Item Q1
MEMORANDUM
Office of the County Administrator
TO: Board of County Commissioners
FROM: Debbie Frederick
Deputy County Administrator
DATE: December 1,2009
SUBJECT: County Divisions' Monthly Activity Report for November, 2009
MONTHLY ACTIVITY REPORT - NOVEMBER, 2009
KEY WEST AIRPORT
. Because of the "Miracle on the Hudson," involving a US Air 737 in January of this year, the
FAA has mandated increased emphasis on wildlife management and birds in particular. As a
result, in November several airport staff members participated in two days of Wildlife Hazard
Management Plan (WMHP) training.
. The Director of Airports made a presentation to the Key West Rotary Club discussing the
recently completed passenger terminal complex at Key West International and the upcoming
Runway Safety Area proj ect.
. The installation of artwork is nearly complete in the new terminal buildings and Air Tran airline
is almost ready to begin operations here at the airport. Their first flight will arrive on December
lih.
MARATHON AIRPORT
. Notice of Calling for Bids/Proposals was advertised for a fourth car rental agency and there were
no responses received.
. Request for Proposals document is being developed for a restaurant in the terminal.
Consideration to hold this in abeyance may be appropriate while the proposal to establish a U.S.
Customs Services facility at the airport is explored, due to potential of competing interest for
available space in the terminal.
. Award of bid to Oshkosh Corporation and execution of contract documents was approved on
November 18, 2009 by the BOCC for ARFF Vehicle and Equipment for the airport in the total
bid amount of $317,747.01, including associated and related equipment. 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; FAA review is still pending.
. Special Events:
. Skydive Sebastian held an event on November 5 - November 8, 2009; actual skydiving
activities were limited due to meteorological conditions (high winds).
. Experimental Aircraft Association (EAA) sponsored Aviation Day at Florida Keys Marathon
Airport on November 14, 2009; attended by an estimated 1,200 people and 124 young eagles
were flown.
. 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 - This project is under contract
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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 remains on schedule for completion
. The Environmental Assessment Project associated with the runway extension and runway
relocation proposals has commenced; an initial meeting with FAA has been scheduled for
December 15, 2009 at the Airports District Office in Orlando, Florida. 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:
Nov 2009 Turnover: .20% Turnover as oflast Nov 2008:
Resignations: 1 Terminations: 0 Retired: 0
20.48% Turnover Nov 2009: 7.94%
Deceased: 0 Layoffs: 0
III. Major ActivitiesIMeetings:
Human Resources
· IAFF negotiation session
· Posted revisions to the Personnel Policy Manual
· Held 2 Deferred Compensation Workshops - Marathon and Key Largo
· Completed 2008 MinorityIPhysically Disabled Appointments report
· Records Management Compliance Statement completed and reported to State (due
12/31/09). 346.32 cubic feet of records was disposed of for Fiscal Year 08/09.
Risk
· No major activities
Benefits (Group/Workers Comp)
· Met with Debbie, Roman & AFLAC representative
· Meeting with WHI new account representatives
· Open enrollment began (until 12/7)
· Sr. Administrator selected to be part of Panel with Seltzer representatives at the PRIMA
2010 Conference.
Safety
· Posted revisions to the Safety Manual
· SARB meeting held
· Attended two Safety Meetings
· Visited locations in regards to fire extinguisher program
· Researched grants on AED's for County buildings
· Still working on getting Safety Representatives updated for all departments
BUDGET & FINANCE
Budget Analysts:
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. Worked on FY2010 Budget Book pages. There are a number of graphs that needed to be
refreshed since the FY2010 Proposed Budget Book was published along with updating
graphs that are unique to the Adopted Budget Book.
. Updated Revenue schedules with final FY09 amounts.
. Budget Transfers (Expenditure and Project transfers)
. Contracts Reviewed - 25
. Prepared Resolutions - 42
. Posted Resolutions & Budget Transfers - 36
. Processed 403 budget amendment agenda item.
