Item M1MEMORANDUM
Office of the County Administrator
TO: Board of County Commissioners
FROM: Debbie Frederick
Deputy County Administrator
DATE: July 4, 2009
SUBJECT: County Divisions' Monthly Activity Report for July, 2009
MONTHLY ACTIVITY REPORT - JULY, 2009
KEY WEST AIRPORT
• In July we had our annual FAA Airport Inspection. I am happy to report that for
the fifth year in a row, KWIA passed with no discrepancies and no
recommendations earning us a perfect score.
• We received our South Florida Water Management District permit for the
Runway Safety Area. We've been told that Last Stand does not intend to appeal
our pending permit with the Army Corps of Engineers, so we should be able to
begin this vital safety project in the fall.
• Phase 2 of the new terminal project was completed on July 10th when we opened
the remodeled and expanded departure area. This facility now has a food and
beverage concession, seating for 300, six departure gates, and for the first time in
30 years, restrooms.
MARATHON AIRPORT
• Part 139 Certification Inspection was conducted by the FAA of the Florida Keys
Marathon Airport (MTH) on July 8 & 9, 2009. The Airport was found to be in
compliance with all of the requirements of Part 139, the Airport Certification
Manual, and the Airport Operating Certificate; no discrepancies were noted. This
is the sixth consecutive year that MTH has been in full compliance.
• ALP update was approved by the BOCC at a special meeting on July 13, 2009 for
transmittal to the FAA. Airport Layout Plan (ALP) for Florida Keys Marathon
Airport has been conditionally approved by the FAA.
• Air Operations Area (AOA) Non -Movement Area Training Program
implementation 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: purchase order issued for
emergency installation of motorized roll -down shutters on storefront windows; a
Notice of Calling for Sealed Bids will be advertised for shutters for remaining
I
windows.
• Perimeter fence & gates installations are substantially complete.
• Construction of generator building and electrical vault is substantially complete.
• Passenger Terminal HVAC system components have been ordered by contractor.
• Notice has been received of a funding appropriation for the Environmental
Assessment associated with the runway extension and runway relocation
proposals.
EMPLOYEE SERVICES
I. Website Update (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:
JULY 2009 Turnover:.40% Turnover as of July 2009: 5.40% Turnover as of last
Julv 2008: 12.58%
Resignations:) Terminations:0 Retired: 1 Deceased:0 Layoffs:0
Resignation < 3 yrs; Retirement 10-13 yrs.
Major Activities/Meetings:
• Bi-Annual Safety meeting held with division employees.
Human Resources
■ 3 Pre-D Hearings
■ Minimum Wage poster updated throughout county buildings
■ IAFF Negotiations
■ Teamsters Negotiations
Risk
■ Met with Lisa Shaw of Marsh to introduce Yasmin Bahita's new team
member of Marsh. Discussed the coverage of the EMAS Blocks for the
Runway Safety at the Airport to Property Policy.
■ Met with Ray Witkowski of VFIS to discuss the yearly renewal of Emergency
Apparatus. Reviewed Vehicle Schedule to assure that all information was
accurate.
Benefits (Group/Workers Comp)
■ RFP Addendums distributed: Wkrs Comp TPA & Excess Carrier
Safety
■ In process of updating safety representatives for all departments and
buildings.
■ SARB meeting held
■ Annual review of employee DL checks.
0a
BUDGET & FINANCE
Budget Analysts:
• Completed 2010 Budget Books in preparation for July budget meetings
• Review grant contracts, process budget transfers, resolutions, PAF's, and
prepare/review August BOCC agenda packet before final submission
• Estimate revenues, expenditures, and balance FY 2010 KW Airport funds.
• Prepare resolutions, set-up new budget accounts and true -up GMD, Social
Services, and Airports grant revenue budgets.
• Budget Transfers (Expenditure and Project transfers)
• Reports — Reviews a Balance Sheet by Fund Daily to verify all funds are
balanced.
• Reports — Monthly Expenditure Status Report and Expenditure Audit Trail
Report is printed and forwarded to Lower Keys AARP, Big Pine AARP and
Middle Keys AARP with an attached Memo outlining the available balance
remaining for this fiscal year.
• Input data from Budget Preparation Worksheet into Gov Max. Reports
printed.
• Resolution budget transfers monthly (Expenditure, Revenue and Project
transfers)
• Prep bills for Finance/Accts Payable
• Prepare 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.
• Typed DR 420's; Researched old Pos; Prepared gas/diesel billing for Finance;
Prepared Florida Unemployment Compensation Fund Reimbursement;
Prepared two request to purchases; Prepared postage billing for Finance
• Assisted in preparation of the Budget Book for FY2010
• Reviewed Travel Expense Reports, then forwarded to Finance.
Purchasing Department
• Total purchase orders processed 343
• Total orders placed for departments 46
• Total orders entered for departments 55
• Office Depot orders processed 40
• Staples Orders processed 2
• We opened 6 bids and processed another 2 which was below average from the
previous months. Addendums entered 12, contracts reviewed 16, and bills
paid 7, and voided 10 purchase orders. We also processed 882 pieces of mail
which was average from previous months.
