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HomeMy Public PortalAbout1995 Adopted Budget.tifFront Cover Aerial mew of the tillage of Key Biscayne looking north northwest with downtown Miami in the background Community Character Statement Key Biscayne should be a residential refuge horn the outside world Development police -s should protect residential quietude. Future residential development should be at the lowest densities consistent with protection of reasonable property rights. Hotels should be permitted in order to provide ocean access opportunities and espect an established land use pattern, how ever they should be modest in size so as not to overpower the community s i residenha haracter Other commercial development should be sized to attract large nursilbe s of patrons from off the island for either comparison shopping et t Thus means that there should not be a substantial addition oimi iiercial facilities Office development should be limited to the oµnt practical in light of existing development patterns The artilieiit of Natural Resources should be encourage to allow only use of Bill Biggs Park thereby minimizing its potential for bur n Boulevard and disrupting residential quietude The different its of the Village should be integrated into a physically and funs community to the maximum extent possible to this end all h the Village has any future development control shall be pub cessrble to all residents of the Village and there shall be no private n+re private roads than existed at the initial adoption of this plan. To provide a safe quality community environment for all Islanders through responsthie,government r E[ Q q 7 j VILLAGE OF KEY BISCAYNE FLORIDA 1995 ANNUAL OPERATING AND CAPITAL BUDGET First Printing July 12, 1994 Second Punting August 12, 1994 Third Printing December 5, 1994 MISSION STATEMENT `TO PROVIDE A SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL /SLANDERS THROUGH RESPONSIBLE GOVERNMENT READER'S GUIDE I 7 .., The 1995 Annual Operating Budget for the Village of Key Biscayne Florida is intended to serve four purposes 1 The Budget as a Policy Document As a policy document, the Budget indicates what services the Village will provide during the twelve month period beginning October 1 1994 and why The Budget message summarizes the programs the Village shall undertake and how the Budget will address them It also outlines accomplishments for fiscal year 1994 On a more detailed level the Department Budget sections provide goals and objectives for each organizational unit in the Village as well as the performance measures upon which programs will be indicated monitored and completed 2 The Budget as an Operations Guide As an operations guide the budget indicates how services will be delivered to the community The Departments Budget sections provide goals and objectives organization chart authorized personnel activity report, accomplishments proposed accomplishments and summary appropriations for the Village department 3 The Budget as an Financial Plan As a financial plan the Budget outlines how much Village services will cost and how they will be funded The Revenues and Expenditures Section provides an overview of the Budget including major revenue and expenditure categories In addition, there is discussion of the Village s accounting structure and budget policies The section includes projections of the Village's financial condition at September 30 1994 and companson of financial activity over a three year penod (1992/93 1993/94 and 1994/95) The budget document includes appropriations from operating funds for capital improvement purposes 4 The Budget as a Communications Device The Budget is designed to be user friendly with summary information in text, tables and graphs A glossary of budget terms is included for your reference In addition to this reader's guide the table of contents provides a listing in the order of the sections in this document Should you have a questions about the Village budget that this document does not answer please feel free to call the Department of Finance at (305) 365 8903 A budget summary is available for from the Office of the Village Clerk TABLE OF CONTENTS Introduction Village Council 1 Administrative Officers Departments Code Inspectors & Council Appointees 2 Independent Consultants Auditor Bond Counsel Financial Advisor & Stormwater Utility Engineer 3 Organization Chart 4 1995 Budget Schedule 5 Annual Budget Procedures 6 Resolution No 94 20 7 Ordinance No 94 7 9 Budget Message r- a oktk Budget Message 11 Proposed Tax Rate 11 Accomplishment 11 Recommendation 12 Affect of the Save our Home Amendment 12 1995 Revenues 13 1995 Expenditures 13 1993 1994 Budget Amendments 14 State Assistance for Hurricane Expenditures 14 Federal Emergency Management Agency 15 Federal Emergency Management Agency Loan 15 Major Projects 15 Village Green 15 Fire Department 17 Beautification Program 19 Comprehensive Street Tree Planting Program 20 Sod Replacement Program 20 Crandon Boulevard Improvement Program 20 Neighborhood Public Landscape Program 21 Emergency Services Complex 21 Future Projects 22 Crandon Boulevard Improvement Program 22 Harbor Drive 23 1 i z Sidewalks 24 Stormwater Utility 25 Pump Stations 26 1995 Budget Highlights 26 1994 Village Highlights 30 Conclusion 36 Revenues and Expenditures Charts 39 Revenue Revenue Projection Rationale for 1994-1995 42 Certification of Taxable Value 45 Revenues Chart 46 Narrative - Revenue sources 47 General Fund Revenues 49 Expenditure Expenditures Chart 51 1995 Adotped Budget Expenditures Summary 52 Expenditures by Object 52 Budget Analysis by Object of Expense 55 Village Council Mission Statement 57 Village Council Short Term Goals 58 Village Council Long Term Goals 58 Budget Elected Officials 61 Office of the Village Manager Mission Statement 62 Department Description 63 Departmental Organization Chart 64 Objectives 65 Department of Finance and Administrative Services Mission Statement 66 Department Description 67 11 0 a a a U 0 0 0 a C Departmental Organization Chart 68 Summary of Objectives & Objectives 69 Activity Report 75 Budget Administration & Finance 77 Office of the Village Clerk Mission Statement 78 Department Description 79 Departmental Organization Chart 80 Objectives 81 Budget Village Clerk 82 Office of the Village Attorney Mission Statement 83 Legal Services 84 1993 94 Accomplishments 85 Objectives 86 Budget - Village Attorney 87 Department of Economic Development Mission Statement 88 Department Description 89 Departmental Organization Chart 90 1993 1994 Accomplishments 91 Summary of Objectives & Objectives 93 Activity Report 96 Budget Economic Development 97 Non -Departmental Budget Non Departmental Debt Service Budget Debt Service r L 90 99 111 Department of Building Zoning & Planning Mission Statement 100 Department Description 1,01 Departmental Organization Chart 102 1993-1994 Accomplishments 103 Summary of Objectives & Objectives 104 Activity Report 111 1994-1995 Proposed Accomplishments 112 Budget - Building Zoning and Planning 113 Department of Police Mission Statement 114 Department Description 115 Departmental Organization Chart 116 1993-1994 Accomplishments 117 Summary of Objectives & Objectives 118 Activity Report 130 1994-1995 Proposed Accomplishments 132 Budget Police Department 133 Department of Fire Rescue Mission Statement 135 Department Description 136 Departmental Organization Chart 137 1993 1994 Accomplishments 138 Summary of Objectives & Objectives 139 Activity Report 145 1994-1995 Proposed Accomplishments 146 Budget Fire Department 147 Department of Public Works Mission Statement 149 Department Description 150 Departmental Organization Chart 152 Summary of Objectives & Objectives 153 Budget Public Works 159 1v U 1 II El II U U n rr' Department of Recreation Mission Statement 160 Department Description 161 Departmental Organization Chart 162 1993-1994 Accomplishments 163 Summary of Objectives & Objectives 164 Activity Report 170 1994 1995 Proposed Accomplishments 173 Budget - Parks and Recreation 174 Capital Outlay Budget Capital Outlays 175 Capital Improvements Goals and Objectives 176 Capital Improvement Program Chart 178 1 r L 00. Financial Policy Financial Policy Appendix 183 Local Planning Agency 186 Tax Dollar Distribution 187 Dade County Property Taxes Tax Levy 188 Total Assessed Property Value 189 1993 & 1994 Appraised Value of Real Property 190 1994 Village of Key Biscayne Property Appraisal 191 Ad Valorum Tax Dollar Distribution 192 Comparative Analysis Village vs Dade County 193 Personnel Distribution Chart 194 Note Worthy Dates 196 Grand Bay Resort and Residences 198 Debt Service Schedule 199 Miscellaneous Data 200 Elected Officials 201 Glossary of Terms 203 Award from the National Federation of Municipal Analysts 209 Budget Presentation Award 210 Financial Reporting Award 210 v t_ Village of Key Biscayne, Florida 1 Village Council John F Festa, Mayor Joe I Rasco, Vice Mayor Mortimer Fried Raul Llorente Betty Q Sime Raymond P Sullivan John Wald COUNCIL - MANAGER FORM OF GOVERNMENT MISSION STATMENT TO PRO IDE A SAM QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT Village of Key Biscayne, Florida C Samuel Kissinger Village Manager ADMINISTRATIVE OFFICERS Weiss Serota & Helfman, P A Guido H Inguanzo Jr Village Attorney Village Clerk DEPARTMENTS John P Little Jr Director Department of Building Zoning and Planning Michael J Flaherty Police Chief and Director William C Huddleston Fire Rescue Chief Deparment of Emergency Services Jack Neustadt Director Department of Finance and Administrative Services Leo Llanos Building Official Michael Bam, Sports Coordinator Loren Matthews Program Coordinator Department of Recreation CODE INSPECTORS Dan B Nieda R.A John Lindgren Building Inspector Plumbing Inspector Leonard Gutkin Ed Stein Electrical Inspector Mechanical Inspector COUNCIL APPOINTEES James M Dowd 8/1/95 Dennis M O'Hara 6/30/95 Special Master Special Master MISSION STATEMENT 'TO PROVIDE A SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT I2 II U 0 U U r^ r- Village of Key Biscayne, Florida INDEPENDENT CONSULTANTS 1 r Village Engineer Carlos A. Penm P E President C A P Engineering Consultants Inc 7400 S W 50th Terrace Miami Flonda 33155 Village Landscape Architect William A 0 Leary FASLA President 0 Leary Design Associates P A 8525 S W 92nd Street Cll Miami Flonda 33149 INDEPENDENT AUDITOR Village Landscape Architect A Gail B Pettey ASLA President A Gail Boorman & Assoc 849 7th Avenue Suite 204 Naples Flonda 33940 Rachlm & Cohen Certified Public Accountants & Consultants 1320 South Dixie Highway Penthouse Coral Gables Florida 33146-2964 BOND COUNSEL Ruden Barnett McClosky Smith Schuster & Russell PA 701 Brickeil Avenue Suite 1900 Miami Florida 33131 FINANCIAL ADVISOR Percy R Aguila Jr Vice President Rauscher Pierce Refsnes Inc 201 South Biscayne Boulevard, Suite 830 Miami Florida 33131 STORMWATER UTILITY ENGINEER Williams Hatfield and Stoner Inc Consulting Engineers 3191 Coral Way Suite 804 Miami Florida 33145 MISSION STATMENT TO PRO IDE SAFE QU LITT COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GO ERNMENT 3 U VILLAGE OF KEY BISCAYNE, FLORIDA ORGANIZATION CHART VILLAGE CLERK SPECIAL MASTERS VOTER LOCAL PLANNING AGENCY ADMIN ASSISTANT VILLAGE ATTORNEY DEPARTMENT OF ECONOMIC DEVELOPMENT DEPARTMENT DEPARTMENT OF FINANCE OF BUILDING AND ADMIN ZONING AND SERVICES PLANNING BUSINESS PROMOTION TOURISM FINANCE/ ACCOUNTING EMPLOYEE BENEFITS BUILDING PLANNING ZONING DEPARTMENT OF EMERGENCY SERVICES CODE ENFORCEMENT FIRE RESCUE SERVICES POLICE DEPARTMENT OF RECREATION SPECIAL EVENTS DEPARTMENT OF PUBLIC WORKS SPORTS ATHLECTICS PROGRAMS/ TOURS Adopted by Ordinance 93 6 on April 27 1993 Amended by Ordinance 93-20 on November 23 1993 4 VILLAGE ENGINEER CONTRACT ADMIN U 1995 BUDGET SCHEDULE 1 Staff meeting to begin March 11 1994 preparation of 1995 Annual Budget 2 Preliminary Budget estimate May 17 1994 presented by Village Manager to Village Council 3 Certification of taxable July 1 1994 values by Dade County Property Appraiser Tax revenues finalized L1 0 U 4 Tentative 1995 budget presented by Village Manager to Village Council 5 Resolution #94 20 setting proposed millage rate for 1995 and setting public hearing dates Please see page 7 July 12 1994 July 12 1994 6 Budget Workshop August 18 1994 7 Notice of proposed tax bill August 24 1994 and Public Hearing Dates 8 First Public Hearing on the September 8 1994 1995 Budget 9 Final budget hearing and September 26 1994 adoption of the 1995 budget 5 ANNUAL BUDGET PROCEDURES In accordance with the Village of Key Biscayne Charter Section 3 03 powers and duties of the Village Manager (5) the Village Manger must prepare and submit to the Council a proposed budget and capital program. (a) BALANCED BUDGET Each annual budget adopted by the Council shall be a balanced budget (b) BUDGET ADOPTION The Council shall by ordinance adopt the annual budget on or before the last day of September of each year If it fails to adopt the annual budget by this date the Council may by resolution direct that the amount appropriated for current operations for the then ending fiscal year be deemed appropriate for the ensuing, fiscal year for a penod of fifteen (15) days and may be renewed by resolution,each,fifteen (15) days with all items in it prorated accordingly until such time as the Council adopts an annual budget for the ensuing fiscal year An ordinance adopting an annual budget shall constitute appropriations of the amounts specified therein (c) SPECIFIC APPROPRIATION The budget shall be specific as to the nature of each category of appropriations therein Reasonable appropriations may be made for contingencies but not within defined spending categories (d) BUDGET AMENDMENTS The annual budget is adopted by ordinance and may only be changed by ordinance Changes as transferrmg of available funds witlun a specific department may be authorized by the Village Manager Contingency funds may only be transferred by the budget amendment process (e) BUDGET BASIS The Operating or General Fund Budget of the Village of Key Biscayne is prepared on a modified accrual basis Briefly, this means that obligations of the Village such as outstanding purchase orders are budgeted as expenses but revenues are recognized only when they are actually received The Comprehensive Annual Financial Report (CAFR) shows the status of the Village s finances on the basis of "Generally Accepted Accounting Principles (GAAP) In most cases this conforms to the way the Village prepares its budget The Comprehensive Annual Financial Report shows fund expenditures and revenues on both a GAAP basis and budget basis for comparison purposes 6 IJ U El U J U U C RESOLUTION NO 94-20 A RESOLUTION OF THE VILLAGE OF KEY BISCAYNE FLORIDA DETERMINING THE PROPOSED MILLAGE RATE THE CURRENT YEAR ROLLED -BACK RATE AND THE DATE TIME AND PLACE FOR THE FIRST AND SECOND PUBLIC HEARINGS AS REQUIRED BY LAW DIRECTING THE CLERK AND MANAGER TO FILE SAID RESOLUTION WITH THE PROPERTY APPRAISER OF METROPOLITAN DADE COUNTY PURSUANT TO THE REQUIREMENTS OF FLORIDA STATUTES AND THE RULES AND REGULATIONS OF THE DEPARTMENT OF REVENUE OF THE STATE OF FLORIDA PROVIDING FOR AN EFFECTIVE DATE Era WHEREAS on July 1 1994 the Honorable Joel Robbins Property Appraiser of Metropolitan Dade County Florida served upon the Village of Key Biscayne A "Certification of Taxable Value" certifying to the Village of Key Biscayne its 1994 taxable value and WHEREAS the provisions of Florida Statutes Section 200 065 require that within thirty-five (35) days of service of the Certification of Taxable Value upon a municipality said municipality shall be required to furnish to the Property Appraiser of Metropolitan Dade County the proposed millage rate the current year rolled -back rate and the date time and place at which a first public hearing will be held to consider the proposed millage and the tentative budget and 1 WHEREAS the Village Council desires to announce the dates of the first and second public hearings to the Property Appraiser of Metropolitan Dade County and 0 WHEREAS the Village Council has reviewed the figures supplied far by the Property Appraiser of Metropolitan Dade County and conferred at a public meeting with the Village Attorney and that being otherwise fully advised in the premises r NOW THEREFORE BE IT RESOLVED BY THE VILLAGE COUNCIL OF KEY °E BISCAYNE FLORIDA SECTION 1 That the proposed millage for the first public hearing is hereby declared to be 00435 mills which is $4 35 per $1 000 00 of assessed property within the Village of Key Biscayne SECTION 2 That the current year rolled -back rate computed pursuant to Section 200 065 F S is $4 1011 per $1 000 00 7 SECTION 3 That the date time and place of the first and second public hearings is hereby set by the Village Council as follows Date Time. Place September 8 1954 7 00 p m Key Biscayne Village Hall Council Chamber (Second Floor) 85 West McIntyre Street Key Biscayne Florida 33149 September 26 1994 7 00 p m Key Biscayne Village Hall Council Chamber (Second Floor) 85 West McIntyre Street Key Biscayne, Florida 33149 SECTION 4 That the Village Clerk and Village Manager are directed to attach the original Certification of Taxable Value to a certified copy of this resolution and serve the same upon the Honorable Joel Robbins, Property Appraiser of Metropolitan Dade County on or before August 4 1994 SECTION 5 This resolution shall be effective immediately upon its adoption PASSED AND ADOPTED this 12th day of J ATTEST% } t GUIDO H LINGUANZO JR VILLAGE CLERK APPROVED AS TO LEGAL SUFFICIENCY RISRD J WEISS VILLAGE ATTORNEY 8 VICE MAYOR JOE I RASCO I 0 13 U U3 C { ORDINANCE NO 94-7 AN ORDINANCE OF THE VILLAGE OF KEY BISCAYNE FLORIDA ADOPTING A TENTATIVE GENERAL FUND OPERATING BUDGET FOR THE FISCAL YEAR COMMENCING OCTOBER 1 1994 THROUGH SEPTEMBER 30 1995 IN THE AMOUNT OF 59,654,439.00 PURSUANT TO FLORIDA STATUTE 200 065 (TRIM BILL) SETTING A DATE FOR A FINAL PUBLIC HEARING TO ADOPT THE BUDGET, PROVIDING FOR AN EFFECTIVE DATE WHEREAS on July 12 1994 the Village Manager presented to the Village Council a "Tentative General Fund Operating Budget' for the fiscal year commencing October 1 1994 and the Village Council scheduled the public hearing required by Section 200 065 of the Florida Statutes to be held on September 8 1994 at 7 00 p m and WHEREAS the Property Appraiser has properly noticed the public hearing scheduled for September 8 1994 at 7 00 p m in the Council Chamber located at 85 West McIntyre Street Second Floor Key Biscayne Florida 33149 as required by Chapter 200 of the Florida Statutes and WHEREAS said public hearing as required by Section 200 065 (2)(c) was held by the Village Council on September 8, 1994 commencing at 7 00 p m in the evening as previously noticed and the public and all interested parties having had an opportunity to address their comments to the Village Council and the Village Council having had an opportunity to amend the tentative budget as it deemed appropriate and having considered the comments of the public regarding the tentative budget and having complied with the "TRIM" requirements of the Florida Statutes, NOW THEREFORE BE IT RESOLVED BY THE VILLAGE COUNCIL OF KEY BISCAYNE, FLORIDA Section 1 That the tentative operating budget as presented by the Village Manager and amended by the Village Council be and is hereby tentatively adopted subject to final adoption and amendments as provided by Section 200 065 of the Florida Statutes Section 2 That a final public hearing to adopt a budget for the fiscal year commencing October 1 1994 through September 30 1995 be and is hereby set in the Council Chamber located at 85 West McIntyre Street Second Floor Key Biscayne Florida 33149 on Monday September 26 1994 at 7 00 p m Section 3 That the Village Clerk be and is hereby directed to advertise the said public hearing as required by law PASSED AND ADOPTED on the first reading this 8th day of September', 1994 PASSED AND ADOPTED on the second reading this 26th day of September , 1994 ATTEST GUIDO H LINGUANZO JR VILLAGE CLERK APPROVED AS TO FORM AND LEGAL SUFFICIENCY RI J W , V LAGS ATTORNEY 10 V llage Count 1 John F Fest Mayo Joel Ras o V ce Mayo Mort mer Fr ed Raul L{o ente Betty Sune Raymond P Sull v n John Wa d Vllag Manag C Samuel Kissinger VILLAGE OF KEY BISCAYNE Office of the Village Manager July 12 1994 The Honorable Mayor and Members of the Village Council Village of Key Biscayne Key Biscayne Florida 33149 Honorable Mayor and Members of the Village Council In accordance with Article III Section 3 03 sub section (5) the 1994 1995 proposed budget is hereby submitted for your consideration and adoption This will be the fourth budget since the incorporation of the Village in 1991 This budget represents the single most important document presented to the Village Council It establishes an action operation and financial plan for the delivery of Village services to our citizens The document serves as a guide to our residents in an attempt to provide a clearer understanding of the Village s programs projects and services This document attempts to address the Mission Statement adopted in 1992 the Goals and Objectives of the Village Council the objectives and policies of the proposed ``d Comprehensive Plan the Financial Policy reduction of the present mill rate and continuation and improvement of the level of services to our citizens i Proposed Tax Rate The 1995 Budget provides for a 2% percent mill rate reduction This year s tax rate reduction is the third consecutive mill rate reduction for the Village since its incorporation r 1 in 1991 I recommend the mill rate be reduced from 4 439 to 4 350 Tax reduction for fiscal year 1995 is a goal expressed by the Village Council Accomplishment At the December 8 1992 Council meeting a five year financial plan was presented to the Village Council This plan recommended a two (2%) tax reduction per year over five succeeding years for a total of 10% percent That goal has been achieved in three (3) 11 85 West McIntyre Street Key Biscayne Florida 33149 (305) 365 5514 Fax (305) 365 5556 MISSION STATEMENT TO PROVIDE SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT years In the 1993 and 1994 fiscal years the tax rate (mill rate) was reduced 4% in each year for a combined reduction of 8% With this year s 2% percent the tax rate will have been reduced 10% since 1992 This 10% reduction assures the Village of one of the lowest tax rates in Dade County In addition to having a low tax rate the current policy of the Village Council provides that the Village does not charge for the use of the ambulance service does not charge for playing at the Calusa Tennis Center does not charge for false home alarms and our other fees are generally on the low side Recommendation My next financial recommendation for the Village is to maintain the proposed mill rate of 4 35 for the next three (3) years The intent of this is to increase the capital fund to $2 million dollars per year In addition the Contingency Fund should be increased to over the next several years to approximately $500 000 or 5% of the annual budget from the present $200 000 and an undesignated fund balance of $2 million should be maintained Funds are included in the proposed budget to initiate a fire equipment and vehicle replacement policy and automatic aid reserve fund No funds have been budgeted from the undesignated fund balance This will allow the Village to establish a pay -as -you go policy for the majonty of its future capital improvement projects, as opposed to borrowing funds The reason I am not recommending a tax reduction for the next three years is because the full impact of Amendment 10 to the Florida State Constitution is unknown The increase in the assessed valuation could be affected by this amendment causmg only marginal mereases This year's impact would have however shown an increase For each ten million dollar assessment increase the Village receives $43,500 of Property Taxes The' proposed Master Plan states the Village shall pursue a prudent policy in terms of borrowing for capital improvements or other purposes Affect of the "Save our Home" Amendment In accordance with Amendment 10 to the State of Florida Constitution popularly know as the Save Our Homes amendment significant changes in the assessment process for residential properties receiving homestead exemptions have taken place Effective January 1 1994 the property value assessments which will be used to establish 1994 property taxes will be based on just valuation (fair market value) Beginning January 1 1995 homestead exempted properties can not be increased more than, the lesser of 3% or the most recent consumer price index When a homestead property is sold the appraiser may then value that property at fair market value even if the purchaser is entitled to homestead exemption Once the property is purchased by another resident eligible to apply for homestead exemption the limit applies for the new owner This limitation does not apply to non -homestead properties 12 1995 Revenues Approximately 72% or $7 192 491 of the $10 066 491 revenues are derived from property taxes This past years growth is the second largest since 1989 It was brought about by the improvements and new construction caused by the destruction of Humcane Andrew The robust activity continued through the first quarter of 1994 During May June and July of 1994 the number and value of permits declmed from previous months However next year's assessed value should show another increase The non -property taxes will generate approximately $2 868 000 All non property tax revenues have been budgeted at the same level as last year because they appear to have stabilized and in some cases below the 1994 budget However overall total income should meet 1994 projections If any dramatic changes occur the revenue projection could be raised These include utility taxes and franchise taxes $1 808 000 State Shared Revenue $ 651 000 Licenses and Permits $251,000 interest and miscellaneous sources $158,000 The second Local Option Gas Tax levy was adopted as part of the 1993-94 budget by the Dade County Commission on September 20 1993 and it levied an additional five (5) cents per gallon tax on gasoline Due to the considerable controversy surrounding the adoption of this legislation and possible elimination by the County revenues from this source have not been budgeted This tax may generate $93 000 next year This year $41 046 36 was received 1995 Expenditures L' n L� The Proposed Budget is $10 066 491 This is an increase over the 1994 budget of $620 723 or 6 57% Almost 61% of the increase is designated for debt payments and an ambitious capital improvement program This increase mcludes the interest and first principal payment for the 1993 Land Acquisition Revenue Bond Issue and a $1 17 million Capital Budget Other expenditures have increased 2 5% The 1993 budgeted debt service was $871 200 in anticipation of an interest and principal payment by September 30 1994 However under the provisions of the $9 2 million loan only a $195 000 interest payment was paid on June 15 1994 Therefore Ordinance 84 01 was adopted on January 25 1994 which transferred $676 200 from the debt service account to the capital outlay account The Fire Rescue equipment account was increased from $550 000 to $1 164 000 to pay for fire equipment during the 1994 fiscal year The original plan had been to pay the cost of the fire equipment over (2) fiscal years 13 1993-1994 Budget Amendments 1994 1994 1995 1995 Adopted Amended Proposed Adopted Debt $ 871 200 $ 195 000 $1 196 461 $1 196 461 Fire Rescue Vehicles/Equip $ 550 000 $1 164 000 $ 241 241 $ 100 000 ,Capital Projects S 335,000 $ 729.200 S 928.581 S1.362.901 Total 51.756. 200 $2.075.200 $2 366,283 S2(.659.362 The above chart shows capital projects and debt service payments total $2 659,362 These items are 27 5% of the total General Fund Budget, an $584 162 increase over last year State Assistance for Hurricane Expenditures The October 1992 Special Session of the State Legislature provided State assistance from the excess sales tax generated from the Hurricane Governor Lawton Chile s office rrequested information about unreimbursed hurricane expenses and anticipated revenue losses At that point in time, it was possible to request a grant in the amount of $l 0501100 Revenue losses were estimated at $318 000 for 1992-1993, $300 000 for 19'93-1991, and,$150 000 for 1994-1995 for a total grant request of $1 050 000 The State Legislature appr©priated,$1,d02,749 of the requested funds grantmg to the Village all of the requests for revenue loss, and $233,7818 of the $281 000 requested for unreimbursed hurricane expenses As of July 1994 the Village received $792 749 of these funds $191,000 was allocated to the Comprehensive Tree Planting Program During the 1994 Spring Session of the State Legislature $250 000 additional funds for hurricane expenditures were allocated Unreimbursable humcane expenses were readily determined, from FEMA disallowances Revenue losses were initially based on estimates which, tape into consideration the tune that water, electric telephone and television services were not available In addition the majority of the hotels with the exception of the Sonesta Beach Resort Hotel remain out of services Other municipalities with years of past records can readily make comparisons to prior years revenues the Village could not Therefore our figures were estimated, and based on available information and assumptions The one accurate comparison that was made applies to property tax revenues As previously discussed the Dade County Property Appraisers July 1 1993 report showed a loss of 3 5% ($57 Million) in property values and consequent loss of approximately $264 000 in property taxes alone n L E 14 7 Federal Emergency Management Agency r The Village has received approximately $2 028 737 from FEMA through July 1994 These payments were based on FEMA approved claims of $2 103 478 and included $32 034 m administrative allowances (overhead costs) Five percent (5%) or $106 775 has been held back pendmg final audit and mspection At this time some projects have not been completed and billed. The estimated amount is less than $50 000 Federal Emergency Management Agency reimbursements to the Village allowed for debns cleanup and removal tree and sod restorations and a portion of various professional fees from engmeermg, inspections etc Debris cleanup removal and disposal costs were done under contracts approved by the Village Council on September 14 1992 with specified costs In addition a FEMA reserve of $180,000 is being carved until the final audit is completed Federal Emergency Management Agency Loan L_ In addition to direct reimbursement for approved hurricane expenses FEMA is authorized to make five (5) year loans to a limit of 25% of the current annual budget At the time of the hurricane the Village budget for 1992-1993 was $1 824 000 FEMA based the consideration of a loan to the Village on an estimate of what the first year budget might have been if the Village had been fully operational prior to Hurricane Andrew Council Resolution 92 54 adopted on October 13 1992 authorized the Village Manager to apply for the loan As a result, FEMA approved a loan of $ 1,000,000 on May 3 1993 for five years at 5 68% per year The Village received $100 000 of that loan on July 1 1993 against the $1 Million allocation The balance of the loan was received on September 20 1993 Interest mcome from the $1 000 000 will off set a portion the interest payment MAJOR PROJECTS The acquisition of the Village Green property establishment of the Fire Rescue Department, the Beautification Program, and creation and construction of the Emergency Services Complex are the major projects which were completed in fiscal year 1994 VILLAGE GREEN Since June 1992 the Village Council discussed the acquisition of the Tree Farm Property located along Crandon Boulevard In addition its acquisition is part of the Council s Goals and Objectives At their August 24 1993 meeting the Council authorized the acquisition of the property (Resolution 93 55) At the November 9 1993 meeting the Mayor was authorized to execute the agreement to purchase the property (Resolution 93-55) The 15 land was acquired on February 10 1994 at a contract price of $9 099 629 44 plus attorneys fees and financing and closing costs of $ 134 555 45 for a total project cost of $9 234 184 89 Funds to purchase the property were derived from the 1993 Land Acquisition Revenue Bond in the amount of $ 9 2 million and earned interest revenue of $43 133 25 for total income of $9,243 133 25 Ordinance 93-21 adopted December 14 1993 authorized the issue of the Land Acquisition Revenue Bonds Resolution 93-57 adopted on December 14 1993 set forth the details of the bond issue The debt service payment schedule allows the 1993 Bond Issue to be repaid over a 10 year period, ending September 30 2004 at an annual interest rate of 4 36% This below niaarket rate is, the result of the 'bank relined' status of the load and the bank's understanding of the Villagers financial position and revenue stream This financial package was approved at the November 23, 1993 Council Meeting. The debt 'service schedule is on page 199 The original,ifinancial plan was to issue a 20 year bond issue Naturally this plan would have cost the Village,cousiderably more At the November 8 1993 Council workshop a representative from the University of Miami offered their services to the Village Resolution 93-59 adopted December 14 1993, authorized the