. Worked on the FYI0 FTE's as part of finalizing and printing of the 2010 adopted budget
books.
. 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
Grants Administration Department:
. Continued Contract Preparation, Approval and Execution for various 2010 Byrne JAG
grants with FDLE.
. Preparation/discussion of Contracts for JAG grants with State Attorney's Office, Monroe Ed
Foundation and Heron-Peacock.
. Reviewed, approved, processed invoices for all current HSO, HSAB, Byrne and RSAT
grants. Management of various issues related to 2009 and 2010 HSO contracts.
. Continued Coordination with Housing Authority and Wastewater Department re: CDBG
Small Cities Grant and 2008 Disaster Recovery Grants for lateral connections.
. Preparation/travel to Jacksonville for meeting with regional Army Corps of Engineers;
preparations/discussions, preparation of "leave behind" materials.
. Interviewed 6 applicants for Grants Analyst position.
. Reviewed various RFPs for Energy Grants;
. Attended Green Initiatives Task Force meetings and presented re: State Energy Grants
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. Organized and facilitated two meetings of the Working Group to strategize around the
application submissions for the State Energy Grants.
. Outreach and Coordination with City of Key West and Marathon re: submission for State
Energy Grants.
. 2010 JAG grants: Completed quarterly programmatic and financial reports.
. 2009 RSAT grant: Completed quarterly programmatic and financial report.
. FEMA Storms Ike and Fay: Conference calls with Acting Public Assistance Officer in
Tallahassee re: de-obligated Project Worksheets. Drafted and submitted appeal. Continue to
securing and tracking payments for various 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.
. Preparation of agenda items
Purchasing Department:
Totals for the month of November 2009 are as follows:
. Total purchase orders processed 388
. Total orders placed for departments 68
. Total orders entered for departments 68
. Office Depot orders processed 58
. Staples Orders processed 4
. We opened 2 bids and processed another 0 which was below average from the previous
months. Addendums entered 5, contracts reviewed 40, and bills paid 9, and voided 11
purchase orders. We also processed 1832 pieces of mail which was a big increase from
previous month.
COMMUNITY SUPPORT SERVICES
In-Home and Nutrition Services (lliNS)
OAA, Older Americans Act Programs:
Nutrition (Information in this section is for the period 10/21/09 -11/20/09)
. C-l Congregate Meals totaled 1159 units this month. Seven seasonal clients have already
returned to the Marathon meal site. Attendance at the re-opened Big Pine meal site
continues to increase.
. C-2 Home-Delivered Meals totaled 3061 units during the reporting period, an increase of 11 %
over last month to help reduce the underachievement in the program.
In-Home Services (Information in this section is for the period 9/21/09 - 10/20/09)
. III-B Screening and Assessment: 11 units this period, 107% year-to-date achieved, 23.65%
overachieved. 40 clients on the waiting list.
. III-B Homemaking: 94 units this period, 64% year-to-date achieved, 19.35% underachieved. 49
clients on the waiting list.
. III-B Personal Care: 114.25 units this period, 114% year-to-date achieved, 30.65% overachieved.
18 clients on the waiting list.
We have spent $98,187.85,87% ofIII-B funds, which is 3.65% overachieved.
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. III-E In-Home Respite: 18 units this period, 4% year-to-date-achieved, 79.35% underachieved
(new program).
. III-E Facility Respite: 642.75 units this period, 117% year-to-date achieved, 33.65%
overachieved. We recently moved $30,000 into In-Home Respite to reduce the overachievement.
We have spent $32,227.59, 57% of III-E funds, which is 27.35% underachieved. Case Managers are
working to bring more clients into the III-E program.
Non-OAA Programs:
CCDA (Community Care for Disabled Adults) for October 2009:
. Case Management: 16 units for the month were produced; 56.75 units year-to-date.
. Homemaking: 149.5 units for the month were produced; 586 units year-to date.
. Home-Delivered Meals: Monthly units were 235 meals; 835 meals year-to-date.
