Item O1MEMORANDUM
Office of the County Administrator
TO: Board of County Commissioners
FROM: Debbie Frederick
Deputy County Administrator
DATE: December 2, 2008
SUBJECT: County Divisions' Monthly Activity Report for November, 2008
MONTHLY ACTIVITY REPORT - NOVEMBER, 2008
KEY WEST AIRPORT
• At the risk of sounding overly optimistic since I have only been on the job for three
weeks, work on the new terminal complex is going extremely well. The pedestrian
bridge is in place and nearing completion, the VCB is coming along nicely and the
stairway has been installed. A new concrete subcontractor is on the job now and that
work is proceeding again. I will deliver a more complete report concerning this
project to the BOCC at the December I1th meeting.
• Forty-six proposals were reviewed in response to the Art In Public Places (AIPP)
Request for Proposals for artwork to be placed in and around the new McCoy
Terminal Complex. The AIPP Committee had some very difficult choices to make
since all of the competing submittals were excellent. We believe the public will be
very pleased with the pieces that were chosen.
• More than 1500 attended Aviation Day which was held at The Florida Keys
Marathon Airport on November 8th. Although it was mainly a Marathon event, pilots
and airplanes from far and wide including Key West participated in the festivities to
help support the Marathon airport and the Experimental Aircraft Association (EAA),
who sponsored, hosted and organized the annual event.
MARATHON AIRPORT
• Finalizing arrangements with Hyannis Air Service, Inc. d/b/a Cape Air/Nantucket
Airlines regarding the start up of daily service to Ft. Myers on December 19, 2008.
• Coordinated meeting with Cape Air and Greater Marathon Chamber of Commerce
regarding inaugural flight special event.
• Co hosted with the local Experimental Aircraft Association (EAA) Aviation Day at
Florida Keys Marathon Airport and Young Eagles Rally on November 8, 2008.
• Update of the Airport Layout Plan for Florida Keys Marathon Airport is on -going.
• Ken Lohlein, Sr. Technician Maintenance and Reggie Paros, Airport Manager
attended and successfully completed Advanced Safety and Airport Operations
School.
• 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: perimeter fence & gates installations;
construction of electrical vault; terminal repair and renovation punch list items;
HVAC system replacement & energy audit; enhanced taxiway markings; update of
noise contours.
EMPLOYEE SERVICES
I. WEB SITE UPDATES (other than normal position vacancy updates, etc.):
Benefits:
KPHA Provider Directory Updates
Working Wellness Newsletter
Human Resources:
Updated 4 job descriptions
II. TURNOVER NUMBERS TO DATE:
Nov Turnover: 0% Turnover as of Nov 2008 19.43% Turnover as of Nov 2007:
14.82%
Resignations:0 71!tin ations:0 Retired: 0 Deceased:0
III. ACTIVITIES:
Conference Call with SFWF regarding plan with grant monies available for
dislocated worker program.
Records Management Compliance Statement completed and reported to State
(due 12/31/08). 325 cubic feet of records was disposed of for Fiscal Year 07/08.
HUMAN RESOURCES
• Coordinated SouthFlorida Workforce Winter Interns in County departments for 7
students.
• Held grievance meeting with Teamsters — next step FCMS.
• Personnel Policy revisions approved at November meeting were distributed and
posted.
• Completed annual report on Minority/Disabled Appointments. Implemented
efficient process to obtain accurate data for future reporting.
• Held Predetermination Hearing.
RISK
• No major activities.
BENEFITS (GROUP/WORKERS COMP)
• Health Benefit surveys scheduled to be distributed to employees & retirees within
the next week.
• Open Enrollment. Sessions held throughout the keys.
• LES Form S 1-5 Workers' Compensation Self -Insurer Payroll report submitted
(Due 12/1).
• Required Medicare Part D yearly notices mailed to all active/retirees 65 or older.
BUDGET & FINANCE
Grants Administration
Stan Mayfield Working Waterfront Grant Application: Evaluation and analysis of
various prospective parcels, preparing narrative/business plan, collecting and
assembling required back-up documentation and other application materials,
attended DCA grant workshop, held numerous discussions with DCA staff,
constituent fishermen, and the Marine Services agent for the county, prepared
summary power point presentation for Commissioners.
FEMA Reporting for Storms Fay and Ike: Ongoing collection, tracking and
organizing of information, invoices, estimates, etc. for all reimbursable expenses;
organized site visits for FEMA officials; completed spreadsheets for labor/OT for
all divisions and county -wide damage assessments; continuing work on Fay's
Project Worksheets; numerous meetings and discussions with FEMA and State
PAC officials.
HSAB, HSO and new FDLE contracts: Shepherding 38 contracts through county
attorney approval, BOCC approval, agency signatures, and execution; collecting
and tracking all required documents for all funded agencies.
BYRNE/RSAT Grants: Completion of fourth quarter financial and programmatic
reports for these four grants; have also begun close-out reports; ongoing
processing of invoices.
CJMHSA Planning Grant: Completion of semi-annual financial and
programmatic report for this grant; ensuring compliance with grant requirements
and various staffing responsibilities including attendance at Council meetings,
keeping/typing minutes, placing ads and processing invoices.