Grants Administration Department:
3
2010 Byrne JAG Recovery Act Grant: Completed application package for this
$410K grant. Completed agenda item for this grant in June; however,
revisions/modifications were made to all four applications and all budgets
converted into unit -cost budgets as per FDLE direction.
2010 Byrne JAG "Regular" Grant: Continued application process for this
grant. Collected distribution agreement letters from all municipalities.
Completed draft narratives and budgets for all four of these regular JAG grant
applications; prepared agenda item for grant application.
Reviewed, approved, processed invoices for all current HSO, HSAB, Byrne
and RSAT grants.
Began working on 2010 contracts for HSAB and BOCC-direct funded
organizations in preparation (36 contracts in total).
Modification of HSO contract language to reflect concerns regarding audit
requirements in coordination with county attorney and county clerk.
Review of all 2009 contracts for contract compliance
2009 JAG grants: Completed quarterly programmatic and financial reports
2009 RSAT grant: Completed quarterly programmatic and financial report
• Strategic Plan: compiling of minutes of all community meetings in preparation
for posting on website; continued collection and inputting of survey
responses.
FEMA Storms Ike and Fay: Securing and tracking payments for various small
project PWs for Hurricane Ike and TS Fay (have rec'd approx $300,000 to
date). Continued communications with State and FEMA officials to obligate
balance of funds owed to County. Continued communications with State on
problem PWs.
FEMA Storms Wilma and Dennis: Continued closeout work for Wilma PWs.
Completed closeout of large PW (marine trap debris); and in process of
closing out several others. Completed last PW for final closeout of Dennis
(secured an additional $147,000.) Responding to ongoing follow-up questions
and information requests from FEMA joint field office on closeouts of old
marine debris PWs.
COMMUNITY SUPPORT SERVICES
In -Home and Nutrition Services (IHNS)
OAA, Older Americans Act Programs:
Nutrition (Information in this section is for the period 6/21/09—7/20/09)
• C-1 Congregate Meals totaled 879 units this month, an underachievement which
is typical during the slower summer months. However, the Big Pine mealsite is
scheduled to re -open soon, and outreach efforts have begun to increase mealsite
attendance in the Upper Keys.
• C-2 Home -Delivered Meals totaled 2282 units, an underachievement which was
caused by the unexpected loss of several clients. However, we have added eight new
clients in the Middle and Upper Keys, eliminating any wait list for clients with high
nutrition eligibility scores.
In -Home Services (Information in this section is for the period 5/21/09 — 6/20/09)
4
III-B Screening and Assessment: 28.25 units this period, 90.87% year-to-date
achieved, 40.86% overachieved. 53 clients on the waiting list.
• III-B Homemaking: 101.5 units this period, 30.16% year-to-date achieved, 19.85%
underachieved. 60 clients on the waiting list.
• III-B Personal Care: 133.5 units this period, 67% year-to-date achieved, 16.99%
overachieved. 23 clients on the waiting list.
We have spent $52,851.22, 48.24% of III-B funds, which is 1.77% underachieved. We have
improved this number by adding new clients to this program.
III-E Facility Respite: 295.25 units this period, 20% year-to-date achieved, 30.01%
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 June 2009:
• Case Management: 10 units for the month were produced; 83.75 units year-to-
date.
• Homemaking: 123.5 units for the month were produced; 649.25 units year -to
date.
• Home -Delivered Meals: Monthly units were 145 meals; 1170 meals year-to-date.
• Personal Care: Monthly units were 12; 118.5 units year-to-date.
Overall Program Achievement was 62.94 %, 37% underachieved.
CCE (Community Care for the Elderly) for the period 5/21/09 — 6/30/09:
• Case Management: 83.5 units for the period and 991 units year-to-date. 100%
achieved year-to-date. There are 83 clients on the waiting list.
• Intake: 6 units achieved and 53.5 units year-to-date. 100% achieved year-to-date.
• Homemaking: 751.75 units for the period and 8454 units year-to-date. 100%
achieved year-to-date. There are 77 clients on the waiting list.
• Personal Care: 464.75 units for the period and 4677 units year-to-date. 100%
achieved year-to-date. There are 24 clients on the waiting list.
• Respite: 334 units for the period and 1259.5 units year-to-date. 100% achieved
year to date. There are 10 clients on the waiting list.
CCE overall is at 100% achievement at the end of the contract year.
ADI (Alzheimer's Disease Initiative) for the period 5/21/09 — 6/30/09: 119 units were
produced in the period and 2570.5 units year to date. 103% year-to-date achieved, 3%
overachieved at the end of the contract year. There are no clients on the wait list.
HCE (Home Care for the Elderly Program) for the period 6/16/09 - 6/30/09: 22.25
billable units this period, 224.50 billable units year-to-date. Current spending level year
to date is at 84.27%, 15.73% underachieved at the end of the contract year.
Monroe County Transit (MCT)
Department Activity for July 2009
• One-way trips provided:1911
• Unduplicated clients served: 234
Special Needs Clients registered: 365
• 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: $2,194.71
Expenditures: $40,445.05
Percentage Spent Fiscal YTD: 73.2 %
Community Support Services (CSS) / Compliance
In the month of July 2009 we had: 21 New Welfare cases
404 Office visits
19 Home and field visits
Incoming calls + referrals Combined total [2,242]
We served (59) unduplicated Welfare client households
(17) New EHEAP cases. Total $6,063.32
Low Income Home Energy Assistance Grant Program cases totaling $17,618.85 (76 -cases)
Low Income Crisis Assistance cases totaling $21,718.33 (55 —cases)
Spent in July: $ 39,337.18 (131 —cases)
(129) cases peer reviewed by staff - including paupers, & scripts.
