Item C21BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: May 21, 2008 Division: Budget & Finance
Bulk Item: Yes X No
Department: OMB
Dept. Contact: Tina Boan x4472
AGENDA ITEM WORDING: Approval to advertise a public hearing for a Budget Amendment for
these funds: Card Sound Bridge Fund 401, MSD Solid Waste Fund 414, Fleet Management Fund 504,
Key West International Airport Fund 404, Key West Airport Series 2006 Bonds Fund 405 and Local
Housing Assistance Fund 153.
ITEM BACKGROUND: To align the budget with expenditures of on -going bridges repairs on Card
Sound Road. To align the Solid Waste budget with payroll expenditures when three positions were
transferred from Facilities Maintenance and for work completed by the Road Dept. at the Cudjoe Key
Landfill. To align the Fleet Management budget with expenditures of increasing fuel costs. To align
the budget with expenditures of on -going daily operations and maintenance of the Key West Airport.
To align the budget with expenditures of on -going construction at the Key West Airport. To align the
budget with on -going expenditures of the S.H.I.P. program.
PREVIOUS REVELANT BOCC ACTION: N/A
CONTRACT/AGREEMENT CHANGES: N/A
STAFF RECOMMENDATIONS: Approval
TOTAL COST: N/A
COST TO COUNTY: N/A
BUDGETED: Yes X No
SOURCE OF FUNDS: various
REVENUE PRODUCING: Yes No X AMOUNT PER MONTH Year
APPROVED BY: County Atty _ rchasing X Risk Management
DOCUMENTATION: Included X To Follow Not Required
DISPOSITION: AGENDA ITEM #
Revised 2/27/01
Fund 401 Card Sound Bridge
Purpose: To increase 22505-560630 budget to finish out contracts
Balance of Coastal Marine Contract
Balance of PB America's Contract
Amount needed
Less current available balance
Less May Reso #6
Balance needed for Contracts
$925,755.24
153,243.76
$1,078,999.00
(220,084.18)
(367,860.00)
$491,054.82 Budget Amendment
Pending $1M Budget Amendment
Purpose: To increase funds to finish Bridge repair projects & replenish Reserves
Amount needed for 22505-560630 $ 491,055.00
Amount needed for 85534-590990 508,945.00
$ 1, 000, 000.00
Page 1 of 1
Kipp -Penny
From: Fields -Judy
Sent: Wednesday, April 09, 2008 11:38 AM
To: Leto -Beth
Cc: Clarke -Judith; Kipp -Penny
Subject: Card Sound Road Bridges Repair Contracts
Beth,
I called to speak with you today in reference to the funds for Card Sound Road Bridges Repair project but you
were out sick. I spoke to Penny, OMB, who stated funds could be transferred into the 401-22505-560630 account
in May after BOCC approval. The contract amounts are listed below:
Coastal Marine Construction, Inc. - $4,999,840.10 Balance of Contract
$925,755.24
PB Americas, Inc. (CEI) - $ 385,224.48 Balance of Contract I'
$153,243.76
Total $1,078,999.00
I have received Pay Request #12, $103,731.12, Coastal Marine Construction, Inc.
Also Pay Request #13, $13,961.96, PB Americas, Inc., these are in the process of being approved for payment.
Please contact me if you have any questions or need further information.
Thank you for your assistance.
Judith D. Layne, Sr. Administrative Assistant
Monroe County Engineering Services
The Historic Gato Cigar Factory
1100 Simonton Street, Suite 2-216
Key West, Florida 33040
Office 305-292-4426
Fax 305-295-4321
fields--judy@monroecounty-fl.gov
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Please note: Florida has a very broad public records law. Most written communications to or from the County regarding
County business are public records available to the public and media upon request. Your e-mail communication may be
subject to public disclosure.