Purchasing
Purchasing activities for the month of November 2008:
Total purchase orders processed 305
Total orders placed for departments 79
Total orders entered for departments 65
Office Depot orders processed 63
Staples Orders processed 2
Bids Opened 3
Bid Addendums 5
Contract review 22
Voided Purchase Orders 12
Mail processed 1639
• I:
Received notification from the Department of Revenue that the Board of County
Commissioners met all requirements for Truth in Millage (TRIM) certification
and maximum millage levy calculation final disclosure. The Department's review
included documents relating to the millage levying processes and the total taxes
levied by our principal taxing authority and any municipal service taxing units
(MSTUs)
• The economic downturn has continued, therefore, staff is recommending budget
reductions to the County Administrator in the current fiscal year. The amount will
be based on the State Revenue Estimating Conference held in November. On
average the state is forecasting a 9.5% reduction from the estimated distribution
amounts released last August. The Department of Revenue has advised Counties
to adjust budgets accordingly the impact will negatively effect the General Fund
by $402,210, the Growth Management Fund by $242,204, and the Capital
Projects Fund by $266,901.
Actual Actual Actual I State Revised % Current
L-ceipts Receipts Receipts Estimate Estimate +1- Budget
Tourist Impact Tax
County Revenue Sharing
Local Business Tax
Half -cent Sales Tax
Communications Tax
Discretionary Sales Surtax
Constitutional Fuel Tax 20%
Constitutional Fuel Tax80%
Ninth -cent Fuel Tax
Local Option Fuel Tax
County Fuel Tax
2,337,667
2,332,385
353,804
8,453,482
642,731
15,051,341
522,711
2,090,842
63,159
1,519,328
1,191,795
2,470,447 2,516,
2,173,766 1,990,01
357,617 426,951
8,327,391 8,251,41
745,041 808,
15,200,289 15,020,7
525,824 496,
2,103,295 1,985,
55,562 47,421
1,426,441 1,385,
1,157,301 1,088,08
N/A 21284,759
-11 % 2,300,000
1,923,307 1,827,142 -5% 1,951,907
N/A N/A N/A 350,000
7,995,311 7,515,592 -6% 8,0001000
745,041 745,041 0% 680,000
65,C
14,455,892 13,733,097 -5% 13,999,998
500,319 465,297 -8% 450,000
15,E
2,001,277 1,861,187 -8% 1,900,000
-38,f
53,925 50,150 -8% 38,001
12,1
1,460,496 1,358,261 -8% 1,300,002
58,E
1,140,635 1,060,791 -8% 999,999
60,7
8-Aug-08 3-Dec-08
• Staff continued work on Fiscal Year 2008 activities, with year end reconciliations.
• Completed all of the Grant Rollovers from FY 08 to FY 09
• Prepared 114 Budget Resolutions
• Gathered information pertaining to the Trauma Star Program for December
special meeting
• Participated in planning for the county's strategic planning initiative
COMMUNITY SUPPORT SERVICES
SOCIAL SERVICES DEPARTMENT (SSD)
In -Home and Nutrition Services (II -INS)
OAA, Older Americans Act Programs:
Nutrition (Information in this section is for the period 10/21/08 — 11/20/08)
• C-1 Congregate Meals increased to 1260 units this month, which is typical for the
start of the winter season and compensates for the underachievement during the
summer months. In order to maintain this level of meal site attendance, an open
& Bridges Fund
4
house was held at the Plantation mealsite on November 19th, and one was held at
the Marathon mealsite on November 25th
• C-2 Home -Delivered Meals produced 2762 units, also an increase as clients have been
taken off the waiting list in order to spend all of the OAA grant funds between now
and the end of the year.
In -Home Services (Information in this section is for the period 9/21/08 — 10/20/08)
• III-B Screening and Assessment: 12 units this period, 74% year-to-date achieved,
9.3% underachieved. 35 clients on the waiting list.
• III-B Homemaking: 99 units this period, 58% year-to-date achieved, 25.3%
underachieved. 37 clients on the waiting list.
• III-B Personal Care: 121.75 units this period, 117.65% year-to-date achieved, 34.35%
overachieved, due to the amount of personal care required by the clients. 10 clients on
the waiting list.
• We have spent 83.08% of III-B funds, which represents a 0.22% underachievement,
which is in the achievement target range. .
• III-E Facility Respite: 432.25 units this period, 70.08% year-to-date achieved, 33.22%
underachieved. We have received an additional $2,455 in III-E funds, and there is no
one on the waiting list at this time. Outreach efforts may be needed to spend all of the
available funds.
Non-OAA Programs:
CCDA (Community Care for Disabled Adults) for October 2008:
• Case Management: 18.75 units for the month were produced; 60.5 units year-to-date.
• Homemaking: 109 units for the month were produced; 382.5 units year -to date.
• Home -Delivered Meals: Monthly units were 175 meals; 685 meals year-to-date.
• Personal Care: Monthly units were 24; 75.5 units year-to-date.
Overall Program Achievement was 57%, 10% underachieved.
CCE (Community Care for the Elderly) for the period 9/21/08 — 10/20/08:
• Case Management: 76 units for the period and 296 units year-to-date. 19.26% achieved
year to date. There are 47 clients on the waiting list.
• Homemaking: 738 units for the period and 2703.5 units year-to-date. 68% achieved year
to date. There are 44 clients on the waiting list.