• 1 staff member attending the SHAL meeting in Key West.
• Interviews were held for the open Case Manager Position in Marathon.
• 7 offices were cleaned out for the process of leasing spaces in August.
Bayshore Manor (BSM)
Bayshore Manor's current census is 16 residents. The current census is five
private pay and eleven subsidized. Bayshore Manor provided 253.25 hours of
OA3E respite care this month. Bayshore Manor has six OA3E clients.
There are two clients on the wait list.
Revenue for July 2009 $31170.60
Expenditures for the same period $48028.61
Percentage of the budget spent year to date 77.95%
LIBRARY
• Although the summer time is traditionally not as active for Library users, this
summer is proving an exception as Library usage continues to increase in several
areas. Circulation totaled 33,741 items in June, an increase of 26% over last
year's total for the same month, and 403 new Library cards were issued, an
increase of 27% from the previous June. Reference questions rose by 23% over
last year, totaling 7,000 for the month, and overall Library visits rose by 5%, with
a total of 37,282 visitors in our five branches.
• The number of Monroe County residents logging into the Horizon Information
Portal (online catalog) showed a noteworthy increase of 64%. Residents use this
site to request and renew library materials and to review their Library accounts.
• Library volunteers have begun loading the Christopher Belland postcard
collection onto our Flickr site. Before any publicity activities had even begun, the
ro
images received nearly 750 views during a recent week. This scanning project is
expected to be completed by November, thanks to our willing workers.
• Library spending for the FY 2009 budget year continues in pace as we enter the
final months of the fiscal year. As we near the close-out of various line items, we
are looking more frequently to the State Aid to Libraries Grant and donations
from patrons and our Friends groups for funding items needed for our very
popular summer programs as well as for our materials collections, especially in
the print format.
EXTENSION SERVICES
• Number of services provided: 350 phone calls, 40 office visits, 41 visits to clients,
21 group teachings with 213 participants, 7 media submissions, and 305 bulletins
distributed. Total Budget for FY 08/09: $186,485.00; Year to Date Expenditures
and Encumbrances: $165,325.58; Remaining Balance: $21,159.42; Percentage of
budget spent and/or encumbered year to date: 88%.
• The Extension Director finished teaching the fourth 40-hour solar photovoltaic
installation class through Florida Keys Community College. Classes have been
held in Key West, Marathon, and Key Largo. To date, 51 local electricians,
contractors, and others have completed the course with 21 advancing to attain the
North American Board of Certified Energy Practitioners "Photovoltaic Entry -
Level Certificate of Knowledge" by passing a national exam.
• The Environmental Horticulture Agent trained 14 Master Gardener volunteers on
the techniques for releasing 3,000 parasitoid wasps, which are host specific to the
Pink Hibiscus Mealybug, at 11 locations throughout the Keys.
• The Family, Youth, & Community Sciences Agent worked with members of the
Monroe County Green Initiatives Task Force (GITF) to provide resources and
information for grant applications and project development. The Agent also
worked on the Greenhouse Gas Emission Audit, and attended ICLEI's Local
Government Operations Protocol (LGOP) Training via Webinar. The LGOP is the
new national standard for local government emissions inventories. Understanding
the LGOP will be useful for Monroe County government's inventory and any
report written to convey this information to legislators or the public.
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
July 2009
July 2008
July 2007
Ending July
FY 2008
in FY 2007
2008
To
July
2009
Building
$2,790,632
$2,857,684
$2,769,314
$2,172,128
$2,090,613*
$1,922,271
+4%
Permit
Licenses &
Permits
%I
Planning
$430,000
$488,081
$532,000
$510,693
$579,247
$579,838
-12%
Department
Fees
Code
$90,000
$110,412
$97,940
$254,067
$92,978
$76,458
+ 273%
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
July
July
July
Ending
July
2008
To
July
2009
Growth M mt. Admin.
$916,526
$648,098
$1,637,473
$352,818
$616,482
$1,095,323
-57%
Building
$2,434,746
$2,311,238
$2,299,758
$1,785,522
$1,834,658
$1,822,658
-3%
Code Enforcement
$1,009,885
$894,006
$1,021,256
$786,202
$702,903
$884,879
+12%
Planning
$1,149,516
$878,366
$1,333,008
$705,703
$718,387
$1,108,628
-2%
Environmental Resources
$299,302
$330,016
$313,488
$227,668
$266,131
$250,917
-14%
Planning Commission
$100,541
$88,345
$86,226
$67,947
$73,552
$68,956
-8%
Comprehensive Plan
$358,400
$74,655
$290,478
$26,495
$45,679
$211,159
-58%
Geographic Info. (GIS)
$314,133
$181,935
$310,576
$108,542
$131,024
$181,010
-17%
Marine Resources
$55,051
$84,753
$235,623
$42,908
$70,374
$168,598
-39%
Pump Out Boat
$68,587
$64,640
$48,275
$57,365
$49,939
$44,673
+15%
Marine Resources Office
Marine Resources Functions:
• Handled approximately 40 customer inquiries; performed 5 site visits
• Drafted new safety and operational procedures for the Pumpout Boat Operator
• Removed 4 derelict vessels
• Submitted mangrove trimming permit to DEP for Tarpon Creek.