Village Manager to negotiate an agreement with the University of Miami School of Architecture - Center for Urban and Community Design The agreement was entered into on Febi uaiy 11 1994 at a cost of $9 200 ($4 600 being funded by the, University) The, purpose, of the study was to develop a long term development plan for the property The study team examined the opportunities and the options for development of the property On March 5 and April 26 1994 respectively two (2) community workshops were held to insure broad public input relevant to alternative uses options and opportunities for this parcel The University presented the following summary at the May 31 1994 meeting of the Village Council concerning the incorporation of the Tree Farm into the civic realm of Key Biscayne 1 An initial investment in perimeter landscaping should be undertaken to improve aesthetic quality of the site as viewed from Crandon Boulevard and adjacent properties 2 To establish a physical east west linkage for pedestrians at the alignment of Heather Drive would seem critical for establishing the property as a center for the community while also symbolically linking the east and west parts of the Village and potentially with the Atlantic Ocean 16 2 fE In (C II � !E 3 Future strategies for the long term development/use of the property should not be limited by initial construction It should also be assumed that future decisions of the Village and by property development "off -site will impact the desirability of future options for this parcel 4 Given the size of the community and the importance of this site it is important that the Village be assured that before improvements are undertaken a consensus of the residents exists in favor of these improvements Toward this end the Village may decide 'not to decide" as to permanent utilization of this property for several years Many communities have regretted squandering future options of some considerable significance in a rush to ' conclude business Patience reflective thought, and deliberate action should not be seen as non responsive action This is not to say that nothing should be done now but a detailed, long term proposal is m all likelihood premature at this time The approach recommended then is to develop a landscape framework that will accommodate immediate needs while maintammg the maximum number of desirable outcomes As the property begins to become more visible as a community asset the Council should then once again, seek public input and dialogue The central prominent location of this parcel enhances both the value and future options for its use A short term goal of the Village Council is to have the property made usable and safe in order to permit public use and access The landscape architect was instructed at the May 10 1994 meeting to prepare plans and specifications to grade sod and install an irrigation system on the property These improvements would permit use of the park by all citizens In the mtenm a clean up contract in the amount of $6 950 was awarded to Turf Management Inc by the Village Council at the June 14 1994 meeting A final plan for park improvements was reviewed by the Council at the same meeting The major project includes an extensive weed eradication program to establish turf playing fields Viable palms and trees will be relocated if they are in the way of construction or within the playing fields The property must be filled for use and drainage purposes and solid sod will be planted Bids were accepted on July 22 1994 The contract awarded by the Council on July 26 1994 for approximately $506 517 50 This cost assumes fill will be from Bill Baggs Cape Flonda State Recreation Area The contract was executed August 12 1994 FIRE DEPARTMENT The Village adopted Resolution 93 08 opting out of the Metro Dade District on March 9 1993 On April 27 1993 the citizens of the Village of Key Biscayne by a vote of almost 2 to 1 (n=1 313 y=752) decided not to restrict the Village from leaving the Metro Dade 17 Fire District to establish their own Village Fire Department Resolution 93-07 adopted March 9, 1993 as the result of a petition submitted by electors required this referendum Also the Metro Dade Commission adopted an ordinance that would have required municipalities wanting to opt out" of the Fire District to require 50% of registered voters vote in favor of the separation. The Chief and Deputy Chief were hired in May Recruitment and employment of the officers was completed by August 2, 1993 The remaining firefighting personnel began work by August 16, 1993 Resolution 93-22 adopted May 11 1993 authorized the purchase of fire and rescue vehicles and equipment at a total cost of $1 164,000 This equipment includes two Rescue trucks and Pumper wdelivered on October Ist, 1993, a Quint delivered May 1 1994 and the Command }Vehicles delivered on February Sand 18, 1994 respectively Initially, the equipment was to be financed over a two year period However, all vehicles were paid for during fiscal 1994 To provide the Village with the necessary backup to support our emergency response to structure fires and major e,rtergencies we have entered into a five-year automatic aid and fire auxiliary agreement with the City of MamrPire Rescue Department effective October 1 1993 'at a cost/ o4$402, i'00 per year ;The automatic aid partion of this agreement provides rf'gc the Psinnane9us dispatch oC additional fire rescue unat from the City of Mani to$1pplenient our umta,accord ig a ghat is considered' an opnate standard level of einurgency resporlsetflanous ituhtions reported. The agree at was authorized at the May 11, 1993 meeting of the Village Cowell with the adoptidn of Resolution 93 21 In addition to the automatic aid provision; we are also afforded through this agreement ,all ancillary services needed to operate our Fire Rescue Department including the E911 Emergenejt Dispatch Miami s emergency medical priority dispatch system and Medical Director 'Rif -service training, apparatus maintenance, supplies and fuel, plan review and other cost items Also included are training programs through the Miami Fire Rescue Training Facility with video capabilities and computer faniihanzatfon Additionally, a state-of-the-art Breathing Air Program ipcludmg the repair and static testing of our breathing apparatus is prosrrded ,, Finally„,th.ewprovrsion of Miami's Biohazardous Waste Program providing for regular pith, up of contaminated items is part of this agreement Our Emergency E911 communication system'rs state of the art It takes an average of 33 seconds to complete an E911 call to the Village of Key Biscayne 'The system has been monitored continually since its inception October 1 1993 An E911 tali for Police Fire or Rescue made from Key Biscayne is initially answered by an E91 t call taker a the Metro Dade Communications Center These call takers are skilled in evaluating the callers needs and have immediate access to `various language skills if the need arises When the E911 call taker has determined the resources needed to handle the satiation reported the call is electronically transferred to either a Metro Dade Police Dispatcher or a City of Miami Fire Rescue ,Dispatcher vyho verifies the information and dispatches L8 I ci r. either the Village Police or Village Fire Rescue over the respective radio frequencies The average processing time for dispatching is 33 seconds The average response time is 3 minutes and 30 seconds to amve at the scene of the emergency This response could be the lowest in the Country Key Biscayne Caller Metro -Dade Communications Center L. here f. 7 L L Metro -Dade Police Key Biscayne Police City of Miami Fire Rescue Key Biscayne Fire Rescue The Fire Rescue Department provides a quicker response time than that provided by Metro -Dade Fire Rescue because our Department covers a smaller service area It provides double the available equipment including a Quint and back-up ambulance In addition, the department is backed -up by two mutual aid agreements Also the number of certified paramedics exceeds Dade s ratio By the end of 1995 all firefighters shall be certified BEAUTIFICATION PROGRAM At the May 12 1992 meeting of the Village Council a $2 million Beautification and Quality of Life Program was adopted Designed by two (2) professional landscape architects, it includes the (1) Comprehensive Tree Planting Program a (2) Sod Replacement Program (3) Crandon Boulevard Improvement Program and a (4) Neighborhood Public Landscape Program These programs are part of the Council s Goals and Objectives 19 Comprehensive Street Tree Planting Program (Key BhscayneRe-forestation) The Comprehensive Street Tree Planting Program (Key Biscayne Re -forestation) began on January 26 1993 when O'Leary Design Associates, Landscape Architect, was authorized to prepare a village -wide comprehensive street tree plan The plan was submitted to the Village Council on February 25 1993, who reviewed the plan at their April 13 1993 meeting A community meeting was held on April 14, 1993, to hear pubhc comments The architect was authorized to proceed with final plans and specifications at the April 27th meeting Bids were opened on June 16th and the contract was awarded to Vila and Son Landscapmg Corporation on June 22, 1993 Funding for this project was authorized June 22, 1993, A ground -breaking ceremony was held on August 16, 1993 Phase One was granted final acceptance February 7, 1994 Phases Two and Three were accepted, May 25 1994 This began the 180 day warranty period from the respective dates Approximately 2,600 frees were planted throughout the Village The project was completed at an estimated cost of $525,000 Approximately $351 000 of the cost has been paid from the following sources State of Honda, $191 000 Federal Emergency Management Agency $ 80,000 Small Business Adntmistrahon $34,995 We Will Rebuild, $25 000, Florida Urban and Community Forestry Grant, $20 000 The local share is estimated at $175,000 subject to final FEMA audit. Sod Replacement Program Almost 500,000 square feet of sod, at a cost of $150 000 was installed along the Village right-of-ways as approved by the FEMA representatives The program was authorized and awarded at the July 27 1993 Council Meeting Village costs are currently estimated at $50 000 for additional sod added due to special circumstances These costs are subject to final audit and review Crandon Boulevard Median Improvement Program The Crandon Boulevard Improvement Program was initiated on May 12, 1992 when O'Leary Design & Associates, Landscape Architect, was instructed to prepare a conceptual plan for the first two (2) blocks of Crandon Boulevard The plan was subsequently approved by the Village Council on July 14 1992 On August 24, Hurricane Andrew struck Key Biscayne Shortly thereafter the Village was contacted by representatives of the Florida Department of Transportation who informed us that financial assistance for the project was available The contract between the Department and the Village was approved on February 22 1993 With the adoption of Resolution 93-10 on March 9 1993 the landscape architect was authorized to prepare expanded final plans and specifications Project financing was approved on June 29 1993 The county approved the plans July 20 b I t t r 1 1993 Bids were received August 31 and the contract was awarded by the State and ground -breaking took place on September 27 1993 The project was conditionally accepted May 3 1994 It will be maintained by the contractor for a six (6) month penod The local share of the construction costs for this program is estimated at $280,000 The State share is approximately $200 000 for a total construction cost of almost $500,000, not including landscape architecture expenditures of over $56 000 The majority of landscape architectural costs were reimbursed by the State Neighborhood Public Landscape Program Similar to the Master Tree Plantmg Program the Neighborhood Pubhe Landscape Program was created to re vegetate residential streets withm the Village Project was bid on September 7 1993 and had fundmg approved by the Village Council on June 29 1993 The trees and palms used are low maintenance and can tolerate salt, wind and drought Efforts were made to use hypo-allergemc vegetation To ensure that all plants and lawn areas thrive an underground, low water consumption irrigation system was installed The Neighborhood Public Landscape Program has three goals (1) to improve the quality of the community environment, (2) to instill a sense of neighborhood pride in the community landscape improvements and (3) to enhance the actual and perceived quality of life for Village residents with public landscape improvements This program focused specifically on fourteen (14) medians cul de sacs, entrances and other areas within the public right of ways These are Harbor Drive the water crossmg at Cape Flonda Drive the cul-de sacs at Cape Flonda Drive East and West the cul-de-sac at Knollwood Drive The cul de -sac at Seaview Dnve the cul de -sac at Mariner Drive West Mashta Drive The water crossmg at West Mashta Dnve the cul-de-sac at South Mashta Drive the cul de -sac at North Mashta Drive Ocean Dnve and Ocean Lane Dnve In addition to providing almost immediate visual improvement this program replaced lost tree canopy and served to augment the Master Tree Planting Program The cost of this project is estimated at $400 000 This includes the Ocean Drive project which involved the construction of a fifteen (15) car municipal parking lot including stormwater drainage paving and landscaping Ocean Lane Dnve which is part of this program has been delayed pending the installation of a stormwater drainage system EMERGENCY SERVICES COMPLEX The Emergency Services Complex which provides work and office space for Fire Rescue and Police Departments will be completed very shortly The four building complex provides a modern cost effective work environment for our public safety personnel 21 s,. The University of Miami School of Architecture -Center for Urban and Community Design was retained by Council (Resolution 94 8 March 8 1994) to prepare preliminary concept alternatives for streetscape and related right of way improvements necessary to accommodate both pedestrians and bicyclists not only for Harbor Drive but also Fernwood Road, Westwood Drive and West Mashta Drive The cost of the,study was $8,049 ;$1,612 coming from the University and a grant from the Metropolitan Planning Organization in the amount of $6 437 A forum was sponsored by the Village Council, on April 19 1994 Their fmal report was submitted and discussed by the Council on May 31 1994 The University's proposal made the following assumptions 1 The paving width and location will remain basically as is 2 A sidewalk, 8 to 10 feet in width, will parallel the street on the bay side of the street (i.e, north and east side) 3 A green plantmg strip 5 to 10 feet in width will be included between the paving and the proposed walk 4, A double raw of palm trees with a spacing of approximately 35 feet will flai1c ps2ffirpules of the ziroposed sidewalk 5 An additional row ,of pahns also at a spacing of approximately 35 feet, will closely parallel the street edge on the south/east side of the paving 6 A raised median may be considered for the block between Crandon Bouleyard and Fernwood Road and also for the blocks between Fernwood Road land Cress Drive 7 Othcrtsmali median 'f islands" may be located approximately every 1500 to 2000 feet Lath t$etptupase of slowing traffic (These would not be located at intersections) 9 , The above considerations will enhance not only the quality of the public open space of the community but adjacent prbperttes as well It should also promote leisurely walking by pedestrians, provide safe conditions for children strollers and bicyclists A traffic engineer from the Florida Department of Transportation conducted a traffic calming forum on September 10 1994 that was attended by community residents An engineer will be retained to prepare full, plans and specifications and to receive bids A definitive time table for this project has not as yet been developed The proposed Master Plan schedules the project relevant to planning and construction from 1995 1999 SIDEWALKS The Village Council at the May 31 1994 meeting instructed the Village Manager to prepare a cost estimate for the installation of sidewalks on Harbor Drive and other streets 24 included in the streetscape study area The next step will be to receive input from our Landscape Architect and Traffic Engineer The Fernwood Road sidewalk will provide a pedestnan linkage from Harbor Drive to the Tree Farm property and with existing sidewalks adjacent to the school Sidewalks along portions of West Mashta, West McIntyre Street and Harbor Drive provide critical east -west linkages from Harbor Drive to the central spine of the community The proposed sidewalks mclude those m the proposed Master Plan Certam streets shall be exammed to determme if curbs should be installed A cost estimate of $461 000 was presented to the Council on August 9 1994 STORMWATER UTILITY ARRA The Stormwater Drainage Improvement Plan was discussed in early 1992 by the Village Council This community improvement program which will take several years to complete will solve our number one problem which is inadequate storm drainage Establishing a Stormwater Utility was one of the Goals and Objectives adopted by the Village Council on June 9 1992 The Village Council re affirmed the citizen consensus at the Goal workshops of June 29 1993 and February 22 1994 As part of the Master Plan process m March 1993 the Village of Ivey Biscayne residents were requested to express their opinion through a survey As a result, it was determined that most residents feel the most urgent problem facing the Village is inadequate stormwater drainage At the October 13 1992 meeting the Manager was authorized to begin the selection process for retaining an engineering firm to prepare the Stormwater Master Plan The interview and selection process was initiated and the finn of Wilhams Hatfield and Stoner was retained to prepare the Stormwater Master Plan at the April 13 1993 Council Meetmg at a cost of $65 000 The Stormwater Master Plan was adopted five (5) months later on September 14 1993 Williams Hatfield and Stoner were authorized to proceed to prepare plans and specifications to implement the Master Plan at a fee of $189 600 approved at the September 28 1993 Council Meeting Resolution 93-48 authonzed the execution of the agreement with Williams Hatfield and Stoner The firm presented final plans and specifications to the Village Council at the Apnl 19 1994 Council Meeting A meeting was held May 31 1994 to discuss the final plans and implications of the project on the 7 existing water and the sanitary sewer lines Miami Dade Water and Sewer agreed to L replace almost $1 000 000 of water maws and add additional fire hydrants At the March 9 1994 Council Meeting Resolution 94 9 was adopted authorizing the Village Manager to execute a contract with Williams Hatfield and Stoner to prepare final plans and specifications for the Stormwater system for the Holiday Colony area at a cost 25 not to exceed $28 000 At the July 12, 1994 meeting the Council authorized the engineer based on his recommendation to proceed with the design of the pump station for this project. The Holiday Colony project will be funded by a $750 000 grant from the U S Department of Commerce, Economic Development Administration This application was submitted on August 16 1993 and approved on January 12, 1994 A grant application in the amount of $166 681 was submitted to the South Flonda Water Management District for Mashta Island on May 11 1994 The Village was notified in October the application was approved by the District for finding The roads this grant will cover are Island Drive, Knoliwood Drive Cape Florida Drive and Mariner Drive The Ocean Lane Drive $200 000 apphcation was submitted on April 26 1993 The Council authorized this submittal on February 9 1993 In addition to the aforementioned studies and plans a separate study of the swale areas was requested prior to the installation of a drainage system at the February 27 1993 Council Meeting The Village Engineer was authorized to proceed with the study at the March 9, 1993 meeting at a cost not to exceeed $2,500 The results of the study were presented at the April 17 1993 meeting No further action has been taken by the Council on this matter PUMP STATIONS The Miami -Dade Water and Sewer Department shall undertake a major $2 million Pump Station Improvement The Program, once completed, will eliminate sanitary sewer system overflows and ensure long-term adequate transmission and treatment capacity The Pump Stations which will be upgraded are located at 265 Island Drive and 1111 Crandon Boulevard. The six force mains to be up graded are as follows 1 Along Harbor Drive from Woodcrest Road to Crandon Boulevard 2 Along Crandon Boulevard from E Heather Drive to Harbor Drive 3 Force main in Crandon Boulevard from Sunrise Drive to E Heather Drive 4 Along Island Drive and Knoliwood from pump station 136 to Crandon Boulevard 5 Along Crandon Boulevard from Knollwood Drive to pump station 138 6 Along Crandon Boulevard from Westwood Drive to Sunrise Drive The project will take six (6) months to complete 1995 Budget Highlights The 1995 Budget reduces the mill rate It provides funds for the debt payment for the 26 'U tO 0 U 0 Tree Farm The Police and Fire Rescue Departments are funded to be able to continue the outstanding service delivery Funds are contained to continue the police vehicle replacement program established a similar replacement program for fire equipment and continue the aid reserve fund. The Master Plan will be adopted by the Council and subsequently approved by the State Department of Community Affairs The land development regulations are currently being prepared A capital budget of almost $1 4 million is proposed 1 The total tax savings smce the Village of Key Biscayne was incorporated amount to more than $1 236 664 This year is the third consecutive year the mill rate is reduced The combined total reduction is 10% These savings do not take into account the additional savmgs the Village receives by not being a member of the Metro -Dade Fire Distract The savings to the Village for fiscal year 1995 are estimated to be over $1 4 million L r r L r L C GRA 2 Funds have been budgeted to pay the annual interest and the first of ten principal payments for the Tree Farm Property acquired by the Village on February 10 1994 3 The budget for the second consecutive year contains funds in the amount of $100 000 for commumty grants to our local not for-profit organizations 4 The Department of Recreation will concentrate on enhancmg the perception of community recreation A recreation brochure will be developed that will have a mail in survey for residents to complete From this new and unproved programs and ideas will be considered and may be implemented An mcrease in revenues is anticipated due to an increased participation m the fee based programs such as classes trips and ticketed events The Department intends to provide and promote creative programs which are sensitive and responsive to citizen needs Funds are included in the Economic Development Department s budget to fund the Fireworks display as per Resolution 93-20 adopted May 11 1993 This is the last year of the three year contract 5 The Department of Fire Rescue has provided an excellent response time of 3 minutes and 30 seconds along with maintaining the minimum on duty staffing of seven or more firefighters at all times This fiscal year we will continue providing the same excellent level of service as last year along with an additional emphasis on public service programs such as citizen CPR classes blood pressure testing and fire prevention inspections Blood pressure testing is available at most times at the Fire Station By the end of 1995 all firefighters should be certified paramedics This shall be the only Dade Community with 100% of firefighters cross trained as paramedics 27 6 On March 8 1994 the Council approved funds for a police vehicle replacement plan. The police vehicle replacement plan calls for the replacement of four (4) police vehicles per year Funds are included in this budget to continue the plan 7 I recommend that a 'Reserve Fund for Fire Rescue Equipment be established to finance the replacement of Fire Rescue equipment and vehicles The less desirable alternative would be to budget the necessary funds in one or two budgets or perhaps, borrow the funds with a pay back over a 2 to 5 year period This replacement fluid would require annual appropriations in accordance with the following schedule. Command and Rescue Vehicles will be replaced every three (3) years, the Pumper every five (5) years and the Quint every seven,(7) years Umt Cost Replacement Cost Using A 5% Inflation Factor Per Year Minus Trade m Value Annual Amoftizatibn Cost Trade Year Command 1 $ 26 000 $ 30 098 - $ 17 625 = $ 12 473 $ 4 158 1997 Command 2 $ 26,000 $ 30,098 - 1 17 625 = $ 12,473 $ 4,t58 1997 Rescue 1 $ 90 000 $104 186 - $ 75 000 = $ 29 L86 $ 9,729 1997 Rescue 2 $ 90,000 $104,186 - $ 75 000 = $ 29 1,8'6 $ 9 729 1997 Engine 2 $ 240,000 $306,308 - $ 75 000 = $ 231 308 $ 46 262 1999 Quint 1 $ 450,000 $633 195 - $175,000 = $ 458 ,195 $ 65,456 2001 Total $ 139,492 The 1994-1995 budget contains $140,000 for the first payment into the fund Each year this number will be adjusted accordmgry 8 The Capital Fund provides for the installation of curbing and sidewalks along selected streets for a pilot project to install overhead utility Ines underground for retaining an engineering firm to prepare plans and specifications for Harbor Dnve reconstruction for Crandon Boulevard improvements and for miscellaneous projects 9 No new full-time personnel have been requested for this budget However two additional part time crossing guard positions are recommended and funded in the Police Department s budget A 2 5% cost of -living salary and wage increase is recommended Also funds are provided for a tuition reimbursement plan The 28 La tE tCn In L L r I budget allocates $12 000 with a maximum reimbursement of $1000 per employee per year for this program The plan requirement shall be described in the personnel rules Funds are included for additional fringe benefits 1 r a L. 10 The Building Zoning and Plannmg Department will proceed with the final stages of the Master Plan, which includes the necessary public hearings for the final adoption and subsequent development regulation hearings Resolution 94 01 adopted January 11 1994 authorized the plan to be submitted to the Florida Department of Community Affairs The Village received the departments comments on April 8 1994 The plan was amended to mcorporate the recommendations at the July 5 1994 Council meetmg Hearings on the ordinance were held July 26th and August 16th Ordinance 94 6 approved on August 16 1994 adopted the Master PIan and authorized transmittal to the Department of Community Affairs The department responds to the plan on October 5 1994 These development regulations will incorporate not only the zoning regulations but also will interrelate these zoning regulations to future development mtensities and densities These regulations are used to adjust growth so as not to exceed the demand on the infrastructure and match the approved capital improvement plan Once completed this concurrency procedure will be monitored through the occupational license process that will be transferred to this department 11 The Building Zoning and Planning Department will continue to modify the existing street address system for easy retrieval on the computer as well as on hard copies The system will utilize the installed geographic information system that allows easy retrieval of mapping and other Village information This system is being set up so that in the future a separate communication line may be used outside for access via modem or telephone This link could request buildmg inspections or other information from outside the office 12 The Building Zoning and Planning Department will use the newly installed geographic information system to monitor buildmg damage from natural disasters such infrastructure repairs as roads traffic water and sewer lines park improvements trees and other items 13 The Village Council shall continue discussions on whether or not it is feasible to extend the sanitary sewer system to the unsewered areas 14 The objective of the Key Biscayne Beach Vegetation Project and a goal of the Council is to re establish a band of native dune vegetation along the Atlantic beachfront within the limits of the Village The general re -vegetation plan calls for the planting of seven native species of dune plants in bands ranging from 15 to 20 wide The dunes will be planted with seven types of native plants including 700 dune sunflowers 15 sea lavenders 16 000 sea oats 650 railroad vines 100 sea 29 tO purslane 550 beach crotons and 100 beach elders The vegetation will help stabilize the beach and keep the sand from washing away The beach is about seven feet above sea level The dune vegetation restores the beach The beach vegetation project of $40 342 is partially funded by a matching grant from the Florida Department of Environmental Protection and Dade County This grant will fund plantmg in segments of the beach which have public access These sections include one segment of approximately 1 700 Imear feet extendmg from Crandon park south through the Key Colony Condominium, and m front of the Mar Azul and Casa DeL Mar condpmimums on the south portion of the beach Private finds will pay for the remainder of the project The cost of vegetating the remaining areas not covered by the grant is estimated at $30 000 This cost will be kept down by utilizing 'hotel and condominium Iandscapmg crews for the planting in those areas The dedication of the native vegetation project is scheduled for November 22,, 1994 The removal of the derelict groin structures in front of the Key Biscayne Hotel and Villas ,site should take place before the end of this year 15 Economic Development Department was established immediately after the hurricane. A director vvas appointed on a part-time basis A $50,000 grant was received from the U S Economic Development Administration The position was extended too fult lame on March 29 1993 I am recommending the position be reduced to F.pa4. time for the E995 fiscal year The part-time position shall concentratepi grant programs The economic development function shall be taken over by the,Chanfber of Commerce 1994 Village Highlights 1 The second consecutive four (4%) percent tax reduction of the mill rate from 4 624 to 4 439 was implemented 2 The first full year of operation of the Police Department was completed on March 1 1994 Mutual aid agreement executed with Metro -Dade as per Resolution 93-12 adopted March 23 1993 The City of Miami mutual aid agreement was authorized by Resolution 93-27 dated May 28 1993 3 The 1993 Inter local Agreement authorized by Resolution 93 21 May 11 1993 between the City of Miami and the Village for Fire Rescue and Automatic Aid Services contains a provision for major emergencies Section B Appendix I provides for additional service m the event the incident involving automatic 30 10 iu 10 C C C C C r 1 aid is declared a major emergency' When this occurs the Village is required to pay an additional charge based on the agreed upon fee schedule for the City of Miami manpower and equipment The 1994 Budget contains $100 000 for the above contingency The proposed 1995 Budget also contains $100 000 For this purpose I am recommendmg that all unexpended funds in this account, each year be placed m a Reserve Account for Major Emergencies The reason for this recommendation is to establish a reserve for a major emergency This action may alleviate a future financial problem for the Village 4 In accordance with the Goals and Objectives of the Council Hurricane Plan Review the Village Council reviewed the Key Biscayne Hurricane Plan at the May 10 1994 Council meeting The Village staff participated in a Statewide Hurricane Disaster Preparedness Drill on June 15 and 16 1994 The drill assisted the Village m refining our plan In conjunction with these exercises the South Florida Urban Search and Rescue Task Force mobilized the disaster response team and conducted hands-on rescue operations for over 30 hours The overall multi -jurisdictional operation included 80 volunteers from the surrounding communities including the fire departments from Hialeah Miami Beach, City of Miami and Coral Gables Both the Police and Fire Chiefs their deputies and numerous other law enforcement and rescue personnel have attended emergency management seminars and training dealing with "Hurricane Preparedness and recovery coordination following natural disasters A hurricane plan involving all departments of the Village government is in place and provides guidance and easy reference should implementation of the plan be needed in the future The Emergency Services personnel continue to train test and improve our plan to deal with emergency situations should they occur An Emergency Operations Center at the Public Safety Complex is in place to coordinate with the Miami/Metro Dade emergency operations centers should a hurricane or other disaster threaten the island 5 In order to expand the level of service currently being provided by Dade County the Village Council authorized the execution of an agreement