. Personal Care: Monthly units were 0; 25 units year-to-date.
Overall Program Achievement was 25.99%, 7.34% underachieved.
CCE (Community Care for the Elderly) for the period 9/21/09 - 10/20/09:
. Case Management: 51.25 units for the period and 241.75 units year-to-date. 23.22%
achieved year-to-date. There are 88 clients on the waiting list.
. Intake: 4.5 units achieved and 22.75 units year-to-date. 44.8% achieved year-to- date.
. Chore: 32 units achieved and 32 units year-to-date. 100% achieved year-to-date.
. Homemaking: 720 units for the period and 2527.75 units year-to-date. 20.44% achieved
year-to-date. There are 78 clients on the waiting list.
. Personal Care: 522 units for the period and 1765.5 units year-to-date. 32.2% achieved year-
to-date. There are 37 clients on the waiting list.
. Respite: 42 units for the period and 508.5 units year-to-date. 28.28% achieved year to date.
There are 11 clients on the waiting list.
CCE overall is at 29% achievement, 4.34% underachieved. The Alliance for Aging has given us
$16,640 for 4 new CCE clients. Once these clients start receiving services, the achievement level
should increase.
ADI (Alzheimer's Disease Initiative) for the period 9/21/09 - 10/20/09: 280.5 units were produced
in the period and 585.5 units year to date. 25% year-to-date achieved, 8.34% underachieved. We
have added seven new clients to the ADI program, reducing our underachievement by 4%.
HCE (Home Care for the Elderly Program) for the period 10/16/09 - 11/15/09: 15.5 billable units
this period, 64.5 billable units year-to-date. Current spending level year to date is at 28.79%,
12.88% underachieved. We have activated 2 new HCE clients to reduce the underachievement.
Monroe County Transit (Mct)
. One-way trips provided: 1,664
Unduplicated clients served: 224
Special Needs Clients registered: 389
. 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: $2,024.30
Expenditures: $163,874.77
Percentage Spent Fiscal YTD:2.4%
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Social Services
Incoming calls, provision of information and referrals
Unduplicated Welfare client households that received service
New Welfare cases receiving service
Low Income Home Energy Assistance Grant Program cases-14(Total)
Low Income Crisis Assistance cases - 22 (Total)
Home and field visits 63
Office visits 89
EHEAPS 22 (Total) $5,302.91
Homelessness Prevention Approved Cases Approved 10 (Total) $7,286.00
Pending Cases 136
Interesting Community Support Services Updates:
· Social Services staff spearheaded the Thanksgiving Dinner project for our clients, and made
arrangement through Salvation Army to deliver 94 hot turkey dinners to our clients and their families
at their homes, and one staff member volunteered to help deliver the meals.
. The Homeless Prevention Funds Grant has been approved and will spend $67,569.00 on current
cases for the month of November.
Bayshore Manor (BSM)
Bayshore Manor's current census is 16 residents. The current census is four private pay and twelve
subsidized. BSM provided 737.25 hours ofOA3E respite care this month. Bayshore Manor has
eight OA3E clients.
There are two clients on the wait list.
Revenue for November 2009
Expenditures for the same period
Percentage of the budget spent year to date
1,169
115
59
$3,750.00
$6,107.47
$34250.98
$67528.40
11.86%
LIBRARY
. The use of Library services continued to grow in several areas as circulation totaled 34,077
items, a 16% increase over the month last year.
. 485 new Library cards were issued in October, bringing our total cardholders to 42,282-a
significant percentage of the County population.
. 36,958 customers used Library services onsite, and reference questions totaled 7,524 for the
month, 10% above the number for last year.
. The Monroe County Public Library is now participating in the state-wide Ask-A-Librarian
live virtual reference service. During October, thirteen Monroe County residents used the
service that offers live help from librarians from 10 a.m. to midnight Sunday through
Thursday, and from 10 a.m. to 5 p.m. Friday and Saturday.