• Prepared an evaluation of the current County Pumpout Program including
potential for purchasing a second pumpout boat
• Collected and reviewed data regarding marine debris removal contracts in other
counties
• Developed draft list of post -hurricane marine debris removal staging areas
• Drafted a resolution clarifying staff procedures for marine debris removals
• Worked with the Property Appraisers Office to re-evaluate property boundaries
extending in to Boot Key Harbor
• Coordinated with Office of Greenways and Trails and the Offshore Fishermen of
Florida regarding trap storage areas and the development of the bike trail
8
• Attended the CBRS virtual meeting for the CBRS Pilot Program. Drafted letter
requesting exclusion from several proposed CBRS areas.
• Coordinating with the Village of Islamorada and the Florida Keys National
Marine Sanctuary regarding the expansion of the Snake Creek Wildlife
Management Area
• Completed channel marker and regulatory marker surveys of the lower keys
Vessel Pumpout Program Functions:
• Pumped out 65 boats
GIS Office
GIS Projects
- FLUM (on -going)
- Zoning updates
- Habitat — Photoscience, Terramar
- FLUM Amendments - Planning (maps for Ads and
Meetings)
- GIS Server/Intranet Site Maintenance and data updates/editing (on -going)
- GIS Planner Opening — Job Description
GIS Data/Map Requests
- Cudjoe/Sugarloaf Contour Maps — Bill Hunter
- Cudjoe Regional Wastewater Maps — Liz Wood
- CBRA Pilot Project
- LiDAR Data Request — FAU
- Ortho Data Request — McCain & Assoc.
- Bridge Lat/Long — Jose Tezanos
Addressing
- 61 Address Assignments
Code Enforcement Office:
Number of New Cases Opened
252
Number of Inspections completed
1751
Number of Cases Heard before Special Magistrate-
126
Fines Collected
$ 26,020.65
After the Fact Fees Collected
$ 20,570.00
Number of Contractor Citations Issued
12
Number of Contractor Citations Heard
5
Totals Collected
$ 46,590.65
Planning & Environmental Resources
Current Planning Category:
Appeal to Planning Commission in Progress
1
Alcoholic Beverage In Progress
1
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 in progress
7
Conditional Use, Minor, Applied
2
D]
Conditional Use, Minor, Permit issued 1
Conditional Use, Minor in progress 8
Conditional Use, TDR in progress 2
Conditional Use Time Extension, Issued 1
Development Agreement completed 1
Home Occupational Permits applied 1
Home Occupational Permits issued 2
Home Occupational Permits in progress 1
Road Abandonment in progress 5
Setback Waiver, Administrative, applied 1
Setback Waiver in Progress 1
Variance, Administrative Applied 1
Variance, Administrative in progress 3
Variance, Planning Commission, applied 1
Variance, Planning Commission, in progress 1
Permits Reviewed & Processed
126
Vacation Rental applied
8
Vacation Rental issued
8
Site visits (2 persons)
4
ROGO related applications
ROGO Exemptions, Applied
4
ROGO Exemptions/Denials
2
Meetings
Pre -Application meetings with potential applicants
1
(2 persons)
Administrative Meetings
Development Review Committee/Agenda Items
2/2
Planning Commission/Agenda Items
2/7
Customer Service
In -person inquiries estimated at 5 per day per planner (2)
300
Telephone inquiries estimated at 10 per planner (7) per day
2100
Email inquiries estimated at 5 per planner (7) per day
300
COMPREHENSIVE PLANNING CATEGORY
LUD Map Amendment, adopted
2
LUD Map Amendment, denied
1
Meetings
Staff meeting on FLUM amendment project for Land Steward
1
Meeting regarding how to integrate Engineering Department into
Platting process
1
Public meeting on SS/NA acreage sell off to FLA
1
Meeting with planner to discuss platting process on project
1
Researched:
Ocean Reef historical documents on Alchemy
1
Ex Officio member Comp Plan policy research
1
10
Replacement structures in Tier I-HCP 1
Board documents on "H" mitigation actions 1
Edited:
Public Facilities Capacity Report 1
HCP — 3rd Annual Report 1
Rockland Industrial Park Replat BOCC documents for August
Meeting 1
Assisted:
Computer help for Staff (includes Power Point, Excel, Pentamation,
And Alchemy 1
Wrote:
AIS and Memo regarding using "H" mitigation for all development 1
Letter to Big Pine Key resident on proposed projects' "H" 1
Other Items:
Assisted Planners with projects 5
Meetings on various planning related topics 4
Customer Service
Phone calls (Estimated 20 calls, 10 min.each) 200 minutes
Email correspondence, sent 76
Email correspondence, received 126
ENVIRONMENTAL RESOURCES PERFORMANCE REVIEW
Administrative Relief/Beneficial Use Applications
8
Code Enforcement Referral
19
Conditional Use Application Review
3
Land Authority Referral
1
Permit Application Site Visit
142
Letter of ROGO Land Dedication
1
Wetland Delineation
2
Other:
Turtle stranding
2
Site Visits [Miscellaneous]
32
Written correspondence/ biological assessments
Administrative Relief/Beneficial Use
4
Code Enforcement Assessment Memo
11
Land Authority Assessment
1
GIS Map (assorted)
33
Conditional Use Staff Report
2
Interagency Coordination (DEP, ACOE, FKEC, FL Park Serv.,
FWC) 29
Other:
Permit Application Review/Assessment
144
Meetings & miscellaneous
DRC
2
Phone Calls (estimated 3 persons)
500
Front Counter Walk-in (estimated 3 persons)
220
Building Department
11
NUMBER OF PERMITS
06/30/09-07/31/09
APPS SUBMITTED
447
PERMITS ISSUED
417
WALK THRU
86
CERT OF OCCUPANCY
13
INSPECTIONS
TOTAL
1901
AVERAGE PER DAY (24 days)
79
PER DISCIPLINE: BUILDING/ROOFING
1190
ELECTRICAL
289
PLUMBING
211
MECHANICAL(A/C)
96
GAS
11
PLANS REVIEWS
TOTAL
3 511
AVERAGE PER DAY
146
PER DISCIPLINE :ABO
254
BIO
91
BIO PEND
2
C.O.