• Personal Care: 415 units for the period and 1383.25 units year-to-date. 31% achieved
year to date. There are 14 clients on the waiting list.
• Respite: 20 units for the period and 247.5 units year-to-date. 17% achieved year to date.
There are 6 clients on the waiting list.
CCE overall year-to-date is at 37.91% achievement which is a 4.59% overachievement.
Two clients passed away this month, and they will not be replaced. However, the wait
list is growing; some of those clients wait listed are Rank 5 (in greatest need of services).
ADI (Alzheimer's Disease Initiative) for the period 9/21/08 — 10/20/08: 277.7 units were
produced in the period and 813 units year to date. 30% year-to-date achieved, 3.32 %
underachieved. We have added more high-ranking waitlisted clients to the program to
reduce the underachievement. There are currently four clients on the wait list.
HCE (Home Care for the Elderly Program) for the period 10/16/08 - 11/15/08: 7.75
billable units this period, 70 billable units year-to-date. Current spending level year to
date is at 26.3%.
MONROE COUNTY TRANSIT (MCT)
• One-way trips provided: 1,637
• Unduplicated clients served: 234
Special Needs Clients registered: 314
• 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: $$1,948.95
Expenditures: $9,790.24
Percentage Spent Fiscal YTD:.1.9%
Community Support Services NOVEMBER 2008
In the month of November 2008 we had:
15 New Welfare cases
263 Office visits
16 Home and field visits
2323 Incoming calls —Combined total
We served 121 unduplicated Welfare client households
(6) New EHEAP cases totaling $1,049.40
Low Income Home Energy Assistance Grant Program cases totaling $ 200.00 ( 1 -cases)
Low Income Crisis Assistance cases totaling $6,392.31 (25 -cases)
Spent in NOV. $6, 592.31
• Staff member attended the SHAL committee meeting on Homeless Issues -in KW.
• 3 staff members attended the Mid -Waiver training given by the Alliance in Miami.
• Staff member attended the Lower Keys Interagency monthly meeting.
• Staff member attended the dedication and grand opening for the new Freeman Justice
Center in Key West 11-14-08.
• Staff member attended the Disability Council and SHAL meeting in the Upper Keys.
• Staff member attended the Miami Dade Coalition on Aging Workshop 11-21-08.
BAYSHORE MANOR (BSM)
Bayshore Manor's current census is 16 residents. The current census is five private pay
and 11 subsidized. BSM provided 485.50 hours of OA3E respite care and 4.75 hours of
Medicaid Waiver respite care this month. Bayshore Manor has five OA3E clients and
one Medicaid Waiver client at this time.
• There are three clients on the wait list for residency.
Revenue for November 2008 $33508.58
Expenditures for the same period $76598.96
Percentage of the budget spent year to date 14.23%
• Library usage began its early seasonal increase, although figures still reflect the
reduction in hours and days of service: circulation totaled 29,332 items, a 7%
decrease from last year, and the onsite visitor count of 37,790 showed a decrease of
10%
• 357 new Library cards were issued in October and Library staff answered 6,816
reference questions, 34% over this month last year
• Use of the Library's online databases increased 375% over last year; this increase is
attributed to new search `widgets" added to the Library website, which allow easy
searches of popular resources such as Consumers Reports and Fodor's travel guides.
• A "Weed and Inventory Team" has been formed to assist the branches in maintaining
our collection of materials. In the past two months, the team inventoried 6,000 items
at the Islamorada Branch and nearly 8,000 items at the Key Largo Branch. Their goal
is to inventory our entire collection of over 200,000 items every two years, with the
purpose of keeping the collection current and drawing staff attention to areas that
need further attention.
• The new fiscal year has begun with a careful eye to discretionary spending —all
purchases of operating supplies and materials are being carefully scrutinized.
EXTENSION SERVICES
• Number of services provided: 431 phone calls, 38 office visits, 26 visits to clients, 13
group teachings with 312 people in attendance, 7 media submissions, and 440
bulletins distributed. Total Budget for FY 08/09: $186,485.00; Year to Date
Expenditures and Encumbrances: $114,758.22; Remaining Balance: $71,726.78;
Percentage of budget spent and/or encumbered year to date: 62%.
• The Sea Grant Marine Agent provided State and County fishery statistics to Monroe
County's Office of Management and Budget (OMB) for inclusion in the Stan
Mayfield Working Waterfront Grant proposal to obtain Gulf Seafoods property to
provide a public access commercial fishing facility.
• The Environmental Horticulture Agent set up a booth at four GLEE R4 Recycling
Fairs: Key West, Big Pine Key, Marathon, and Key Largo. Fourteen Master
Gardeners educated 125 homeowners about Florida Friendly Landscaping practices.
• The Family & Community Development Agent participated in the Keyswide Sustain -
Ability Project (KSAP) quarterly meeting which focused on implementing the 4Rs
(Reduce, Reuse, Recycle, Rot) and how these practices can benefit our local
communities. The meeting was centered on trash and recycling in an all day summit
held at the Marathon Government Center. The morning session featured updates from
the federal level to the local level.
