Item Q1
MEMORANDUM
Office of the County Administrator
TO:
Board of County Commissioners
FROM:
Thomas J. Willi
County Administrator
DATE:
October 5,2005
SUBJECT:
County Divisions' Monthly Activity Report for September, 2005
MONTHL Y ACTIVITY REPORT - SEPTEMBER, 2005
KEY WEST AIRPORT
. Was invited to and attended the first ever US Air Marshall Workshop at the FAA
Tech Center in Atlantic City New Jersey.
. Continued to plan the new McCoy Terminal Complex at the airport, working with
architects, engineers, and community groups.
. Hurricane Rita came to visit on the 19th. We evacuated approx. 1000 visitors and
residents in 16 hours. Airport was closed until 11 :00 AM on the 22nd.
. Began preliminary work to re-establish air service at the Florida Keys Marathon
Airport. Attended the first meeting of the MTH Air Service Task Force, met with
Gulfstream at their headquarters in Ft. Lauderdale, and worked with the TSA to
review their personnel and equipment needs.
MANAGEMENT SERVICES
. Three public hearings on Budget (including one that had to be postponed due to
Hurricane Rita).
. Prepared all PAFs for 3.3% COLA.
. Still working with outside counsel to finalize Firefighters' contract; and trying to
finalize Teamsters' contract. Outside counsel has several questions regarding
Firefighters contract that will need to be resolved prior to presenting to Board.
Request to continue with step program for firefighters will be presented to board
in September.
. In process of forwarding sample contracts on purchasing card to legal for review.
Am trying to obtain sample contract from vendor who supplies purchasing card to
School Board.
1
. Renewed WC TPA arrangement at a cost savings.
. Completed Performance Reviews for several staff members.
. Spent time with Gerry O'Cathey on the transition to Community Services.
. Spent time with Teresa Aguiar on her transition to Management Service.
COMMUNITY SERVICES
Administration
. Updated the website regarding the Key West to Marathon Bus Service (Lower
Keys Shuttle).
. Attended the Ribbon Cutting Ceremony and Kick Off Event for the Key West to
Marathon Bus Service and rode the VIP Bus to Marathon and back.
. Coordinated the next CPM meeting.
Extension Services
. The director participated in the Emergency Management tabletop hurricane
simulation training exercise in Marathon.
. Two Extension agents attended the Extension Professionals Association of
Florida conference in Sarasota. The 4-H Extension agent received two state-wide
awards.
Marine
. The Marine/Sea grant agent presented a one-hour overview of the volunteer
angling tagging program at the monthly meeting of the Key West Audubon
Society.
. A public service announcement was printed in local newspapers to encourage
fishermen to report their hurricane related damages to the Monroe County
Commercial Fishermen organization for documentation of the extent of trap and
revenue losses associated with Hurricane Katrina. Future meetings are planned to
assist the Monroe County Fishermen.
4-H
. The 4H agent taught a lesson at the 4-H Afterschool program at Founder's Park.
. The 4-H agent participated in the Challenge Day program at Key West High
School.
2
. Superintendent Randy Acevedo gave a keynote address to the 4-H Seasons of
Service Retreat for 19 High School students associated with the Monroe Youth
Challenge Program and Red Cross. These teens received several Red Cross
certifications, completed team building exercises and developed a plan of work to
address the needs of residents related to hurricane awareness and preparedness.
Funding was made possible by a grant from the Florida 4-H Foundation.
. The 4-H agent received a proclamation from the Monroe County Commission for
National 4-H Week, October 2-8. Press and school packets have been distributed
to draw attention to the 4-H mission.
Horticulture
. Ten Master Gardener intern volunteers completed a 66 hour horticulture training
program and graduated September 30.
. A Florida Yards and Neighborhoods certification was given to a residence in
Marathon.
Libraries
Web site Updates:
. Data collected in early September for the month of August show that:
.:. Circulation was 11 % higher than that month in 2004
.:. Subscription database usage showed an increase of 143% over the
prevIOUS year
.:. In-house computer use increased by 6.6% over the previous month
.:. Use of the Horizon Information Portal (searching, renewals, requests)
doubled since August 2004
.:. 36,684 visitors used the Library during the month of August
.:. 323 new library cards were issued
. In August, the Library page was the most popular link from the County's web site,
according to VTH statistics.
Activities and Events:
. Norma Kula attended the September meeting of County and City of Marathon
staff to discuss the building of a new Marathon Branch Library. The meeting
focused on the need for an interlocal agreement between the two government
entities and looking at possible areas of shared space, to reduce overall costs of
construction.
. The Director of Florida International University's Digital Library Center spent
four days at the Key West Library scanning rare documents from the Florida
History collection. These documents, dating back to 1820-1910, will be added to
the State University Systems' digital collection of Floridiana. Scanning will
continue as funding allows.