between Metro -Dade County and the Village for the purpose of providing landscape maintenance services at the Key Biscayne Library 299 Crandon Boulevard Resolution 94 7 adopted on March 8 1994 authorized this inter local agreement The County approved and executed the agreement May 17 1994 The Village will assume the responsibility October 1 1994 31 i0 The Agreement will compliment the efforts of the Key Biscayne Beautification Foundation, which was founded in January 1994 for the purpose of improving and maintaining the grounds around the library The Foundation's goal is to have the library site become the jewel of Crandon Boulevard Toward this end new sod donated by a contractor will be installed around the building This project will be completed by October 1994 To insure the maintenance of the newly installed sod, Resolution 94 16, adopted on April 12 1994 authorized the installation of a new irrigation system at a cost of $9,500 The projedt was completed in August, 1994 6 The Village Council approved Resolution 93-56 November 9 1993 which authorized the execution of an agreement between Coastal Management and Consulting and the Village for the purpose of providmg consulting services relevant to the evaluation and management of the coastal dune within the Village limits at a cost of $6 000 The firm also does periodic consulting for beach assignments at the direction of the Village staff 7 At the July 27 1993 meeting the Village Council authorized the Manager to execute a three (3) year contract with Universal Beach Service Corporation at an estimated cost of $78,000 per year to clean the beach This contract provides for cleanmg (general maintenance and debris removal) three (3) times a week along the beach Since the mception 9f the program on August 10 1993 the beach has stabilized and the cleanliness has been improved considerably 8 The Zoning Code Review Couuuittee was established by the Local Planning Agency on June 1 1993 and Councilmember Michael Hill was appointed as chairman. The Committee was formed to study the huildmg and zoning codes for the smgl.e farnily residential lots The following members were appointed to serve on the committee Julie Alvarez, Wilfredo Borrotor Edin1rdo Chamorro Deborah Delson, R91‘11l;,lorente, Jorge Mantilla and Deborah New In November John Festa was appointed as chairman and Patricia Romans was appointed as a member The Committee, held more, than thirty meetings On January 15 1994 the coim»iuee submitted a final report ofits.indmgs to the Local Planning Agency and VijJage Cpiincil The council' adopted Ordinance 92-2, March 9 1994 implementing the, committees kcommeti` dations 9 The Building Zoning and Planning Department Advisory Committee was established by the Village Council on November 9 1993 and Councilman Raul Llorente was appointed as chairman The committee was formed to evaluate the department and make recommendations to the Council The following members were appointed to serve on the committee Bonnie Clayton , Jorge Mantilla Carol 32 10 U U t f r Martinez Jose Ortega Henry Ovares Conchita Suarez and Garver Wilson The committee held four meetings at which information and observations regarding the department were communicated to the Buildmg Zoning and Planning Director The Director was mstructed to prepare a summary report to include recommendations for the Council The committee adopted the Directors report at its meeting of February 16 1994 and forwarded its recommendations to the Council The Council adopted the committee's recommendations at its meeting of March 8 1994 10 With the adoption of Ordinance 92-2 March 9 1994 new regulations for single family interior lots have been adopted This is the first element of the land development regulations These regulations provide the process for controlling the height and massing of new residences that must comply with the federal flood regulations They also require that any new building be raised at least 5'-6' higher than those previously constructed This places the overall massing of residences at a level that is more visible to both neighbors and from the street By controlling the building height and massing on the site the new ordinance provides for flexibility in its setbacks while continuing to address the privacy and property rights of neighbors 11 The Building Zoning and Planning Department has enhanced the record management system by backloadmg the occupational license files permit files and contractor files into the computer system The Department has transmitted and received back the Comprehensive Plan from the Department of Community Affairs and has obtained and scanned various codes for a selective incorporation process into a draft development regulation The Department has modified its record keeping system so that all records are managed by the street address for easy retneval by computer as well as hard copy It has installed a geographic mformation system which provides easy retrieval of mapping information parcel sizes building locations Eventually it will incorporate all specific address data right of way data and the various zones to be established for the rapid retrieval of flood traffic sewer and other Village information 12 The School Advisory Committee was established by the Village Council on November 23 1993 and Councilman Raymond Sullivan was appointed as 33 Chairman The committee was charged with reviewing possible alternatives available to the Village regarding the public school facility The following residents were appointed to the committee Martha Broucek Susan Fox Roselhm, Barbara Hunsaker Jim Irl, Barbara Jacobs Bill Ofgant and Michelle Padovan. The committee's work is on -going A survey was mailed to all residents, in early July The results were compiled m August The final results were received by the Village Council at their August 30 1994 meeting The survey results prompted the adoption of Resolution 94 36 by the Village Council 13 The Department of Recreation has had a number of significant achievements in the past year The increased participation in fee based programs has generated over $60 000 m gross revenues for the department These programs include classes, tours sporting events theater performances, cultural programs summerlsprmg camps tennis lessons, tournaments and, clinics with 2T,00ft pa iapauts The purchase of a 21, passenger bus that; was put m service on October l0; 1993 has provided ,the department with pearly 6,000 miles m kanspartaiinn to over 60 prograinstlecated in South Florida. Administration of the Key Biscayne Athletic Club program has been extremely successful and is w'e11 accepted by the community The Calusa yark operation has- seen many improvements including the renoyption, of four tennis courts and installation of wirascreens., Regular inamtenance and a minor landscaping project helped to improve tkie overall aesthetics. Tennis camps youth clinics, socials and tournaments have "been well attended~ ‘, Special Events have'Smcluded programs such as the Health Fair Spring Egg Hunt,. National Trtails Day„ Yag Day Arbor Day, Earth Dv, Surpm Fest and the 4th of July:,Fireworks weep d related happenings 14 A new two year Comprrehensive Landscape ,Maintenance contract was awarded to U S Lawns of South Honda for the maintenance of the Tree Farm Park~, Crandon Boulevard median and swales pall$el is stre'ot trees and cul de -sacs at thb June 14 1094 Council meeting at'amest mated cost of 120 900 This contract pwiavides for grass cutting fertihztionn wed an4 ntsecticontra, plant maintenance, and tree maintenance The contractor began work on July 5 1994 Replacement of flowers shall take place two orythree trifles each year The flowers were,biil separately 34 n C 15 This fiscal year the following grants in the amount of over $800 000 have been awarded and/or received r L GRANTOR PURPOSE AMOUNT Florida Urban and Community Trust Fund Street Tree Planting $ 20 000 Metro -Dade County Drug Education $ 3,917 Southern Bell Brochure $ 2 000 U S Commerce Department Stormsewers $750 000 S BA - U S Commerce Department Street Tree Planting $35 000 Metro -Dade Cultural Affairs Council 4th of July Fireworks Display $3 117 Metro Dade Cultural Affairs Council Rotary Club of K B Foundation Hurricane Cultural Recovery Program $7 635 Metro Dade Cultural Affairs Council Rotary Club of K B 30th Annual K B Art Festival $3 500 Metro -Dade Cultural Affairs Council 4th of July Parade Committee 4th of July Parade $3 117 Fiscal Year 1993 saw the Village awarded $312 578 Total grant income smce the incorporation of the Village exceeds $1 1 million 16 In accordance with the Councils Goals and Objectives a solid waste collection study was authorized at the October 26 1993 Council meeting The proposed study analyzed the current fee levied by Metro Dade as compared to a fee if the Village contracted for the refuse collection service by a private contractor On Apnl 1 1994 the Village presented the county a transfer notice with respect to solid waste service The Council authorized the drafting of an RFP at the May 10, 1994 Council Meeting Proposals from private contractors were received July 22 1994 The Council awarded the contract to Industrial Waste Service Inc 35 17 The Village Council in accordance with its Goals and Objectives authorized the Village Engineer to undertake a study to extend the sanitary sewer system to the remaining single family houses not served Also an application for a loan from the State Department of Environmental Protection to finance this project was submitted on March 15 1994 Resolution 93-50 adopted December 14 1993 authorized the agreement with the Village Engineer to prepare and submit the application 18 This fiscal year the Village purchased six (6) firefighting velucles and equipment at a cost of over $1,164,000 four (4) police cars at a cost of $53 070 and a pick-up truck at $17,200 The truck shall be used for public works functions and for rputine assignments and emergency responses into inaccessible areas of the coinmumty As previousLy mentioned a bus was purchased for the Recreation Department The l:mance Department purchased and installed the M,S 90 computer program to facilitate the accounting and records keeping process. 19 Communications with our citizens a Goal of the Village Council, includes wide distribution of our meetmg notices a quarterly newsletter three (3) community bulletin boards live broadcasts of the Council I Meetings and re broadcasts on Thursday at 10 00 P M and Friday at 11 00 A M # comprehensive coverage by The Islander News and paid notices in the newspaper beyond the legal requirements a4id a daily one hour television program from noon to 1 00 p m 20 The Village Council endorsed the Fire Rescue Department plan to assimilate the Key Biscayne Volunteer Fire Department into its operation, where possible and authorized expenditures for the purchase of protective clothing communication equipment, uniforms breathing apparatus and basic training in the amount of approximately $40 000 CONCLUSION The Village's finances are in excellent condition The undesignated fund balance from the past two years surpluses total $853 822 1992 $438 298 and 1993 $415 524 Ideally the undesignated fund balance should be 20% of the General Fund A surplus from the 1994 fiscal year is estimated at more than $400 000 36 6 0 0 E P I A Recreation find of $1 350 000 contributed by the County as per the Inter -local agreement, $600 000 $500 000 from the Key Biscayne Hotel and Villas Limited Partnership and $250 000 from the Hemmeter Sheraton Royal Biscayne DRI Further during the public hearing for the Royal Biscayne venture (Grand Bay Towers and Resort) on November 16 1993 Mr Sherwood Weiser offered a voluntary additional $250 000 contribution for the Tree Farm Park development increasing the fund to $1 6 million The FEMA loan is still part of our cash surplus As previously mentioned the Hurricane Recovery and Rebuilding Trust Fund has ear marked $1 252 749 for the Village pending audit review for our applications The fixed annual interest rate of 4 36% for ten (10) years for the Tree Farm Property bank loan is an excellent indicator of this community s credit worthiness The ongmal plan was to issue a 15 20 year bond Our bank loan is 10 years Recapitulation L t - r L' r L.. 1992 Undesignated Fund Balance $ 438 298 1993 Undesignated Fund Balance $ 415 524 1994 Estimated Undesignated Fund Balance $ 400 000 FEMA Loan $1 000 000 Recreation Fund $1 600 000 Hurncane/Rebutlding Trust $1 252 749 r Our Mission Statement certainly will be adhered with the goals and objectives contained �- in this budget Both those accomplished and those which are proposed In conclusion r I wish to reiterate the Village should strive to have a $2 million undesignated Fund Balance an annual Capital Budget of approximately $2 million and an annual contingency - fund of approximately 5% of the annual budget or $500 000 These benchmarks should ✓ be obtained over the next several years f r The Village has received both the audit and budget awards for the 1993 Comprehensive Annual Financial Report and the 1993 1994 Annual Operating Budget from the Government Financial Officers Association The Village has also received an Award of Recognition from the National Federation of Municipal Analysts for its public disclosure policies 37 The preparation and formation of this budget could not have been accomplished without the assistance cooperation and dedication of all Department Heads and Staff I pay a special thanks for the work of the Finance Director, Jack Neustadt and my Administrative Assistant Yocelyn Gahano for their untirmg efforts This budget provides ample fiords for all Departments to provide an outstandmg level of service to our citizens It also protects the financial mtegnty of the Village I,therefore, recommend this tentative budget for adoption Thank you CSKIyg Respectfully submitted, c 38 C Samuel Kissinger Village Manager I2 L u 0 0 U [ n r L E L_ REVENUES 7 L PROM w,. (654) (06/) a Ad Valorem D Franchise Fees II Charges for Service a Utility Taxes we Licenses and Permits El State Shared Revenue D Interest and Donations $9 654 439k (49/) 1$9 654 4391 EXPENDITURES ® Village Council ® Administration D Village Clerk D Village Attorney Its Non Departmental a Debt Service a Police Department CI Building Zoning & Planning ® Fire Department ® Public Works mi Parks & Recreation D Capital Outlay/Auth Studies 39 REVENUES AND EXPENDITURES The Ad Valorem Tax generates approximately 70% of the proposed budget The total property tax revenue increase is because of the aftermath of Hurricane Andrew re construction activity All other revenues are budgeted at the same level as last year The following lists all revenues and expenditures from the General Fund Revenues 1992-93 Actual 1993-94 Budget 1994-95 Proposed 1994 95 Adopted Ad Valorem (Property Tax) $3 536 480 $6 578,768 $7 198,491 $6 786 439 Franchise Fees 625 815 625000 i 625 000 625 000 Utility Taxes 1 215 084 1 183 000 1 183 Q00 1 183 000 State Shared Revenues 718,366 651 000. 651 000 651 000 Licenses & Permits 308 676 250 990 ' 251 000 251 000 Charges for Service 50 057 55 999 57 000 57 000 Interest 121 676 190 000 100 000 100 000 Grants 602 749 t L 0 0 Donations 21 343 Q 0 0 Other Sources 147.086 , k 000 1 000 1 000 Total Revenues $7,347,332 $9,44$,768 $10,066,491 $9.654.439 40 fU IE lLJ io C r E a.e L Expenditures On 1992-93 Actual 1993-94 Budget 1994-95 Proposed 1994-95 Adopted Village Council $9 312 $15 000 $20 000 $10 000 Administration 248 562 308 395 340 074 322 074 Village Clerk 0 126 777 125 957 123 957 Village Attorney 236 558 263 000 263 000 200 000 Non departmental 421 619 579177 653 745 554 500 Economic Development 105 808 155 308 124 660 25 080 Debt Service 1 022 195 000 1 196 461 1 196 461 Building, Zoning & Planning 252 185 193 417 321 878 466 878 Building & Zoning Inspection 85 014 307 800 221 000 0 Police Department 2 339 050 2 011 797 2 150 000 2 100 000 Fire Department 451 329 2 458 862 2 599 588 2 482 881 Public Works 185 257 583 972 583 075 475 000 Parks & Recreation 240 794 354 063 312 231 234 707 Capital Outlay $237 513 $1,893,200 $1,154,822 $1,462,901 Total Expenditures $4 814 023 $9 445 768 $10 066 49 S9' 654 439 By action of the Village Council in adopting the Fiscal 1995 Budget the Building & Zoning Inspection functions have been consolidated into the Building Zoning and Planning Department 41 VILLAGE OF KEY BISCAYNE Revenue Projection Rationale For Year 1994-1995 tin r Locally Levied Taxes Ad Valorem Taxes Current The major components that determine the amount of revenue projected to be received in this category are 1) the taxable value of new construction appearing on the tax rolls for the first time and 2) the proposed taxable values (net of exemption) of current real and personal property within the Village The amount of property tax revenue $6 786 439 projected for fiscal year 1994 1995 reflects a 7 6% millage rate decrease and allows for prompt discounts of up to 4% Based on taxable value of $1 74I 921 584 a millage rate of 4 101 per thousand will generate this amount of revenue Franchise Fees Electric This revenue line item is denved from a 6% charge on each customers electric bill within the corporate limits of the Village Revenue received in this category for fiscal year 1993 1994 will show an unfavorable variance to budget The payment received in August 1994 reflects FPL revenues for calendar year 1993 which was impacted by the aftermath of Hurricane Andrew Franchise Fees CATV This revenue line item is denved from a 3% charge on each customers Cable TV bill within the corporate limits of the Village Utility Tax -Electric This revenue line item is derived from a 10% tax levied on each customers electric bill who receives service within the corporate limits of the Village Utility Tax -Telecommunication This revenue line item is derived from a 7% tax levied upon every purchase within the corporate limits of the Village of telecommunication service (telegraph teletype or computer exchange toll telephone privatecommunications cellular phones beepers etc ) which originates and terminates in the State of Florida Ordinance 92 16 granting a telephone franchise to Bell South Telecommunication Inc was adopted on August 11 1992 and provided for the payment of a 1% franchise fee 42 I C Utility Tax -Water This revenue line item is derived from a 10% tax levied on each customers water bill who receives service within the corporate limits of the Village Utility Tax -Gas This revenue line item is derived from a 10% tax levied on each customers gas bill who receives service within the corporate limits of the Village Locally Levied Licenses and Permits Occupational Licenses All businesses in the Village must have an occupational license in order to operate a business within the corporate limits of the Village The fees for the various types of businesses are set by ordinance Building Permits Permits must be issued to any individual or business who does construction work within the corporate limits of the Village These permits are issued for construction such as electrical -plumbing, structural mechanical etc The fees for the various types of permits are also set by Village Ordinance and Dade County Building Code The minimum fee for a permit is $35 50 Intergovernmental Revenues Cigarette Tax These revenues are derived from the 2 cents additional tax that the state levies on cigarettes State Revenue Sharing Revenues received in this category represent basic State Revenue Sharing Funds Half Cent Sales Tax This revenue source is represented by one half of the revenue generated by the additional 1% sales tax which is distributed to countries and cities based on a population formula Firefighter Supplement This is revenue that is reimbursed to the Village for educational costs associated with firefighters County Occupational Licenses All businesses in the Village must also have an occupational license from the County in order to operate a business within the corporate limits of the County A portion of the County s revenues are remitted to the Village fE I CA C U U 43 L 193 in 7 L 7 lw 7 Local Option Gas Taxes The first local option gas tax was adopted by the Dade County Commission on July 19 I985 prior to the incorporation of the Village of Key Biscayne and the Village became eligible to receive the funds generated by this levy at the same time that the Village was declared eligible for all State Shared revenues The tax is levied at the rate of Six Cents per gallon of gas and is collected by the State Department of Revenue and remitted monthly to the County and municipalities on a formula which gives a weight of 75% to population and 25% to center line mileage in each municipality The percentage share estimated to be received by the Village of Key Biscayne in the 1994-1995 fiscal year is $130 237 Allowing for a shortfall in the estimate this item has been budgeted at $120 000 The second local option gas tax levy was adopted as part of the 1993-1994 budget by the Dade County Commission on September 20 1993 and it levied a five cents per gallon tax on gasoline There was considerable controversy surrounding the adoption of this legislation and there remain County Commissioner who have stated their intention to introduce legislation to rescind this tax In view of this situation it would seem appropriate to refrain from including this portion of the local option gas tax from the 1995 budget The revenue is estimated at $98 000 Fines and Forfeitures County Court Fines This revenue source is a direct dollar reimbursement to the Village from the County for the traffic violations issued by the police department Miscellaneous Revenues Interest on Investment Investment practices are maintained to provide for 100% of available funds to be invested at all times at minimum risk and maximum liquidity As per Resolution 92-16 adopted on April 14 1992 the majority of surplus funds are invested with the Florida State Board of Administration 44 L C � C CI C C 0 C C CL C C C C C C C C' C C( C C C. C knifing Adk.n Key Biscayn Fl 33149 365 8936 City slat. atxe 19 94 ill CERTIFICATION OF TAXABLE VALUE DADE County Florida To VILLAGE OF KEY BISCAYNE /Name 04 T Kung Author ty) (1) Current Year Taxable Value of Real Property for Ope ating Purposes $ 1,715,626.471 (2) Current Year Taxable Value of Personal Property for Operating Purposes $ 26, 295.713 ID (3) Current Year Taxable Value of Centrally Assessed Property for $ -0- Operating Purposes (4) Current Year Gross Taxable Value for Operating Purposes (1) + (2) + (3) $ 1.741.921.584 (5) QBrent Year Net New Taxable Value (New Construction + Additions + Annexations -Deletions) $ 67.698.873 (6) Current Year Adjusted Taxable Value (4) (5) $ 1,674,222.711 (7) Poor Year Goss Taxable Value (Fran Poor Year DR 403) $ 1.546.782.185 (<-j I del dry certify the values shown herein to be correct to the best of my knowledge end belief Witness my hand and official j�', j( signature at Dade County, Miami Florida, this the let day of JulY 19 94 SEE INSTRUCTIONS ONREVERSE SIDE semen of Pnyerty Again( The following a tabs completed by T rig Atthaty a this portion of the form is not congaeted to FULL, you Auihonty set be domed TRIM egrldralweard posit lose deaxaegefeaypm.iege forfhe to year If any heeds ,nanhs.pLe enter NIA or 0 (8) Pnor Year Operating Wage Levy (9) Prior Year Ad Vaforam Proceeds (7) x (8) $ 6 866 166 (10) Current Year Rolled Back Rate ($) -(6) (11) Correrlt Year Proposed Operating Millage Rate (Use Line (14) for Current DebeSearicaMillase ardiina (15)Sor Current Voted Wage) (12) C11eckeooe fsl)TYPE of Uong Autfordy ndent ❑(wroth niviuf)lcifairty ❑ SpecIndeial Dorm ❑ $gperDsird 1 ❑ MSTU ❑ Muhl -bounty (13) If Taxing Authority has Dependent Special Districts, list all those DEPENDENT SPECIAL DISTRICTS that levy a mIgage and the pi opused-miliage for each Special District. (If no malage is proposed please enter 0 - ) Proposed Mdlage Proposed Wage Name Rate (Per $1 000) Name Rate (Per $1,000) $ 4 439 per $1000 11136.168, $ 4.1011 per$1000 $ 4.35 Per $1.000 NOTE If Additional Space is Required Please Attach Supplemental Listing (14) Current Year Voted Debt Service Millage Levy $ per $1 000 (15) Current Year Otter Voted Millage (IN EXCESS OF MILLAGE CAP AND NOT $ per $1 000 TO EXCEED TWO YEARS) DEPENDENT SPECIAL DISTRICTS ONLY skip lines (16) thru (24) (16) Enter Poor Year Ad Valorem Proceeds of the $ 6,866,166 Principal Taxing Authority (Line (9) from DR 420) (17) Enter total Pnor Year Ad Valorem Proceeds of ALL DEPENDENT Special Distncts $ levying a miilage (The sum of Line (9) from each Dependent Special Districts DR -420) If none enter 0 $ 6 866 166 (18) Total Poor Year Proceeds tine (16) + (17) (19) The Current Year Aggregate Rolled tack Rate 4 1011 tiro (18)+Line (y6) $ per$1000 (20) Current Year Aggregate Rolled back Taxes. Line (4) x Line(T91 $ 7,143 795 (21) Enter total of all non voted Ad Valorem Taxes proposed to be levied by the Pnncipal Taxing Authority and all Dependent Distncts if any Line (11) X Line (4) $ 7,577,359 (DO NOT includeieyies other than those denved from Millage Rates DO NOT include voted Debt Service levees or Voted Millage Levies) $ 1,741,921, 584 (22) Enter Current Year Gross Taxst+b Value for Operating Purposes (Line (4) DR 420 of Principal Tax ng Authority) $ 4 35 per $1000 (23) Current Year Proposed Aggregate Millage Rate, Line (21) - Line (22) 6 069 (24) Current Year Proposed Rate as a PERCENT CHANGE of Rolled Back Rafe % [(Lane 23 = Line 19) — 1,001 x 100 Date Time and Place of the first Public Budget Hearing and telephone norther Sept Taber 8, 1994, 7 00 p a sr Village Cm mc(i Chambers. 91 West Mcjnrvre Street. Znd Floor. Key Biscayne, FL 33149 I do hereby certify the mirages and rates shown herei to be correct to the best of my knowledge and belief FURTHER, I certify that all millages comply with the provisions of Section 200 071 or 200.081 FS WITNESS my hand end official signature et K� $iSeaYn Florida this the 13th day of July 1994 apihn ci as Ad wnlin . °Tat Physical Location Village Manager 1, Jack Neustadt Taw None !Contact Pena 85 W t McIntyre Str t (305 ) 365-8903 Peon N ran Same 1.QAU1 + as FAX N War 45 GileZ REVENUES 1994 1995 I P1 0.1 n L_ $9 654 439 (65°/) (0 6%) o Ad Valorem 0 Franchise Fees Dm Charges for Services 0 Utility Taxes Licenses and Permits 313 State Shared Revenues 0 Interest and Donations Ad -Valorem $6 786 439 Franchise Fees $625 000 Charges for Service $57 000 IUtihty Taxes $1 183 000 Licenses and Permits $251 000 iState Shared Revenue $651 000 Interest and Donations $101 000 AMYLL..f YV' *%R CM YG�.:"*.a+"n'S"- ffWC.fY 46 AD VALOREM - PROPERTY TAX Chapter 166 Florida Statues provides for the levy of Ad Valorem taxes on real and tangible personal property The definition in Section 192 001 states that "the term 'property tax' may be used interchangeably with the term 'Ad Valorem tax For Fiscal Year 1995 which began on October 1 1994 and ends September 30 1995 the assessed values established by the Dade County Property Appraiser are $1 71 921 584 At the millage rate of $4 101 established by the Village Council the gross Ad Valorem revenue is $7 143 620 However this revenue is budgeted at 95% of its gross value to allow for prompt payment discounts of up to 4% and other adjustments The amount budgeted for this fiscal year is $6 786 439 OTHER TAXES AND FEES Section 8 04 of the Charter of the Village of Key Biscayne provides that all municipal taxes arid fees imposed within the Village boundaries by the County asthie municipal government for unincorporated Dade County shall continue at the same rate and on the same condition as if those taxes and fees had been adopted and assessed by the Village FRANCHISE FEES ELECTRICITY - A franchise fee in the amount of 6% of gross revenues from sales of electricity was established by Dade County ordinance 89-81 adopted on September 5 1989 The estimated revenue from this source is $555 000 TELECOMMUNICATIONS The Key Biscayne Village Council adopted Ordinance No 92-16 on July 14 1992 which established a 1% franchise fee on gross revenues for Southern Bell The estimated revenue for fiscal 1995 is $20 000 CABLE TELEVISION Ordinance No 74 88 adopted October 15 1994 and Ordinance No 82-66 adopted July 20 1982 by Dade County govern the collection of 5% of the gross revenues of Adelphia Cable Company which revenues are divided 3% to the Village and 2% to Dade County The estimated revenue from this source for fiscal 1995 is $50 000 UTILITY TAXES Dade County Ordinance No 70 72 adopted on September 21 1970 established utility taxes in the amount of 10% on electricity telephone water gas and oil Subsequently the utility tax on telephone was extended to cover all forms of telecommunications and was reduced to 7% instead of 10% The fiscal 1995 revenue from utility taxes is estimated to be $1 183 000 47 U LICENSES AND PERMITS OCCUPATIONAL LICENSES - Dade County Ordinance No 72 44 adopted August 15 I972 established the fees for occupational licenses When the Village was incorporated Dade County continued to issue occupational licenses in the Village as does the Village but the County fees were reduced when the Village began issuing occupational licenses on October 1 1992 The anticipated revenue for fiscal 1995 is $25 000 �.y Ana Lae BUILDING PERMITS - Building permits are issued in accordance with Section 2 18 of the Dade County Code and are estimated to be $225 000 for fiscal 1995 STATE SHARED REVENUES STATE REVENUE SHARING Chapter 72-360 of the Laws of Florida created the Revenue Sharing Act of 1972 providing for general revenue sharing For fiscal year 1995 the estimated revenue from state revenue sharing is $120 000 HALF CENT SALES TAX Chapter 82 154 Laws of Florida created the local government half cent sales tax program It is so named because one half of the proceeds of this tax are divided between counties and municipalities and the other half goes to the state The estimated revenue from this source for fiscal 1995 is $400 000 CIGARETTE TAX - Chapter 71 364 Laws of Florida increased the cigarette tax by 2 cents per pack of cigarettes This revenue source for fiscal 1995 will be $11 000 LOCAL OPTION GAS TAX -- Section 336 025 of the Flonda Statues authorized a local option gas tax to be divided according to interlocal agreement between the County and its constituent municipalities This tax is estimated for fiscal 1995 at $120 000 In addition pursuant to an amendment to 336 025 of the Florida Statutes an additional 5 cent local option gas tax may be enacted by county government and also be shared with municipalities based on an interlocal agreement Since its adoption by Dade County there have been efforts to repeal it The last effort having failed at a recent County Commission meeting by a tie vote Further attempts to appeal the tax are expected and therefore this revenue has not been budgeted for fiscal 1995 48 DEPT CODE DESCRIPTION GENERAL FUND REVENUES R0000 1-311 Ad Valorem 80001 1 311 Ad Valorem Village R0002- 1 311 Ad Valorem Fire R0000 1 311 Total Ad Valorem R0000 1-313 Franchise Fees R1000 1-313 Electricity R2000 1-313 Telecommunications R5000- 1-313 Cable TV R0000 1-311 Total Franchise Fees R0000 1 314 Utility Taxes R1000 1-314 Electricity R2000- 1-314 Telecommunications R3000- 1-314 Water R4000 1-314 Gas R7000 1 314 Oil R0000 1-314 Total Utility Taxes Licenses and Permits R0000- 1 321 Occupational Licenses R0000 1-322 Building Permits R0000 1-329 Other Licenses and Permits Total Licenses and Permits R0000 1 335 State Shared Revenue R1100 1 335 Cigarette Tax R1200 1 335 State Revenue Sharing R1800 1 335 Half Cent Sales Tax R4000 1 312 Local Option Gas Tax Total State Shared Revenue 10/25/94 1992 1993 1993 1994 ACTUAL BUDGET 3 536 480 3 379 084 0 3 199 684 $3 536 480 $6 578 768 MANAGER PROPOSED 19941995 ADOPTED 1994-1995 BUDGET $7 198 491 00 $6 786 439 570 605 555 000 555 000 00 555 000 15 389 20 000 20 000 00 20 000 39 821 50 000 50 000 00 50 000 $625 815 $625 000 $625 000 00 $625 000 857 002 199 308 126 882 24184 4 708 $1 212 084 840 000 200 000 120000 20 000 3 000 $1 183 000 35 746 25 000 255 008 225 000 17 922 990 $308 676 $250 990 840 000 00 200 000 00 120 000 00 20 000 00 3 000 00 $1 183 000 00 25 000 00 225 000 00 1 000 00 $251 000 00 840 000 200 000 120 000 20 000 3 000 $1 183 000 25 000 225 000 1 000 $251 000 11 501 11 000 11 000 00 11 000 134 463 120 000 120 000 00 120 000 454 847 400 000 400 000 00 400 000 117 555 120 000 120 000 00 120 000 $718 366 $651 000 $651 000 00 $651 000 49 g 2 CI 0 EI 0 E3 to r 10 U 0 [ DEPT CODE DESCRIPTION Charges for Services R9000 1 343 Zoning Hearing Fees R9100 1 343 Certificates of Occupancy R0000 1 354 Code Violation Fines R2000 1 347 Recreation Fees R1000 1 350 Fines & Forfeitures R1200 1 349 Lien Letters R1000 1 349 Election Qualifying Fees R1100 1 349 Miscellaneous Total Charges for Services Other Revenues R1000- 1 361 Interest R1000 1 366 Donations R5000 R4900 R1005 R5000 R1003 R1000 R1001 R1002 R9000 R9001 R0000 Total Other Revenues Grants 1 331 Economic Development 1 334 Crandon Boulevard 1 337 Miami Convention Bureau 1 334 Hurricane Recovery 1 337 We Will Rebuild 1 337 Master Plan 1 337 MDTA 1-33R DARE 1 337 AV MED 1 337 Data Brochure Grant 1-331 Grants Other Total Grants MANAGER 1992 1993 1993 1994 PROPOSED ACTUAL BUDGET 1994 1995 21 253 30 000 7 483 5 000 4 421 1 000 2 687 10 000 7 903 4 900 1280 99 1 000 4618 5000 _ $50 645 $55 999 120 968 100 000 1 106 1 000 $122 074 $101 000 50 000 25 000 6 947 0 0 0 0 0 $81 947 R0000 1 367 Gain on Sale of Investments $83 197 TOTAL REVENUES