7
GROWTH MANAGEMENT
GMD COMPARATIVE REVENUE SUMMARY
Revenue
Revenue
Total
Revenue
Total
Revenue
Budget
Ending
Revenue
Ending
Revenue
Ending
FY 2008-
November
Collected in
November
Collected
November
2009
2008
FY 2007 -
2007
in FY
2006
2008
2006-2007
Building
$2,790,0632
$403,537
$2,857,684
$653,404*
$2,769,314
$391,003
Permit
Licenses &
Permits
Planning
$430,000
$70,105
$488,081
$79,569
$532,000
$62,498
Department
Fees
Code
$90,000
$36,406
$110,412
$17,769
$97,940
$20,850
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 FY' 09
Year to Date
Growth Management Administration
$916,526
53,694
Building
$2,434,746
246,467
Code Enforcement
$1,009,885
118,839
Planning
$1,149,516
99,701
Environmental Resources
$299,302
35,881
Planning Commission
$100,541
9,914
Comprehensive Plan
$358,400
915
Geographic Information (GIS)
$314,133
32,768
Marine Resources
$55,051
8,283
Pump Out Boat
$68,587
9,248
Monroe County Marine Resources Office
Marine Resources Functions:
• Received Board approval of an FWC grant to fund rebuilding of the Sunset Pt
Park boat ramp
• Completed aerial surveys to provide damage report to FEMA for marine debris
• Completed three surveys of silted -in canals from Hurricane Ike
• Handled approximately 25 customer inquiries
• Attended a State Boating Advisory Committee meeting and provided comment on
boating and anchoring issues in Monroe County
• Attended the FKAA Board of Directors meeting regarding waste water facilities
• Installed ten new navigational buoys in Boot Key Harbor
8
• Removed six derelict vessels
• Performed quarterly channel marker surveys in the middle and lower Keys
• Performed 2 site visits in response to customer inquiries
• Worked with OMB to split out Boating Improvement Funds into two revenue
sources and cost centers to provide for allowable expenditures under state statute
Vessel Pumpout Program Functions:
• Pumped out 120 boats
Building Department
NUMBER OF PERMITS 11/01/08 THRU 11/30/08
APPS SUBMITTED 307
PERMITS ISSUED 246
WALK THRU 38
CERT OF OCCUPANCY 15
INSPECTIONS
TOTAL 2067
AVERAGE PER DAY (17 days) 122
PER DISCIPLINE
BUILDING/ROOFING 1196
ELECTRICAL 344
PLUMBING 237
MECHANICAL(A/C) 164
GAS 19
PLANS REVIEWS
TOTAL 224
AVERAGE PER DAY 132
PER DISCIPLINE
ABO
309
BIO
145
CODE ENF 2
5
COORD
211
ELECT
141
ENG
3
EXAM
243
FILE
4
FIRE
45
FLOOD
63
MAR-BLDG
401
9
MECH
61
P.K.BUILDING
231
PENDING
46
PLAN
73
PLUMB
92
READY
5
ROGO
6
ROOF
17
S.I. BUILDING
115
TRACK
28
Code Enforcement
Number of New Cases Opened 190
Number of Inspections completed 1998
Fines, After the Fact Fees and Contractors Citations $22,761
Number of Contractor Citations Issued 26
Number of Contractor Citations Heard 8
Number of Cases Heard before Special Magistrate- No Hearing
PLANNING & ENVIRONMENTAL RESOURCES
PERFORMANCE REVIEW
Nov. 1 — Nov.30, 2008
Category: Special Approval Applications
CURRENT PLANNING:
Appeal to Planning Commission
Applied
1
Appeal to Planning Commission
Completed
Appeal to BOCC Applied
Appeal to BOCC Completed
Appeal to DOAH Applied
Appeal to DOAH Completed
Administrative Relief Applied
3
Administrative Relief Completed
3
Alcoholic Beverage Applied
1
Alcoholic Beverage Completed
1
Beneficial Use Applied
10
Beneficial Use Completed
Conditional Use, Major Permit
Applied
Conditional Use, Major Permit Issued
Conditional Use, Minor Permit
Applied
Conditional Use, Minor Permit Issued
Conditional Use Minor Deviation
Applied
1
Conditional Use Minor Deviation
Completed
CURRENT PLANNING CATEGORY con't
Conditional Use, Major Deviation
Applied
Conditional Use, Major Deviation
Completed
Conditional Use, Time Extension
Applied
Conditional Use, Time Extension
Issued
Conditional Use, NRFA Transfer
Applied
Conditional Use, NRFA Transfer
Issued
Conditional Use, THE Transfer
Applied
Conditional Use, THE Transfer
Issued
Conditional Use, TDR Applied
Conditional Use, TDR Issued
Development Agreement Applied
Development Agreement Completed
Home Occupational Permits Applied
1
Home Occupational Permits Issued
1
Inclusionary Housing Exemptions,
Applied
Inclusionary Housing Exemptions,
Completed
Public Assembly Permits Applied
Public Assembly Permits Issued
11
Road Abandonment Applied
Road Abandonment Issued
Setback Waiver Administrative,
Applied
Setback Waiver Administrative,
Issued
Variance Administrative, Applied
3
Variance Administrative, Issued
2
Variance, Planning Commission
80
A lie
Variance, Planning Commission
Issued
ermits Reviewed & Processe
COMPREHENSIVE PLANNING CATEGORY
Plats Applied
Plats Completed
LUD Map Amendment, Applied
LUD Map Amendment Completed
Tier Map Amendment, Applied
Tier Map Amendment Completed
FLUM Amendment Applied
FLUM Amendment Completed
MCC Text Amendment, Applied
MCC Text Amendment Completed
Comp Plan Text Amendment, Applied
2
Comp Plan Text Amendment,
Completed
380 Development Agreement Applied
380 Development Agreement,
Completed
ROGO Related Applications:
Residential:
Market Rate Allocations, Applied
1
Market Rate Allocations, Issued
13
Affordable Allocations, Applied
3
Affordable Allocations, Issued
3
ROGO Exemptions Applied
14
ROGO Exemptions Issued
10
12
Non -Residential
Allocations Applied
Allocations Issued
2
MIXED USE CATEGORY
LDRD's Applied
1
LDRD's Issued
0
DEVELOPMENT REVIEW COMMITTEE
Regular Meetings:
2
Special Meetings
Agenda Items:
6
PLANNING COMMISSION
Regular Meetings:
2
Special Meetings
Agenda Items:
6
PARKS & RECREATION ADVISORY BOARD.