---
CODE ENF 2
4
CODE ENF 3
2
COORD
155
ELECT
61
ENG
1
EXAM
137
FEMA
---
FILE
4
FIRE
22
FLOOD
75
M-STORAGE
3
MAR-BLDG
425
MECH
16
N-ROGO
1
OFFICIAL
2
P.K.BUILDING
1
PENDING
21
PLAN
43
PLUMB
25
READY
8
ROGO
1
ROOF
---
S.I. BUILDING
130
TRACK
4
UK-ABO
195
UK-BIO
118
UK-BLDG
399
UK -CODE
28
UK-COORD
356
UK -ELECT
93
UK-ENG
1
UK -EXAM
184
UK -FILE
24
UK -FIRE
85
UK -PENDING
64
UK-MECH
45
12
UK-NROGO
1
UK -PLAN
113
UK -PLUMB
61
UK -ROOF
26
UK -READY
180
UK-ROGO
4
UK -TRACK
46
ADDITION -RESIDENTIAL
72
AIR CONDITIONING
9
AIR CONDITION ING-WALKTHRU
1
ALARMS -RESIDENTIAL
(BURGLAR/FIRE)
2
BIO MISCELLANEOUS
1
BOAT DAVITS
34
BUILDING MISCELLANEOUS
33
CHICKEE HUT
66
COMMERCIAL BLDG-REPLACE
226
COMMERCIAL MISC
102
COMMERCIAL REMODEL
49
CONCRETE SLAB
36
DEMO
44
DEMO-FEMA COMPLIANCE
326
DOCK
204
DOCK/SEAWALL REPAIR
58
ELECTRIC MISC
16
ELECTRIC MISC WALK THRU
2
ENCLOSURE - OTHER
35
EXTERIOR CONCRETE REPAIRS
0
EXTERIOR RENOVATIONS
36
FEMA INSP SALE COUNTY
INSPECTION
0
FENCE/RETAIN WALLS-WALKTHRU
0
FENCE/RETAINING WALLS
26
FILL
59
FLOOR COVERING
0
GAS TANKS - GROUND
67
GENERATOR AUXILIARY
42
GENERATOR BUILDING
25
INTERIOR RENOVATIONS
40
LAND CLEARING
17
LAND CLEARING / EXOTICS ONLY
35
LANDSCAPE MISC
0
LAWN SPRINKLER SYSTEM
29
LP GAS TANKS
16
MH REPLACED WITH SFR
76
PAVING
42
PLUMBING - SEWER TIE-IN
5
POOL & SPA
86
PORCH -SCREEN
53
POST CARD A/C PERMIT
0
REMODELING - RESIDENTIAL
38
REPLACE SINGLE FAMILY
RESIDENCE
30
ROOFING -RESIDENTIAL
13
SEAWALL
25
13
SHUTTERS
18
SHUTTERS WALK-THRU
0
SIGNS
43
SINGLE FAMILY RES-MODULAR
1478
SOLAR UNITS
8
STAIRS
15
TRAILER-CONSTRUCT/SALES
16
WINDOW REPLACEMENT
31
EMERGENCY SERVICES
Fire Rescue
• Completed initial screening of 282 candidates for fall 2009 Firefighter Hiring
List. Fifty-two candidates successfully completed evaluations (27 Firefighter
Paramedics and 25 Firefighter EMTs) and are now eligible for consideration for
any position openings which occur over the next 12 month period.
• Completed annual Lieutenants Promotional Evaluations. Two candidates were
successful and are now eligible for promotional consideration.
• Began "Diversity in the Workplace" training for all Emergency Services
Personnel. Approximately 30% complete.
• Submitted SAFER grant quarterly report and payment request for period from
12/20/08 through 03/19/09 and received revenue in the amount of $227,005.10.