I L. 1 1 1 1 1 1 1 1 1 1 1 $11 $0 30 000 00 5 000 00 1 000 00 10 000 00 5 000 00 1 000 00 ADOPTED 1994 1995 BUDGET 30 000 5 000 1 000 10 000 5 000 1 000 5 000 00 5 000 $57 000 00 $57 000 100 000 00 1 000 00 $101 000 00 O 00 O 00 0 00 0 00 O 00 O 00 0 00 O 00 0 00 O 00 0 00 $0 00 $0 00 100 000 1 000 $101 000 0 0 0 0 0 0 0 0 0 0 0 $0 $0 $6 739 284 $9 445 768 $10 066 491 00 $9 654 439 50 EXPENDITURES 1994 1995 .10 jl L (48/) (218/) (257/) 1$9 654 439 (49/) —� --, (124h) (24/) 57/) (0 3A) (21/) (13/) (33/) (0 1 /) (152°/) ® Village Council o Administration ❑ Village Clerk o Village Attorney E3 Economic Development Non Departmental 0 Debt Service a Police Department o Building Zoning & Planning IA Fire Department ® Public Works © Parks & Recreation ® Captral Outlay/Auth Studies Village Council $10 000 r Administration $322 074 Village Clerk $123 957 Village Attorney $200 000 Economic Development $25 080 Non Departmental $554 500 Debt Service $1 196 461 Police Department $2 100 000 Building Zoning & Planning $466 878 Fire Department $2 482 881 Public Works $475 000 Parks & Recreation $234 707 Captial Outlay/Auth Studies $1 462 901 ilThiel $9 654 439 51 r 1995 ADOPTED BUDGET EXPENDITURES SUMMARY Dept Description 511 Elected Officials 512 Administration 516 Village Clerk 514 Village Attorney 552 Economic, Development 513 Ij ri-Departmental 519 Debt Service 515 Bufding, Zoning & Planning 521 Pcthee Department 522 Firee Department 539 Py bho }Narks 572 Parks &,4ecgeation 519 Capitdl0'futlays TOTAL NET EXPENSE REDUCTIONS Manager's Proposed Budget 20,000 340,074 125 957 263 000 124 660 653,745 1,196;461 542,878 2,150,,000 s 2,599,588 583 075 317,231\ 1,154,822 s 10,066,491 EXPENDITURES BY OBJECT Council Adopted Budget Difference 10,000 322,074 123,957 200,000 25 080 554,500 1,196,461 446 878 2,100 000 2,482,881 475,000 234,707 1,462,901 9,654,439 10 000 18,000 2,000 63,000 99,580 99,245 76 000 50 000 116,707 108 075 77,524 (308,079) 412,052 1993194 1994195 Difference % Change Personnel 4 118 651 4 310 328 191 677 4 65 % Other Expenses 2 569 318 " 2 048 574 (520 744) -20 27% Contract Professionals 393 500 387 500 (6000) -1 52% Supplies 78 100 95 910 17 810 22 8 % Debt Service Tree Farm Loan 195 000 1 196 461 1 001 461 513 6 % Capital Outlay 2 091 199 1 615 666 (475 533) 22 74 % (Total 9 445 768 9 654 439 Z08 671 2 2 % The 1995 Budget was adopted on September 26 1994 after two (2) public hearings 52 U H L 1'1 0 U U fl 311 Ad Valorem The reduction of $412 052 in Ad Valorem (Property Taxes) was a result of the Village Council lowermg the recommended millage rate from $4 35 per $1000 of assessed value to $4 101 per $1000 This is a 7 6% reduction over the prior year and together with the 4% reductions in each of the two prior years is a cumulative reduction of 15 6% over three years The original goal of the Administration was to reduce millage rates by 10% over 5 years 511 Elected Officials Reduction of $10 000 $6 000 in Administrative Expenses $1 600 in Memberships Dues and Subscriptions and $3 000 in Conferences and Seminars 512 Administration Reduction of $18 000 Secretarial Assistance $12 000 and Administrative Expense $6 000 516 Village Clerk Reduction of $2 000 is the net of increases and reductions in payroll employee benefits election expense and legal advertising 514 Village Attorney Reduction of $63 000 $50 000 in Professional Fees $10 00 m Professional Services Lawsuits and $3 000 in other Professional Fees 552 Economic Development Reduction of $99 580 $97 925 in Promotional Activities and $1 655 in Conferences and Seminars $50 000 of Promotional Activities representing the fireworks contract for the July 4 199) was transferred to the special events category in Parks and Recreation 513 Non Departmental Reduction of $99 245 $9 745 payroll related expenses $5 500 for appraisal services $12 000 in tuition reimbursement $7 000 for leased equipment $10 000 for the Ip Newsletter, $50 000 for Community Grants and $5 000 for furniture and fixtures 53 F 515 Building, Zoning and Planning Reduction of $76 000 $25 000 for the master plan $19 000 for Professional Services $2 000 for Travel $10 000 of Prmtmg and Postage $4 000 for Milage and $16 000 for Miscellaneous 521 Police Department Reduction of $50 000 Overtime $22 460 Clerical Assistance $3 560 Police Consulting $4540- Uniforms $10 000 Photography $3,000, Membership and Dues $500, Training $6 000 and Police Facilities $6 000 522 Fire Department Reduction of $116 707 The supplemental aid of $100,000 provided for in the fiscal 1994 for emergency eventualities was not used and therefore the $100 000 proposed for fiscal year 1995 was deleted The balance of $16 707 in reductions affected the following accounts Incentive Pay Fire Rescue Safety Materials Uniforms Memberships Dues and Subscriptions, Traming Photography and Equipment 539 Public Works Reduction of $108 075 $15 000 Village Engineer $10 000 Landscape Architect $35 000 Contractual Services $5 000 Consulting Services $19 000 m Maintenance and Repairs $19 000 Maintenance Contracts and $5 000 in Equipment 572 Parks and Recreation Reduction of $77 524 In as much as $50 000 was transferred from Economic Development to the Special Events category of this budget the effective reduction of the Park and Recreation budget is $127 524 The elimination of the position of Recreation Director resulted in a total reduction of payroll and benefits of $66 426 The elimination of Contractual Services at the Tennis Center at Calusa Park resulted in a reduction of $25 700 The elimination of facilities rental was a reduction of $12 000 The balance of reductions involve the following items Key Biscayne Athletic Club Advertising Office Supplies Program Supplies and Park Improvements 519 Capital Outlays Proposed Capital Outlays were reduced by $141 241 which represented proposed amortization of fire rescue vehicles Other capital projects were increased $449 320 and represent the difference between total departmental cuts and the amount that was reduced from ad tialorem taxes when the millage rate was reduced from $4 35 per thousand of assessed N. alue to $4 101 54 IC it 0 C U 0 U a 9 1—; I i i r— I F- 3 BUDGET ANALYSIS BY OBJECT OF EXPENSE Total Elected Admin Villag e Village Debt Eosin Non Dep Capital BldglZng Police Flre Public Parks/ Total Officials Clerk Attorney Service Dev Outlay Planning Dept Dept Works Rec Salaries 2 765 836 213 300 54 300 Sala ries Overtime 81 000 V illage Oft Duty Employment 15 375 Holiday Pay 56 444 Court Time 2000 Acting Supervisor Pay 8 215 Salaries Dispatch Ciencal 240 638 Incentive Pay 21 800 Consult rig 5 460 Payroll Taxes 253 050 17 254 4 154 Retirement 328 698 24 782 4 488 Lite/Health/Disabil ty Ins 341 600 22 400 4 200 Workers Compensation 172 938 1 838 300 Unemployment 17 078 900 215 Recrulting/Hinng Expense 17 800 Em ployee Wellness Prog 4 000 Professional Fees 100 000 Prof Services Lawsu its 60000 Master Plan 25 000 Village Engineer 60 000 Other Professional Fees 12 000 .n Auditors 23500 m Professional Services 10 000 Appraisers 2000 Landscape Architect 40 000 Committee Expenses 1 000 Financial Advisor 12 000 Other Prot Services 186 000 Court Costs and Fees 5 000 AutomaticAid 402 000 Co ntractual Services 265 000 Special Masters 1 000 Consulting Services 15 000 Advertising/Promotion 1986 Investiga tion Expense 3 000 ALS License Fire Safety 1 850 Administrative Expenses 31 500 4 000 27 500 Telephone/Com munications 31 800 Telephone-ed Lines 5000 Postage 10 500 Eled rtUty/Utihhes 24 200 Water & Sewer 40 000 Rental Facilities 60 000 Leased Equipm ent 500 La w En forceme nt Insurance 42 500 Insurance 46984 Liability Insuran ce 50 000 M aintenance & Repairs 41 000 Copy/Mlcrotlm Equipmen t 8 000 5 000 O rdinance Codification 3 500 3 500 100 000 80 000 12 000 5 000 ii 22171 163 310 927 028 1 307194 18 900 59 835 2 785 838 40 000 41 000 81 000 10 250 5125 16 375 18 088 38 376 68 444 2 000 2 000 6 215 8 215 240 636 240 638 18000 3600 21600 5 460 5 480 1 696 12 494 104 505 106 935 1450 4 582 253 050 17 974 130100 143 792 2 100 6 460 328 606 21 000 142 800 138 800 4 200 8 400 341 800 125 600 70 000 92 000 1 275 7 000 172 938 88 500 7 600 7 S00 75 300 17 078 8 000 9 800 17 800 2 000 2 000 4 000 100 000 80 000 25 000 25 000 80000 60000 12 000 23 500 23 BOO 10 000 10 000 2000 2000 40 000 40 000 1000 1000 12000 12000 186 000 186 000 5 000 402 000 402 000 265 000 265 000 1 000 1 000 15000 15000 1 986 1 966 3 000 3 000 1 860 1 850 31 500 27 500 4 300 31 800 5000 5000 10 000 500 10 500 13 000 11 200 24 200 40 000 40 000 60 000 60 000 500 500 42 500 42 500 39 484 7 500 46 984 60 000 60 000 10 000 31 000 41 000 3000 8000 3500 Elected Village Village Debt Ec on Cap tai Bldg/ng Police Fire/Rescue Public Parks & Officials Affirm Clerk Attorney Servcre Dev Non Dept Outlay Planning Dept Dept Works Rec Total ON Index g M flutes Elections Legal A dvert s ng Spec al Eve ts Print ng Newstette Conrdential I Formant Other Expe nses Maintenance Contrac ts Off ce Supplies Computer Supplies L nenS ppi es Car Allowance Program Supplies Program Equ pment Uniforms Veh cle Ma ntenance Vehicle Fuel & 0I Sm all Tools/Consum able Photography Am mun lion Maint Computers/Radios M em bership and Dues Conferences and Semma s T a el Mileage Miscellaneous Community G rants Fat titiesnmproveme ts KBAC Veh cies Furniture & Fixtures Equipment Capital Outlay Prim pal Interest Contingency TOTAL 2 009 9 250 39 000 75 000 1 000 10 000 1 000 3 000 3 000 31 000 65 140 9 000 19 500 9 140 a 900 3 000 1 200 1 200 14 400 4 800 4 800 4 800 4 000 9 500 84 925 47 500 36 425 38 640 29 640 8 000 18 000 17 000 1 000 2 000 2 000 7 127 5 000 2 127 8 000 8 000 3 000 8 000 2 000 3 500 2 140 18 040 4 000 3 500 300 88 350 2 000 4 500 750 3 000 42 000 34 100 5 250 1 500 1 500 2 000 2 000 7 000 2 000 9 000 50 000 28 300 35 000 77 000 5 000 74 427 1 462 901 755 000 441 461 200 000 9 654 439 $10 000 $322 074 $123 957 $200 000 $1 196 461 $25 080 $554 500 $1 462 901 $486 878 $2 100 000 $2 482 081 $475 000 $234 707 $9 654 439 2 000 9 250 34 000 10 ➢00 1 000 1 000 755 000 441 461 I 000 25 00o 50 000 5 000 15 000 200 000 1 462 901 18 000 8 300 70 000 7 000 46 000 9 427 31 000 5 900 2 000 9 250 5 000 39 000 75 000 75 000 i 000 10 000 1 000 3 000 31 000 2 500 65 140 3 000 1 200 14 400 4 000 4 000 9 500 9 600 1 000 84 925 4 000 38 640 18 000 2 000 7127 6 000 8 000 600 16 040 1 000 68 350 2 250 5 250 2 000 9 000 50 000 2 000 28 300 35 000 35 000 77 000 5 000 74 427 1 462 901 765 000 441 461 200 000 i -in-r c t- 1--t J r 1771 rti" rri Cnn e.MO 1=3 ®-c VILLAGE COUNCIL 1994-1995 MISSION STATEMENT To provide a safe quality community environment for all islanders through responsible government plAr MISSION STATEMENT TO PRO% IDE A SAFE, QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 57 BOARD OF TRUSTEES SHORT TERM GOALS (JULY 1992 TO JANUARY 1993) * Establishment of Government Organization/structure * Residents Concerns Responsiveness by Trustees individually and through public meeting • Responsiveness by staff in a courteous and expeditious manner * Development of standards and guidelines for committees BOARD OF TRUSTEES INTERMEDIATE TERM GOALS (SIX MONTHS TO ONE YEAR) * Police Operational no later than Apnl 1 1993 * Building Zoning and Planning - Operational by October 1 1992 * Public Works - Operational by October 1 1992 * Budgeting schedule to the Board of Trustees by June 1992 /vfiilage tentative rate by August 1 1992 Revenue Sources/Funds - qualifying for federal grants Village Budget by August 1 1992 * Legal - focus on revenue sources * Clerk Hire by October 1 1992 * Recreation/Cultural Dept - Director by August 1 1992 * Hurricane Committee Completion by November 1992 * Seal & Motto Committee Report by June 9 completion by July 1 1992 * Stormwater Utilities Assessment Study initiation * Communications/Public Relations BOARD OF TRUSTEES LONG TERM GOALS (ONE YEAR TO EIGHTEEN MONTHS) Tourism Board/Agency (GOALS BEYOND EIGHTEEN MONTHS) * Fire Department (if adopted by the Board of Trustees) * Long term Capital Plan Master Plan Beaches & Bay Parks & Community Center Village Facilities Water & Sewer Uniform landscaping and lighting Land acquisition Adopted by Resolution 92 16 on June 9, 1992 58 1t (0 C C r L C C VILLAGE COUNCIL SHORT TERM GOALS (JULY 1993 TO SEPTEMBER 1994) * Beautification Crandon Boulevard ($450 000) Street trees ($158 000) Neighborhood Public Landscaping Plan ($400 000) Sodding ($100 000) Recreation Calusa Park Improvements (operating budget) Local Planning Agency Capital Improvements Tree Farm ($900 000/per year for twenty years) Sanitary sewers evaluation (operating budget) 1 Public Works Stormwater sewers (operating budget) Organization of department (operating budget) Liner clean up and maintenance (operating budget) Garbage (operating budget) Refuse (trash transfer station problem) Street signs study Road re -construction study VILLAGE COUNCIL INTERMEDIATE TERM GOALS (EIGHTEEN MONTHS TO THIRTY SIX MONTHS) Beautification Femwood Road study Harbor Drive study Ocean Lane Dnve ($100 000) Recreation Calusa Park expansion Local Planning Agency Capital Improvements Sanitary sewers Pedestrian/bicycle paths study Community center Bay/beach access Underground wiring Public Works Garbage collection Road re construction Street lighting Consensus of the Village Council from r orkshop held on June 29 1993 59 VILLAGE COUNCIL SHORT-TERM GOALS (FEBRUARY 1994 TO AUGUST 1994) A LEVEL * Public Works Sanitary sewer assessment Refuse collection Roads * Budget Schedule/Tax Reduction * Hurricane Plan Review * Communications (community) * Departmental ,,Peifoiuiance Review * Use of Crandon Property * Future Park Land Pohpy * Assessment of Facility Needs * Police Visibility B LEVEL * Femwood/Harbor Bicycle Path Study * Beach Renourishment • Bus Shelters C LEVEL * Bay and Beach Access/Parking * Completion of Beautification Projects • Crandon Street/Traffic Light Review VILLAGE COUNCIL INTERMEDIATE TERM GOALS (SIX MONTH TO ONE YEAR) * Land Development Code * Entrance Sign * Village Code VILLAGE COUNCIL LONG TERM GOALS (ONE YEAR TO TWO YEARS) * Construction of storm sewers * Street sign plan * Underground wiring * Boardwalk assessment Consensus of the Village Council fi om workshop held February 22, 1994 60 ft' IC s 1 tU fI F U U U U a U U MANAGER ADOPTED 1992-1993 1993 1994 PROPOSED 1994 1995 DEPT CODE DESCRIPTION ACTUAL BUDGET 1994-1995 BUDGET X0000- 1 511 Elected Officials X4000 1 511 Administrative Expenses 3 299 5 000 10 000 00 4 000 i X5410- 1-511 Memberships/Dues/Subscnp 2 699 5 000 5 000 00 4 000 L r l �.y 7 L. X5420 1 511 Conferences and Seminars X0000 1 511 Total Elected Officials 3 314 5 000 5 000 00 2 000 $9 312 $15 000 20 000 00 $10 000 61 OFFICE OF THE VILLAGE MANAGER 1994-1995 Ti a MISSION STATEMENT El To provide sound leadership and supervision for all departments enabling them to work m the best interests of our community and instill the Village's value system among our employees to foster an outstanding level of service at a reasonable cost U U IIE E MISSION STATEMENT TO PROVIDE SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 62 DEPARTMENT DESCRIPTION The Village Manager is the chief executive officer and administrative head of the Village with the responsibility for planning organizing directing staffing coordinating and budgeting the widespread programs of services to the citizens of the Village The Village Manager is appointed by and serves at the pleasure of the Village Council and is directly responsible for executing Village laws and ordinances and all Council policies The Village Manager appoints the Directors of all departments as well as the Director of Emergency Services n As chief executive officer of the Village government the Village Manager is responsible for providing and exercising overall supervision and disciplinary control over the necessary administrative and operating staff to carry out official Council policies The Village Manager assists in adopting a financial plan for Village operations by helping to prepare for Council consideration the annual operating budget and capital improvements program The Village Manager develops and recommends alternative solutions to community problems for Council consideration and plans and develops programs to meet the future physical social and cultural needs of the Village In addition the Village Manager represents the Village in collective bargammg The Office of the Village Manager oversees all improvement projects throughout the Village Recent projects include the Street Tree Planting Project Crandon Boulevard Median Improvement Project and Neighborhood Public Landscape Program The Village Manager's office is staffed by the Village Manager and a full time Administrative Assistant 63 OFFICE OF THE VILLAGE MANAGER DEPARTMENTAL ORGANIZATION CHART Voter Village Council Village Manager Administrative Assistant 64 ICku is 10 Q C 0 C OBJECTIVES 1994 1995 1 To satisfactorily relay Village Council policy decisions to the organization and administer the decisions in day to -day operations 2 To maintain administrative control of all departments by reports verbal and written communications and all matters involving daily operation of the Village 3 To conduct any special studies information and reports as may be necessary and/or requested by the Village Council 4 To attend and participate in intergovernmental activities and via attending meetings exchange of information 5 To prepare and submit a Village budget by September 10th of each year 6 To increase the level of Village services by increasing the amount of grant in -aid revenues. 7 To revitalize productivity programs to reduce costs through improved methods and procedures 8 To support and promote State legislation in the Village's interest while actively opposing legislation that is detrimental to the Village 9 To coordinate plan control and monitor the activities of agencies reporting to the Village Manager to insure that all policies and actions of Council and administration are carried out (a) including the attainment of budget objectives and (b) adherence to assigned deadlines for completion of projects and studies 10 To communicate all requests for service referral and information to appropriate Village departments and to provide necessary follow-up to ensure that a response or resolution to the request is provided 65 DEPARTMENT OF FINANCE AND ADMINISTRATIVE SERVICES 1994-1995 MISSION STATEMENT To administer the finances and budget of the Village efficiently and report related activities accurately and timely and to manage the insurance and employee benefit programs in the best interests of the Village and its employees MISSION STATEMENT TO PROVIDE A SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 66 L 1L FC L E C W i 0 DEPARTMENT DESCRIPTION The Village's Department of Finance and Administrative Service has two main functions Finance which is the central fiscal control and accounting agency of the Village and Administrative Services which coordinates and administers the employee benefit program The Director of Finance and Administrative Services serves as the chief fiscal officer for the Village and coordinator of the employee benefits program The department deals with daily finance/accounting activities including payrolls and audits preparation of the operating and capital budgets preparation of comprehensive financial reports investments debt management cash management and bank relations Under this function the department coordinates unpaid FEMA claims and payments for hurricane related damages In addition, the department is responsible for the employee benefits program which ,m, includes health insurance life insurance dental insurance and retirement program Every p full-time Village employee has been appropnated by Village Council action a total of $350 for benefits in addition to their regular salary A major function of the Department of Finance and Administrative Services is to administer this money for each individual g _ employee P The Department of Finance and Administrative Services includes a staff of one (I) full time director and a part time Finance Assistant L r - L r P L r L r L 67 DEPARTMENT OF FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENTAL ORGANIZATION CHART Village Council Village'. Manager Director of Finance and Administrative Services Finance Assistant 68 Ga L rC '0 r L a SUMMARY OF OBJECTIVES 1994-1995 I To maintain accurate and up to -date financial records and to provide timely reports 2 To prepare the Village's Annual Operating Budget as directed on a timely basis To administer the budget once it has been adopted 3 Manage investment portfolio of the Village for maximum return with minimum risk liquity and yield 4 To administer Insurance and Employee Benefits Programs in the best interest of the Village and Village Employees 5 Obtain grants and loans from federal state and local agencies C 69 KEY AREA Finance Indicator Timely and accurate financial reports Objectives To maintain accurate and up -to date financial records and to provide timely reports ACTION PLAN I Organize filing of receipts deposits invoices and cancelled checks for easy retrieval 2 Review computer capability as Village services increase 3 Develop procedures for finance activities 4 Work with external auditors to compile Comprehensive Annual Financial Report CONTROLS 1 Insure all invoices (approximately 1 500 per year) have authorization and back up documentation prior to issuing payment 2 Obtain the Annual Certificate of Excellence in Financial Reporting award from the Government Finance Officers Association 70 a fC lg 1a 0 a U 0 �.a U L U U U E U R4 E. Wow Ova L KEY AREA Budget Indicator Enhance budget preparation and administration for effective management Objectives To prepare the Village's Annual Operating Budget as directed on a timely basis To administer the budget once it has been adopted ACTION PLAN I Effective liaison between department heads and administration in budget preparation 2 Timely and up to date budget reporting to Council Village Manager and Department Heads 3 Preparation and submission of budget amendments as and when needed 4 Liaison with appropriate state and county departments for forecasts of shared revenues currently approximately $650 000 annually 5 File for Annual Distinguished Budget Presentation Award from the Government Finance Officers Association 6 File the annual application for state shared revenues 7 Comply with the requirements of the 'TRIM bill to insure continued participation in state revenue sharing CONTROLS 1 Meet proposed deadlines 2 Evaluate budget reports for accuracy 3 Obtain Annual Distinguished Budget Presentation award from the Government Finance Officers Association 71 KEY AREA Cash Management Indicators Identify legal minimum nsk investments opportunities Objectives Manage investment portfolio of the Village for maximum return with minimum nsk, 'Equity and yield. ACTION PLAN 1 Insure that available surplus funds are properly invested with the State Board of Administration Local Government Surplus Trust Funds Investment Pool as per Resolution 9246 adopted April 14 1992 or other financial institutions 2 Maximize interest earnings 3 Minimize debt service costs 4 Manage investment portfolio of the Village for maximum return with minimum nsk 5 Serve as resource to Village Finance Advisor and Bond Counsel for bank loans/ issues and bond issues CONTROLS 1 Analyze current available investment opportunities 2 Analyze market trends as they relate to possible investment activity 72 E 0 n L KEY AREA Insurance and Employee Benefits Indicators Coordination of employee benefit program & risk management programs Objectives To administer Insurance and Employee Benefits Programs in the best interest of the Village and Village Employees ACTION PLAN 1 To manage the liability and workers compensation insurance policies with the municipal insurance 2 To coordinate the Retirement Deferred Compensation and Flexible Benefit Programs of the Village 3 Provide adequate information to Village employees so that they can make informed decision to best benefit their individual situations with available programs Tana 4 Administer the Village Health Insurance Program and liaison with the provider when necessary but at least twice annually CONTROL 1 Review individual employees benefit package for possible improvements 2 Evaluate staff inquiries and reply in two working days 73 14 KEY AREA Loans and Grants Indicator Identify local state and federal grant programs Objective Obtain grants and loans from federal state and local agencies ACTION PLAN 1 Finalize and receive payments for FEMA hurricane related claims 2 Complete and file required documentation with the Florida Department of Community Affairs related to outstanding claims 3 Prepare for meetings with the Public Assistance Officer assigned by DCA when required to justify claims file 4 Obtain grants and loans from the Federal and State agencies for which the Village is eligible 5 Apply to the State for additional unreimbursed hurricane recovery not previously granted or applied for CONTROLS 1 Review past grant applications for re -application procedures 2 Evaluate pending claims with FEMA 74 E i r-° ACTIVITY REPORT 0.9 L ACTIVITY 1993-1994 1994-1995 (Estimated) Develop Operating and Capital Budgets Research revenues 2 weeks 3 weeks Prepare guidelines worksheets edit all responses 2 weeks 2 weeks Generate and modify the Budget Estimate 2 weeks 2 weeks Departmental and Staff Meetings 20 hours 30 hours Devise Revise Debt Schedule 4 hours 4 hours Council Meetings 20 hours 30 hours Produce adopted budget/Process amendments 1 week 1 week Implement new software 3 weeks 2 weeks Maintain Accurate and Timely Accounts Produce monthly revenue report 12/year 12/year Process grant reimbursements & maintain records 1 month 1 month Employee health and pension programs 30 hours 30 hours Village Annual Financial Statement 1 month 1 month Assist in outside audits 40 hours 60 hours 75 g C ACTIVITY 1993-1994 1994-1995 (Estimated) Disbursements and Receipts Payroll Checks 2100 2300 Accounts Payable Cheeks 2500. 3000 Deposits 312 360 Insurance Premiums $294,000; $350,000 . Cash Management Manage Investments Max $9 600 000 Max $7 000,000 !Assist Financial Adtsor and Bond Counsel 40 hours 40 hours 76 El U U C C 4 ft 4 - r! 4- r F DEPT CODE X0000- 1 512 DESCRIPTION Administration MANAGER 1992 1993 1993 1994 PROPOSED ACTUAL BUDGET 1994 1995 Salary Totals of listed positions 201 885 204 425 ***** *********** *** * ***** ******************* ********* ****** * X1210 1-512 Village Manager X1220 1 512 Village Manager Housing Allow X1230 1-512 Director Finance & Admin Village Clerk X1240- 1 512 Administrative Assistant X1250 1-512 Assistant Director Finance X1260 1 512 Receptionist/Switchboard X1270 1-512 Secretarial Assistance X2100 1-512 Payroll Taxes X2200 1 512 Retirement Contributions X2300 1 512 Life Health Dis Insur X2400 1 512 Worker's Comp Ins X2500 1 512 Unemployment Insurance X4000 1 512 Administrative Expenses X5200 1 512 Car Allowance X5410 1-512 Memberships/Dues/Subscnp X5420 1 512 Conferences and Seminars X5430 1 512 Travel X0000 1-512 Total Administration 84107 85 000 5 954 12 000 40115 46 000 30131 14 951 21 500 0 17 750 26 627 13 175 0 9 000 0 16 250 0 19 095 0 22 200 0 1 275 0 850 35 239 27 500 4 800 4 800 2 459 4 000 4 684 6 000 895 2 000 ADOPTED 1994 1995 BUDGET 225 300 00 225 300 ****************************** 85 000 00 85 000 12 000 00 12 000 49 508 00 49 508 24 139 00 24139 22 000 00 22 000 15 653 00 15 653 17 000 00 5 000 17 254 00 17 254 24 782 00 24 782 22 400 00 22 400 1 638 00 1 638 900 00 900 33 500 00 27 500 4 800 00 4 800 3 500 00 3 500 4 500 00 4 500 1 500 00 1 500 $249 962 $308 395 $340 074 00 $322 074 77 OFFICE OF THE VILLAGE CLERK MISSION STATEMENT The Office of the Village Clerk is committed to serving the public of Key Biscayne by pledging to be ever mindful of its neutrahty and impartiality -- rendering equal service to all The Clerk's Office shall also uphold the Village's Mission Statement particularly 'provide a quality community environment through responsible government MISSION STATEMENT TO PRO% IDE A SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT U U U J r L' 78 DEPARTMENT DESCRIPTION The term "clerk" is an ancient one It comes from the early middle ages when churches regulated many local government matters and only clergymen were educated and could L s write The idea of a clerk as a writer keeper of records and local official evolves from this history The first settlers in America soon created the office of town clerk and the post has continued to this day as an essential municipal position Every city town and village regardless of size or form of government, has a clerk or equivalent position The role of the municipal clerk has been well described by the International Institute of Municipal Clerks as follows 'The clerk's office can be truly called the hub of local government It is the clerk who is in the contact between citizens and the government It is he to whom most complaints are brought He gives advise on many subjects not necessarily relating to the government but by his contact with the public they for a great part place confidence in him as the one who can answer most any question " In the Village of Key Biscayne the office of the clerk is established by the Village Charter (Section 3 04) The charter states that "the Village Council shall appoint a Village Clerk The clerk shall give notice of Village Council meetings to its members and the public shall keep a journal of its proceedings which shall be a public record and shall perform such other duties as the Village Council may prescribe from time to time The clerk shall report to the Village Council " The clerk's office is staffed by the Village Clerk and a part time administrative assistant L 7 79 OFFICE OF THE VILLAGE CLERK DEPARTMENTAL ORGANIZATION CHART Voter Village Council Village Clerk Administrative Assistant 80 10 1 l�i 'U Fl 'U 0 0 L C 1 L C L C OBJECTIVES 1994-1995 1 To complete and distribute Council meeting agendas to the Council staff and public in a timely manner 2 To maintain accurate minutes of the proceedings of the Council 3 To complete and distribute committee meeting agendas to the committee members and public in a timely manner and maintain accurate minutes of committee meetings 4 To publish public notices as required by law 5 To serve as the Supervisor of Elections for municipal elections 6 To process and maintain custody of agreements contracts ordinances proclamations, and resolutions L r. L L. 7 To maintain custody of Village records and coordinate the microfilming and storage of said records 8 To provide clerical and research support for members of the Council 9 To administer the publication of the Village Charter code book, supplements and indexing of Council minutes under contract with Municipal Code Corporation 10 To provide information and records research to the public and staff 11 To provide notary service and administer oaths of office to committee members police and fire officers and other Village officials 12 To compile and maintain the Clerk's Office procedures and information manual 13 To maintain the Council Chamber its equipments and sound system including the scheduling of meetings and activities 14 To serve as the Financial Disclosure Coordinator with the State of Florida Commission on Ethics and the Records Management Liaison with the State of Florida Department of State 15 To maintain custody of the Village Seal 16 To serve as liaison between the public and Council as directed 81 I DEPT CODE DESCRIPTION X0001- 1-512 Village Clerk X1201 1-512 Salary - Clerk X1202- 1 512 Bonus -Clerk X1221- 1-512 Salary - Other X2101- 1-512 Payroll Taxes X2201- 1-512 Retirement Contributions X2301 1 512 Life Health Drs Insur X2401 1-512 Worker's Comp Insurance X2501- 1-512 Unemployment Insurance X4701 1-512 Microfilming/Equipment X4751 1-512 X4761 1 512 X4771- 1-512 Ordinance Codification Indexing Minutes Elections X4801 1-512 Legal Advertising X5411 1 512 Memberships/Dues/Subscrrp X5421 1 512 Conferences and Seminars X5431 1 512 Travel Total Village Clerk MANAGER 1992 1993 1993 1994 PROPOSED ACTUAL BUDGET 1994-1995 ADOPTED 1994 1995 BUDGET O 34 500 34 500 00 36 000 0 4 800 4 800 00 4 800 0 13700 14 000 00 13500 O 4 055 4 077 00 4 154 O 3 795 3 795 00 4 488 0 4 200 4 200 00 4 200 0 315 320 00 300 0 212 215 00 215 0 5 000 5 000 00 5 000 4 899 4 000 3 500 00 3 500 1 195 2 000 2 000 00 2 000 5 089 15 000 12 000 00 9 250 22 612 33 500 35 000 00 34 000 0 200 300 00 300 0 500 750 00 750 0 1 000 1 500 00 1 500 $33 795 $126 777 $125 957 00 $123 957 82 'U El L c U U i 0 C C C B C U U OFFICE OF THE VILLAGE ATTORNEY MISSION STATEMENT The Office of the Village Attorney is committed to serving the public of Key Biscayne by providing fair honest and reasonable legal advise to the Village Council and Village Staff MISSION STATEMENT 'TO PROVIDE A SAFE QLALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 83 LEGAL SERVICES The Village of key Biscayne receives legal services under contract with the law firm of Weiss, Serota and Helfman To date Weiss Serota and Helfman has been able to provide all legal needs to the Village without the necessity of retaining outside counsel The sole exception to this was the retention of independent bond counsel as is customary with municipal governments Attorneys at Weiss Serota and Hellman provide legal advice and services to the Village on a regular basis in the following areas 1 Labor and personnel matters 2 Real estate and real