4/9/2008
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MONROE COUNTY, FLORIDA
STATEMENT OF CASH FLOWS
PROPRIETARY FUNDS
FOR THE YEAR ENDED SEPTEMBER 30, 2007
Operating Activities:
Cash received for services
Cash rec'vd from other funds for goods and svcs
Cash received from insurance recoveries
Cash payments to suppliers for goods and svcs
Cash payments to employees for services
Cash payments to other funds
Cash payments for claims
Other operating revenue
Net Cash Provided by/(Used in) Operating Activities
Noncapital Financing Activities:
Operating grants received
Transfers from other funds
Transfers to other funds
Net Cash Provided/(Used) by Noncapital
Financing Activities
Capital and Related Financing Activities:
Proceeds from capital grants
Acquisition of capital assets
Principal paid on capital debt
Interest and fiscal charges paid on capital debt
Capital contributions
Transfers from other funds
Other Income - PFC
Net Cash Provided/(Used) by Capital and
Related Financing Activities
Investing Activities: Investment income
Net Increase/(Decrease) in Cash and
Cash Equivalents
Cash and Cash Equivalents:
October 1
September 30
Business -type Activities Enterprise Funds
Major Funds
Municipal Card .- Key
Svc District Sound West
Waste Bridge Airport
$ 15,266,911 $ 1,566,420 $ 3,574,039
(14,305,074)
(59,026)
(7,876,161)
(673,958)
(522,818)
(1,064,511)
(323,563)
(144,140)
(246,287)
1,202
240
7,080
(34,482)
840,676
(5,605,840)
210,098 - 5,559,826
- - 2,373,276
(787,658) (185,654) (342,651)
(577,560) (185,654) 7,590,451
3,833,000
(249,781) (2,679,637) (5,283,991)
(431,867) - -
(114,214) - (273,539)
156,821
832,745
(795,862) (2,679,637) (734,964)
744,855 337,961 891,380
(663,049) (1,686,654) 2,141,027
11,389,219 10,055,325 36,574,234
$ 10,726,170 $ 8,368,671 $ 38,715,261
The notes to the financial statements are an integral part of these statements.
E-26
Page 1 of 3
Kipp -Penny
From: Leto -Beth
Sent: Thursday, April 17, 2008 3:11 PM
To: Kipp -Penny
Subject: RE: Fund 401 Budget amendment
Hi Penny,
For Solid Waste Fund 414, we need about $125,000 [$100,000 for the three positions that were
transferred from Fac. Maintenance retro to 10/1 /07 (the three positions with benefits are about
$150,000/yr., but we already had you transfer surplus funds from the 640 acct. to cover part of this),
plus about $25,000 for road and shoulder work that the Road Dept. did at the Cudjoe Key Landfill
that has not been billed yet.
For Fleet Fund 504, I'd say about $300,000 to be safe ($100,000 for gasoline and $200,000 for
diesel). They spent about $800,000 from Oct. `07 to March '08 for gas Et diesel, and though they
have about $900,000 left, the fuels weren't as high as they are now and getting higher almost every
day.
Thanks,
Jae&
From: Kipp -Penny
Sent: Thursday, April 17, 2008 2:10 PM
To: Leto -Beth
Subject: RE: Fund 401 Budget amendment
Hey Beth, I'll work on amending the other two funds as well but my first question is, how much do you need extra
in each fund?
N10—. 5zC' &
Budget Analyst
Monroe County BOCC
Office of Budget and Finance
1100 Simonton St. Ste 2-213
Key West, FL 33040
Phone (305) 292-4470 Fax (305) 292-4515
KJpp_p_enny monr _ cpunty-fl.gov
HELP US HELP YOUI
Please take a moment to complete our Customer Satisfaction Survey:
http://monroeGofl_virtualtownhall.net/Pages/MonroeCoFL WebDoc/css
Your feedback is important to us!
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are public record, available to the public and media upon request. Your e-mail communication may be subject to public disclosure.
From: Leto -Beth
Sent: Wednesday, April 16, 2008 2:50 PM
To: Kipp -Penny
Subject: RE: Fund 401 Budget amendment
Bless you!
4/21 /2008
MONROE COUNTY, FLORIDA
STATEMENT OF CASH FLOWS
PROPRIETARY FUNDS
FOR THE YEAR ENDED SEPTEMBER 30, 2007
Operating Activities:
Cash received for services
Cash rec'vd from other funds for goods and svcs
Cash received from insurance recoveries
Cash payments to suppliers for goods and svcs
Cash payments to employees for services
Cash payments to other funds
Cash payments for claims
Other operating revenue
Net Cash Provided by/(Used in) Operating Activities
Noncapital Financing Activities:
Operating grants received
Transfers from other funds
Transfers to other funds
Net Cash Provided/(Used) by Noncapital
Financing Activities
Capital and Related Financing Activities:
Proceeds from capital grants
Acquisition of capital assets
Principal paid on capital debt
Interest and fiscal charges paid on capital debt
Capital contributions
Transfers from other funds
Other Income - PFC
Net Cash Provided/(Used) by Capital and
Related Financing Activities
Investing Activities: Investment income
Net Increase/(Decrease) in Cash and
Cash Equivalents
Business -type Activities Enterprise Funds
Major Funds
Municipal Card Key
Svc District Sound West
Waste Bridge Airport
$ 15,266,911 $ 1,566,420 $ 3,574,039
(14,305,074)
(59,026)
(7,876,161)
(673,958)
(522,818)
(1,064,511)
(323,563)
(144,140)
(246,287)
1,202
240
7,080
(34,482)
840,676
(5,605,840)
210,098 - 5,559,826
- - 2,373,276
(787,658) (185,654) (342,651)
(577,560) (185,654) 7,590,451
3,833,000
(249,781) (2,679,637) (5,283,991)
(431,867) - -
(114,214) - (273,539)
- 156,821
832,745
(795,862) (2,679,637) (734,964)
744,855 337,961 891,380
(663,049) (1,686,654) 2,141,027
Cash and Cash Equivalents:
October 1 11,389,219 10,055,325 36,574,234
September 30 $ 10,726,170 $ 8,368,671 $ 38,715,261
The notes to the financial statements are an integral part of these statements.