3
. The Libraries are partnering with DCF (Department of Children and Families) to
provide access for applicants to their Economic Self Sufficiency program. We
will make applications available for patron pick-up and offer public internet
access for those who wish to use the online application process; basic computer
assistance will be provided by library staff for the online process.
. The Library has added a new database, Learning Express, to our collection of
patron services. This is a collection of school, job and career, and adult skills
resources covering courses and practice tests ranging from middle school skills to
U.S. Citizenship, to firefighting. This database will be available online for Library
patrons, through our web site.
Nutrition Program
. Nine performances by local artists were conducted at the Nutrition Sites and
Bayshore Manor. One of these was an intergenerational program with the YMCA
Kids from Key West. The Concert Program is provided through grant assistance
from the Florida Keys Council of the Arts and the FL Division of Cultural
Affairs.
. In preparation for Hurricane Rita, on Monday, 19th staff provided shelf-stable
hurricane meals to clients of the Nutrition Site and Home-Delivery Programs. In
addition, Nutrition staff worked at the Sugarloaf School Staging area registering
and attending to elders on the Special Needs Registry who were waiting to be
picked up for evacuation to Florida International University. All home-delivered
food clients received their five meals for the week. Post-hurricane well-being
checks were made to clients after the storm. Normal service at the Nutrition Sites
and for Home-Delivery resumed on Monday, September 25,2005.
Bayshore Manor
. Bayshore Manor residents and staff evacuated to the Juvenile Justice Department
on September 19,2005 at 3 pm and returned on Wednesday, September 21 at 8:00
am for Hurricane Rita's passing. The evacuation went smoothly and there were
no problems.
. The Key West Women's Club provided a desert social for the residents including
a musical performance sponsored by the Florida Keys Council of the Arts on
September 22,2005.
. Susan Scarlet visited the GA Food site in St. Petersburg on September 28, 2005 to
complete a monitoring visit.
. The Supervisor of Elections office representatives came to Bayshore Manor on
September 29, 2005 to assist the residents with their absentee ballots.
4
Welfare
. All social workers and staff from Key West to Plantation attended a two hour
Sterling (Performance of Excellence Training). Our supervisor's attended a five
hour class, explaining their roles in leadership, communication and strategies of
the program.
. Sunday, September 18, 2005, the Social Services Department was called in at
noon to contact all Special Need Registrant's to advise them of a threatening
Hurricane Rita and that we were evacuating the next day. A few hours later, all
registrant's names were called and a list of evacuee's was ready for transport on
September 19, 2005.
. Monday, September 19, 2005, the Key West Social Services office staff came in
at 8:00 a.m. and worked till after lunch, recalling and confirming final decisions
of the Special Needs registrant's who were undecided, or who we were unable to
contact the day before for Hurricane Rita evacuation.
. A Hurricane Relief Drive for Monroe County was steer-headed by Louis La
Torre, with Helen Garcia and Anna Haskins as coordinators. All Monroe County
offices were sent flyers of requested items and collected. The Coast Guard was
responsible for taking the supplies to the Louisiana, and Alabama area.
. The LIHEAP Assistance Program had a tremendous overflow in the month of
September.
. Rap UP: The FY ended September 30, 2005. This was one of the busiest months
of our year due to preparation of end of the year bills. Enormous amounts of
LllIEAP applications were taken due to wage cut backs and shortage of money in
family homes.
In-Home Services
. Conducted training on CCDA changes to Wait Listing protocol.
. Worked and Supervised Stanley Switlik Staging Area for Hurricane Rita.
Transportation
. The Transportation Program chose Nextel cell phones to replace the Cingular
Wireless Service, because of Nextel's Direct Connect feature which is more cost
effective and safer to use because it is less demanding of the driver's attention as
a traditional cell phone.
. In addition to having Transportation switch over to Nextel GPS Enabled cell
phones, we have implemented the Nextel / IT2ME Automatic Vehicle Locator
5
System, commonly known as "A VL" to provide our program with vital bus
tracking information.
. Monroe County is still actively negotlatmg with Miami-Dade Emergency
Management to use a part of their Pet-Friendly facility for our Special Needs
clients' pets.
. During the previous month we were able to utilize the Pet-Friendly plan by
housing three animals during Hurricane Rita.
. During Hurricane Rita we evacuated 47 clients and compamons to Florida
International University (Fill) in Miami.
. Outreach took us to the Sam Pedro Catholic Church in the Tavernier/Key Largo
area. There we attended a meeting of the church's disaster preparedness team.
We were able to speak about the registry and explain our forms to the team so that
they may use them to assist their elderly/frail members in registering with us. It
was a very successful meeting.