estate related matters 3 Land use and zoning matters 4 Construction and construction related issues Sunshine Law 6 Public Records Law 7 Conflict of interest 8 Drafting of resolutions and ordinances 9 Drafting and/or review of contracts 10 Preventive advice relating to contested matters 11 Litigation 12 Police related legal advice 13 Utilities related advice including stormwater utilities 84 Ii C U C C r 1993-94 ACCOMPLISHMENTS Seaquarium Litigation After a one week trial appeal before the District Court of Appeal and finally consideration by the Florida Supreme Court, the Village s challenge to the Seaquarium expansion was upheld The County's approval of that Project was invalidated as a result of the Village's lawsuit which proves that the Project was mconsistent with the Dade County Comprehensive Master Development Plan Stormwater Utility Ordinance litigation The Village of Key Biscayne s Stormwater Utility Ordinance was challenged by a group of local residents and Key Colony Condommium Associations who claimed that the 'm ordinance failed to comply with Florida law by not properly considering the residents' contribution to the need for the stormwater system After a three day trial the circuit court upheld the Village s ordinance and found that it is consistent with Florida Law r 7 I School alternatives analysis In response to a request by the Village Council a full analysis of various alternatives with respect to the provision of quality education on the Key was prepared and presented to the Council Creative alternatives and methods of supplementing the school board's effort L i on the Key were discussed and presented to the Council Financing and purchase of Tree Farm Property Our firm provided legal assistance to the Village in the purchase and financing of the Tree Farm Property including all aspects of the real estate and financial transactions E r r 85 OBJECTIVES 1994-1995 1 To contmue to provide the Village with legal advice which helps the Village accomplish its goals while continuing to avoid costly litigation 2 Continue to approach problems as opportunities for arriving at creative solutions 3 Contnrue to provide unbiased legal advice 4 Continue to work with the administration in order to standardize forms and procedures to reduce the necessity for legal work and associated costs 86 U 0 0 0 0 0 C' 0 C C U C 0 0 0 0 C MANAGER ADOPTED 1992 1993 1993-1994 PROPOSED 1994 1995 DEPT CODE DESCRIPTION ACTUAL BUDGET 1994-1995 BUDGET X0000 1 514 Village Attorney dems S I. r Ps. X3120- 1-514 Professional Fees X3150- 1 314 Prof Services Lawsuits I X3190- 1-514 Other Professional Fees X3300 1 314 Court Cost and Fees X4900 1-315 Other Expenses 128 485 150 000 150 000 00 100 000 90 154 90 000 90 000 00 80 000 14 141 15 000 15 000 00 12 000 2 594 5 000 5 000 00 5 000 1 183 3 000 3 000 00 3 000 Total Village Attorney $236 557 $263 000 $263 000 00 $200 000 Si DEPARTMENT OF ECONOMIC DEVELOPMENT 1994-1995 MISSION STATEMENT To provide assistance to promote business and tourism development for the Village in order to maintain a strong economy and a solid tax base MISSION STATEMENT TO PROVIDE A SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT [ liJ ro e n ii t U H U b U U 88 DEPARTMENT DESCRIPTION The Department of Economic Development deals with matters affecting our economy such as business development, tourism and media relations The Department was established on October 13 1992 after Hurricane Andrew The Directors position was part-time until February 16 1993 when the Village received a $50 000 grant from the U S Department of Commerce to fund a full-time position The grant ended on June 30 1994 The director acts as a liaison with various organizations such as the United States Department of Commerce's Economic Development and Travel and Tourism Administration the Greater Miami Convention and Visitors Bureau the Key Biscayne Chamber of Commerce local merchants" associations and the press The director also stays informed of issue and concerns of interest to our business community including local issues (e g master plan zoning and occupational license requirements) and economic and tourism activities that may affect our area such as new commercial and residential development prevention of crime directed at tourists and promotions and special events conducted elsewhere in South Florida Additional responsibilities include attracting visitors shoppers and new businesses to the area The director assists local resort with presentations to potential groups and commercial landlords in recruiting tenants The director also provides data and information to interested parties such as commercial developers those interested in opening businesses in or relocating to the area, and the media The Economic Development Department also handles the preparation of all marketing and promotional materials related to business development and tourism and maintains an in house' clipping service Printed materials developed by the department currently Include advertisements a tourism brochure and a visitors guide r t L The department joins forces with the Recreation Department on projects such as special events to attract visitors and the development of corporate sponsorships It also assists other departments as necessary in the preparation of press releases and media relations The department consists of a part time director 89 DEPARTMENT OF ECONOMIC DEVELOPMENT DEPARTMENTAL ORGANIZATION CHART , Village Council Village Manager Director of Economic Development 90 U E b U U U a U U ,Fa 1993-94 ACCOMPLISHMENTS The Economic Development Department has been successful in securing a $750 000 Economic Development Administration Title IX Sudden and Severe Economic Disaster Grant for the Holiday Colony Drainage Project and a $3 107 14 Metro -Dade Cultural Affairs Community Grant for the 4th of July Fireworks Display The department also assisted the Rotary Club of Key Biscayne Foundation and the Key Biscayne 4th of July Parade Committee with grant applications that they submitted to the Metro -Dade Cultural Affairs Council The Rotary Club received two grants totalling $11 135 The 4th of July Parade Committee received approval for a $3 107 14 Community Grant 1 fa pee With regard to corporate sponsorships the Economic Development Department secured product sponsorships from Crystal Springs Water and Power Bar for National Trails Day of June 4th American Express has agreed to pay for the printing of promotional posters and to provide their South Florida mailing list for the Discover the Treasure of Key Biscayne campaign WTMI radio has an interest in providing additional sponsorship of this promotion They have also offered to provide publicity for the Key Biscayne Lighthouse Run and entertainment for a possible pre race party The Economic Development Department recruited the Women's Business Development Center affiliated with Florida International University and the Small Business Administration to conduct Women's Business Development Seminars on Key Biscayne Northern Trust Bank participated as a co sponsor and host Thu -teen female business owners or managers attended Last fall the department provided information concerning our area to the United States Tennis Association prior to their hosting the International Tennis Federation International Coaches Conference at Sonesta Beach Resort It also assisted in convincing the Greater Miami Convention and Visitors Bureau to hold their annual meeting at the Sonesta Beach Resort on October 17 1994 The Economic Development Department Director has been actively representing the Village at Greater Miami Convention and Visitor Bureau functions and with various economic development and tourism projects This has included participation in the administration of the $1 million dollar Title IX Sudden and Severe Economic Disaster Grant awarded to the Bureau Such participation has been as a member of the Executive Committee and Public Relations/Marketing and Strategic Planning Subcommittee and as Co Chair of the Visitor Services Subcommittee 1 91 The Economic Development Department also recently completed an information packet that will serve to respond to inquiries by potential business owners potential residents or media representatives The final draft of the Southern Bell sponsored economic development publication is undergoing final corrections and editing Media relations activities included participation in the planning for the May 22nd visit by 20 travel media that attended the Pow Wow travel trade show held in Greater Miami The department also worked with a Village resident employed by Japan Airlines to prepare an article about Key Biscayne for the airline's employee newsletter with a distribution of 25 000 In early May the department provided a Familiarization Tour to the Managing Editor of the New York Post and his wife also a travel writer for pieces that they were working on It also assisted in planning and conducting the March 24th -27th Familiarization Tour for ten top local regional national, and international media Publicity generated by the Familiarization Tour has recently begun appearing in regional national and international publications (etg regional business travel columns AAA World and FT LE's South American edition) The Economic Development Department is working with tourism brochure photographer Robert IJbiland to provide slides to publications with articles featuring Key Biscayne For example one of his photographs of the Cape Florida Lighthouse appeared in both the AAA World article and the 1994/1995 Key Biscayne Magazine as a cover to the "Discover the Treasures of Key ,Biscayne" directory He also provided photography to Conde Nast for a Spanish edition of Vogue magazine Florida Trend and others for upcoming publications The Economic Development Department was instrumental in the production of media kits highlighting Key Biscayne that have been distributed with funding from the $1 million Economic Development Administration Title IX Sudden and Severe Economic Disaster Grant to between 400 and 500 media representatives throughout the world 92 Q U 0 0 U 0 r L U C L SUMMARY OF OBJECTIVES 1994-1995 To provide increased resources for programs publications and special events L. r r 93 Lb- n KEY AREA Acquisition of Grants and Sponsorships Indicator Number of grants and sponsorships acquired and total resources provided to Village Objective To provide increased resources for programs publications and special events ACTION PLAN 1 Remain familiar with existing local state and federal organizations administenng grant programs as well as with major corporations whose marketing efforts target demographic groups found among the residents of the Village and/or those attending Village organized special events 2 Research the availability of grants and sponsorships 3 Continue to track economic recovery by collecting support data such as * Rickenbacker Causeway toll plaza figures (quarterly) * Crandon Park parking lot figures (quarterly) * Bill Baggs Cape Florida State Recreation Area entrance fees (quarterly) * Hotel occupancy rates (quarterly) * Golf course tennis court, and marina fee collections (quarterly) * Attendance at special events (as they occur) * Employment (quarterly) * Population (annually) * Tax Figures (annually) * Area business openings and closings (quarterly) 3 Update and edit written materials utilized in grant documents and sponsorship proposals semi annually or as needed 4 Maintain a daily in house' clipping service a library of press clippings 5 Maintain updated copies of standard materials requested in grant applications 6 Prepare additional required written documentation and/or narratives as requested 7 Meet established deadlines on those grants for which the Village is eligible 8 Prepare grant applications L U t C L i nip n L U 94 CONTROLS I Subscribe to state and/or federal publications listing available grants 2 Periodically survey Dade County government, the Greater Miami Convention and Visitor Bureau concerning available grants 3 Apply for all available grants for which we qualify and have sufficient notice far 95 e ACTIVITY REPORT ACTIVITY 1992-1993 1993-1994 1994-,1995 Grants Awarded to Village $75 00000 $753 117 85 $45,000 00 Awarded to Not -for Profit Organizations $14 252 85 $7,500 00 & Light House Run , Corporate Sponsorships Awarded to Village $12,000 00 0 0 In -Kind $7 500 00 $10 000 00 $15 000 00 Special Events National Trails Day 250 500 250-300 Business Seminars 13 30 Pam Tours 50 50 Cyclefest 250 250 500 Publications Discover the Treasures of Key Biscayne Discover the Treasures of Key Biscayne Lure Brochure Lure Brochure Southern Bell/Economic Development Piece Southern Bell/Economic Development Piece Key Biscayne Map Key Biscayne Map Special Events Calendar 0 0 U d Cv.. D E 0 0 96 MANAGER ADOPTED 1992-1993 1993 1994 PROPOSED 1994-1995 DEPT CODE DESCRIPTION ACTUAL BUDGET 1994-1995 BUDGET 4.514) LA Community Affairs Salanes 13 526 0 Advertising and Promotion 13 330 0 Travel 0 0 KBES Cumculum Grant 42 000 0 0 00 0 00 0 00 000 0 0 0 0 Total Community Affairs $68 856 $0 $0 00 $0 X0000 1 552 Economic Development X1200 1 552 Salary Director 16 773 42 230 22 171 00 22 171 X2100- 1 552 Payroll Taxes 592 3 231 1 696 00 1 696 X2220 1 552 Retirement Contnbutions 0 4 645 0 00 0 X2300 1 552 Life Health Dm Ins 0 4 200 0 00 0 X2400 1 552 Worker's Compensation Ins 0 253 125 00 125 X2500- 1-552 Unemployment Ins 0 169 88 00 88 X4000 1-552 Promotional Activity 19 587 97 925 97 925 00 X5420 1 552 Conferences and Seminars 0 2 655 2 655 00 1 000 Total Economic Dev $36 952 $155 308 $124 660 00 $25 080 97 DEPT CODE DESCRIPTION X0000- 1 513 Non Departmental X1250- 1-513 Accumulated Time X2100- 1-513 Payroll Taxes X2220- 1-513 Retirement X2300- 1 513 Life Health Dis ins X2400- 1-513 WorkersCompensation x2500- 1-513 Unemployment X3200- 1-513 Auditors X3100-1-5513 Appraisers X3120- 1513 Committee Expenses X3130 1-513 Fihancral Advisor X3300 1 513 Tuition Reimbursement X4100 1-513 Telephone X4120 1-513 Postage X4300 1-513 Electricity X4320 1-513 Water & Sewer X4400 1-513 Rent Village Hall X4420- 1.513 Leased Equipment X4500- 1-513 Insurance X46130- 1-543 Maintenance and Repairs X4700- 1 sip 1'feWsletter/Annual Report X511(30 1-511 p Office Supplies X8200 1-513 Community Grants X6430 1-513 Furniture and Fixtures X64550 1-513 Equipment X9940- 1.513 Contingency X0000 1 513 Total Non Departmental MANAGER 1992 1993 1993-1994 PROPOSED ACTUAL BUDGET 1994 1995 500 31 973 960 35 961 554 33 351 400 1333 1 903 3201 3063 11 500 29 500 4 4 500 1 110 6,000 0 4 000 0 0 22 764 28 500 8 285 9 000 2 820 11 000 93 2 500 34 569 50 000 178 1 000 23 500 50 000 8 282 12 000 14105 201100 16 433 24.000 0 100 000 35000 5000 8 986 14000 0 200 797 7 500 00 575 00 825 00 000 758 00 87 00 23 500,00 7 500 00 1 000 00 12 000 00 12 000 00 27 50Q Q0 10 000 00 13 000500 40 000 00 60 00[2'.00 7 500 00 50 000100 10 000 00 20 000100 25 0000 100 000400 10 004.00 15 poww 200,00€x.00 $293 444 $579 177 $653 745,00 98 ADOPTED 1994 1995 BUDGET 23 500 2 000 1 000 12 Q00 27 500 10000 13 000 40 000 60 000 500 50 000 10 000 10 000 25 000 50 000 5 000 15000 200 000 $554 500 El Li b t 0 I MANAGER ADOPTED 1992 1993 1993 1994 PROPOSED 1994 1995 DEPT CODE DESCRIPTION ACTUAL BUDGET 1994 1995 BUDGET X0000 1-519 Debt Service X7210 1 519 Interest Fema Loan 0 0 56 800 00 56 800 X7200- 1 519 Interest -Village Green Loan 1 022 195 000 384 661 00 384 661 X7100 1 519 Pnncipal Village Green Loan 0 0 755 000 00 755 000 7 r X0000- 1 519 Total Debt Service $1 022 $195 000 $1 196 461 00 $1 196 461 L r-, L 99 r DEPARTMENT OF BUILDING, ZONING AND PLANNING 1994-1995 MISSION STATEMENT To provide the residents of the Village their architects, engineers and contractors a friendly, courteous and expeditious turn around of their information and permit requests To assist the Council m its development, adoption implementation and enforcement of the land use concurrency zoning and other village regulations To provide a thorough inspection process that assures the residents of a well constructed residence or commercial structure MISSION STATEMENT TO PROVIDE A SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT I I 6 U r L 100 DEPARTMENT DESCRIPTION The Department of Building Zoning and Planning is charged with the review processing and implementation of three related but distinctly different sections These sections are charged with the analysis of existing codes that control the Village current uses and its future development and enforcement The Planning section has the initial responsibility followed by the Zoning and Building sections The Planning section for the Village reviews existing uses and physical conditions and how the Village currently responds to those conditions This is followed by staff studies and recommendations based upon community input to the Village Council for approval or denial in whole or part of staffs proposed legislation The review responsibility for this division also covers the Florida statues 163 380 and the Florida Administrative Code Section 9.15 as they pertain to the development and implementation of Master Plan Development Regulations Concurrency regulations Development of Regional Impacts and other issues that deal with the overall planning and legislative control of the Village L The Zoning section of the Village is charged with the responsibility of reviewing and disseminating information pertaining to legislation adopted by the Village and other agencies which regulate the Village's land development The zoning section of the Village is the land development enforcement body It reviews occupational licenses liquor licenses permitting of residences commercial offices apartments and condominiums and the accompanying auxiliary structures and uses The Zoning section also enforces the regulations by the physical monitoring of the community There is coordination between this section and the building and planning sections so as to provide a smooth flow for change of zoning requests variance requests prosecution of violators before the special master Dade County Construction Regulation Board or Florida Department of Business Regulations Division of Construction as well as other areas The Building section is charged with the review processing issuance and inspections of building permits for the Village The tasks performed by this section is in large part contracted to C A P Engineering Consultants who provide plans review and inspection services in accordance with the South Florida Building Code The primary focus of this section is to provide for the orderly processing of permits the assurance that inspections are being performed in an timely and safe manner and that construction complies with the provisions of all applicable codes The Department of Building Zoning and Planning consists of a Director Planner Building Official Administrative Assistant Permit Clerk Receptionist Community Development/Code Enforcement Officer and various contractual inspectors L Oa, 101 DEPARTMENT OF BUILDING, ZONING AND PLANNING DEPARTMENTAL ORGANIZATION CHART >t t Receptionist Director of Building, Zoning, and Planning Community Code Assistant Building Official Structural Engineer Building Inspector Mechanical Inspector Permit Clerk Electrical Inspector Plumbing Inspector 102 Planner Adman Assistant 1993-1994 ACCOMPLISHMENTS The Department of Building Zoning and Planning became operational on September 1 1992 one week after Hurricane Andrew devastated the Village Due to the storm the request for building permits inspections and other related department activities escalated to an unforeseen level The brand new department was thrown into the chaotic scene which immediately followed the storm The Department of Building Zoning and Planning has since processed an excess of 1 800 permits and completed over 2 000 inspections among other functions During the 1993 1994 fiscal year the Department successfully enhanced Building and Zoning records management and services by installing a computer program called Database File Maker Pro At present, all new building permits are being inputted into the system as they are issued The building permits going back to the inception of the Department will be input into the system on an on going basis Similarly staff is working to input all occupational licenses contractor licenses and property information on record spanning approximately (2) years into the system The Department intends to have all records in the system by February 1995 L r I r� L r- Another technological advancement which has been added to the Department is Mapinfo This program allows quick tracking of geographic data including parcel size property ownership distance measurements overlays and other information The Department has initiated the process of microfilming records to minimize storage needs The plans will be scanned for conversion onto computer stored images which will be available for easy access from the Department s computer terminals Single family land development regulations have been completed for a percentage of parcels in the Village The Department coordinated its efforts with area homeowner associations to insure resident input during the process In addition the Department of Building Zoning and Planning held an informational workshop to allow residents to question and comment on the zoning changes Finally the Department extended its operating hours to further facilitate the public in March 1994 The new office hours are 7 30 a m to 4 30 p m 103 SUMMARY OF OBJECTIVES 1994-1995 'In j4; c,a YiaU, 1 fro provide governmental services which enhance community pride in its Building Zoning and Planning Department. 2 Provide a consistent and logical approach to the organization of the Building oiling and Planning Department that will provide the Village with a rapid retrieval of the ;records necessary to conduct business on the Key Respond to the future demands of the Planning Section required by the Master Plan thesubsequent requirements of the development regulations concurrency regulations sing of Development o'f Regional Impact plans and construction inspections 4 Provtdo the needed phystcal improvements and equipment to carry out the goals and objectives of the department S Increase the quality of service through the level of professionalism that each member of the department exhibits L� p a - C 104 KEY AREA Building and Zoning Growth and Development Indicator Recent conditions in the Village Building Zoning and Planning Department led to establishment of a Committee for the review of its new Director and his goals and objectives for the Department Community concerns were expressed in the dissatisfaction of Village Building Zoning and Planning employee interaction with citizens and contractors Objective To provide governmental services which enhance community pride in its Building Zoning and Planning Department ACTION PLAN 1 Provide training for new personnel 2 Maintain required State and County certifications for staff 3 Expedite permit processing and response to inspections and citizens while providing a friendly helpful environment for public and staff alike 4 Maintain the Villages current philosophy of a mixed public private contract services operation by better monitoring and scheduling of C A P Engineering Consultants Ilkone 5 Provide physical improvements to the Building Zoning and Planning Departments floor plan for the efficient operation of the department to assist its customers 6 Obtain all records from Dade County relative to the Village of Key Biscayne that will provide the Village staff with information to quickly and accurately respond to Village residents 7 Set scheduled dates for rai ha Transfer of occupational license program to BZP by October 1 1994 "r' b Full integration of computer operations for 1 permits by December 1994 2 occupation licenses by October 1994 3 address files by December 1994 4 disaster operations December 1994 5 mapping by December 1994 105 6 contractor license December 1994 7 code enforcement December 1994 8 zoning Dill review September 1994 c Completion of Master Plan review corrections and implementation i. Within the mandated tune frame d Development and implementation of Development Regulations 1 Within the mandated time frame e Development and implementation of Concurrency Regulations 1 Within the mandated time frame f Establish and monitor a Beach Protection Program 1 By January 1995 8 Provide hurricane damage assessment and tracking with "mapinfo" and other related database systems 9 Utilize the computer system to a Record Certificate of Occupancy b Record building permits c Record and monitor various other permits ie shoreline septic tank, piling, dock, fence and other d Record and monitor forty year certificates e Record and monitor minimum housing violations f Record and monitor code enforcement violations g Record and monitor construction regulation violations h Record and monitor Environmental conditions i Record and monitor level of service measurements Provide various reports Federal State County Village CONTROLS 1 Adhere to target dates 2 Provide a means for public input and suggestions to be absorbed into the system 3 Verify staff certification on a semi annual basis 106 L C C KEY AREA Efficiency and CoiUmunication Indicator There is a currentl lag in response tune that is reflected in the operation of the Building Zoning and Planning Department This is the result of a char a of personnel as well as the existing inefficient filing systems that a in place Objective Provide a consistent and logical approach to the organization of the BZP Department that will provide the village with a rapid retrieval of the records necessary to conduct business on the Key ACTION PLAN Provide staff members that have pride the community and desire to be the best that they can be while assisting the Vila ge to reach its goals and objectives The department is small and should be stru red as flat as possible so as to provide a flexible make up 2 Complete the computer operations alon with the in progress scanning program L 3 Modify the permit and inspection pr quality inspections necessary for the 4 Complete inspection processing and understanding of what is required of as necessary to provide the minimum construction of structures on the Key ocedural manuals to allow for the proper and public alike 5 Continue staff meetings for communication purposes while inviting other department personnel to attend when topics bridge departments 6 Provide means for large scale projects to pay for increased level of service (by village staff) during the processing and inspection stages of construction 7 Provided a series of monitonng programs for a Dade County and Flonda Permitting system by October 1994 b Village Permitting and Inspection system by November 1994 c Dade County and Flonda School system by January 1995 d Village School system December 1994 e Dade County and Florida Planning system February 1995 f Village Planning system January 1995 g Dade County and Flonda Concurrency system March 1995 h Village Concurrency system as mandated 107 try 8 Provide a series of textural and graphs educational documents for public distribution. )) a Illustrate the new residential code ch ges and distribute via the newsletter of January 1995 b Illustrate all future changes in the V g rage future newsletters c Provide a cable Lv series of questions d answer out vanous BPZ issues by April 1995 11 d Provide a secured computer available to the public for easy search and retrieval of information pertaining to the village R7P department by October 1996. e Provide a separate residence manual for village residence and their understanding of building anb zoning issues 9 Staff members should have sufficie training to man any of the computer systems as well as the ability to modify the pecrfic program for report purposes CONTROLS 1 Monitor progress at weekly meetin for feed back on various issues 2 Monitor newsletters and legislative reefs 108 rE J (U IF n L L t Plat r KEY AREA Indicator Objective ACTION PLAN Planning growth and development The Village BZP department is staffed currently with a director administrative assistant, permit clerk community assistance officer planner receptionist, and consultants for building permit processing and inspections Respond to the future demands of the Planning Section required by the Master Plan and the subsequent requirements of the development regulations concurrency regulations processing of DRI plans and construction inspections 1 Provide specific job duties that allow the latitude for lateral movement for specific task, cross train staff 2 Provide the required on job training for all employees 3 Encourage interaction with various Universities for assistance in on going projects CONTROLS i Establish performance standards for each position by March 1995 2 Adhere to established deadlines 3 Create staff evaluation of BZP management and programs by January 1995 109 KEY AREA Physical improvements Indicator The Village is continuing to experience growth in the permitting and inspection sections of the department This coupled with the need to prepare the village development and concurrency regulations will require not only the additional staff discussed previously it will require the necessary equipment to allow this staff to perform their duties Objective Provide the needed physical improvements and equipment to carry out the goals and objectives of the department. ACTION PLAN i Set up a network computer system linking the various departments with a common database system 2 Link computer access to C A P Engineering Consultants Inc via modem or other method 3 Install "Mapinfo" geographic mapping system This system will allow for the mapping of the key with various layers showing the tree plan, crime fire and accident locations special event locations and times, shoreline conditions soil conditions zoning land use, public works data, variance locations and any other data desired by the village 4 Purchase and install computer work station compact disk read and a color printer This system allows input of small documents and allows rapid retneval over the network These purchases should be made by November 1 1994 5 Establish procedure for South Miami Blueprint or other agency to scan building permit applications for installation on hard drive server for access to computer network Charges for this service will be applied to a new permit structure 6 Provide the physical improvements to the Department floor plan to accommodate proposed staffing adjustments by June 1995 7 Purchase a camera that saves images to computer system by December 1 1994 This allows for input of images for public hearing documents and for collection of images (pictures) for damage assessment reports CONTROLS 1 Establish target dates for construction and purchases 2 Adhere to budgeted amounts for purchase of department enhancements 110 (E In I E C C I ACTIVITY REPORT r r 4 i r r r ACTIVITY 1991 93 1993-94 1994-95 Regular Permits 260 2 474 2 823 Commercial Permits 33 289 264 Master Permits 86 1 507 1 260 Special Permits 329 1 565 1 299 Construction Value $6 930 323 $27 524 126 $33 000 000 Village of Key Biscayne Fee $48 554 $167 000 $187 101 Compliance Fee $4 000 +$16 783 $20 139 Code Enforcement Activity Not available +1 960 +2 040 Inspections Made Not available +3 400 +3 600 * Some data required estimations 111 1994-1995 PROPOSED ACCOMPLISHMENTS Responding to recommendations made by its review committee the Department of Building Zoning and Planning will improve the overall operations of the department This will be accomplished by expediting permit processing and response to inspection requests, making physical improvements to the location of the Department, and obtaining gall records from Dade County that will provide the Village staff with means to quickly 'and accurately respond to Village residents, 'In addition, by January 1995 the Department plans to complete the inputting of all 'permits, occupational licenses and property owner'informatron into the computer data ' base_ By streamliii rg the retrieval of this information, the overall permit process and operation of the Department,wxllimprove, because of short term turn around trine - The Department of Building Zoning and Planning intends to respond to the future demands of the Planning Section required by the_ Master Plah and the sukrseq*ent requirements of the development regulations concurrency regulations pmpe54irg1 of Developmenhuf Regional'+Impact plans and construction•rnspectious The Dephrtrddeirt has cross trained peisonnel who are capable of processing zoning plans as well as usHigfe Geographic Information System for mapping Thrs was undertaken to p€pareMt* itl e future'DRI projects Informatiorrsuch as new residential code changes permit procedures and other Rurlfiing, Zoning antd Planning issues will be filtered to+ Village residents through the Vfllege Newsletters as well as clinaugh the new Village Cable Program The Deparimentgixtords to answer a tserres of i liesions which are trnost ,commonly asked so that Fekidents' spay betteriunderstand the *4Nifunction El II J 3 It C Ii U r L C 112 r MANAGER ADOPTED 1992 1993 1993 1994 PROPOSED 1994 1995 DEPT CODE DESCRIPTION ACTUAL BUDGET 1994 1995 BUDGET X0000- 1 515 Building Zoning & Planning X1200 1-515 Salaries 60 409 100 786 163 310 00 163 310 ****•*************************************************************ewe** ******************************* = X1210 1-515 Director 50 188 57 500 60 615 00 60 615 .. X1220 1 515 Secretary 10 222 19 