• Collective bargaining meeting with IAFF 3909, July 14, 2009.
Training
• Started Firefighter 2 class on 7/7/09 with 22 volunteers from Ocean Reef to Stock
Island.
• Completed the 40 hr State Accredited Live Fire Instructor Training (LFTI).
Monroe County
• Fire, Key West Fire and Key West Airport participated in the training.
• Conducted Physical Agility Testing for 54 Firefighter applicants.
• Attended the Monroe County Fire Chief s Meeting
Fire Marshal
• Reviewed numerous commercial plans for adherence to building and fire codes.
• Worked with the County Project Management Department to complete
submission of Recovery Act Grant Request for construction of Conch Key and
Stock Island Fire Stations.
• Completed various inspections including 3 day care facilities and the final fire
inspection for the new Big Pine Fire Station
• Performed fire investigation for structure fire on Big Pine Key, and continuing to
assist state fire marshal with investigation of two previous structure fires.
• Started two new projects in Key Largo, Laguna Bay Condos and Lakeview
Garden Apartments
Emergency Management
• Facilitated a County Joint Shelter Task Force Meeting
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• Conducted a Hurricane Preparedness Presentation with National Weather Station
Key West to High School Students
• Obtained UASI approval to provide funding for EOC Press Room equipment
• Inventoried all Shelter Bags and equipment
• Participated in Domestic Security Counter -Surveillance Radiological Device Pilot
Program
Trauma Star
• Community Education
o Trauma Star Flight crew sponsored Community educational opportunity on
Emergency Management of Scuba Diving accidents attended by 31
individuals
o Trauma Staf Flight crew participated in the Health Career Camp sponsored by
the Area Health Education Council.
• Continuing Education for Flight Crew to maintain highest level of Patient Care
o Training conducted at Ocean Reef for crew members related to hypothermic
management of post cardiac arrest patients
o Trauma Star flight crew served as evaluators for MCFR new recruit testing
• Critical Care Patient Care Delivery
o Through 7/31 1400, 14 patients were transported in July.
(6 Hospital to Hospital, 1 Stroke Alert from scene, 1 Cardiac Alert from
scene, 6 Trauma Alerts) There were 13 additional stand-by transports.
Upper Keys Health Care District
• One patient was airlifted from the UKHCTD.
• Researched insurance information and ultimately made payment for three patients
from prior months
ENGINEERING
Roads and Bridges Stimulus —
• Palm Drive Bridge — Notice to Proceed and executed LAP Agreement received
from DOT on July 17, 2009. Revised construction documents were submitted to
DOT for review and approval. Project is currently being advertised for bids and
bid opening is scheduled for September 10, 2009.
• Geiger Creek Bridge Project — Construction documents revised and submitted to
DOT for review. Staff working on revising contract documents based on updated
information and requirements from the American Recovery and Reinvestment Act
(ARRA) stimulus program.
• Bridge Repair (Surface Transportation Reauthorization Act) — staff provided
information and estimated project costs for nine county bridges to Senator
Nelson's office for submission for funding under the Surface Transportation
Reauthorization Act.
• 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 trap debris project close out. Anticipate
$499,000 additional reimbursement upon close out.
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• Staff provided close out documentation to FEMA and DEM for Derelict Vessel
project worksheet close out on July 15th. Anticipate $260,000 additional
reimbursement from FEMA upon review of documentation.
• 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.
• TS Fay/Hurricane Ike — Engineering staff is assisting grant management with
preparation and review of FEMA project worksheets for various projects. (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. Contacted monitoring firm representative to
provide updated information for hurricane preparation.
• South Florida Water Management District Grant 09 — Staff preparing second
reimbursement request for stormwater grant money. Staff is identifying
stormwater grant opportunities for the FY2010 period.
• Key Deer Sod Project — Staff issued Ecoscapes a Notice to Proceed on June 26,
2009. Project cost will be $10,760.10. Work was completed and payment is being
processed. 50% of the project cost will be reimbursed by stormwater grant.
• Request for Qualifications for Ongoing Engineering Services — Responses to the
RFQ were opened on July 28, 2009. The County received forty- four responses. A
selection committee is being formed to review and rank the responses and to
prepare a recommendation to the BOCC.
• The Vandenburg Project — staff reviewed two TDC contracts and the ILA
between the City of Key West and the County and provided memo to the City
regarding required paperwork for reimbursement of funds under the three
agreements. Ongoing work includes reviewing submittals from City of Key West.
• 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.
• 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.
• 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 is scheduled to begin in mid August.
• 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
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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)
• FDOT Road Projects — Staff reviewed construction plans and provided comment
letters and clear letters for DOT US 1 projects including: identifying County
maintained street lights that will require relocation, providing comments on design,
coordinating with DOT contractors, providing signal timing information to DOT
consultants as needed, meeting with Extension Services and DEP personnel to assist
in coordination of Overseas Heritage Trail construction and leased trap storage
locations on US 1 right of way on Conch Key.
• 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 has executed the
FY 2010 Traffic Signal and Street Light Maintenance Agreements with DOT and
invoiced DOT for FY 2009 fees. 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).
Engineering Services Ongoing Work -
- staff communicating with DOT to obtain information on constructing a paved pathway on
bayside of US 1 in Key Largo. (ongoing).