Regular Meetings
1
Special Meetings
*includes all County Parks each meeting
*Agenda Items
CUSTOMER SERVICE*
* estimated at 5 per day per planner (2)
In -person inquiries
300*
* estimated at 10 per planner (7) per day
Telephone inquiries
2100*
*estimated at 5 per planner (7) per day
Email inquiries
300*
Request for Research Applications
4
Pre -Application Conferences
2
Letters of Understanding
1
Historic Preservation Committee Application
1
ENVIRONMENTAL RESOURCES PERFORMANCE
REVIEW
CATEGORY:
Site Visits
Administrative Relief/Beneficial Use Apps
2
Code Enforcement Referral
19
13
Conditional Use Application
0
Land Authority Referral
0
Letter of Current Site Conditions Applications
0
Letter of Understanding
0
Long Dock Variance Application
1
Permit Application Site Visit
130
Wetland Delineation
1
Pre App Conference
2
OTHER:
DCA Request
0
Misc. On Site Assessment Memo
17
WRITTEN CORRESPONDENCE/ BIOLOGICAL
ASSESSMENTS
Administrative Relief Beneficial Use
9
BOCC/PC Agenda Item
0
Code Enforcement Assessment Memo
6
Conditional Use Staff Report
1
GIS Map
27
GOCEA Recording
1
Interagency Coordination
16
Land Authority Assessment
1
Letter of Current Site Condition
0
Long Dock Variance Memo/Approval
1
Letter of Understanding
2
ROGO Land Dedication Letter
1
OTHER:
Mitigation letter
1
Denial letter
1
Permit Application Review/Assessment
161
Adoption of LDR Recodification
1
Capital Improvements to Comp Plan
1
MEETINGS
DRC
2
PC
0
14
BOCC
1
2
1
Pre -Application
2
Code Enforcement Hearing
1
Special Projects/Training
3
OTHER:
Invasive Exotic Tech Interview
1
Tier Change Staff Meetings
2
GIS Office
• Completed 11 address requests.
• Reviewed proposals for geospatial land cover data development.
• 2004 orthophotography has been loaded into enterprise system.
• Digital Elevation Model (DEM) and SLOSH model analysis — elevation change
study.
• Met with planning staff to review and edit the GIS based Future Land Use data.
This will be an on -going review process.
• Continued large scale data backup and clean up of all GIS related files on the
network.
• Completed 10 data requests and analysis including: maps for Housing Authority,
Land Acquisition Status analysis, and print production of orthophotography wall
map.
• Participated in the Census Statistical Area program.
• Intranet site training for Code Enforcement staff.
• Staff transition - cleaned out PK office.
• Set up VM server on local machine.
EMERGENCY SERVICES
Fire Rescue
• Union contract negotiations were completed and ratified and approved by Union and
BOCC
• The twenty-two new firefighters completed their formal orientation, and began
staffing field positions. Although they will continue their field training over the
course of the next several months, they are now being utilized to increase staffing and
offset overtime
• Field personnel have completed the didactic portion of their biannual CPR training,
and will complete practical skills evaluations in December
Fire Marshal
15
Attended the Development Review Committee (DRC) meeting regarding new
developments on Stock Island
Attended the Florida Fire Marshal's and Inspectors conference for continuing
education on new codes to be implemented on Jan 1, 2009
Attended the South Florida Regional Domestic Security Task Force meeting
Emergency Management
• Conducted meetings with the County and KL Fire Departments, Monroe County
Sheriff's Office, Florida Highway Patrol, Department of Health, American Red Cross
and Ocean Reef in preparation for the FEMA graded Radiological Emergency
Preparedness Exercise
Participated at the Turkey Point Nuclear Power Plant Exercise
Conducted Monroe County Citizen Corps Council Meeting
Trauma Star
• Ongoing participation of Flight Crew with continuing education and training
• Public Open House and education provided by Flight Crew of Trauma Star and
Miami Children's Hospital. Education, children games and activities and food was
provided with excellent public comments and interaction
Upper Keys Trauma District
• No Report
PUBLIC WORKS
• Pollution Control continues to remove illegally dumped debris including over 25
tons from the county rights of way and 13.69 tons for other departments (9,280
lbs of debris from Marathon Public Works; 10,280 lbs from the Key West Garage;
2,600 lbs of tires from the Plantation Garage; and a clean-up for the Land
Authority in the Lower Keys amounting to 5,220 lbs of exotics)
• Solid Waste Post Closure staff removed exotics from the storm water retention
berm and riprap as required by our permit
• Completed transfer of surplus pick up truck to the MC Sheriff's Office to be
utilized to maintain the Sheriff's animal farm
• In-house mechanics completed several major jobs, including two heavy-duty
clutches saving the County's Road Department many thousands of dollars in
labor, plus downtime would they have had to transport and pick up their units/off-
road equipment to and from mainland South Florida
• Because of a binding contract with local fuel providers, the County's average cost
for unleaded ethanol gasoline was $1.79 per gallon and regular off -road diesel
fuel was $2.45 per gallon, county wide as of 11/18/08
• Expanded Bio diesel fuel testing at Key West fuel facilities by using B30 (30%
bio diesel/70% regular diesel fuel)
• Fleet's in-house Generator Technician/Master Mechanic replaced the Key West
Garage's combined air compressor system saving an extreme amount of time
and/or labor required to diagnose and complete same
16
• The three garages struggle with a back -log of work due to continuous mechanic
shortages in all three garages; however, they continue to keep going, with little or
no customer complaints.