786 21 294 00 21 294 X1230 1-515 Planner 0 10 265 34 443 00 34 443 X1240 1-515 Code Enforcement Officer 5 145 7 255 26 093 00 26 093 X1250 1 515 Permit Clerk 0 5 980 20 865 00 20 865 X2100 1 515 Payroll Taxes 0 7 651 12 494 00 12 494 r X2200- 1 515 Retirement Contributions 0 11 407 17 974 00 17 974 X2300 1-515 Life Health Drs Ins 0 9 800 21 000 00 21 000 X2400- 1-515 Worker's Comp Ins 0 404 600 00 600 X2500- 1 515 Unemployment Insurance 0 368 500 00 500 X3180 1 515 Master Plan 168 857 70 000 50 000 00 25 000 X3190 1 515 Professional Services 0 5 000 29 000 00 10 000 X3300 1 515 Contractual Services X3301 1 515 Building Official 50 700 46 800 48 000 00 48 000 - X3302- 1 515 Building & Zoning Inspectors 32 410 50 000 138 000 00 138 000 X3303 1-515 Code Enforcement Official 23 000 0 00 X3304 1 515 Permit Clerks 90 000 0 00 r X3305 1 515 Code Enforcement Other 10 000 0 00 X3306- 1-515 Structural Review Engineer 40 000 0 00 X3450 1 515 Special Masters 0 1 000 1 000 00 1 000 X4701- 1 515 Microfilming 3 000 3 000 00 3 000 X5100 1 515 Computer Supplies 3 000 3 000 00 3 000 X5410- 1-515 Memberships/Dues/Subscnp 0 2 000 2 000 00 2 000 X5420 1 515 Travel & Seminars 0 5 000 5 000 00 3 000 X4700 1 515 Printing/Postage/Photog 3 315 19 000 19 000 00 9 000 7 X5760 1 515 Mileage 6 000 00 2 000 L. X5950- 1 515 Miscellaneous 14 948 3 001 23 000 00 7 000 X0000 1 515 Tot Building Zoning & Planning $335 785 $501 217 $542 878 00 $466 878 113 DEPARTMENT OF POLICE 1994-1995 MISSION 'STATEMENT To work in partnership with the community we serve to solve problems and resolve conflicts This will be done by providing courteous, competent and effective delivery of law enforcement services in a fair and impartial manner E MISSION STATEMENT TO PROVIDE A SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 114 1 L 7 E DEPARTMENT DESCRIPTION The Village of Key Biscayne Department of Police is a full service police agency which initiated service in March of 1993 Its structure is divided into two divisions the Patrol Division, consisting of 15 patrol officers 3 supervisors and 4 dispatchers is divided into 3 shifts that work Midnight to 8 AM 8 00 A M. to 4 00 P M and 4 00 P M to Midnight This division responds to initial calls for service and is supported by the Support Services Division consisting of one Administrative Lieutenant, one School Resources/D A RE Officer one Cnminal Investigator one Records Manager four Public Service Aides and three part-time Crossing Guards The Department operates as a community -oriented police agency with the philosophy that the community and police should be interrelated as one to work together to resolve problems that negatively*ffect the community This partnership is most desirable because working together we can minimize cnmmal activity and maximize our efforts to provide a safe environment and enhance the quality of life within our community The Police Department staff includes Chief of Police 1 Deputy Chief of Police 1 Lieutenants 3 Patrol Officers lb School Resource/D A RE. Officer 1 Criminal Investigator 1 Total Sworn Officers 23 Administrative Assistant/ Records Manager 1 Administrative Aide 1 Dispatchers 4 Public Service Aides 4 Total Non sworn Positions 10 Total Full Time Positions 33 Part-time Crossing Guard 5 Total Part-time Positions 5 115 4- reizeod DEPARTMENT OF POLICE DEPARTMENTAL ORGANIZATION CHART >i Chief of Police Deputy Chief PATROL SUPPOV' SERVICES 1 Day Shift eutenant (1) Officers (5) Dispatch (1) Afternoon Shift ieutenant (1) Officers (6) Dispatch (1) Midnight Shift Lieutenant (1) Officers (4) Dispatch (1) Relief Dispatch (1) 116 Admin Lieutenant (1) Public Service Aides (3) Records Manager (1) Admin PSA (1) Investigator (1) School Resource Officer/ DARE (1) School Crossing Guards/PT (3) 1 1993 - 1994 ACCOMPLISHMENTS The Police Department started a new program at the Key Biscayne Elementary School and at the St Agnes Academy A permanently assigned School Resource Officer teaches traffic pedestrian and bicycle safety programs and works with the teachers and P T A in areas such as citizenship programs field trips and other programs involving our children The DA R E (Drug Abuse Resistance Education) Program was introduced to several hundred children to better prepare them to deal with peer pressure stress and resistmg drugs Bicycle Rodeos to promote child safety and other similar programs are provided for the school children The Department opened the first 24 -hour police station at 85 W Enid Drive to operate on the Island, with around -the clock dispatchers and police staffing to provide services day or night to Village residents on August 25 1993 Non emergency calls (365-5555) and other services and assistance are now handled without delay directly by our officers C I 1 A computerized Field Reporting System and an Automated Records Keeping System were initiated to enhance service and efficiency Police/Fire/Security/Condo Managers Monthly Coordinatmg Committee meetings were initiated and continue to improve relationships and coordination between the public safety agencies and private security operations A Police - Security Radio System was established by the Police Department to create a direct communications lmk on a common frequency for emergency situations, such as crimes m progress and a humcane commumcations system Weekend/Holiday Bike and Beach Patrol programs were introduced to be used occasionally when a sufficient number of officers are available to staff these supplementary services A Boat Patrol also is occasionally used during high beach/boat usage periods when resources are available for these extra duties An Alcohol Educational and Driving Under the Influence program was used during holiday periods to remind our residents to drive responsibly for the safety and welfare of all Islanders An Emergency Operations Center has been designated and implemented to track storms and coordinate emergency services in the event of hurricanes or if other disasters should strike Continual training has been provided to help our officers effectively and efficiently deliver services in a professional courteous and unbiased manner 117 SUMMARY OF OBJECTIVES 1994-1995 1 To implement a driver safety program of enforcement and ed wer the incidence of speeding throughout the Village to reduce injuries and 2 To produce a short video on hurricane preparedness to be aired c access channel, Adelphra Cable T V System, and loaned to our citizens fo wing to r + safeguard lives and property Y and "3 To produce a video on home/bustness security to be aired on pu loaned to our citizens for home viewing 4 To recruit, hire and tram 2 additional part -lane crossing guards toe safety of our children when going to and returning from school 5 To start a bicycle registration and antr-theft program to better pr bicycle theft and enhance recotery of stolen bicycle, $ To reinforce the police department's commitment to work with o and-tn- 'hand, tb resot've problems and colninal issues facmg the community 1 � � 9 To continue a cost effective' Vehicle Replacement Program" and chedule /for police vehicles as approved by Council 10 To develop an emergency operational strategy to deal with flood storms 11 To develop an annual plammng calendar of recurring even police involvement or assistance 12 To initiate the final phase of last year's goal to establish an " ellness Program by working with police/fire to equip the physical tram the fire apparatus building 13 To purchase 800 MHz radio system approved in 1993 by Counci 118 KEY AREA Traffic Safety Improved Traffic Conditions on Village Roads Increase Safety Awareness on Roadways 1 Indicator Analysis of Traffic Activities (citations and warnings issued) and locations of problem areas Objective To implement a driver safety program of enforcement and education to lower the incidence of speeding throughout the Village to reduce injuries and loss of life To use an automated radar speed monitoring _° device to encourage citizens to comply with our speed limits making the Village safer for pedestrians bicycle and vehicular traffic and especially for our children c. Fs r 1 i_ 1 r I i 1 ACTION PLAN 1 To identify locations in the Village where excessive speed is exhibited by drivers such as Crandon Boulevard and Harbor Drive 2 To inform the public of the department's commitment to traffic safety on or before January 1, 1995 3 To set up with radar enforcement on those locations where it is documented that excessive speed occurs 4 To follow-up warning period with an intensified period of enforcement by issuing citations to motorists found in violation 5 To use radar traffic enforcement along with an automated radar speed momtormg device to encourage citizens to comply with established speed laws 6 Automated traffic studies will be provided through utilization of the automated radar speed momtormg device CONTROLS 1 Collection of violation data during the warning stage of the program 2 Tabulating number of citations issued during the enforcement stage of the program 3 Continual analysis of traffic accident data 119 KEY AREA Hurricane preparedness education on issues affectmg Village residents in the event of a hurricane or major storm Indicator Information gathered from the Village of Key Biscayne Hurricane Plan and the Dade County Hurricane Plan Objective To produce a short video on humcane preparedness to be aired on the public access Channel, Adelphia Cable T V System, and loaned to our citizens for home viewing to safeguard life and property by June 1, 1995 ACTION PLAN 1 To develop a series of topics relating to humcane preparedness which will be discussed in the video 2 To write the script to be used by the person presentmg the information on the video 3 To determine time place and location for the production of the video 4 To work with the National Hurricane Center and other agencies to gather existing videos to help educate our citizens 5 To assign a departmental person to coordinate the process of producing the video CONTROLS 1 Video will be edited at various stages of production to make changes and improvements 2 The public access channel will air the video two (2) times a week during June July and August 1995 3 The media will be invited to preview the video and publish information to the community regarding the video 4 To have up to (6) six copies of the video on hand to be loaned out to members of the community for home viewmg available at no cost to citizen 120 E C I L Cl t.: t rL ii r E (:, C 0 E 0 e KEY AREA Home and business security theft, burglary and robbery prevention awareness L C I tn Indicator Objectives ACTION PLAN Criminal incident data gathered through case reports Uniform Crime Reports Florida Department of Law Enforcement Cnme Statistics and other Crime Prevention material To produce a video on home/busmess security to be aired on public access television and loaned to our citizens for home viewing by February 1 1995 1 To develop an outline showing different topics relating to home/busmess security, particularly in the area of theft and burglary prevention 2 Developing a written script to be used in the production of the video 3 Selecting different scenarios to demonstrate residential security and commercial security topics 4 To assign a department member to coordinate the video project throughout the production CONTROLS 1 Video to be edited at various stages of production in order to make changes and improvements 2 The video will be aired on Adelphia Cable T V during the Village cable program 3 The media will be invited to preview the video and release information to the community regarding the availability of the video 4 To maintain up to (3) three copies on hand and lend out to the community for home viewing available at no cost to citizens 121 KEY AREA Improved protection of children crossmg streets and walking to and from schools Indicator Objective ACTION PLAN Present number of school crossing guards is not sufficient to provide safe street crossmg conditions to children at all Village school locations Currently we use 2 pohce officers to perform this task which is not cost-effective To recruit, hire and train 2 additional part-time crossing guards to enhance the safety of our children when going to and returning from schooL 1 Upon receipt of Council s approval advertise for 2 part-time school crossmg guards (preferably area residents) to be hired as school crossing guards for the school year beginning August 1994 and ending June I995 2 Once selected candidates will be trained as certified school crossmg guards by our School Resource Officer 3 By using school crossing guards who are area residents at minimal wage as part- time positions to protect and assist children walking and being driven to school freeing two police officers to patrol and provide other services Each crossing guard would work approximately 1'/s to 2 hours per school day, increasing overall productivity in a cost effective manner CONTROLS 1 Evaluating crossing guard performance by having our School Resource Officer periodically observe the guards at work 2 To coordinate with the school principals and P T A associations in regards to the school crossing guards performance 3 Penodically test crossing guards on local traffic regulations school crossing signage and pavement markings for performance evaluation purposes F- L r b 122 KEY AREA To work with the overall community schools condo managers private security and certain businesses to decrease incidents of bicycle theft by marking registering and recording bicycle information in the police department's computerized records system Indicator A number of bicycle thefts are reported in the Village on an annual basis A program to mark and record the bicycles coupled with educational awareness should reduce future mcidents of bike thefts Objective To start a bicycle registration and anti theft program to better protect against bicycle theft and enhance recovery of stolen bicycles ACTION PLAN 1 To develop an outlme descnbmg the Bicycle Anti -theft Program by December 1994 2 To provide information to the community regarding said programs by making the necessary press releases 3 Through the use of modern technology secretly marking bicycles by means of a bar code type marker that can be optically scanned 4 Ownership information can then be stored in the departmental computer to be accessed any time the bicycle is recovered or a subject is apprehended while in possession of the bicycles 5 The department would also make available to bicycle owners a pamphlet containing bicycle theft prevention tips 6 To work with security directors and condominium managers to have them assist the police department m marking their resident's bicycles CONTROLS 1 Analysis of bicycle thefts 2 Marketing the program to area schools condominiums and bicycle shops m order to reach a wider number of bicycle owners 3 Having uniformed officers develop greater awareness of the bicycle theft issue and it s effect on our community Through field supervisors impacting on patrol officers to react more keenly when encountering unattended bicycles at shopping centers and condos and by targeting pick-up trucks and vans of transient individuals who may be coming to the Village for the purpose of stealing bicycles 123 t KEY AREA Community Pohcmg Concept of police and community working closely together in solving issues and problems of mutual concern Indicator Follow through on all contacts made by the police department with members of residential and business community Objective To reinforce the police department's commitment to work with our citizens hand - n -hand together, to resolve problems and crimmal issues facmg the community ACTION PLAN 1 All personnel would attend a "Community Policing Training Progiciu" 2 Through the training, officers would focus on a teamwork approach between citizens and their police officers m resolving community problems and enhanced services to the residents CONTROLS 1 Community policing and its principles would be made a part of supervisor's and officer's performance evaluation process 2 All feedback from the community would be documented and analyzed for making modifications and continue building on the community policing principle by December 31 1995 124 L. t L r KEY AREA Purchase costs of new vehicles Maintenance of the police vehicle fleet Replacement schedule for vehicles maximizmg trade -m value and is timely enough to keep vehicle maintenance costs down Indicator Type of warranty of vehicle vehicle mileage figures maintenance costs m relation to vehicle mileage and trade -m figure depending on mileage and condition of vehicle Objective Implement a cost effective 'Vehicle Replacement Program' and maintenance schedule for police vehicles as approved by Council ACTION PLAN 1 In a meeting held March 8 1994 Council approved that police vehicles should be replaced prior to 34 thousand miles or upon two years in service 2 Vehicles will be replaced at a rate of four or more vehicles per year depending on time and mileage 3 Vehicles will be ordered by February 1 1995 CONTROLS 1 Vehicle maintenance will be performed at scheduled times and documentation shall be kept in a vehicle maintenance summary form 2 Upon reaching the trade-in time vehicles shall be taken off line as the new vehicles arrive 3 All police equipment (radio overhead siren and other) shall be removed from vehicle 4 All police related markings or decals shall be removed from the vehicles pnor to separation from the departmental fleet 125 KEY AREA Areas m the Village which become flooded during severe rainstorms Indicator Documented mcidents (police reports) of areas which become flooded durmg heavy rams Areas that when flooded cannot be traveled by motor vehicle due to height of water Objective To develop an emergency operational strategy to deal with flooding due to rainstorms. ACTION PLAN 1 Conduct a study to identify specific flood prone areas impacted by several rain storms 2 Develop a plan to place warnings redirect traffic and parking when practical to do so in order to assist motorist and residents 3 To attempt to locate supplemental parking in nearby less flooded areas CONTROLS 1 Once areas are identified and incidents are documented traffic will be redirected to help eliminate damage to vehicles 126 0 0 n C 0 C 0 U H U C E U n io i KEY AREA Planning for community events involving the police department 1 celt V.. 306, Indicator Objective ACTION PLAN After -action reports of 1993-1994 events Prior history and tradition of Village To develop an annual planning calendar of recurrmg events requiring police mvolvement or assistance by using event information available through the Department of Recreation and the Department of Economic Development To properly plan for events approximate staff assignments communicate with other departments and organizations in a timely and orderly fashion to provide efficient and effective service Develop a computerized system to pro actively prepare for future events 1 A planning calendar will be developed to accommodate the following information a Date and time of event b Type of event c Approximate number of officers required d Notification to other law enforcement agencies e Notification and coordination of organizations hosting or sponsoring event f Naming of a departmental event coordinator 2 Develop a computerized calendar for the Police Department of all events coordinated through the Village and through local organizations 3 Coordination prior to event by attendmg meetings dealing with event CONTROLS 1 Submitting an after -action report to the police chief 2 Entering all data, incidents and problems relating to event in the planning calendar 3 Utilization of event data to develop improved planning for next event 127 KEY AREA Employee fitness and health Indicator Yearly medical examinations Overall fitness of departmental members_ Objective To initiate the fmal phase of last year's goal to establish an "Employee s Wellness Program" by working with police/fire rescue to equip the physical training area,of the,, fire apparatus buildmg To provide for healthy employees who will be physically fit and able to safely carry out their duties as public safety officers to the community ACTION PLAN 1 Coordinate the selection of fitness equipment to be purchased by March 1 1995 2 Once installed, develop a training method for teaching personnel how to properly utilize the equipment 3 Maintain records of personnel using the equipment and momtormg their progress 4 Selecting an officer to check the equipment for maintenance and safety of those utilizing it on a quarterly basis 5 Develop rules governing the use of the fitness room prior to March 1 1995 CONTROLS 1 Maintaining records of personnel utilizing equipment 2 Documenting any problems/issues dealing with fitness program 128 C C U 0 U 0 r i JU KEY AREA 800 MHz Radio System Indicator Metro -Dade Communications plans to convert all area police communications of emergency services to 800MHz Objective To purchase 800 MHz radio system as approved m 1994 Budget ACTION PLAN 1 Once Metro -Dade determines a date for implementation of the new General Electric 800 MHz, we will join them m common enhanced 911 emergency dispatch radio system 2 A study has been conducted to determine the total number of vehicular and portable (hand held) radios needed as well as antennae which may be required 3 A vendor has been selected by Metro Dade We in turn will utilize the County bid 4 A coordmator will be selected for the transition to the new system CONTROLS I A new system, yet to be proven for our area 2 Document issues and problems with new system 3 Communicate problems to Metro -Dade Communications 129 DEPARTMENT OF POLICE ACTIVITY REPORT Reports Taken 1992-1993 March 1993 - September 1993 (Seven Months) 1993-1994 October 1993 - September 1994 (1st Full Year) 1994-1995 Part I - Mandatory Murder 0 0 Sex Offenses 1 1 Robbery 2 5 Aggravated Assault 1 12 Burglary 55 109 Larceny/Theft 203 308 Motor Vehicle Theft 10 30 Part H - Mandatory Kidnappkng/Abduction 0 0 Arson 0 0 Supple Assault 11 30 Drug/Narcotic Offenses 0 2 Bnbery 0 0 Embezzlement 0 0 Fraud Offenses 0 7 Other Calls for Service Traffic Citations 339 903 Parking Citations 573 1106 Traffic Accidents 69 164 Resident Alarms 385 730 Business Alarms 103 236 Medical Assists 144 195 C C U 130 Lt Lai F- 1 1992-1993 March 1993 - September 1993 (Seven Months) 1993-1994 October 1993 - September 1994 (1st Full Year) 1994-1995 Other Calls for Service - Continued Disturbance 77 110 Vandalism to Property 42 72 Apparent Natural Death 9 21 Fire Assists 10 50 Residential/Business Security Checks 3478 5541 Miscellaneous Calls 600 1833 Total Service Calls 6112 11492 Total Mtllage Patrolled in Village Monthly average over 14 - month period 10,265 miles 131 I C 1994 - 1995 PROPOSED ACCOMPLISHMENTS 6 The Police Department will recruit hire and train additional officers for enhanced visibility, and improved police services for the Village It will implement a dnver safety program of enforcement and education to lower the incidence of speeding throughout the Village to reduce injuries and loss of hfe. The Department has plans to produce a short video on hurricane preparedness to be aired on the public access channel Adelphia Cable T V System which will be loaned to our citizens for home viewing to safeguard lives and property To develop an emergency operational strategy to deal with flooding due to rainstorms This will help keep emergency pathways open and minimize flooding damage to vehicles owned by residents In addition the Department also has plans to produce a video on home/business security to be aired on public access T V which will also lie loaned to our citizens for home viewing The Department plans to recruit hire and tram 2 additional part-time crossing guards to enhance the safety of our children as they go to and return from school A bicycle registration and anti -theft program wilt also be implemented to better protect against bicycle theft and enhance recovery of stolen bicycles The Key Biscayne Police Department will strive to constantly reinforce our commitment to work with our citizens hand in -hand to resolve problems and criminal issues facing the community We will provide a trammg program for all departmental personnel on 'Community Policing The Department will continue a cost effective "Vehicle Replacement Program" and maintenance schedule for police vehicles It will develop an annual planning calendar of recurring events requiring police involvement or assistance to more effectively and efficiently provide services to the Island We will initiate the final phase of last year s goal to establish an Employee Wellness Program" by working with police/fire to equip the physical training area of the fire apparatus building Fitness is especially important to emergency services personnel to properly provide their services In 1993 Council approved the purchase 800 MHz radio system which will be compatible with the Metro -Dade County Police Departments radio system C C C C C i F , 132 P MANAGER ADOPTED 1992 1993 1993 1994 PROPOSED 1994 1995 DEPT CODE DESCRIPTION ACTUAL BUDGET 1994-1995 BUDGET X0000- 1 521 Police Department X1200 1-521 Salaries Sworn Police listed 550 877 882 737 946 455 00 927 026 ************ ******************* ****** ************************* *********************************** X1201- 1 521 Chief of Police 64 282 70 298 75 905 00 75 905 X1202- 1 521 Chief of Police Housing Allow 7 000 12 977 14 013 00 14 013 X1203 1 521 Deputy Chief of Police 31 677 47 405 53 103 00 53 103 X1204 1 521 Police Lieutenants (3) 115 389 180 807 205 408 00 154 056 X1205 1 521 Police Officers (18) 295 686 571 250 598 026 00 629 950 X1210 1 521 Salaries Overtime 6 495 52 750 62 460 00 40 000 X1220- 1-521 Village Off Duty Emp 4 093 10 000 10 250 00 10 250 X1230 1 521 County Contracted Sery 1 100 000 0 0 00 0 X1206- 1 521 Off Duty Employment 0 0 0 00 0 X1250- 1 521 Holiday Pay 730 11 200 18 068 00 18 068 X1260- 1 521 Court Time 309 2 000 2 000 00 2 000 X1207 1 521 Acting Supvsr Pay 0 0 6 215 00 6 215 X1300- 1-521 Salaries as listed 42 365 171 360 223 359 00 240 636 X1231- 1 521 Administrative Assistant 16 049 21 500 24 600 00 24 600 X1232 1-521 Dispatchers (4) 9 444 76 660 93 952 00 93 952 X1233- 1 521 Public Service Aides (4) 10 782 73 200 78 787 00 78 787 X1234 1-521 Administrative Aide 0 0 0 00 20 837 X1235 1 521 Clerical Assistance Part Time 0 0 10 000 00 6440 X1236 1 521 Crossing Guards (3) 1 523 0 16 020 00 16 020 X1500 1 521 Police Incentive Pay 7 259 15 000 18 000 00 18 000 X1800 1 521 Police Consulting 4 025 15 000 10 000 00 5 460 X2110 1 521 Fringe Benefits 998 5 000 0 00 0 X2100- 1 521 Payroll Taxes 43 603 93 300 104 203 00 104 505 X2220- 1 521 Retirement Contributions 58 854 119 650 129 950 00 130 100 X2300 1 521 Health Life Disability 37 754 125 000 136 800 00 142 800 X2400 1 521 Workers Compensation 35 000 63 000 70 000 00 70 000 X2500 1 521 Unemployment Taxes 1 394 10 700 7 500 00 7 500 X2600 1 521 Recruiting & Hiring Expense 29 887 10 000 8 000 00 8 000 X2650 1-521 Employee Wellness Prog 0 0 2 000 00 2 000 X4000 1 521 Investigation Expense 0 3 000 3 000 00 3 000 X4100 1 521 Tel Dedicated Lines 0 3 600 5 000 00 5 000 X4500 1 521 Law Enforcement Insurance 58 500 32 500 42 500 00 42 500 X4900 1 521 Confidential Informants 1 000 1 000 00 1 000 X5100- 1-521 Supplies 12 504 20 000 19 500 00 19 500 133 MANAGER ADOPTED 1992 1993 1993 1994 PROPOSED 1994 1995 DEPT CODE DESCRIPTION ACTUAL BUDGET 1994 1995 BUDGET Police Department Continued X5200- 1-521 Car allowance 4 800 4 800 4 800 00 4 800 X5240- 1-521 Uniforms 34 766 40 000 57 500 00 47 500 X5250- 1-521 Vehicle Maintenance 17 163 20 200 29 640 00 29 640 X5260- 1-521 Vehicle Fuel & Oil 0 20 000 17 000 000 17 000 X5270- 1-521 Photography 2 014 10 000 8 000 00 5 000 X5280- 1-521 Ammunition 2 632 6 000 6 00000 6 000 X5290- 1-521 Maint Computers/Radios 0 0 8 000 DOE 8 000 X5410- 1-521 Memberships/Dues/Subscnp 2 466 6 000 4 000 OC 3,500 X5420-, 1-521 Tratningi , 19 920 50 000 48 00Q:00 42 QOb X6300- 1-521 Police Facilities 42,701 28 000 24 000400 18 0O& X6400- 1-521 Police Vehicles 146 717 70 000 70 00000 s 70 000 X6450- 1-521 Police Equipment 104 732 110 000 45i000AO 45 000 X0000- 1-521 Total Police Department $2 330 192 $2 011 797 $2 150 000100 $2 100 000 134 C C 0 U IC DEPARTMENT OF FIRE RESCUE 1994-1995 MISSION STATEMENT To contribute to a safe, quality community environment for all islanders through responsible Fire Rescue Services '-r MISSION STATEMENT 'TO PROVIDE A SAFE, QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 135 E DEPARTMENT DESCRIPTION The Fire Rescue Department is organized into what is commonly referred to as a full service Department. The fire rescue personnel perform a number of functions m addition to the traditional one of firefightmg The most obvious is, of course emergency medical response This function mvolves employing paramedics skilled not only m determining the severity of patient mjury or illness usmg sophisticated tools and methods, but also admimstermg the required life saving techniques such as cardiac pacing mtubatmg and defibrillating, until the patient can be admitted to the appropriate medical facility Additionally, Fire Rescue personnel perform the inspection function This gives the Department an opportunity to be proactive as opposed to reactive in dealing with emergencies All of the buildings within the Village are inspected three times a year to assure compliance with appropriate codes and to provide needed familiarization for the fire rescue crews who may be required to fight a fire m any one of these structures Other functions that enhance our full service designation include the provision of citizen blood pressure monitoring, citizen CPR classes, dive rescue capability and_ community fire and accident prevention public education programs The Department consists of a Fire Chief a Deputy Fire Chief and Administrative Assistant three Fire Captains three Fire Lieutenants and 24 firefighters Qut of the thirty three person force, twenty are Paramedics and eleven are EMTs as of May 1994 This high ratio of paramedics places our Department third out of the twenty Departments surveyed in Dade Broward and Monroe Counties By the end of fiscal year 1995, all Fire Rescue personnel will be paramedics Table of Organization Chief 1 Fire Lieutenant 3 Deputy Chief 1 Firefighter/Paramedics 14 Administrative Assistant 1 Firefighter/EMT 10 Fire Captain 3 Total Firefighter Personnel 32 Total civilian personnel 1 Total personnel 33 136 E E C C Pia DEPARTMENT OF FIRE RESCUE DEPARTMENTAL ORGANIZATION CHART Fire Chief Administrative Assistant Deputy Fire Chief efiai raa "A" Shift Fire Captain (1) Fire Lieutenant (I) Firefighter/ Paramedics (4) Firefighter/ EMT (4) "B" Shift Fire Captain (1) Fire Lieutenant (1) Firefighter Paramedics (5) Firefighter/ EMT (3) 137 C" Shift Fire Captain (1) Fire Lieutenant (1) Firefighter/ Paramedics (5) Firefighter/ EMT (3) 1993 - 1994 ACCOMPLISHMENTS For the first six months of fiscal year 1993-94 the Village of Key Biscayne Fire Rescue Department maintained a 3 minute and 25 second response time which compares very favorably with prior response times of 4 minutes and 12 seconds recorded for 1991 and 1992 While expenencmg this excellent response time the Department also mamtamed a mmmium staffing level of 3 people on our Advanced Life Support Rescue unit and 4 people on our Advanced Life Support Firefighting unit Our minimum staffing is among the finest in the State. The Department moved into the new Fire Rescue facility on October 9 1994 To compliment the new facility we received delivery of our new state -of -the art fleet of fire rescue apparatus consisting of 2 four wheel dnve Command vehicles, 2 Rescue vehicles, and 2 firefighting apparatus - one a Pumper and the other a Quint We are very pleased that durmg this first six months we passed our State ALS inspection with flying colors and instituted the SWAP program with the City of Miami The SWAP program involves one of our par#mPdics ndmg with one of Miami s rescues every day to gam hands on expenence while taking advantage of their heavy alarm volume The Department s other accomplishments include the familiarization and Code Compliance mspection of all 33 high rise buildings in the Village the inspection and testing of all 169 Village fire hydrants the installation of blue fire hydrant markers on the street and the survey of all properties to assure compliance with the Village Code pertaining to the display of house numbers In addition our personnel are involved in in-service training classes and drill exercises The Department also developed a hurricane plan to coordmate with the county's plan and also joined other Fire Rescue Departments in the county m establishing an Urban Search and Rescue Team 138 1 i c U I lC SUMMARY OF OBJECTIVES 1994-1995 1 To deliver a service which safeguards the lives and property of all islanders and mitigates the ravages of fire and disaster through effective and efficient emergency incident operations 2 To reduce the incidence of death and disability for all islanders through the provision of prompt and effective pre -hospital emergency medical service L I 3 To reduce or eliminate injuries deaths and property loss as a result of hostile fire or other catastrophic event through public fire prevention education plans review building mspections and enforcement of State and Local Fire and Building Codes 4 To improve the safety and quality of life for all islanders through continuous blood pressure monitoring CPR instruction and accident prevention education 5 To improve the safety and effectiveness of fire rescue personnel through a comprehensive wellness program 139 KEY AREA Fire Suppression Hazardous Materials, Incident Mitigation, Disaster Preparedness Indicator Fire loss data, fire response activity quality assurance contacts with public response time data, staffing level data Objective To deliver a service which safeguards the lives and property of all islanders and mitigates the ravages of fire and disaster through effective and efficient emergency mcident operations ACTION PLAN 1 To provide and maintain an appropriate on duty force of skilled personnel (at least seven) and operational equipment (one ALS Rescue Unit and one ALS Firefighting Unit) to respond to all fire and hazardous material emergency incidents within the Village 2 To maintain and increase the skill, knowledge and abilities of all personnel through a comprehensive training program (eight hours per month) 3 To maintain and increase the skill, knowledge and abilities of all personnel through fireground drills (eight hours per month) conducted in conjunction with the Miami Fire Rescue Department 4 To maintain and increase the skill knowledge and abilities of all personnel through an exchange program whereby a Village Firefighter rides with City of Miami Firefighters each tour of duty (which equates to 365 days per year) to gam experience m fire tactics and operations CONTROLS 1 Analysis of attendance and daily staffing levels based on minimum staffing requirements 2 Continuous feedback from the public through a quality assurance telephone survey to citizens served 3 Analysis of training records (96 hours per firefighter) reflecting individual drill tune school time and class hours toward recertification 4 Continuous evaluation of the exchange program with the City of Miami 5 Analysis of monthly activity schedules including fire ground tactical surveys hose evolution drills fire hydrant inspection and flow testing fire hose inspection and testing fire equipment maintenance and testing 140 r- C IC IC 1L KEY AREA Pre -hospital emergency medical care mass casualty incident mitigation rescue activities Indicator Medical response activity quality assurance contacts with public Medical Director review response time data, staffing level data Objective To reduce the incidence of death and disability for all islanders through the provision of prompt and effective pre -hospital emergency medical service ACTION PLAN 1 To provide and mamtam an appropriate on duty force of skilled personnel (at least seven) and operational equipment (one ALS Rescue Unit and one ALS Firefighting Unit) to respond to all emergency medical and rescue incidents within the Village 2 To mamtam and increase the skill knowledge and abilities of all personnel through an aggressive training program includmg both Paramedic certification and recertification of all appropriate personnel 3 To maintain and increase the skill knowledge and abilities of all personnel through medical protocol testing (once a year) by our Medical Director 4 To mamtam and mcrease the skills, knowledge and abilities of all personnel through an exchange program whereby a Village paramedic rides with City of Miami paramedics each tour of duty to gain experience in medical protocols CONTROLS r" ikamo c 1 Analysis of attendance and daily staffing levels based on minimum staffing requirements 2 Continuous feedback from the public through quality assurance telephone surveys to citizens served 3 Analysis of trainmg records (114 hours per firefighter) reflecting individual protocol testing and class hours toward certification and recertification 4 Continuous evaluation of the SWAP program with the City of Miami reflecting a minimum of six (6) EMS alarms per tour of duty 5 Analysis of monthly activity schedules including medical equipment maintenance and testing mass casualty drills and extncation drills 141 LL r-° KEY AREA Fire prevention code enforcement, building inspection Indicator Fire response activity burn victim statistics code compliance data Objective. To reduce or eliminate injuries deaths and property loss as a result of hostile fire or other catastrophic event through plans review, mspections and enforcement of State and Local Fire and Building Codes ACTION PLAN 1 To inspect and enforce the applicable fire and life safety codes (three tunes per year) in all existing commercial and multi -residential occupancies within the Village 2 To continue reviewing all new major construction and renovation plans for Village occupancies 3 To inspect all buildings under construction within the Village. 