- provided comment letter on road abandonment application to Planning department.
- Staff reviewed and approved a right of way permit for ATT to place upgraded equipment on
Right of Way. Second ATT right of way permit denied pending approval of location by
DEP due to wetlands concerns.
- General Right of Way permits reviewed - 6
- Right of way permits issued — 4
- Right of way permits (work completed) inspected — 6
- FKAA pavement cuts inspected - 16
- Resolved resident complaint regarding road restoration on Harbor Drive in Key Largo.
- 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
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PUBLIC WORKS
• Pollution Control removed 44 tons of debris illegally dumped in the County rights
of way, and also collected 45 tons for other departments (5,740 lbs. from the Key
West Garage; 9,680 lbs. from Marathon Public Works, and 3,060 lbs. of tires
from the Plantation Key Garage).
• Pollution Control assisted in a clean-up project at East Martello Towers which
netted 16,580 lbs.
• Pollution Control and Road Department staff cleaned up the Tomato Stand
property in Key Largo where 56,420 lbs. was removed and the tipping fees were
waived at a savings of $2,595.32
• Facilities Maintenance Department trenched and installed new air and water lines
at the Key West Garage fuel station, allowing 24 hour access
• Purchased equipment that enables Fleet to perform test compression on H.D.
diesel engines, rather than paying a contractor for same (paid for itself after first
use)
• Revised Growth Management counter and installed shelves at the Nelson GC
• Completed renovation of Judge Ptomey's chambers
• Placed signage denoting the State Attorney on the PK Courthouse
• Replaced one a/c condenser unit at the Spottswood Building
• Installed a counter at the Key Largo Library
• Contracted overhead door repairs at the Tavernier Fire Station
• Replaced several electric breakers at the KL Transfer Station
• Had irrigation meter installed at Key Largo Park
• Provided MOT for MCSO July 4th. Parade
• Provided three jersey barricades for the Center Street road closing
• Assisted the FKAA meter repairs with tree/root removal in county right of way
• Completed construction of the PK Courthouse parking lot
• Provided inspection coverage of the Key Largo Wastewater operations during the
absence of the Engineering Department inspector
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. Staff updated the Florida Keys Council for People with
Disabilities at their meeting on July 23, 2009
• ADA Compliance Transition Plan Request for Qualifications —Staff has prepared an
agenda item requesting the BOCC select and grant permission to begin negotiations
with the number one ranked firm, Bender & Associates and if negotiations are not
successful to begin negotiations with the next ranked firm and continue in
consecutive order with ranked firms until an agreement is successful. provided an
update of the status of the ADA Transition Plan Project to the Florida Keys Council
for People with Disabilities ion July 23, 2009
• Warranty Support to Public Works — Staff is providing on -going warranty support to
Public Works for the Murray Nelson Government Center, the Freeman Justice Center
and the Medical Examiner Facility.
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• Litigation Support to the County Attorney Office — staff continues to provide on-
going litigation research, documents, and support for the Tavernier Fire Station,
Tropex v. Monroe County, Freeman Justice Center, Tower Group v. Monroe County
as well as Monroe County v. Gonzalez Architects
o Freeman Justice Center Litigation —Tentative settlement agreement has been
reached. Outside counsels have prepared draft agreement in coordination with
County Attorney's office to present to all parties and to the BOCC for
approval.
o Gonzalez Architect's Litigation — staff is researching and compiling
documents confirming cost to the county due to design errors by architect.
o Tavernier Fire Station Litigation — staff is researching and compiling
chronology and documents for Tropex v. Monroe County litigation support to
county attorney and outside counsel.
• ARRA Stimulus Fund Grant- Staff is actively researching and reviewing available
fund grants.
o FEMA- ARRA Fire Station Construction Grants: On July 10, 2009 staff
submitted grant application requesting a 50 % Federal match of $ 3,473,598
for the construction of two fire stations, the Conch Key Fire Station and Stock
Island Fire Station.
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 —Progress reports and invoice requests prepared by staff as per
Agreement #4600001593-FY2009 for stormwater work completed on the following
county projects:
o Big Pine Fire Station
o Lower Keys Wastewater Treatment Plant
o Key Largo Wastewater Treatment Plant.
• 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 — first inspection and pay application request review
completed
o Botanical Gardens — first and second inspections and pay application review
completed
o Tropic Cinema Renovation completed preliminary information review
o Ann's Beach Boardwalk Repairs completed preliminary information review
o Marine Mammal conservancy completed preliminary information review
o Creation of Butterfly Garden completed preliminary information review
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o Sombrero Beach Playground Equipment Replacement completed preliminary
information review
o Tennessee Williams Theater Fire Curtain completed preliminary information
review
o Dolphin Research Center completed preliminary information review
o Marathon Community Theater completed preliminary information review
• Freeman Justice Center- All Construction Completed — Close -Out Phase on -going
o As-builts Drawings: The third revised set of security system as-builts is being
verified for each door and floor by staff
• Emergency Operations Center — Marathon Airport
o Design Development phase: The design project is 4-6 weeks behind the
schedule committed to the State in the County's request for an extension. The
A/E delivered draft design development drawings late on 31 July 2009 (2-4
weeks late). This delivery was only possible by minimizing County input
opportunities. A review meeting with the A/E and his consultants is set for
August 6, 2009 at the A/E office to reiterate the County's dissatisfaction with
its level of input to design decisions. The A/E has become overly invested in
architectural features (especially the stair tower) that require a 380 agreement
for which there is insufficient support from the technical requirements. The
A/E has been advised that future appeals for exceptions from County
regulations must route through Project Management.