• Bid and contract awarded for Laundry Equipment for the Monroe County
Detention Facility
• New X-Ray machines installed at the Marathon and Plantation Key Courthouses,
and employee training conducted
• Fire pump installation completed at the Plantation Key Jail
• Concrete repairs and painting completed at the Marathon Library
• Removed storm shutters
• Assisted the Supervisor of Elections with ADA ramp installations, transport and
setup equipment, signage, etc.
• Completed painting, replacement of ceiling tiles and constructed and installed a
kitchen area countertop in Judge Garcia's chambers
• Minor plumbing repairs, electric and a/c maintenance completed at the Clerk's
office, Ellis Building, Islamorada Library, Court Room A and Card Sound Toll
Authority
• Relocated the pitcher's mound electric receptacle and replaced 20 lamps at the
Key Largo Park
• Completed plumbing and irrigation repairs at the Harry Harris Park and
Friendship Park
• Replaced lamps at the Key Largo Park and Card Sound Toll Authority
• Trimmed Coconut trees at the Sunset Park
• Spread and graded beach sand at the Harry Harris Park
• Sand sifted from seaweed at Higgs Beach and graded and groomed the Beach
• Cleaned and painted exposed building walls facing Freeman Justice Center at
Jackson Square
• Installed new plantings along curb at Freeman Justice Center
• Met with Key West Garden Club concerning proposed TDC-funded projects
• Started preliminary design plans to renovate East Martello Towers Citadel
ENGINEERING
Key Deer Boulevard Road Project — project completed; staff processed change order
#2, resulting in a credit of $22,251; waiting for final release of liens from the
contractor to process final pay application.
Prado Circle Stormwater Project — substantial completion on November 6, 2008;
waiting for alarm and valve to arrive from manufacturer to be installed; final
completion expected by early December. Rejected $40,000 change order for
additional work not properly authorized; will review $625 change order pending
additional information from contractor.
Breezeswept Beach Estates Culvert — contractor has installed approximately 80 linear
feel of 60" diameter pipe and constructed 50% of the rip -rap headwall on the
Oceanside of the culvert; contractor is waiting for DEP of revised waterline relocation
prior to continuing; coordinating with FKAA on water line relocation and permitting.
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• South Florida Water Management District Grant 2009 — staff provided project
descriptions, cost estimates and proposed construction schedules to SFWMD in order
to obtain approval for $500,000 for stormwater improvement projects for the
upcoming FY09 grant cycle; grant funds must be matched 50% by local funds. Grant
agreement being processed for inclusion on December BOCC agenda.
• Solid Waste/Recycling Project — staff is reviewing current Public Works Solid Waste
contracts; staff is researching and analyzing municipal solid waste and recycling
contracts from various Florida counties in order to provide comparison to existing
Monroe County contracts in anticipation of contract expiration and/or renewal; staff
collected information regarding county -wide initiatives for presentation at the
November 6th GLEE/KSAP Recycling Summit quarterly meeting.
• US 1 Stormwater Project — staff evaluating possibility of combining drainage project
with future FDOT road restoration project (to be designed and constructed by FDOT)
in order to avoid duplication of design engineering work; coordinating with DOT.
• Tropical Storm Fay / Hurricane Ike — staff assisting grant management with
preparation and review of FEMA proj ect worksheets. Notified Natural Resource
Conversation Service (NRCS) of marine -related hurricane work; confirmed that they
will not fund these projects for 2008 storms; notified FEMA to advise marine work
would be submitted to FEMA Staff performed survey of Higgs Beach elevations and
prepared updated site plan for Public Works to assess sand loss and replenishment
needs.
• Palm Drive Bridge — Draft project manual and construction drawings complete;
forwarded geotechnical information to temporary bridge engineers for design of
temporary access.
• Duck Key Bridges — staff requested revised proposal from Kisinger Campo for repair
design for the Tom's Harbor Channel bridge, connecting US to Duck Key; revised
proposal received and is being reviewed.