E-26
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Page 1 of 3
Kipp -Penny
From: Leto -Beth
Sent: Thursday, April 17, 2008 3:11 PM
To: Kipp -Penny,
Subject: RE: Fund 401 Budget amendment
Hi Penny,
For Solid Waste Fund 414, we need about $125,000 ($100,000 for the three positions that were
transferred from Fac. Maintenance retro to 10/1 /07 (the three positions with benefits are about
$150,000/yr., but we already had you transfer surplus funds from the 640 acct. to cover part of this),
plus about $25,000 for road and shoulder work that the Road Dept. did at the Cudjoe Key Landfill
that has not been billed yet.
For Fleet Fund 504, I'd say about $300,000 to be safe ($100,000 for gasoline and $200,000 for
diesel). They spent about $800,000 from Oct. `07 to March '08 for gas Et diesel, and though they
have about $900,000 left, the fuels weren't as high as they are now and getting higher almost every
day.
Thanks,
2e&
From: Kipp -Penny
Sent: Thursday, April 17, 2008 2:10 PM
To: Leto -Beth
Subject: RE: Fund 401 Budget amendment
Hey Beth, I'll work on amending the other two funds as well but my first question is, how much do you need extra
in each fund?
q�
�i<,i3. ;yell-V �4rA
Budget Analyst
Monroe County BOCC
Office of Budget and Finance
1100 Simonton St. Ste 2-213
Key West, FL 33040
Phone (305) 292-4470 Fax (305) 292-4515
Kipp-pgnny@mon roecQu nty-P,,gQy
HELP US HELP YOU!
Please take a moment to complete our Customer Satisfaction Survey:
ht1B./Lrnonrogcofl virtua townhall.net/Pa9eslM�nroeQ_oFL W_e_b_D_o_ c_I_c__s_s
Your feedback is important to us!
Visit us on the Web: http;//www monrgecpunty-ti,ggv
Please note: The State of Florida has a very broad public records law. Most written communications to or from the County regarding County business
are public record, available to the public and media upon request. Your e-mail communication may be subject to public disclosure.
From: Leto -Beth
Sent: Wednesday, April 16, 2008 2:50 PM
To: Kipp -Penny
Subject: RE: Fund 401 Budget amendment
Bless you!
4/21 /2008
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Message
Page 1 of 2
Coughlin-Emie
From: Boan-Tina
Sent: Friday, April 25, 2008 12:00 PM
To: Coughlin-Emie
Subject: FW: KW Airport Budget
From: Marva Green [mailto:mgreen@monroe-clerk.com]
Sent: Monday, April 21, 2008 3:55 PM
To: Boan-Tina
Subject: KW Airport Budget
Hi Tina
We've fully funded the R&R reserve, but I still need additional budget for transfers to the Operating Reserve
pursuant to the bond issue's flow of funds covenant. There was also a transfer of 2006 PFC revenues
subsequent to the calculation of the transfer and before September 30, 2006. This is why I'm suggesting a
reduction of expenditures from PFC funding. Here is my suggestion for funding the additional transfer
expenditures.