. Library volunteers discovered in the Key West Library's historical archives two never-
before-published photographs of Rita Hayworth. The 1954 images, showing the actress with
her day's fish catch at Charterboat Row, were scanned and are now enjoying popularity on
the Library's online Flickr gallery.
. Library staff has been taking part in demonstrations of several different automation system
packages, as preparation for our impending change of system. Weare hoping to be able to
piggyback with another Florida County contract, saving the time and cost of the RFP
process, and are working with staff in Purchasing to facilitate this process.
. We are taking a cautious approach to initial spending of the FYI0 budget, especially in areas
of discretionary funds.
EXTENSION SERVICES
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. Number of services provided: 445 phone calls, 60 office visits, 27 visits to clients, 17 group
teachings with 658 participants, 6 media submissions, and 648 bulletins distributed. Total
Budget for FY 09/10: $186,213.00; Year to Date Expenditures and Encumbrances:
$15,693.68; Remaining Balance: $170,519.32; Percentage of budget spent and/or
encumbered year to date: 8%.
The Extension Director accomplished the following tasks:
. Participated in the annual statewide County Extension Director's in-service training via the
Polycom videoconferencing program.
. Facilitated the monthly meeting of the Monroe County Green Initiative Task Force (GITF).
Major items of discussion were: preparation for the State Energy Efficiency and Clean
Energy grants, and a review of the County operations greenhouse gas inventory. GITF made
a motion to request the BOCC to establish an Employee Green Team to draft a Climate
Action Plan for government operations. GITF also wants a community-wide Greenhouse
Gas Inventory and Climate Action Plan developed following either the ICLEI or EP A
guidelines.
. Participated in a DOE-sponsored Webinar about Property Assessed Clean Energy Loan
Programs for funding energy efficiency and renewable energy community programs.
. Participated in two conference calls related to the Florida Energy and Climate Commission's
Energy Efficiency and Conservation Block Grant RFP.
. Attended a meeting of the Key West Lighting Task Force where street light efficiency and
the need to reduce night sky light pollution are being addressed.
. As a member of the Marine and Port Advisory Committee, participated in a meeting to
discuss the proposed FWC Pilot Program for regulation of boaters adjacent to established
mooring fields.
. Participated in a four-day event of the 2nd National Meeting of the Fishery Management
Councils' Scientific and Statistical Committees in St. Thomas, USVI. The primary topic of
discussion was the revised methods for establishing "Acceptable Biological Catches" under
the new congressional mandates.
The Environmental Horticulture Agent accomplished the following tasks:
. Set up a composting and rainbarrel education booth at the R4 Fairs in Key West, Key Largo,
and Big Pine Key. Twenty-four Master Gardeners answered 300 clientele's questions and
distributed 295 publications.
. Set up a horticulture education booth at two Garden Club Plant Sales: one in Key West and
one in Key Largo, run solely by a total often Master Gardeners.
. Held six regional plant clinics (two in Key West, one on Big Pine Key, one in Marathon,
and two in Key Largo) with the help of 17 Master Gardeners assisting 25 clientele.
. Made six site visits: two in Key West regarding the Pink Hibiscus Mealybug, and the new
community garden location; one in Marathon: Buccaneer Palm problems; three in Key
Largo & Tavernier: Sphaeropsis Gall on Green Buttonwood, Mahogany, and Gumbo Limbo
trees.
. Released parasitic wasps at seven locations: four in Key West; one on Ramrod Key; and two
in Marathon.
. Updated her blog, "Florida Keys Landscape Advisor" with three articles: "Two Spotted
Spider Mites," "Bagworms," and "Got Thrips?"
The Family, Youth, & Community Development Agent accomplished the following tasks:
. Worked with the County Grants Administrator to formulate ideas, compile research
information, and develop grant proposals for the State Energy Efficiency Block Grant. As
part of this work group, she participated in a Federal Climate Commission teleconference
regarding application ranking.
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. Presented Greenhouse Gas Emissions information to the Monroe County Green Initiatives
Task Force, which included information about how and why an audit is done, development
and progress of the Monroe County Municipal Audit, and the Climate Action Plan.