GROWTH MANAGEMENT
. The Code Enforcement Department initiated 235 new cases in the month of
September and closed 130 cases without requiring a Special Magistrate Hearing.
. Personnel from the Code Enforcement and Building Departments worked on the
three damage assessment teams after Hurricane Rita.
. Pump-out has been delivered and outfitted. Staff introduced new Pump-out
Captain John Broussard to local Key Largo businesses.
. GMD staff completed 8 Year Assessment of the Comprehensive Plan Work
Program, which was sent to DCA for inclusion in its report to the Governor and
Cabinet.
FIRE RESCUE
. Operations associated with Hurricane Rita and reimbursement activities
associated with Hurricane Katrina.
. Preparation of two new pumpers continued for deployment to Big Pine key and
Conch key fire stations.
. Completed plans in conjunction with FKAA for the addition of 11 fire hydrants in
Cutthroat Harbor on Cudj oe Key.
6
. Completed plans in conjunction with FKAA for the addition of 8 fire hydrants in
Gulfstream Shores subdivision.
PUBLIC SAFETY
. Held monthly meeting with tenants of The Florida Keys Marathon Airport.
. Completed emergency/temporary repairs to tornado damaged T -Hangars at
Florida Keys Marathon Airport; currently seeking cost proposals for permanent
repairs.
. Requested and received Purchase/Service Order (PSO) from SCS, consulting
engineers, for Cudjoe Key Lined Landfill project for renewal of operating permit
for Cells C & D and modification of berms at Cells A & B to allow for natural
drainage of stormwater.
. Coordinated with other County staff regarding Hurricane Katrina debris removal
and reduction which is on-going throughout the Florida Keys; Hurricane Dennis
debris removal has been completed with reduction and transfer to disposal sites
on-gomg.
. Attended meeting with County Administrator, Deputy Administrator, and Fire
Chief regarding proposed reorganization and transition of Emergency
Management functions.
. Held meeting with Public Works Division Director regarding proposed
reorganization and transition of Solid Waste functions.
. Initiated emergency response and recovery activities for Hurricane Rita.
. Used the County's Web site and Channel 76 for dissemination of Protective
Action Recommendations (PAR) and Public Service Announcements (PSAs)
regarding Hurricane Rita response and recovery activities, and Hurricanes Katrina
and Rita debris removal information.
. Held on-going discussions with representatives of the Monroe County Sheriff s
Office and Emergency Communications Department regarding proposed
reorganization.
. Attended the Florida Housing Coalition's 18th Annual Statewide Affordable
Housing Conference.
. Assumed chairmanship and held two meetings of the County's Workforce
Housing Committee.
7
. Hosted initial meeting of Florida Keys Marathon Airport Task Force for
commercial air service initiative.
. Attended meeting with Commissioner Nelson, County Administrator, County and
Land Authority staffs, Housing Authority Director and Ed Swift about affordable
housing and zoning issues.
. Attended meeting with representative of the Monroe County School District
regarding Enhanced Hurricane Protective Areas (EHP A) in new schools.
PUBLIC WORKS
. Completed Hurricane Katrina clean up.
. Started Hurricane Rita clean up.
. Continued w/Higgs Beach parking lot paving project (interrupted due to
Hurricanes).
. Purchased trailer to store/transport special needs cots.
ENGINEERING
. Key West International Airport - Using the qualifications/bid selection process,
The Morganti Group from West Palm Beach is being recommended for the CM at
Risk contract. The contract is now complete, and has been signed by The
Morganti Group. It is on the October BOCC agenda. The first meeting between
the County, URS and Morganti is being planned within the next ten days.
. Murray E. Nelson Key Largo Government and Cultural Center (Upper Keys
Government Center) - Preliminary design is still proceeding very well, meetings
have been conducted with the Quay Committee and the project is proceeding on
schedule. The Selection Committee will meet on October ih to recommend a CM
at Risk contractor.
. Public Works Complex - The Draft Program is complete and the Final Project
Program is being completed. The RFQ for Design/Build will be issued this month.
. Freeman Justice Center - The project is still in the hands of the County attorney
due to design- related difficulties. Construction is proceeding, with 50% of the
first floor concrete deck having been poured on October 3,2005.
. Medical Examiner's Office - The Contractor (Fonticello) has been issued the
Building Permit and anticipates the start of construction within 30 days.
8
. North Key Largo Fire Station - The Contractor (Overholt Construction) has
been issued the Building Permit and anticipates the start of construction within 30
days.
. Tavernier Fire Station - This proj ect is in the hands of the County Attorney due
to the termination of the contract by the Contractor.
. Big Pine Key X Roadway Improvements - Contract with Community Asphalt
is being finalized.
. Hurricane Rita and Debris Removal - Performed damage assessment on
private buildings and County facilities; continuing to coordinate debris pick up.
9