344101 SK Fees & Leases
344102SK PFC Charges
344103SK Parking
354003SK Fines
361005GI Interest Income
364001 GF Disposition of Fixed Assets
369001GMMiscellaneous Revenue
369002GMCommissions
63003
85536
86505
560620 Capital Outlay Buildings
590990 Reserve for Contingencies
590405 Transfer to Fund 405
73,510.00
10, 000.00
-30, 000.00
600.00
15, 000.00
724.00
5,000.00
2,800.00
77,634.00
-76,091.00
-75, 000.00
228,725.00
77,634.00
4) q
4/28/2008
Message
Page 2 of 2
Marva
4/28/2008
Page 1 of 2
Coughlin-Emie
From: Marie Brouillette [BrouilletteM@kwha.org]
Sent: Tuesday, May 06, 2008 9:28 AM
To: Coughlin-Emie
Subject: RE: Budget transfers
Hi have 1 missed the deadline yet? I need to amend my budget by $315,000 to offset the expenses that will be
incurred when the Woods Corner purchasers start closing on their units. MKCLT owes us $315,000 that they
want transferred to each individual purchaser in 1/16th increments, to do that I must show the anticipated receipt
of the 1/16th and the offset expense check which will have a zero dollar value to the program. Let me know what
you need from me, I also have another budget transfer that needs to go through to close out year end for the
program. Thank you, I sure am going to miss you!!!!!!
From: Coughlin-Emie [mailto:Coughlin-Emie@monroecounty-fl.gov]
Sent: Monday, May 05, 2008 4:27 PM
To: Marie Brouillette
Subject: RE: Budget transfers
From: Marie Brouillette [mailto:BrouilletteM@kwha.org]
Sent: Monday, May 05, 2008 4:13 PM
To: Coughlin-Emie
Subject: RE: Budget transfers
From: Coughlin-Emie [mailto:Coughlin-Emie@monroecounty-fl.gov]
Sent: Monday, May 05, 2008 4:08 PM
To: Marie Brouillette
Subject: RE: Budget transfers
Emie Coughlin
Sr. Budget Analyst
Office of Management & Budget
The Historic Gato Cigar Factory°
1100 Simonton St., Suite 2-213
Office# 305-295-4315 Farr 305-292-4515
coughlfn-emie@mon_roecounty-fl.gov
HELP US HELP YOU!
Please take a moment to complete our Customer Satisfaction Survey:
http://monroecofi.v_irtualtownhall_.net/Page_s/MonroeCoFL WebQ_o_cs/_css Your feedback is important to us!
Please note: Florida has a very broad public records law. Most written communications to or from the
County regarding County business are public record, available to the public and media upon request.
Your e-mail communication may be subject to public disclosure.
5/6/2008
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MONROE COUNTY, FLORIDA
LOCAL HOUSING ASSISTANCE SPECIAL REVENUE FUND
SCHEDULE OF REVENUES, EXPENDITURES AND CHANGES IN
FUND BALANCES - BUDGET AND ACTUAL
FOR THE YEAR ENDED SEPTEMBER 30, 2007
REVENUES:
Intergovernmental
Investment Income
Miscellaneous
Total Revenues
EXPENDITURES:
Current:
Economic Environment:
Down Pymt, Wastewater, Rehab 05
Down Pymt,Wastewater,Rehab 06
Down Pymt,Wastewater,Rehab 07
Rental Rehab 05
Rental Rehab 06
Rental Rehab 07
SHIP Fair Housing 05
SHIP Fair Housing 06
SHIP Fair Housing 07
Administration 05
Administration 06
Administration 07
Total Expenditures
Excess/Deficiency of Revenues
Over/(Under) Expenditures
Other Financing Sources/(Uses):
Reserve for Contingencies 05
Reserve for Contingencies 06
Reserve for Contingencies 07
Variance with
Final Budget
Original Final Positive
Budget Budget Actual (Negative)
$ 777,587 $ 777,587 $ 730,832 $ (46,755)
- - 166,572 166,572
- - 397,742 397,742
777,587 777,587 1,295,146 517,559
855,000
1,022,215
1,021,604
611
606,685
638,372
266,952
371,420
594,535
601,885
135,000
466,885
150,000
-
-
-
675,408
625,408
150,243
475,165
150,000
135,653
-
135,653
14,258
-
-
-
-
5,000
-
5,000
-
5,000
-
5,000
61,624
58,667
58,667
-
117,458
130,771
21,840
108,931
77,759
79,756
-
79,756
3,302,727
3,302,727
1,654,306
1,648,421
(2,525,140) (2,525,140) (359,160) 2,165,980
(10,000) (10,000) - 10,000
(10,000) (10,000) - 10,000
(10,000) (10,000) - 10,000
Total Other Financing Sources/(Uses) (30,000) (30,000) - 30,000
Net Change in Fund Balances
Fund Balances, October 1
Fund Balances, September 30
(2,555,140) (2,555,140) (359,160) 2,195,980
2,555,140 2,555,140 3,152,577 597,437
$ - $-2,793,417 $ 2,793,417
G-50