• Duck Key Security Cameras — Hawks Cay security personnel indicated that
homeowners could piggyback on their security system; resort's security system
consultant contacted to coordinate on November 18th; consultant advises the wireless
portion of the system has not been installed and is not anticipated to be completed for
several months; staff continuing to follow up.
• Duck Key Pedestrian Bridges — coordinating with pre -fabricated bridge manufacturer
and Duck Key Security District to identify options; options with pricing are being
reviewed by staff prior to forwarding to Duck Key.
• Sunset Point Park Boat Ramp — staff finalizing project manual and construction
documents for review by County Attorney and posting for bids; grant agreement
providing for construction funding was approved on November BOCC agenda.
• Boca Chica Road Study — second appeal was sent to State Department of Emergency
Management on October 3, 2008; staff awaiting State DEM and FEMA review to
determine whether additional mitigation work will be funded; additional information
has been provided to DEM staff to facilitate review and approval of appeal.
• Pigeon Key Ferry Service — staff prepared contract extension amendment and
gathered updated certificates of insurance in order to extend ferry service contract for
an additional 6 month period (to June 30, 2009); amendment was approved at
November BOCC meeting; staff managing on -going contract, including processing
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monthly invoices from ferry contractor and preparing reimbursement requests to DOT
for payment though Joint Participation Agreement for ferry service funding.
• Department of Transportation Coordination — staff attended construction progress
meeting for DOT US 1 resurfacing/widening project on Big Coppitt on October 29th;
staff working with Planning Department, Florida Keys Overseas Heritage Trail staff
and FDOT to confirm prior commitment of District 3 impact fees has been
terminated; upon receipt of confirmation, Planning/DOT staff will prepare impact fee
use request for BOCC approval.
• Cudjoe Gardens Private Roads — staff inspected three roads in subdivision to
determine whether they meet County standards to facilitate having County take them
over, per residents' request; staff is working with County Attorney to determine
process and mechanisms for County to take over private roads so that they are county
maintained; staff has provided progress updates to homeowners' representative.
• Tavernier Right of Way Encroachments — staff attended site meeting with
homeowner and other county staff to identify various right of way encroachments;
staff surveyed various locations on three roads; drafting staff created drawings
showing encroachments. Staff is in process of notifying homeowners that
encroachments must be removed from right of way; staff will continue to coordinate
with Code Enforcement to resolve issue.
• Emergency Fire Signals — Upper Keys — request sent to DOT to evaluate signals that
aren't working to determine if equipment upgrade is warranted (outside of
County/DOT maintenance agreement requirements).
• Old Seven Mile Bridge Repair — ongoing coordination and discussions regarding
draft Memorandum of Understanding for bridge and island with DOT and DEP staff.
• County Street lights — staff reviewing Keys Energy Services and Florida Keys
Electric Coop records of County funded and maintained street lights for accuracy;
requires review of lists, site plans, site visits and meetings with utilities to compile
information; additional information pending from FKEC and Public Works.
• Staff provided review of 6 sets of DOT construction drawings, providing comments
where necessary.
• Office staff reviewed 9 right of way applications and issued 3 right of way (ROW)
permits.
• Inspectors made 3 permit inspections prior to issuance of permits to determine permit
requirements and made 10 right of way (ROW) permit inspections after construction.
• Inspectors assisted Code Enforcement, Public Works and Sheriffs office regarding 3
different right of way boundary determinations and/or ROW violations.
• Office staff coordinated investigation of 10 ROW complaints/violations from
residents and other County departments.
• Inspected FKAA pavement cuts and repairs in 5 locations in the Lower Keys for
proper road repair.
• Staff handled 4 citizen inquiries regarding wastewater assessment payoff.
• Staff received 8 drainage and flooding complaints; 12 miscellaneous sewer and road
inquiries; 5 requests for street light installation and 1 request for traffic signals from
citizens.
• County property sales — ongoing staff coordination regarding sale of excess right of
way on Geiger Key; researching additional county properties for potential future sale.
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• Requested traffic study from FDOT regarding intersection at US and Sacarma on
Cudj oe Key in response to safety complaints/concerns from the public; Received
response from DOT (traffic study did not warrant change) and forwarded to resident
who requested it.
• Ongoing coordination with FDOT staff to review street light agreement and
inventory.
• Ongoing review of plans from ATT regarding equipment placement in ROW, Geiger
Key, Key Largo, Little Torch Key area.
• Ongoing coordination with Hospital employees/DOT/bus shelter manufacturer to
fulfill request for bus shelter on US 1 in Tavernier.
• Dedication Ceremonies — staff coordinating with County officials, civic groups and
other entities regarding ceremonies for Murray E. Nelson Government Center;
Freeman Justice Center opening was held on November 14th, with staff assisting with
preparation and coordination of event, including creating and mounting presentation
boards.
• Reviewed 8 different plans for commercial stormwater management.
• Processed invoices/purchase orders for payment for multiple projects.
Key West International Airport -
• Passenger bridge connecting new terminal with old was erected; bridge deck was
placed; completed elevated deck slabs at parking garage; start up of AC and chiller
unit; elevator inspection in new terminal passed; alarm systems tested and met project
requirement; stucco being installed on exterior baggage handling building walls. Staff
autocad specialist created and revised construction drawings for TSA work at request
of contractor. Staff attended status meetings with the Clerk of the Court, County staff
and Construction Manager.