4 To provide evacuation planning and budding staff training in high nse residential office and hotel occupancies withm the Village (1 session per month) 5 To provide a residential home safety survey (one tune each year) of all single family/duplex occupancies within the Village 6 To produce a home safety and humcane information video in conjunction with the Police Department CONTROLS 1 Analysis of buildmg inspection folders reflecting violations and code compliance 2 Continuous evaluation of the Village building permits, certificate of occupancy and use process 3 Analysis of Department monthly building inspection activity 4 Analysis of Department tactical building inspection activity 5 Analysis of monthly reports reflecting home safety inspection activity 142 KEY AREA Resident wellness safety and quality of life activities Indicator Citizen Fire station visits CPR and accident prevention class attendance and activity 7 L Objective ACTION PLAN To improve the safety and quality of life for Islanders through continuous blood pressure monitoring CPR mstruction and accident prevention education 1 To provide CPR classes weekly or more often to meet Village demand for all age groups 2 To provide blood pressure monitoring at the fire station any time of day or night 365 days a year 3 To provide accident prevention classes to Villagers in target age groups 4 To provide selective training for family members of high nsk medical patients as necessary 5 To provide a learn to swim program for target age groups in cooperation i with other Departments r — It Mt CONTROLS 1 Contmuous evaluation of blood pressure visit activity based on the number of citizens taking advantage of this service 2 Analysis of monthly CPR class records reflecting number of classes held and the number of people completing the course (48 per year depending on demand) 3 Continuous feedback from class attendees on effectiveness of course through post course survey 4 Analysis of monthly activity reports reflecting accident prevention classes and learn to swim classes (48 per year dependmg on demand) 5 Review of medical reports to identify high risk patients whose family may require specialized training and assistance in case of evacuation L' 143 KEY AREA Firefighter Health and Safety Indicator Firefighter Accident Injury and Illness data Objective To improve the safety and effectiveness of fire rescue personnel through a comprehensive wellness program ACTION PLAN 1 To provide and mamtam appropriate physical training equipment as part of the fire rescue facility 2 To provide a specialized individual physical fitness schedule for each firefighter based on need 3 To provide annual medical exams for all firefighters 4 To provide necessary inoculations for all firefighters CONTROLS 1 Analysis of illness and injury reports 2 Analysts of annual medical exam schedules 3 Analysis of quarterly physical fitness testing including combat challenge results 4 Analysis of inoculation and exposure records C 144 lC ACTIVITY REPORT T r r ACTIVITY 1993-94 1994-95 RESPONSE TIME 3 minute 12 seconds 3 minute 12 seconds STAFFING Minimum staffing of 3 on a Rescue unit and 4 on our firefightmg unit Minimum staffing of 3 on a Rescue unit and 4 on our firefighting unit SWAP PROGRAM 365 Exchanges 365 Exchanges BUILDING INSPECTIONS 105 Building Inspections 119 Building Inspections HYDRANT INSPECTIONS 338 Hydrant Inspections 338 Hydrant Inspections HOSE TESTS 2 Complete Fire Hose Tests 2 Complete Fire Hose Tests CITIZEN BLOOD PRESSURE TESTS 56 People Enrolled 50 People Enrolled CPR AND ACCIDENT PREVENTION CLASSES 22 Citizen CPR and Accident Prevention Classes reaching 117 residents 36 Citizen CPR and Accident Prevention Classes PHYSICAL FITNESS TESTING 3 Combat Challenge Tests for each Firefighter 4 Combat Challenge Tests for each Firefighter COMPANY DRILL 3072 hours of Drill 3072 hours of Dnll COMPANY SCHOOL 3072 hours of Schooling 3072 hours of Schooling FIRE CALLS 143 160 RESCUE CALLS 504 550 145 1994-1995 PROPOSED ACCOMPLISHMENTS For the fiscal year 1994-95, the Fire Rescue Department plans to build upon the accomplishments of the previous year Specifically we will maintain and hopefully improve our excellent response time while maintaining our enviable minimum staffing levels This is no easy task as our firefighters earn additional annual compensatory time which must be. scheduled off throughout the year impacting on our staffing levels We intend to increase the level of advanced training for our personnel through courses and senirinars that.are not available through Miami Fire Rescue Some of this framing includes Apparatus Operator courses, Dive Rescue courses Personalized Physical Fitness Training courses l�A Fire 'Code semnuus, Pump Operator courses, the EMS Conference, the Chncon ' *ippe oil and the Combat Chalk g Competition We will also continue to work wt kti MmFirplifscue in refining the SWAP program and even expanding it to ihekide radilg,tlekfirefightineunitam addWtionrto Ike rescue units Fispal year 1994-95 will also give us the opportunity to expand our Code Enforcement fun*cttoi# to the 'commercial establishments along Crandon Boulevard Our method of enfarcement seeks cooperation with property owners as opposed to confrontation We hope to expand our Blood Pressure Monitoring program during the year The fire s on is open 24 hours a day 365 days a year and our personnel are willmgto take blood pr sures. at aif"time of the day or night additionally, we want to increase the number of OR classes; to one per week providing citizen demand is there Fi>fally we want to build upon our employee wellness program so that our fire rescue petonnel remain physically fit and able to perform their physically demanding job This pr®gram will entail for all employees annual physicals, inoculations and physical fitness testing througb,the nationally recognized pombat challenge process As a result of these physical measurements we can then customize a physical training program to strengthen eaph individuals identified weak areas C 146 MANAGER ADOPTED 1992 1993 1993 1994 PROPOSED 1994 1995 DEPT CODE DESCRIPTION ACTUAL BUDGET 1994 1995 BUDGET X0000 1 522 Fire Department X1200 1 522 Salaries 198 421 1 199 681 1 307 194 00 1 307 194 *************** ************** *************** ******************* ** ** ***************** **** ***** Prat "j X1201 1 522 Fire Chief 22 870 68 205 73 422 00 73 422 X1202- 1 522 Deputy Fire Chief 17 832 51 685 55 646 00 55 646 X1203 1 522 Fire Captains (3) 25 456 140 213 151 057 00 151 057 X1204 1 522 Fire Lieutenants (3) 20 322 124 630 134 146 00 134 146 X1205 1 522 Firefighters/Paramedics (14) 68 010 506 429 508 630 00 508 630 X1206 1 522 Firefighter/EMTs (10) 38 308 289 166 363 456 00 363 456 X1207 1 522 Administrative Assistant 5 623 19 353 20 837 00 20 837 X1210 1 522 Salaries Overtime 0 28 056 41 000 00 41 000 XC131 1 522 Sal OT Off duty Empl 0 0 5 125 00 5 125 X1320 1 522 Holiday Pay 0 0 38 376 00 38 376 X1500 1 522 Incentive Pay 4 000 6 000 00 3 600 X2100- 1 522 Payroll Taxes 15 701 99 436 106 935 00 106 935 X2220 1 522 Retirement 21 709 141 200 143 792 00 143 792 x2300- 1 522 Health Life & Disability 9 661 138 000 138 600 00 138 600 x2400- 1 522 Workers Compensation 11 000 95 500 92 000 00 92 000 x2500 1 522 Unemployment 0 13 500 7 500 00 7 500 x2650 1 522 Employee Wellness Program 0 0 2 000 00 2 000 x3120 1 522 Medical Director 0 0 00 0 x3180 1 522 Fire Consulting 35 791 3 794 0 00 0 x3400 1 522 Automatic Aid 0 402 000 402 000 00 402 000 x3410 1 522 Supplemental Aid 0 100 000 100 000 00 x4010 1 522 Fire Rescue Safety Matis 0 0 4 270 00 1 966 x4040 1 522 ALS Licence Fire Safety 0 2 495 1 850 00 1 850 x4100- 1 522 Communications 6 560 10 750 4 300 00 4 300 X4200 1 522 Postage 96 500 500 00 500 X4300 1 522 Utilities 13 700 11 200 00 11 200 X4400 1 522 Facilities 3 565 43 175 000 0 X4500- 1-522 Insurance 2 464 30 000 39 484 00 39 484 X4700 1 522 Copy Machine Costs 1 000 0 00 0 X4800 1 522 Advertising 0 1 000 0 00 0 X2600 1 522 Recruiting & Physicals 16 787 0 9 800 00 9 800 X4900 1-522 Printing 4 054 1 000 1 000 00 1 000 X5100 1 522 Office Supplies 2 838 6 000 9 140 00 9 140 X5110 1 522 Computer Supplies 2 760 2 500 0 00 0 X5120 1 522 ID Cards 0 500 0 00 0 X5130 1 522 Linen Supplies 0 1 250 1 200 00 1 200 X5200 1 522 Car Allowance 0 4 800 4 800 00 4 800 X5240 1 522 Uniforms 72 231 68 320 40 000 00 36 425 X5250 1 522 Vehicle Maintenance 2 000 5 000 00 5 000 147 DEPT CODE MANAGER 1992-1993 1993 1994 PROPOSED DESCRIPTION ACTUAL BUDGET 1994 1995 X5260- 1-522 X5280- 1-522 X5290- 1-522 X5410- 1-522 X5420- 1522 X5430-1-522 X5270- 1.522 X6300-17522 X6400- 1-522 X6450-tS522 Fire Department Continued Fuel Small Tools/Consumables Miscellaneous Memberships/Dues/Subpcnp Training Travel Photography Fire Rescue Facilities Fire Rescue Vehicles Fire�Rescue Equipment Total Fire Department 0 4 000 1 050 4 000 1 318 3 000 165 3 855 25128 21 500 185 6 000 0 2 350 0 0 0 0 19840 0 ADOPTED 1994-1995 BUDGET 1 00000 1 000 200 00 2 00Q 2 000 00 2 000 4,450 00 21.4Q 38 100 00 34 TOO 000 0 3 0000Q 2,127 8,30000, 8 300 7 000400 7 000 10 672,00 9 427 451 324 2 458 862 $2 599 588 Oq 2 482 881 148 C C 3� DEPARTMENT OF PUBLIC WORKS 1994-1995 r r i 4ir L MISSION STATEMENT. To promote the beautification of the Village of Key Biscayne through maintenance and public works activities thus, providing for the quality community environment mandated in the Village Mission Statement MISSION STATEMENT TO PROVIDE A SAFE, QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 149 DEPARTMENT DESCRIPTION On May 12, 1992 the Village Council adopted a $2 million Beautification and Quality of Life Program The Department of Public Works encompasses the workings of the complete program Projects such as the Crandon Boulevard Median Improvements, Neighborhood Public Landscape Program and the Street Tree Planting Program fall under this department's jurisdiction The Department of Public Works functions under the direction of the Village Manager There is one full tune Village employee who is responsible for general litter control along both residential and commercial streets, and the park In addition the Village contracts with several companies which provide consulting and contractual services The consultants who are currently providing the Village their services are the Village Engineer Village Landscape Architect and Beach Consultant The Village Engineer is responsible for all general engineering services such as plans for paving, curb and sidewalks, storm sewers or bridge repairs- The Village Architect, consults the Village on all landscape related projects such as the Crandon Boulevard median street trees and parks And finally the beach consultant,, specializes on coastal issues. The Beach Consultant has beet used, by the Village Io;mapage 'thy dunes; and oversee the beach cleaningproject In addition, the beach conniiltant wilt be`ov-erseemg the uptomuig dune restoration project with Dade County The Landscape Etipervisor oversees the landscape mamtenance and~beach contracts The consultai$s provide the Village with expert adyice which may help the Council in its decision making process Several contractors also provide services on behalf of this department The following is a list of the contractors and a brief description of their responsibilities a Beach Cleaning Contractor Responsible for maintaining the beach free of liter and debris In addition, the beach cleaning contractor prepares the dunes for the upcoming chine vegetation project (Contract approved on July 27 1993) b Landscape Maintenance Contractor Responsible for maintaining all landscape projects such as Crandon Boulevard Median Neighborhood Public Landscaping Program and Street Tree Planting Program Also responsible for seasonal planting of flowers along Crandon Boulevard and Calusa Park The Landscape Maintenance Contractor must also maintain the playing fields at St Agnes and Key Biscayne Elementary School (Contract approved on June 14 1994) e Landscape Contractor Responsible for planting a specific project within the Village The landscape contractor may vary from project to project 150 ci 11.4 IC rar d General Purpose Contractor Responsible for general public works projects such as cleaning catchbasms and clearing debris Also responsible for sign repair e Irrigation Contractor Responsible for instalimg imgation systems for all landscape projects within the Village f Landscape Supervisor Responsible for overseemg work of landscape maintenance contractor checking condition of trees parks and school playfields and immediate area medians and cul de -sacs periodic checkmg and maintenance of irrigation systems and investigating complaints (Contract approved July 12 1994) rr ra r r L L 151 Lau DEPARTMENT OF PUBLIC WORKS DEPARTMENTAL ORGANIZATION CHART r Village Manager Village Engineer General Purpose Contractor Street Repair Contractor Landscape Supervisor Landscape Maintenance Contractor Irrigation Contractor Landscape Architect Landscape Contractor 152 Beach Consultant Beach Cleaning Contractor 0 El El U C r I C r f L ' r fl SUMMARY OF OBJECTIVES 1994-1995 1 To maintain public areas irrigation systems and preserve recent plantings and trees 2 To mamtam parks library and ballfields and surrounding areas that will instill pride m the community 3 To mamtam on a dally/periodic basis portions of Crandon Boulevard East Dnve and selected areas fitter free 4 To maintain beach area located within the limits of the Village 7- 5 To continue the Crandon Boulevard Beautification Project by mstallmg new street lighting, curbing ungation and trees along nght-of-way areas r' r ern t r-' tra 6 To respond to citizen complaints within a seventy two (72) hour period 153 n KEY AREA Indicator Objective ACTION PLAN Landscape maintenance of Cul-de sacs medians and swale areas and trees by private contractor Review work by periodic checks and constant review of contractual obligation's of U S Lawns of South Florida, Inc To maintain public areas and preserve recent plantings 1 Enforce all provisions of Landscape Maintenance contract approved by Village Council on June 14, 1994 and executed on June 22 1994 Contract began work July 5 1994 2 Service complamts within seventy-two (72) hours CONTROLS 1 Review contractual obligations every 10 to 14 work days 2 Meet as often as necessary with contractor to review work 3 Initially have consultant review public areas on a monthly basis 4 Analyze public comments 154 KEY AREA Indicator Objective ACTION PLAN Maintenance of Calusa Park area Key Biscayne Library Tree Farm Key Biscayne Elementary School and ballfields and St Agnes Catholic Church ballfields and surrounding area Review work by periodic checks and constant review of contractual obligations of U S Lawns of South Flonda, Inc To mamtam parks, library and ball fields and surrounding areas that will instill pride m the community 1 Enforce all provisions of Landscape Mamtenance contract approved by Village Council on June 14 1994 and executed on June 22 1994 Contract began work July 5 1994 f 2 Service complaints within seventy-two (72) hours r L t CONTROLS 1 Review contractual obligations every 10 to 14 work days 2 Meet as often as necessary with contractor to review work 3 Initially have consultant review pubhc areas on a monthly basis 4 Analyze public comments 155 KEY AREA Litter and' Debris Patrol Indicator Objective To maintain on a daily/periodic basis portions of Crandon Boulevard Fast Drive and selected areas litter free Periodic checks and citizen comments ACTION PLAN 1 Monitor clean-up activities of public works employee as per work schedule 2 Service complaints within twenty-four (24) hours CONTROLS 1 Review work schedule four (4) tunes per year 2 Inspect work areas to determine if areas are litter free on periodic basis 3 Adjust work scheduled if required 156 KEY AREA Mamtenance of Atlantic Ocean Beach Indicator Review work by periodic checks and meetings with contractor Objective To mamtain beach area located within the limits of the Village ACTION PLAN 1 Enforce all provisions of the Beach Maintenance contract approved by the Village Council on July 27, 1993 for a three (3) year period Universal Beach Service Corporation began work on August 10 1993 2 Service complaints within a seventy-two (72) hour period L. Pok CONTROLS 1 Landscape Supervisor 2 Inspect beach on a weekly basis 3 Have Coastal Management and Consultmg review beach quarterly 4 Meet quarterly with representative from Universal Beach Service Corp 5 Bring beach contour and condition up to even and stabilize profile at this elevation 6 Analysis of pubhc comments 7 Consultant review beach twice (2) a year 157 ,.1 ci LI KEY AREA Crandon Boulevard Improvements Indicator Monitor work of Metro -Dade Public Works Department Metro -Dade Parks and Recreation and consulting engineers Objective Install street lighting, curb irrigation and trees along swale areas of Crandon Boulevard ACTION PLAN 1 Coordinate with the Dade County Public Works Department to expedite the installation of new street lighting 2 Prepare plans and specifications for the installation of curbing along both sides of Crandon Boulevard 3 Prepare plans and specifications for the installation of irrigation system and trees and other beautification installation CONTROLS 1 Installation of new street lights shall be final by June 1995 2 Curbing irrigation system and trees shall be installed by late 1995 or mid 1996 158 j' 3 MANAGER ADOPTED 1992 1993 1993-1994 PROPOSED 1994 1995 DEPT CODE DESCRIPTION ACTUAL BUDGET 1994 1995 BUDGET X0000 1 539 Public Works r L i t H X1200 1 539 Salaries ************* ********** **** * ****** 30 000 0 00 0 *** ************* ********* *************** * ****** X1220 1 539 Maintenance Laborer 0 16 640 18 900 00 18 900 X2100 1 539 Payroll Taxes 0 1 377 1 450 00 1 450 X2220 12 53 Retirement Contributions 0 1 953 2 100 00 2 100 X2300- 1-539 Life Health Dis_ Ins 0 4 200 4 200 00 4 200 X2400 1 539 Workers Comp Ins 0 1 350 1 350 00 1 275 X2500 1 539 Unemployment Ins 0 92 75 00 75 X3180- 1 539 Village Engineer 30 670 90 000 75 000 00 60 000 X3210- 1-539 Landscape Architect 54 715 50 000 50 000 00 40 000 X3400 1 539 Contractual Services 101 542 265 000 300 000 00 265 000 X3450- 1 539 Consulting Services 7 654 10 000 20 000 00 15 000 X4600- 1 539 Maintenance and Repairs 27 588 50 000 50 000 00 31 000 X5000- 1 539 Maintenance Contracts 5 880 50 000 50 000 00 31 000 X6000 1 539 Hurricane Expenditures 1 226 780 1 0 00 0 X6410 1 539 Vehicles 0 19 999 0 00 0 X6450 1 539 Equipment 1 839 10 000 10 000 00 5 000 7 Total Public Works $1 456 668 $583 972 $583 075 00 $475 000 fj r' 5- r F 0- 159 46 DEPARTMENT OF RECREATION 1994-1995 MISSION STATEMENT To provide and promote a creative and balanced system of leisure programs which are sensitive and responsive to citizen needs and continue providing citizens with quality of life opportunities for positive recreational expenences MISSION STATEMENT TO PROVIDE A SAFE, QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 160 { 0 } IA K iC DEPARTMENT DESCRIPTION The Department of Recreation caters to nearly 10,000 participants a year by offering a variety of programs The various programs include special events cultural and holiday programs camps instructional classes seminars lifetime sports athletics hobbies entertainment national and histoncal celebrations and tours One challenge this particular department has faced is attempting to establish and develop a quahty balanced program without any recreation facilities The program aims to influence social bonding within the community by providing programs for all age groups The Recreation Department has five major divisions Athletics Programs Tenors Parks and Special Events The Athletic division is administered through the Athletic Coordinator The Programs and Special Events divisions are administered through the Program Coordinator The Tennis division is operated by independant contract services directed by teh Program Coordinator The Parks division is operated directly through the Department All staff are capable of working in each division when necessary The Recreation Department staff includes Program Coordinator 1 Sports Coordinator 1 Part-time Program Assistant r Professional Service Contracts Tennis Instructor 1 161 DEPARTMENT OF RECREATION DEPARTMENTAL ORGANIZATION CHART Village Manager , Program Coordinator Contracted Instt'u.ctors Sports Coordinator 162 Tennis Contractor 1993 - 1994 ACCOMPLISHMENTS ff r- r r The Recreation Department has had a number of significant achievements the past year The department has celebrated five nationally recognized celebrations City Government week, Arbor Day Earth Day Flag Day and National Trails Day These events have been coordinated with local schools and organizations The increased participation m fee based programs has generated over $40,000 m gross revenues for the department These programs mclude classes tours, sporting events theater performances cultural programs camps tennis lessons tournaments and clinics The transfer of responsibilities for the operation of the Key Biscayne Athletic Club program in 1993 has been extremely successful This year the program will be adding youth basketball The addition of adult mini -basketball leagues has completed two successful seasons this year with 60 participants The Department has worked closely with the Athletic Club Board in orgamzmg the admimstiation publicity and management of the program The Calusa park operation has incurred many improvements m the past year The renovation of four tennis courts and installation of wind screens has increased the quality of the center Regular maintenance and a minor landscapmg project has helped to improve the overall aesthetics The tennis programs offered m the past year have not only improved the use of the park, but provided programs for local residents at no cost There is no fee for use of the courts The tennis camps and youth clinics have been very successful Tournaments and socials have also been well attended and created additional revenues for the tennis program One of the departmental goals was to increase the amount of programs offered durmg the high season months Participation grew during the months from January through the beginning of April The addition of ticketed events (plays cultural and sporting events) was extremely successful with over 500 residents m attendance Response to the Village News and Islander News advertising has almost tripled our mailing list requests Monthly mailings are close to 625 residents at this time Special Events have included programs such as the Health Fair Spring Egg Hunt and the above mentioned nationally recognized celebrations By the end of the year we will have also hosted National Trails Day SummerFest 4th of July Fireworks Flag Day and the CycleFest This year the summer camp programs offer three options with a frill day camp and two half day camps There is a choice of either tennis or baseball in the half day camps The full day camp will include tennis instruction and swimming lessons as well as two day trips per week These camps are offered at very reasonable rates and will be coordinated throughout the entire summer break 163 SUMMARY OF OBJECTIVES 1994-1995 1 To increase attendance and participation of citizens in programs and events offered throughout the year 2 To provide materials that will enhance the community image and perception of Recreation and its role in assuring the "Quality of Life" citizens expect to have available 3 To improve the level of service provided for citizens throughout the entire program 4 To mcrease enrollment and participation in the Key Biscayne Athletic Club youth sports program and initiate adult sports programs 5 To initiate a televised cable program, to air one hour per day that will inform residents on the current activities and programs that are taking place m the Village 164 I I I U U L C c C i KEY AREA Recreation Sports/ Athletics Programs Special Events and other Leisure activities Indicator Review of customer comment surveys editorial responses, and customer suggestions Objective To mcrease attendance and participation in programs and events offered throughout the year ACTION PLAN 1 Attend a minimum of one local organization meetings per month and promote r upcommg and ongomg programs and events 2 Offer "preferred customer' or early registration incentives such as discounts r 3 Locate potential new customers (newcomers new club organization members personal contacts) r `I 4 Provide discounted incentives for "Bring a Buddy" program which runs from May to December 5 Become involved with the local Boy/ Girl Scout Organizations by actively mvolvmg them in recreation projects and events a CONTROLS - 1 Analysis of previous attendance compared to current year r 2 Analysis of popular program areas (Cultural Sports etc ) LJ 165 KEY AREA Communication and Education Indicator Reviewing education and promotional materials used for public relations and community education Objective ACTION PLAN To provide materials that will enhance the community image and perception of Recreation and its role in assurmg the "Quality of Life' citizens expect to have available to them 1 Expand the in-house library of Recreation literature collected from professional publications and educational institutions and provide current mformation pertaining to the Leisure field for promotional materials and community relations 2 Provide monthly promotional materials to the various media agencies (The Islander News, Village News, Chamber of Commerce Newsletter and PTA Newsletter) on Key Biscayne that will cover "Quality of Life' issues such as Leisure and Aging Exercise Wellness etc 3 Submit monthly promotional stones, video public service spots and educational columns to the Islander News, Adelphia Cable Village News PTA Newsletter, etc and other community releases 4 Broaden mvolvement m community Recreation and Leisure programs that are hosted by local community organizations such as the Rotary Club Art Show Key Biscayne Bank Haunted House Kiwams Picnic, 4th of July Parade and the Lighthouse Run CONTROLS 1 Analysis of public comments editorials and customer feedback specifically related to promotional materials obtained through quarterly survey 2 Increased and continued participation in programs measured by comparmg the number of past and present participants U U U U 166 KEY AREA Customer Service Indicator Customer service comment cards, customer feedback suggestion box customer loyalty and repeat busmess Objective To improve the level of service provided for citizens throughout the entire program ACTION PLAN 1 Implement quality customer service trammg to all Recreation Department staff 2 Contmue to provide a suggestion box and customer comment cards for residents m to give their input on programs I 3 Evaluating and respondmg to each comment withm one week 4 Create a preferred customer' status for loyal and repeat customers by January 1995 5 Establish a documented point system to reward repeat customers with t -shirts and discounts by January 1995 5 Establishing consistent and dependable service to meet quality of service expectations 6 Create a positive service image within the community by becoming involved with individual needs cultural diversities and target groups (Seniors youth teens and family units) 7 Establish a quality assurance evaluation program that uses repeat customers as evaluators rp CONTROLS 1 Evaluation of customer comment cards and suggestions 2 Follow-up on staff training 3 Evaluation of quality assurance evaluations 167 KEY AREA Sports and Athletic Programs Indicators Inquiries attendance community response, Key Biscayne Athletic Club Board comments Objective To increase enrollment and participation in the Key Biscayne Athletic Club youth sports program and initiate adult sports programs ACTION PLAN 1 Continue the Adult three -on -three basketball mini -leagues 2 Initiate additional mum -season leagues for other sports to include volleyball and flag -football roller hockey These programs will occur only if minimal participation are met 3 Initiate standards for the Key Biscayne Athletic Club which will include future goals and objectives, community promotions, participation expectations, quality of programs offered by January 1995 4 Actively and professionally promote ongoing and new programs 5 Continue to keep the program community oriented and personable 6 Active involvement of the Sports Coordinator in other community programs such as the 4th of July Celebration Spring Egg Hunt, Summer Camp and Summerfest in order to provide maximum use of staff CONTROLS 1 Analyze participation by comparing enrollment in the past year to previous enrollments 2 Analyze current census and school enrollment reports and market to specific age groups 168 0 F 0 U 0 I2 U C p p Cr KEY AREA Village Televised Cable Program Indicators Response and suggestions from residents and Village Staff Objective To Initiate a televised cable program to air one hour per day that will inform residents on the current activities and programs that are taking place m the Village ACTION PLAN 1 Develop program plan for monthly production 2 Schedule quarterly meetmgs on production with each department director 3 Continue to meet with department directors to develop long term goals of the program on a quarterly basis 4 Publicize programs throughout the community CONTROLS 1 Review a minimum of (3) three other community based cable programs r L - 169 DEPARTMENT OF RECREATION ACTIVITY REPORT ACTIVITY 1992-1993 1993-1994 1994-1995 (Estimated) Special Events Halloween Face Pamtmg 75 Halloween in Homestead 25 Lighthouse Run 800 1500 +2000 Health Fair 500 +350 600 Spring Egg Hunt +800 +800 t800 Big, TopE Performance 200 45 100 +500 800 1,2001 Sunaaerfest Cyclefest 200 National/Local Celebrations Earth Day 100 +200 +500 National Trails Day 100 200 Parks & Recreation Month July Arbor Day +750 800 July 4th +5000 15 000 20 000 Key Biscayne Historians 75 Cultural Entertainment Plays/Performances 110 200 Seminars/Lectures Coaching Mature Driver 22 Seniors 16 22 25 Adults 12 17 20 170 U U U U U r U It r cav ACTIVITY 1992-1993 1993-1994 1994 1995 (Estimated) Sports Games Football 220 250 Hockey 89 100 Baseball 576 98 100 Basketball 22 30 Polo 20 18 25 Classes Tumblebees Gymnastics 112 Karate 56 Yoga 23 CPR 31 Fire Department 0 Feldenkrats 20 0 Boat Safety 12 17 Art 9 Scuba 2 Traps and Tours Youth Day Tours 41 Local Attractions 145 216 200 Athletics Flag Football 82 I07 110 Soccer 280 257 306 Baseball 260 240 250 Softball 27 0 80 Basketball 30 Adult Basketball 35 60 Lifetime Sports Tennis (Court Use) No Count 4059 4559 Walking 58 10 171 El ci ACTIVITY 1992-1993 1993-1994 1994 1995 (Estimated) Camps Circus 32 26 35 Tennis x 34 59 50 Full Day Summer Camp 23 Other Blogd,Drnues 87 100 HEAD Testing 17 20 172 U U U 1994-1995 PROPOSED ACCOMPLISHMENTS The 1994-1995 proposed accomplishments are geared towards enhancing the perception of community recreation The Recreation Department aims to provide and promote creative programs which are sensitive and responsive to citizen needs We intend to increase attendance and participation of citizens in programs and events offered throughout the year by offering incentives to residents as well as working with local organizations such as the Boy and Girl Scout Organizations Matenals that will enhance the community image and perception of recreation and its role m assunng the Quality of Life" citizens expect to have available will be distributed throughout the Village In addition the Department will implement a system of reviewing customer comment surveys and editonaI responses to better ascertain community expectations for recreation and leisure programs The Department will improve the level of service provided to citizens throughout the entire program To insure continued success with the sports program new sports will be mtroduced such as volleyball roller hockey and flag -football In addition the Department will initiate standards for the Key Biscayne Athletic Club which will include future goals and objectives on community promotion and participation As a final challenge the Recreation Department intends to initiate the production of a televised cable program invoIvmg all Village Departments This program will be aired on Adelphia Cable on a daily basis from 12 00 noon to 1 00 p m The purpose of the cable program is to inform residents of current activities programs and workmgs of the Village government r*, -7 t1 rnm r° 1 173 L MANAGER ADOPTED 1992 1993 1993 1994 PROPOSED 1994 1995 DEPT CODE DESCRIPTION ACTUAL BUDGET 1994-1995 BUDGET X0000- 1-572 Parks & Recreation X1200- 1-572 Salaries 77127 111 191 116 740 00 1.16740 *********************** * ********************* ****************** *** * ***************************** X1210- 1-572 Recreation Director 40159 46 000 49 507 00 X1220 1-572 Sports Director 23 043 23,887 25 708 00 28,110 X1230- 1-572 Administrative Assistant 13,925 21 304 21 525 00 21,525 X1240-1-572 Part'Eime Employees (2) ` 0 2;01300 20,00000 10 000 X2100- 1-572 Payroll Taxes 0 6 976 8,92400 4562 X2220- 1-572 Retirement Contributions 0 10 031 10«6'12.00 5 460 X2300 157,2 Life Heath Drs Ins 0 13 600 12 600 00; 8,400 X2400- 1572 Wolters Corppensatron 0 9#500 9 500.00 7 000 X2500- 1,5.72 Unemployment Insurance 0 365 40000 300 X3300- 1572 Contractual Services 0 25 200 25 700=00 X3310- 1.512 Key Brsa Athretro Club 25 000 38,500 38000(00 35,000 X5430- 1-572 Trayel 0 2:400 2 25Q00 2 250 X4440- 1-572 Facilities Rental 1 975 2,000 12 000,x.00 X4500- 11-572 'Insurance 0 8 000 7+p0000 7 500 X4800- 1i-572 Adyertrsmg 0 12 200 71900 Dd 5 000 304900- 1-5Tra i q(ale Expense 7 412 50000 4%b0D 00 4 000 X$100- 1-57j2,ptfipe,,Supplres 0 2 700 3r`a00:00 2500 X5210- i- Sotpi.