultants and County Attorney's on October 15th
2009.
. 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).
. 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. Following grants were submitted: Conch Key Fire Station
Stock Island Fire Station
Marathon Court House
Duck Key Waste Water
. TDC Fund Grants - Staff prepared and submitted applications for two proj ects which
have received 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.
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. 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 segment completed. Segment
two work is complete.
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
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-built Drawings: Comparison by staff of the fourth 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. Plumbing
repairs were completed Sat-Sun- Oct 24th and 25th. Roof repairs (flashing of
parapet) was completed Friday Oct. 23rd. Waiting for Navarro to set up final
walk through punch list of completed security equipment installation and
functi onabili ty.
. Emergency Operations Center - Marathon Airport
. Design Development phase: The draft construction documents are proceeding at the
85% completion were received on 19-26 October. Individual discipline reviews by
teleconference are scheduled for 27-30 October and a full project design review will
take place at the ADG offices on 2 November. Project Management has initiated a
grant funding review to identify additional funds for the construction phase.
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 proj ect documented and approved by architect, contractor
and Proj ect Management. Certificate of Occupancy issued August 10, 2009. Big Pine
Fire Station dedication was held Saturday October 10th and community turn out was
very good. Community response to new Fire Station was very positive. Wall mural
art painting 100% complete. Fire Fighter helmet sculpture in progress. Received 99%
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of all close out documents and waiting for PFEC to set up walk through with MCPW
SFWMD Grant Reports and Reimbursements: Staff has submitted progress report
and reimbursement request for stormwater work completed. Waiting response from
SFWMD.
Sunset Point Boat Ramp - Construction is complete and the ramp is open and
available for use.
. 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 was presented on October 21 8t 2009 to the
BOCC for authorization to enter into negotiation with 4 top ranked firms for
continuing contracts.
. Plantation Key Fueling Facility - The new fuel point went into operation on 23
October. FDOT permits for the addition of fire hydrants were received from FKAA
On 27 October and will be installed during the week of 2 November. Final inspection
approvals are being withheld pending completion of the fire hydrants and resolution
of the landscaping payment. At present, Islamorada's planners have said that the
payment must be made. Weare awaiting receipt of an invoice or letter requesting
payment.
. Medical Examiner's Facility Wetlands Mitigation - no change in the regulatory
aspects of permit compliance.
. Conch Key Fire Station-. The savings associated with increased flood protection has
been quantified and does not justify additional flood proofing. Building Dept permit
reviews continue.
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 - Still awaiting revisions to M-E-P plans before
submitting for building permit. The architect has advised that he has replaced the M-
E-P engineer.
. 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.
. Surface Water Management Reviews - Three (3) storm water plan reviews were
completed.
. Higgs Beach Restroom Renovation - Architect to be selected November 2009.
. Higgs Beach Visitor Center - Higgs Beach Committee Public Works Director and
Project Management Department Director held meeting with FORB BOD on October
15th to plan strategy.
. Nelson Gov't Center - Ongoing support for post occupancy warranty work continues.
HV AC system adjustments continue to ensure full operability of the control system.
Some electrical and controls problems have been identified and corrections tracked.
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. 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 176 work orders for the month of October, installed first new domain
controller, cleaned KW server racks, completed inventory for Clerk, upgraded Alchemy
software, upgraded backup software on client servers, installed new wireless link for KW
Airport, continued iPhone software updates to new image, pushed out new Microsoft
security updates, migrated users off of NT Data 1 and remove server from service.
VETERANS AFFAIRS
Clients Assisted:
2113
New Clients Assisted: 64
Field Visits 5
Benefits Delivery At Discharge 3
Van Clients Transported: 187
(to the V AMC, Miami as well as other Miami area hospitals, without incident)
The Veterans Affairs Department:
The financial data for the month of October, $96,567.00 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.
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