Pay Ap #28 processed and sent to Clerk's office for review and payment; Pay Ap #29
reviewed by staff and forwarded to architect for approval; draft review of Pay Ap #30
completed, contractor finalized for submittal to County.
Prepared November FDOT Reimbursement Request in the amount of $1,656,123.07
including almost 4500 pages of documentation, representing reimbursement requests
for 73 different Direct Material Purchase invoices and 5 different Morganti Pay Aps.
Facilities Development —
• Freeman Justice Center — Grand opening dedication was held November 14, 2008;
security system training was held November 5th and 6th; landscaping mitigation
proposal accepted, processing request to purchase. Litigation research and
coordination with County Attorney and outside counsel ongoing for meeting to be
held December 8, 2008.
• Solid Waste Analysis Project — review and analysis of Monroe County's current
franchise agreements completed; comparison of services and rates against other
Florida counties is almost complete. Historical trend analysis and comparison
spreadsheets are complete. Draft report and presentation at 75% complete, with
presentation scheduled for the December BOCC meeting.
• ADA Compliance Assessment — amendment to contract for additional facilities and
sites was approved at the November BOCC meeting. Field surveys of all building
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square footage is 92% complete; field surveys of all polling places at 100% complete;
beaches and parks survey almost complete; lease agreement review is in progress;
roads and sidewalk field survey is complete. Draft interim reports are in progress.
• Big Pine Key Fire Station — project is 60% complete; perimeter beams formed and
ready for inspection; generator and pad installation in process. Project engineer
resolving issues with rebar and 2nd floor concrete.
• Plantation Key Fueling Facility — front end documents in progress; final construction
plan set scheduled to be delivered by AE in early December; agency coordination for
permitting applications has begun.
• Key Largo Fueling Facility — meeting held on November 13th with School Board,
Fleet, and architect to review School Board funding requirements; front end
documents are in progress; architect directed to complete and deliver final
construction plan set and specifications by mid December.
• Emergency Operations Center — Marathon — Request for Qualifications was posted on
DemandStar on October 31, 2008; addendum #1 issued November 20th; addendum #2
issued November 25th; bid opening date is set for December 3, 2008. Selection
committee scheduled to meeting in public meeting on December 18, 2008.
• Big Pine Key Park — retainage reduction was approved at the November BOCC
meeting; contractor is to use retainage payment to pay subcontractors in order to
obtain final releases of liens.
• Murray E. Nelson Government and Cultural Center — project is 90% complete; most
of landscaping trees are installed, with shrubs and grass remaining to be installed;
waterfront concrete work is complete; lobby floor is stained and other flooring is
being installed. Cabinetry installation at 50% complete; interior painting is 90%
complete. Telephone and data wiring is 67% complete with wire installations
scheduled by December 2"d. Contractor has requested and extension to December
19th, with staff recommending approval.
• Medical Examiner's Facility — County Attorney's office is processing response to the
letter for delay compensation in the amount of $1,038,691.03.
• Medical Examiner's Facility Wetlands Mitigation — excavation of created wetlands is
virtually complete; suggested modification of transition area cross section to rectify a
conflict in SFWMD and ACOE permits is being reviewed by SFWMD; planting is
not yet underway pending the SFWMD and ACOE formal reponses; suggested
change to the planting plan for use of more -appropriate plant species was approved
by SFWMD and ACOE; completion date still scheduled for late 2008.
• Architect/Engineer Small Project— RFQ draft is in process.
• Public Works Rockland —drawing changes requested by Building Department
officials are in process.
• Marathon Courthouse Renovations — review of design in process; front end
documents Division 1 are in draft process.
• US 1 Fire Department Emergency Flashers — working with Signal Service on a
proposal for the flashers at MM 106 and MM 96.
• Tavernier Fire Station — final payment clearance complete.
• Conch Key Fire Station — in the design phase; submitted SFWMD grant request for
$140,350 of stormwater management funds.
• Stock Island Fire Station — search for potential project sites in is progress.
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Wastewater —
• Included in the December 17, 2008 agenda item: "Report to update the status of
Wastewater projects through November 2008."
TECHNICAL SERVICES
As a team we completed 161 work requests in November, continued the rollout of Metro
Ethernet, upgraded LAVATS, converted the Courts Administration to Metro Ethernet in
PK and KW, added the video first appearance to our network, etc. Worked on Murray
Nelson Building and Card Sound upgrade project
VETERANS AFFAIRS
CLIENTS ASSISTED: 1549
NEW CLIENTS ASSISTED: 36
FIELD VISITS 10
BENEFITS DELIVERY AT DISCHARGE 9
VAN CLIENTS TRANSPORTED: 152
(to the VAMC, Miami as well as
other Miami area hospitals, without
incident)
The Veterans Affairs Department:
The financial data for the month of October $41,478.00 indicates the amount of new revenue brought into
Monroe County derived from claims for the entire department, including Plantation Key and Marathon.
The financial data captured monthly will vary due to the Veterans Administration variable time frame on
adjudication of awards, as well as the amount awarded.
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