. Held a green purchasing meeting with local suppliers to add local product availability to the
program which targets local businesses and municipalities to provide education about green
purchasing policies and practices.
. Participated in a telephone conference call for statewide ICLEI members to discuss state
grants, greenhouse gas audits, and sharing resources.
. Gave a presentation to the Key West Attractions Association members on how to develop
contingency plans and safety measures for their employees and customers in regards to the
HINl flu virus and seasonal flu virus.
. Taught four High School Financial Literacy Program classes about compound interest and
the "Rule of 72" which is a simple mathematical equation which asserts that the length of
time it takes to double your investment dollars can be found by dividing the number 72 by
the interest rate. For example, if you invest $200 at 6% it would take you 12 years to double
your money; at 9% it would take 8 years.
GROWTH MANAGEMENT
EMERGENCY SERVICES
Fire Rescue
. Submitted SAFER grant quarterly report and payment request for period from 06/20/09
through 09/19/09 and received revenue in the amount of $175,005.77. Total revenue for
FY2009, the first year of the SAFER grant, totaled $665,244.68.
. Collective bargaining session with IAFF 3909, November 16th.
. Presented status update of Monroe County Fire Rescue's capital improvement projects on
November 18th to the Board of County Commissioners.
Training
. Employees watched Sexual Harassment and Violence in the Work Place Videos.
. Worked on the training schedule for 2010.
. Continued to monitor construction progress of the 3000 Gallon Tanker, delivery expected
mid January. Reviewed the RFPs for the Class A Pumper, forwarded recommendation, and
received Board approval for purchase. Reviewed piggyback contract for Ambulance,
forwarded recommendation, and received Board approval for purchase.
Fire Marshal
. Reviewed 30 commercial plans for adherence to building and fire codes and 3 final
inspecti ons.
. Investigated 1 electrical fire in Key Largo.
. Met with the Engineering Department of the FKAA regarding hydrant upgrades in the
Lower Key.
Emergency Management
. Conducted an Emergency Preparedness presentation at the Juvenile Detention Center.
. Reviewed and approved the final draft of the Monroe County Recovery Plan.
. Conducted Joint Shelter Task Force Meeting.
. Participated in the Regional First Responders Radiation Training.
. Processed modification for the Severe Repetitive Loss agreement.
Trauma Star
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. Hired Battalion Chief Emergency Medical Services, Chris Musser.
. Participated in Aviation at Marathon Airport, providing information to the public about our
role in public safety and benefit to our community.
. Participated in airway class at Islamorada Fire Rescue Station #20 presented by Dr. Joseph
Scott from Jackson Memorial Hospital.
Upper Keys Health Care District
. No report
PUBLIC WORKS
. Pollution Control removed over 32 tons of debris illegally dumped in County rights of way,
and 8.35 tons for other departments (10,960 Ibs from the Key West Garage; 2,620 Ibs of
tires from the Plantation Key Garage; an abandoned boat trailer for the MCSO weighing 920
Ibs, and 2,200 Ibs of invasive exotics for the Land Authority)
. Solid Waste Mgmt. is working to remove exotics from the stormwater retention berm and
riprap as required by our FDEP permit
. Contractor completed installation of Decorative Tiles at the African Cemetery Memorial at
Higgs Beach
. Completed in-house installation of ten bronze plaques at the African Cemetery Memorial at
Higgs Beach
. Facilities Maintenance and a team of inmate trustees completed refurbishment and painting
of the Key West Garage's covered work areas, saving the County many thousands of dollars
. Completed order for one new Emergency Management vehicle
. Processed request for one new Fire Rescue vehicle
. Prepped and processed one used vehicle for new Recycling Coordinator
. Prepped and processed one used vehicle for the new Growth Management Division Director
. Prepped and processed one used vehicle for Solid Waste Management
. Gathered information and updated list of Feet Management liaisons for FY 2010
. Processed surplus bid information to advertise two County Fire Trucks
. Completed/updated Admin. Instruction (Fleet Management Policies, and Procedures
Manual)
. Fleet's technicians performed daily repairs on the County's Emergency Generators,
vehicles, and equipment saving thousands of dollars, plus down time, rather than
transporting and retrieving units to/from contractors located on South Florida's mainland
. Attended R4 Fair on November ih at BP Park, to help educate residents on proper recycling;
Waste Mgmt. handed out 200 recycling bins
. Attended R4 Fair on November 15th at KL Comm. Park
. Held free E-waste recycling events on November ih at the Cudjoe Key Transfer Station (six
pallets of items collected), and on November 15th at the KL Park (12 pallets of items
collected)
Engineering Services:
. 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 was held on
November 12, 2009; staff reviewed six requests for information, construction schedule,
maintenance of traffic plan, LAP/ARRA required documents; Engineering issued Notice to
Proceed effective November 30,2009; construction is schedule for 60 days.