o EOC Grant Reports and Reimbursements:
■ HB7121Grant: Staff prepared and submitted as required by the grants
conditions, the quarterly progress report and a second reimbursement
request to the State's Grant Coordinator. Total amount of
reimbursement request this quarter is $91,610.67
■ Federal HMGP Grant: The quarterly progress report and
reimbursement request for the 75% match were prepared and
submitted to the HMGP Grant Coordinator. Total amount of
reimbursement match will be $9,035.96
• Big Pine Key Fire Station — Construction Phase at 99% complete. Curbing, asphalt
paving, roofing, electric meter and hook-up to Keys Energy, lighting, all electrical
and plumbing, tile work on walls and floors, painting of interior and exterior, cabinets
installed, bay garage doors, communication system and 911 system, flag pole,
generator installed and tested, air conditioning installed and running, appliances,
windows, landscaping and irrigation work on the project is 99% complete.
Substantial completion and punch list walk-through held on July 31, 2009.
Dedication ceremony is planned for September 11, 2009 at the request of the
firefighters.
o SFWMD Grant Reports and Reimbursements: Staff preparing progress report
and reimbursement request for stormwater work completed.
• Sunset Point Boat Ramp — Pre -construction meeting held on July 2, 2009 on project
site. Notice to proceed issued for August 1, 2009 to avoid closing boat ramp during
lobster mini -season. Construction scheduled to start mid -August with substantial
completion approximately mid -September.
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o FWC Grant Reports and Reimbursements: Staff submitted the required
monthly progress report. Reimbursement request will be submitted at
completion of project.
• Architect/Engineer Small Project Annual Contract — BOCC approved advertising
RFQ July 15, 2009. Staff submitted legal notices to newspaper and submitted RFQ to
Purchasing on July 15, 2009 for upload to DemandStar. Opening date scheduled for
August 25, 2009. Selection of Committee Member and advertisement of Public
Noticed Meeting to be scheduled August 2009.
• Plantation Key Fueling Facility —Pre-construction meeting held on July 30, 2009. All
plan revisions requested by the Village of Islamorada have been completed and
submitted. Building permits issuance expected before mid August. Contractor
scheduling start of construction for late August. The longest lead time equipment
(AST) is already ordered, fabricated and awaiting delivery.
• Hickory House RFP — Addendums 2 issued on July 13th and Addendum3 that
included an extension of bid opening date to July 22, 2009 was issued on July 14th.
Bid opening was held on July 22, 2009 with one lease proposal received. County
Attorney's department will prepare the recommendation agenda item for the August
BOCC meeting.
• 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 — Permitting process in progress. County permit application
under review by the Building Department. Architect has responded to several items
requested by permit reviewers for Notice of Acceptances (NOA) for window/doors
and submittals for flood doors. USACOE and SFWMD permits are still pending.
o Grant Submittal: On July 10, 2009 staff submitted a DHS-ARRA-FEMA-
AFG-SCG grant application requesting a 50 % Federal match in the amount of
$1,351,529 for the construction of the Conch Key Fire Station
• Marathon Courthouse Renovations — Design Phases complete, Construction plan set
and specifications received; staff preparing permit applications and submissions. Bid
documents and Project Manual is in process.
• Stock Island Fire Station — Staff continuing prospective project site research.
Discussion with County Attorney's office regarding un-solicited proposal received
for construction of a Stock Island Fire Station and possible consideration by the
BOCC.
o Grant Submittal: On July 10, 2009 staff submitted a DHS-ARRA-FEMA-
AFG-SCG grant application requesting a 50 % Federal match in the amount of
$2,122,069 for the construction of the Stock Island Fire Station
• Stormwater Reviews — Staff reviewed four stormwater submittals for the Planning
Department and two for the Building Department in July
• Public Works Rockland — on hold.
• Jefferson B. Browne Building — on hold.
• Old Tavernier School Town Meeting Hall — on hold.
TECHNICAL SERVICES
We completed 171 work orders for the month of June, completed final Web EOC
training, ordered equipment for Exchange and A/D servers, continued our evaluation of
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Windows 7, updated links on intranet page for new audio links and fixed ISA redirection
for internal users, pushed out new Microsoft security updates and selected new hosting
solutions for our website.
VETERANS AFFAIRS
Clients Assisted: 1849
New Clients Assisted: 44
Field Visits: 8
Benefits Delivery At Discharged: 7
Van Clients Transported: 183
(to the VAMC, Miami as well as other Miami area hospitals, without incident)
The Veterans Affairs Department:
The financial data for the month of July $45,813.00 indicates the amount of new revenue
brought into Monroe County derived from claims for the entire department, including
Key Largo and Marathon.
The financial data captured monthly will vary due to the Veterans Administration
variable time frame on adjudication of awards, as well as the amount awarded.
PA