. Geiger Creek Bridge Project - BOCC gave approval to negotiate a contract with MACTEC
for Construction Engineering and Inspection Services at the November 2009 meeting;
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responses to the Design/Build RFP for repair work were opened on November 24,2009; the
County received four responses that will be scored by staff. Purchasing will announce the
technical scores and open the bid price proposals on December 15, 2009.
. Hurricane Wilma 2005 - Staff working with FEMA and Dept. of Emergency Management
to close out Marine Debris project worksheets from 2005. Staff provided close out
documents to FEMA for the Marine Debris final disposal project worksheet. Anticipate
approximately $82,000 additional reimbursement upon close out.
. Boca Chica Road Repair project (Hurricane Wilma) - Staff submitted Environmental
Resources Permit application to South Florida Water Management District and U.S. Army
Corps of Engineers. Staff requested an extension from FEMA until August 2010 for
completion of project due to length oftime for appeal response. (ongoing).
. South Florida Water Management District Grants -Grant agreement for $250,000 for
FY2010 was approved on the October 2009 agenda; staff is routing paperwork for
execution.
. Request for Qualifications for Ongoing Engineering Services -Staff preparing contract
forms and obtaining cost proposals from firms. (ongoing).
. 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 by
Christmas.
. 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. Ongoing.
. Pigeon Key Ferry Service - Staff processes monthly invoices from ferry contractor and prepares
reimbursement requests to DOT for payment through Joint Participation Agreement for ferry
service funding. Amendment to extend service through June 2010 will be on the December 2009
agenda.
. 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).
. 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
vari ous muni ci pali ti es. (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).
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. FDOT Sign Permit Request - staff is submitted a sign permit request to DOT for the driveway
connection for the Medical Examiners Building at the request of the Overseas Heritage Trail
Coordinator. (ongoing).
. No Name Key Bridge/Keys Energy - Engineering staff is working with County Attorney,
Growth Management and Keys Energy regarding installation of electrical service infrastructure
on No Name Key Bridge and county right of way. Staff will be drafting letter to Keys Energy
confirming 1951 Resolution giving the utility right to install electric transmission equipment on
County roads & bridges.
. Duck Key Bus Shelter - staff working with Clear Channel on request from Hawks Cay Resort
to install a bus shelter on US 1 at Duck Key. Staff is coordinating with DEP Overseas Heritage
Trail and DOT proj ect staff.
. Burton Memorial United Methodist Church Road Abandonment - staff researching historical
right of way abandonment with Property Appraisers office to determine status of 1992 petition
previously approved by BOCC.
Engineering Services Ongoing Work -
. General Right of Way permits reviewed - 6
. Right of way permits issued - 5
. Inspection of completed right of way work - 4
. FKAA pavement cuts notification for inspection received/routed - 8
. Assistance to code enforcement on right of way issues: inspection of locations with potential
violations, providing engineering opinion of circumstances - 6 locations
. 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 Evaluation Assessments
reports placed in the Key West Library, Marathon Library and Key Largo Library is
ongomg.
. 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 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 submitted new proposal on September
23rd. Contract submitted to Bender for signature. Expected to be on December BOCC
agenda.
. 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, Medical Examiner Facility and the Big Pine Key Fire Station #13.
. 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 but not yet signed by
Tower/OHL.
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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 Proj ect
Management, consultants and County Attorney's on October 15th 2009. Ongoing
litigation.
. 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 December 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: .
Total funds reimbursement received as of Nov. 5th 2009 is $144,510.75.
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 FY20 1 0 - Staff creating budgets, scope of work and proj ect
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 projects which have
received DAC approval: Request for proposal (RFP) is being written and submitted to legal
for 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.
. 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
12
o Navarro has completed installation of electronic holding cell doors. All doors were
tested and were functioning properly. All security equipment in building appears to
be complete and functioning properly. Braswell Co. has been notified by County
Attorney to correct grouting problem(s) with exterior brick and stone.
. Emergency Operations Center - Marathon Airport
. Design Development phase: Full project design review with all disciplines took place at the
ADG offices on November 2nd. "Near Bid Ready" plans were received for County review on
November 11th. County comments were returned to the AlE on November 18th. Final "Near
Bid Ready" package documents are being assembled for submittal to FDEM on November
30th 2009.
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
Certificate of Occupancy issued August 10, 2009. Fire Fighter helmet sculpture in progress.
Walk through of Fire Station with PFEC, Blue Water irrigation and MCPW was completed
on Thurs. November 5th. Still waiting for 1% close out documents for the window
installation ARSO Enterprise Inc. Should receive them on or before November 25th. All
warranty issues are being addressed by the contractor (PFEC)
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.
Awaiting final inspection by FWC before submission of final reimbursement request.
. 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 218t 2009 to the BOCC for
authorization to enter into negotiation with 4 top ranked firms for continuing contracts.
Received signed contracts from top three (3) ranked which will be presented to the BOCC
for approval at the December 2009 meeting. They are CH2M Hill, William A. Horn and
MBI K2M. Contract with CSA will be submitted to BOCC at the January 2010 meeting.
. 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 2nd week of November. Fire hydrants were completed.
Islamorada's Planning Department advised the contractor that the landscape payment will be
used as an offset to cost of using the Public Works property for their sewer lift station.
Contractor is still waiting final inspection sign off.
. Medical Examiner's Facility Wetlands Mitigation - no change in the regulatory aspects of
permit compliance. Met with the contractor and Land Steward to review maintenance
requirements imposed by the USACOE and SFWMD permits. Land Steward regular
maintenance started.
. Conch Key Fire Station-. Building Dept permit reviews continue. FDOT has required a
landscape permit application be completed before issuing their approval for use of the leased
parcel.
o Grant Submittal: Grant requesting a 50 % Federal match in the amount of$I,351,529
for the construction of the Conch Key Fire Station is in federal review process.
13
. Marathon Courthouse Renovations - Draft MEP drawings and specs. received on November
20th 2009 after architect has advised he has replaced the M-E-P engineer.
. Stock Island Fire Station - RFP is being prepared for approval by BOCC to advertise.
Expecting to be on the January 2010 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 - Two (2) storm water plan reviews were completed.
. Higgs Beach Restroom Renovation - Architect to be selected December 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. Second meeting being held Monday November 23rd , 2009.
. Nelson Gov't Center - Ongoing support for post occupancy warranty work continues.
. 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 141 work orders for the month of November, installed second new domain
controller, installed additional data on Alchemy and updated clients, repaired Marathon EOC
generator restoring servers and SAN after a power failure, installed data circuit at Big Pine Fire
Station, continued iPhone software updates to new image, pushed out new Microsoft security
updates, reconfigured DNS schema for internal county Network.
VETERANS AFFAIRS
Clients Assisted: 1773
New Clients Assisted: 53
Field Visits 11
Benefits Delivery At Discharge 6
Van Clients Transported: 150
(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 November, $62,523.00 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.
14
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