(Cutt/Egp & Impry 36 081 0 0.00. 0 X5220- 1 572 P?ogsam Supplies 9770 8 150 6;,000,00- 4,000 X5240- 1-5572 Uniforms 0 1 500 1 500 00 1 000 X5410- 1-572 1Vtembershrps/Dues/Subscnp 0 1 100 60000 600 X5420- 1-512 Conferences and Seminars 0 1 150 1 000 00 1 000 X57{40 1-57'2 Special Events 47 852 66 500 25 000.00 75 000 X6300- 1-572 Park Improvements 18 228 8 000 9,000 00 2 000 X6430- 1-5V2 Program Equipment 9 564 20 000 9 500 00 9 500 X6410 1-572 Miscellaneous 7 200 0 0 00 0 Total Parks & Recreation $240 209 $354 063 $312 231 00 $234 707 4 0 0 U a ID r4 7 L 174 r 6.J r - r DEPT CODE DESCRIPTION (0000 1 519 Capital Outlays (6200 1 519 Capital Outlays Fire/Rescue Vehicles Other Cap Proj & Auth St Police/Fire Complex Police Radios Other Rec Projects Rec Area Improvements Calusa Park Building Tennis Court Improvements Total Capital Outlays 1992 1993 1993 1994 ACTUAL BUDGET 0 1 164 000 0 0 0 0 0 0 0 392 200 150 000 82 000 38 000 32 000 25 000 10 000 MANAGER PROPOSED 1994 1995 241 241 00 913 581 00 0 00 0 00 0 00 000 0 00 0 00 ADOPTED 1994 1995 BUDGET 100 000 1 362 901 0 0 0 0 0 0 $0 $1 893200 $1 154 822 00 $1 462 901 TOTAL EXPENDITURES $5 744 078 $9 445 768 $10 066 491 00 $9 654 439 175 CAPITAL IMPROVEMENTS GOAL 1 To undertake capital improvements necessary to provide adequate infrastructure and a high quality of life within sound fiscal practices OBJECTIVE 1 1 The Annual Capital Improvement Program Process 93 5 016 (3) (6) 1 Achieve annual Village Council use of this Element as the framework to monitor public facility needs as a basis for annual capital budget and frveyear program preparation Policy 1 1 1 9J-5 016 (3) (c) 7 As part of the annual budget process staff and engineenng studies shall form the basis for preparation of a five-year capital improvement program including one year capital budget, to further the master plan elements Policy 1 1 2 9J-5 016 (3) (c) 3 The capital improvement program shall include a drainage facility improvement/replacement program based upon the 1993 drainage master plan Policy 1 1 3 9J 5 016 (3) (c) 1 In setting prionties the following kinds of criteria shall be used by the Village Council m all cases financial feasibility or budget impact will be assessed Public safety projects any project to ameliorate a threat to public health or safety Quality of life projects any project that would enhance the quality of life such as a public streetscape improvement project Level of service or capacity project s any project needed to maintain an adopted or otherwise desirable Level of Service 176 U p iL. U L C F� 1 tr- Redevelopment projects any project that would assist in the revitalization of deteriorated non-residential properties Biscayne Bay enhancement projects any project which would enhance the environmental quality of Biscayne Bay Policy 114 9J5016(3)(c)9 The Village shall use designated funding mechanisms such as the drainage utility and sewer assessments to the maximum extent feasible thereby freeing up general funds (and general obligation bonds) for such Village wide projects as park land acquisition and streetscape work as outlined in the policies of other Master Plan elements Policy 115 9J5016(3)(c)2 The Village shall pursue a prudent policy in terms of borrowing for capital improvements or other purposes 177 C APITAL IMPROVEMENT P ROGRAM 1995 1999 Item No Description Estimated Cost FY 1995 FY 1996 FY 1997 FY 1998 FY 1999 A Crandon Boulevard ° et 1 Entrance Sign to Key Biscayne $25 000 $25 000 0 0 0 0 2 Trees & Irrigation System $250 000 0 $250 000 0 0 0 3 Curbing $200 000 0 $200,000 0 0 0 4 Underground Wiring Crandon Boulevard and Areas West and East of Crandon Blvd $900 000 $9 Million $9 000 000 0 $25,000 $300 '000 $450 000 $500 000 5 Median Upgrade Landscaping $50 000 $100 000 0 0 0 $50 000 $50,000 6 Street Lights & Fixtures $171 000 $171 000 0 0 0 0 B East Enid D rive East Enid Drive Parking without Tot lot $35 000 $35,000 0 - 0 0 0 2 with Tot lot $25 000 0 0 0 0 $25 000 Sub Total $231,000 $475,000 $300 000 $500 000 $575,000 [ 'J C-1 ® ci C-11 ® f f 1 I 1 r 1 e 1 C 1 b 1 F 1 1 1 -_ 1 t 1 _4 1 _r 1 s z -1 1 Item No Description Estimated Cost FY 1995 FY 1996 FY 1997 FY 1998 FY 1999 C Ocean L ane Drive 1 Curbing $40 000 $40 000 0 0 0 0 2 Landscaping $60,000 $60 000 0 0 0 0 D West Mashta Drive 1 Mashta Driv e Causeway / Bridge Repair $10 0 000 $100 000 0 0 0 0 2 West Mashta Sidewalks $85 000 $85 000 0 0 0 0 E Harbor Drive 1 Harbor Drive Sidewa lks $260 000 $260 000 0 0 0 0 2 H arbo r Driv e Trees $70 000 $70 000 0 0 0 0 3 Harbor Drive Reconstructio n $1 500,000 $25 000 $320 000 $500 000 $655 000 0 Sub T otal $640 000 $175 000 $500,000 $655 000 0 Sub Total from Page 1 $231 000 $475 000 $300 000 $500 000 $575 000 CO a Item No Description Estimated Cost FY 1995 FY 1996 FY 1997 FY 1998 FY 1999 F Fernwood Road 1 Fernwood Road Sidewalks $100 000 $100 000 0 0 0 0 tiltrnwood -Rat L n ; 110Q,QQ0- �0 Q�.9S 2 . _ 0 0 0 43,000 ,000 Sanitary Sewers Reserve -Eun _ _ �S.r.T ,.' 1 - $$ .1011.,000 $150,000 $ZOO 0 0 $250 2000 $300 000 a5$ T 't ' *rc' nor ..,f ..ix . .. 4 Pro ect $100 000 0 0 9 $50 000 $50 000 I et "Signs_ _ ' t rJi ;y 1 Street Sign Replacement Unknown 0 $50,000 $100 000 0 0 Sub Total $250,000 $250,000 $300,000 $300 000 $350,000 Sub Total from Page 1 $231 000 $475,000 $300,000 $500,000 $575 000 Sub Total fro m Pa ge 2 $440,0Q0_ $1Zl,9Q0. $SQQ 000 $655 000 0 r' C'j cj CI © _I_ 1 l -1 1_ i 1 1 _f 1_ F 1_1 1_ I H_ i 1_1 1 i s 1 _, 8 Item No Description Estimated Cost FY 1995 FY 1996 FY 1997 FY 1998 FY 1999 J La nd Acquisition I Bay / Beach Access U nknown 0 0 0 0 $500,000 2 Land Acquisition and Community Ce nter and Playfields Reserve Fund Unknown $250 000 $300 000 $350 000 $400 000 $675 000 3 Tot lots $1,000 000 0 0 0 0 $100 000 IC Fire Depa rtment I Fire Equipment $200 000 $100 000 $25 000 $25 000 $25 000 $25 000 2 Fire Vehicle $1 000 000 0 $145 000 $150 000 $155 000 $160 000 L Bus Shelters 1 Bus Shelters Locations and N umbers (3 4 @ $6,000 each) $24 000 $24 000 0 0 0 0 Sub Total $374 000 $470,000 $525 000 $580 000 $1 460 000 Su b Total from Page 1 $231 000 $475 000 $300 000 $500 000 $575 000 Sub Total from Page 2 $640 000 $175 000 $500 000 $655 000 0 Sub Total from Page 3 $250 000 $250 000 $300 000 $300 000 $350 000 Item No Description Estimated Cost FY 1995 FY 1996 FY 1997 , FY 1998 . , FY 1999 M Parks & Recreation .-- ti � 1 Park Improvements- Calusa walk way clean up of surrounding areas building improvements $75 000 $25 000 $25 000 $25 000 0 0 2 Village Green Impro vement g P $1 10000 ' J �3xr dE r000 r.$9 Q F $1/29,0.90 � 515 .0,000 . 0 0 3 Village Green Play Equipment $100,000 _ $109 90 , 0 0 0 0 $925,000 $175 000 $175 000 0 Sub Total from Page 5 Su b Total from Page 1 $231,000 $475 000 $300,000 $500,000 $575,000 Sub Total from Page 2 $640,000 $175 000 $500 000 $655 000 0 Sub Total from Page 3 $250 000 -$2-50000 $300,000 $300,000 $350 000 Sub Total from Page 4 $374,000 $470090 ?2S 000 $580 090 $1 460 000 Sub Total $2 420 000 S1 545,009 $J 0,0OO $7 ,035 000 $2,385 000 Contingency $173 901 $287,336 $284 ,680 $189,888 tee . $173 621 Less D eductions Recreation Fund $925000 $150 000 $150,000 - 0 0 Budget Reserve $171,000 0 0 0 0 Grant $35,000 0 0 0 0 $1,131 000 $150,000 $150 000 0 0 Total Deductions Total $1 462 901 $1 682;336 $1,934,686 $2,224,888 $2,558,621 FY Budjet Allocation $1,462 901 $1,682 336 $1,9.34,686 .$2,224,888 $2 558 621 C73 ® ® CZZI FINANCIAL POLICY The following financial policy statements are included as an integral part of the Budget to declare those policies which will guide the Village s day to -day operations This commitment to sound financial management and integrity should in turn increase the confidence of the credit rating agencies which assign municipal bond ratings and the confidence of the general public The Village Financial Policy was adopted on August 10 1993 I OPERATING BUDGET POLICY A The Village will pay for all current expenditures with current revenues The Village will avoid budgetary procedures that balance current expenditures at the expense of meeting future years expenses such as postponing expenditures or accruing future year s revenues Pis r' T B The budget will provide for adequate maintenance of capital plant and equipment and for their orderly replacement C The Village will mamtam a contmumg budgetary control system to help it adhere to the budget D The Village Administration will prepare monthly reports comparing actual revenues and expenditures with budgeted amounts E Wherever possible the Village will integrate performance measurement and productivity indicators with the budget II CAPITAL IMPROVEMENT BUDGET POLICY A The Village will make all capital improvements in accordance with the Capital Improvement Program B The Village will develop a multi year plan for capital improvements and update it annually C The Village will enact an annual capital budget based on the multi -year Capital Improvement Plan D The Village will coordinate development of the capital improvement budget with development of the operating budget Future operating costs associated with new capital improvement will be projected and included in operating budget forecasts 183 E The Village will use intergovernmental assistance to finance only those capital improvements that are consistent with the Capital Improvement Plan and Village priorities and whose operating and maintenance costs have been included in operating budget forecasts F The Village will mamtam all its assets at a level adequate to protect the Village s capital interest and to mnwmze future maintenance and replacement costs G The Village will project its equipment replacement and maintenance needs for the next several years and will update this projection eadi year From the projection a maintenance and replacement schedule will be developed and followed H The Village will identify the estimated costs and potential funding sources for each capital project Proposal before it is submitted to,die Village Council for approval I The Village will deterinme the least costly financing method for all new projects III DEBT POLICY A The Village will confine long term borrowing to capital improvements or projects that cannot be financed from current revenues B When the Village finances capital projects by issuing bonds it will pay back the bonds within a period not to exceed the estimated useful life of the project C The Village will try to keep the final maturity of general obligation bonds at or below thirty (30) years D Whenever possible the Village will use special assessment revenue, or other self supporting bonds Instead of general obligation bonds E The Village will not use long term debt for current operations F The Village will maintain good communications with bond rating agencies regarding its financial condition The Village will follow a policy of full disclosure on every financial report and borrowing prospectus IV REVENUE POLICY A The Village will try to maintain a diversified and stable revenue system to shelter it from unforeseeable short run fluctuations in any one revenue source B The Village will estimate its annual revenues by an objective analytical process wherever practical 184 L U C C U U L PS, 1 et — A -I fn C The Village will project revenues for the next year and will update this projection annually Each existing and potential revenue source will be re-examined annually D Each year the Village will recalculate the full costs of activities supported by user fees to identify the impact of mflation and other cost increases E The Village will automatically revise user fees subject to review by the Village Council to adjust for the effects of inflation V INVESTMENT POLICY A The Village will make a cash flow analysis of all funds on a regular basis Disbursement collection and deposit of all funds will be scheduled to insure maximum cash availability B When permitted by law the Village will pool cash from several different funds for investment purposes C The Village will invest 100% of its idle cash on a continuous basis D The Village will obtain the best possible return on all cash investments VI ACCOUNTING, AUDITING, AND FINANCIAL REPORTING POLICY A The Village has established and will maintain a high standard of accounting practices B The Accounting system will mamtam records on a basis consistent with accepted standards for local government accounting The Village will strive to obtain and retain the Certificate of Achievement of the Government Finance Officers Association C Regular monthly and annual financial reports will present a summary of financial activity by major types of funds D Wherever possible the reporting system will also provide monthly information on the total cost of specific services by type of expenditure and if necessary by fund E An independent public accounting firm will perform an annual audit and will publicly issue a financial opinion F The Village will operate an active and fully documented internal auditing program The foregoing financial policy statements define objectives establish rules with parameters and express guidelines for fiscal conduct by the Village of Key Biscayne in connection with both operating and capital improvement budget matters 185 7 rth Village of Key Biscayne, Florida Local Planning Agency Betty Q Sime, Chairman Joe I Rasco, Vice Chairman John F Festa Mortimer Fried Raul Llorente Raymond P Sullivan John Wald Master Plan Consultant Robert K Swarthout, Inc City Planning Consultants 400 South Dixie Highway Suite 121 Boca Raton FIonda 33232 L. I Local Planning Agency designated by Ordinance 92 8 adopted on February 25 1992 IISSIO\ ST T tL T 10 Ill) 1F F 4 MF/ 0( 41117 (OAN)f 1)7 FNVFROI I I %I IOR ALL FTLANDFRS THROUGH RI SYONSIRLF. OOVFR ItNT 186 IC KEY BISCAYNE 17 45% DADE COUNTY 34 33% mis *Ott h tW .f$m NS AU , e utLPIIUOMun F453401448 U 6 cA..•R /. ..S. DADE PUBLIC SCHOOLS 44 01% Fo r the a vera ge Villa ge pro perty assessed in 1994 at $292 819 the bre akd ow n of pr op erty ta x is as follows; As sessed Va lue $292 819 Hom es te ad Exem ptio n 25,000 Taxable Va lu e $267,819 To ta l Millage $23 504 pe r $1,000 of Ta xable Value To tal Prope rty Ta x $6,294 82 1994-95 1993-94 Dade Co unty Pu blic Sc ho ols 2,770 59 42 04% 40 8% Dade Co un ty 2,161 03 34 33% 33 5% Villa ge of Key Biscayne 1,098 33 17 45% 18 3% Crime Pre ve ntio n (Re fe ren dum) 3 1% 2 118 2 6% So Fl Water Mana gement Distr ict 133 11 33 86 1 46% 1 4% Dade Co un ty Libr ary District 21% 3% Flor ida Inland Na vigation Distric t 13 1278 43% Env iron mental Proje ct 100 00% 100 00% 45340448U WAS$ traro$ D.C . 6 'I.,„,..uv ALL OTHER 4 21% ** M iami Dade co mmunity Colle ge 1993-94 wa s la st a llocation 1_) ** 1 I L -➢ E i ft) E 1 E— 1 4 S ► t co CO 1994 95 Valu es 1993 94 Values Taxing Authority School District Dade County Village of Key Biscayne Miami Dade Community College* South FL Water Mgmnt District Dade County Library System Enviro nmental Project FL Inland Navigation District Totals DADE COUNTY PROPERTY TAXES 1993 94 ACTUAL TAX LEVY 1994 95 ADOPTED TAX LEVY $ 1 560,057 130 1993 1994 Millage Rate Amount of Per $1 000 Tax $9 923 8 135 4 439 75 597 351 051 15 480 447 000 12 691 065 000 6 925,094 000 1,170 043 000 931 354 000 547 580 000 79 563 000 $ 1 741 921 584 1994 1995 Millage Rate Per $1 000 Amount of Tax $10 345 18 020 179 000 8 069 14 055 565 000 4 101 7 143 620 000 497 865 735 000 343 597 479 000 100 174 129 000 049 85 354 000 $24 296 37 825 147 000 $23 504 1993 94 was final levy for Miami Dade Community College Mi119495 181 864 454 000 11 66% Difference 1994/95 vs 1993/94 2 539 732 000 1 364 500 000 218 526 000 (1 170 043 000 (65 619 000 49 899 000 174 129 000 5 791 000 % of Total Difference 81 480 43 780 7 010 (37 540 (2 110 1 600 5 590 0 190 40 942 061 000 3 116 915 000 100 000 September 27 1994 r k i 0 6 Total Assessed Value 0 3 2000 150 1 5 Tdtal Assessed Property Value Village of Key Biscayne Year © 1986 1987 ® 1987 1988 • 1988-1989 Q 1989-1990 m 1990 1991 08 1991-1992 ® 1992 1993 ® 1993-1994 1986-1987 $1 076 540 793 1987-1988 $1 040 997 328 ($35 543 465) 1988-1989 $1 261 010 110 $220 012 782 1989-1990 $1 424 569 428 $163 559 318 1990 1991 $1 574 025 124 $149 455 696 1991-1992 $1 617 141 088 $43115964 1992-1993 $1 560 057 130 ($57 083 958) 1993-1994 $1,741,921,584 $181,864,454 , 189 a E_. C C Et VILLAGE OF KEY BISCYANE 1993 AND 1994 APPRAISED VALUE OF REAL PROPERTY r" Owe Code Description Value Average Value (in 000's) Parcels Value Average Value On 000's) Parcels Difference Value Average Value On 000s) 00 Vacant $31 784 162 $38 988 181 7 205 Residential 196 215 19 0I Single $446 641 1 262 $520 034 1 243 73 393 Family 370 418 48 03 Multi $7 885 6 $7 878 6 (7) Family 1 314 1 313 (1) >10 units 08 Multi $1 645 9 $1 785 9 140 Family 183 198 15 <10 units 04 Condo $868 648 4 146 $950 013 4 144 81 365 210 229 19 05 Co op $22 556 131 $22 699 131 143 172 173 1 10 Vacant $4 256 6 $3 182 4 (1 074) Commercial 709 795 86 11/ Improved $139139 138 $165149 137 26 010 39 Commercial 1 008 1205 197 501 Agricultural 16 3 16 3 0 69 5 5 0 9II Misc $1142 I $1142 97 1 142 1 142 Total $1 543 712 5 864 $1 715 626 5 859 $171 914 263 293 30 190 E 1994 VILLAGE OF KEY BISCAYNE PROPERTY APPRAISAL Overall property values in the Village of Key Biscayne Increased over $181 million and average property values increased by $30 000 However it should be noted that several factors contributed to the Increase 1 There was almost $68 million in new construction and 2 There was $57 million reduction in property appraisals due to Hurricane Andrew which reduced average home values by $10 000 and 3 Some residents have enhanced their property in addition to making repairs In accordance with Amendment 10 to the Florida Constitution also known as the Save our Homes" amendment future property appraisals of Homestead property will be affected by this amendment As long as the current owner of a Homestead property continues to reside in that property annual increases to appraised value limited to the lesser of 3% or the increase in the Consumer Price Index At the time of a sale the appraised value can be adjusted to then market value if the purchaser is eligible for and obtains Homestead exemption then the annual limits apply once again Current Gross Taxable value $1,741,921,584 Gross Taxable value prior to Hurricane Andrew 1,617,144,088 Difference Less New Construction 124,777,496 67,698,873 Assessed Value Increase 1992-1994 57,078 623 The increase in assessed values represents 3 5% over the two year period or 1 5% per year l� U 7 191 rA Treire j Ad Valorum Tax Dollar Distnbutlon (404/) (1744) (04/) ® School Board ® Water Distract a Library Dade County a Environmental Project a Key Biscayne ■ School Debt ❑ County Debt Service Find School Board $16 553 481 Dade County $12 634 157 Key Biscayne $7 143 620 School Debt $1 466 698 County Debt Service $1 423 150 Water District $865 735 Library $597 479 Environmental Project $174 129 Find $85 354 192 VILLAGE TAXES DOWN OVER SI MILLION THIS YEAR VS UNINCORPORATED AREAS It is understandable that some taxpayers on Key Biscayne do not comprehend the economic benefits that have resulted from incorporation The portion of the property tax bill that is under the control of the Village Council has been reduced by almost $1 7 million with a millage rate reduction of $ 627 or approximately,,15% since October 1992 Here is a comparative analysis of County and Village Taxes for the three years since the Village was incorporated. The following table illustrates the taxes that would have been paid by Key Biscayne residents if the Village were still, part of un-incorporated Dade County and what Village residents have actually paid since incorporation Unincorporated Area Key Biscayne . seal Year e Assessed Values County 1VI€flag County - Taxes =- "n Village liddlike r, i i Village Taxes' : z - Cunnulative .'Sava ft) Vilfage 1993 1 617 141 088 2 38 3 848 796 ; 2`2W 3 687 082 161 714 1994 ' 1 56.0 057 130 4 714* 7 354,I091 4 439'* 6 925 094 429,,015 I995 . 1 741,921 584 4 731 8 241 031 4 I0I 7 143 620 1 092 411 Total 19 443 936 17 775 796 1 688 140 *NOTE The Village millage m Fiscal Year 1994 includes the Fire/Rescue Service which previously had been separately billed by Dade County A review of the portions of the tax bill that are controlled by other taxing authorities principally the Dade County School Board and County Commission illustrate the reason why Village residents have difficulty recognizing the economic benefits that have accrued to them as a result of incorporation The following table illustrates the county wide taxes paid by Key Biscayne property owners Fiscal Year Assessed Values County 1Vlillage County Taxes School Millage School Taxes - - Total Sold ' and County 1994 1 560 057 130 9 336 14 564 693 9 923 15 480 447. 30 045 140 1995 1 741 921,584 8 412 14 653 044 10 345 18 020 179 32 673 223 Increase 88 351 2 539 732 2 628 083 Needless to say along with the reduction in property tax there has been a significant increase in the level and quality of service provided to Village residents 193 PERSONNEL DISTRIBUTION CHART 1 Department 1994 1995 I Administration A Village Manager 1 1 B Administrative Assistant 1 1 C Reception/Switchboard 1 1 D Secretary 0 0 Total 3 3 II Village Clerk A Village Clerk 1 1 B Assistant Part time 5 5 Total 1 5 1 5 III Building, Zoning and Planning A Director 1 1 B Administrative Assistant 1 1 7 C Planner 1 1 ,� D Code Enforcement 1 1 7 E Permit Clerk 1 I Total 5 5 IV Economic Development A Director 1 5 Total 1 5 V Finance A Director 1 1 B Assistant Part time 5 5 Total 1 5 1 5 VI Fire Rescue A Fire Chief I 1 B Deputy Fire Chief 1 1 C Administrative Assistant I 1 D Fire Captains 3 3 E Fire Lieutenants 3 3 F Frrefighters/Paramedics 15 19 G Firefighters/EMTs 9 5 Total 33 33 194 VII Police Department A Police Chief 1 1 B Deputy Police Chief 1 I C Administrative Assistant I 1 D Police Lieutenants 4 3 B Police Officers ' 17 18 F Dispatchers F/T 3 4 G Dispatchers P/T 1 0 H Public Service Aides F/T 3 4- I Public, Service Aides P/T 1 0 J Adrxiinistrative Aide 0 1 K Crossing Guard P/T 0 5 Total 32 33 5 VIII Recreation A Director 1 0 B Program Coordinator I 1 ' C Sports Coordinator 1 1 D Program Assistant Part time 0 5 Total 3 2 5 f IX Public Works A Laborer 1 1 Total 1 1 Grand Total 81 81 5 195 0 C z C c NOTE WORTHY DATES i*"` Ltd n 1 Incorporation Yes = 1653 No = 1137 2 Charter Yes = 1124 No = 541 3 Date of First Election 4 Runoff Election 5 First Council Meeting 6 LPA created by Ordinance 92 8 7 Beautification Program Adopted 8 Mission statement adopted 9 Special Master established by Ordinance 92 14 10 Village Hall Dedication 11 Hurricane Andrew 12 Building Zoning and Planning Operational 13 Village Government Charter recognized by International City Management Association 14 Police Department operational 15 Opted out of Fire District Resolution 93 08 16 Fire Referendum No = 1313 Yes = 752 17 Village Seal adopted 18 Police Station at 85 W Enid Drive operational 19 Stormwater Master Plan Adopted 20 Fire Department Operational November 6 1990 June 18 1991 September 3 1991 September 17 1991 September 23 1991 February 25 1992 May 12 1992 June 6 1992 June 23 1992 June 25 1992 August 24 1992 September 1 1992 January 28 1993 March 1 1993 March 9 1993 April 27 1993 June 8 I993 August 25 1993 September 14 1993 October 1 1993 196 Note Worthy Dates Continued .. 21 Grand Bay project approved November 11 1993 22 Tree Farm Acquisition February 10 1994 23 Grand Bay Hotel approved August 1 1994 24 Master Plan adapted by Ordinance No 94 6 August 16 1994 25 Grand Bay Condominium project approved September 20, 1994 i 1 1 II c I r'' 197 GRAND BAY RESORT AND RESIDENCES Facilities and Amenities - Grand Bay Hotel 250 rooms including approximately 30 suites - Grand Bay Apartment Hotel 125 one and two bedroom suites with full kitchens ra ri Full Service Restaurant Specialty Restaurant - Spa Restaurant 2 Ballrooms Various meeting rooms Condominium A 14 stones 206 units maximum - Condominium B 14 stones 206 units maximum 57 Single Family Homes Full Spa Approximately 35 000 sq ft - 9 Tennis Courts Pro Shop - Private Beach Club Cabanas Final zoning approval for the above plan was granted by the Village of Key Biscayne on November 16 1993 Fr I 198 $9,200 000 Village of Key Biscayne Flonda Land Acquisition Revenue Bonds Senes 1993 Northern Trust Bank of Flonda N A DEBT SERVICE SCHEDULE DATE PRINCIPAL INTEREST DERT SERVICE -4? ' . FISCAL TOTAL , 6/15/1994 194,988 89 194,988 89 [ f FY 1994 tt, _ , v 194' 8"8.8 12/15/1994 6/15/1994 755 000 00 200 560 00 184,101 00 955 560 00 184 101 00 FA/499i .' 1 91aC1#0 12/15/1995 6/1511996 785 000 00 184,101 00 166 988 00 969 101 00 166,988 00 FY 1996 1136-08900 12/1511996 6/15/19?7 820 000 00 166 988 00 149 112 00 986 988 00 I49 112 00 FY 1997 113610000 , 12/15A1997 6/1541998 855 000 00 149 112 00 130 473 00 1 004 112 00 ' 130 473 00 FY 1998 % 1 134 585 Ail 12/15/1998 6/15/1999 895,000 00 130 473 00 110,962 00 1 025 473 00 110 962 00 FY 1999 ; 3 1 136,435 00 12/15/1999 6/15/2000 935 000 00 110 962 00 90,579 00 1 045 962 00 90 579 00 FY 2000 1 136541 00 12/15/2000 6/15/2001 975 000 00 ' 90 579 00 69,324 00 1 065 579 00 69,324 00 FY 2001 1,134 903 00 12/15/2001 6/15/2002 1 015 000 00 69 324 00 47 197 00 1 084,324 00 47 197 00 FY 2002 1 131 521 00 12/15/2002 6/15/2003 1 060 000 00 47 197 00 24 089 00 1 107 197 00 24 089 00 FY 2003 1 131 286 00 12/15/2003 1 105 000 00 24 089 00 1 129 089 00 FY `2004 1 129 089 00 Total 9,200 000 00 / 2,341 198 89 11 541 198 89 11 541 198 89 C c C C C C L Coupon 4 36000°/ per annum 199 , r- r r- 6- ri Li MISCELLANEOUS DATA Date of Incorporation Population Form of Government Area Miles of streets Fire Protection Number of Stations Police Protection Number of Stations Education Attendance Centers Number of Students Number of Teachers Dade County Water & Sewer Authority Number of Customers Average Daily Consumption Sewers _ Number of Customers Fire Hydrants Stormwater Utility Rates Single Family Home Condominium Commercial Recreation and Culture Number of Parks Number of Libraries (Operated by Dade County) Number of Tennis Centers Number of Recreational Centers Source for Population U S 1990 Census June 18 1991 8 854 Council Manager 1 2 square miles 20 2 linear miles 1 1 1 498 32 1 725 2 500 000 Gallons 807 122 $7 50 $5 00 Varies according to impervious area I 1 I I 200 ELECTED STATE OFFICIALS Governor The Honorable Lawton Chiles Tallahassee Office Executive Office of the Governor The Capitol Tallahassee Florida 32399 0001 Tel (904) 488-4441 II Senate The Honorable Ronald Silver (D) District 38 Tallahassee Office 246 Senate Office Building Tallahassee Florida 32399 1100 Tel (904) 487 5121 III House of Representatives The Honorable Bruno A Barreiro (R) District 107 Tallahassee Office 325 The Capitol Tallahassee Flonda 32399 1300 Tel (904) 488 9930 Miami Office 115 N W 167th Street North Miami Beach F133169 Tel (305) 655 1701 Miami Office 1401 W Flagler St Ste 203 Miami Honda 33135 Tel (305) 643-7324 MISSION STATEMENT TO PROVIDE A SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 0 C 0 L1 0 C U re r 201 L1 ELECTED FEDERAL OFFICIALS I Senate The Honorable Bob Graham (D) Washington Aide & Address Buddy Shorstein Administrative Assistant 524 Hart Senate Office Building Washington D C 20510 Tel (202) 224 3041 The Honorable Connie Mack (R) Washington Aide & Address Mitch Bainwal Administrative Assistant 517 Hart Senate Office Building Washington D C 20510 Tel (202) 224 5274 Miami Aide & Address Ellen Roth District Director 44 West Flagler St Ste 1715 Miami Florida 33130 Tel (305) 536 7293 Miami Aide & Address Javier Vasquez Regional Director 777 Brickell Ave Ste 704 Miami Flonda 33131 Tel (305) 530 7100 H House of Representatives The Honorable Ileana Ros-Lehtinen (R) District 18 Washington Aide & Address Mauncio Tamargo Administrative Assistant 127 Cannon House Office Building Washington D C 205I5 Tel (202) 225 3931 Miami Aide & Address Debra Musgrove District Director 5757 Blue Lagoon Drive Suite 240 Miami Florida 33126 Tel (305) 262-1 SOO MISSION STATEMENT TO PROVIDE A SAFE QUALITY COMMUNITY ENVIRONMENT F )R ALL ISLANDERS THROUGH RESPONSIBLE GO\ ERNMENT 202 GLOSSARY Account A term used to identify an individual asset liability expenditure control revenue control encumbrance control or fund balance Accounting System The total structure of records and procedures which discover record classify summarize and report information on the financial position and results of operations of a government or any of its funds fund types balanced account groups or organizational components 1 r Accrual Basis of Accounting. The method which records revenues when earned (whether or not cash is then received) and records expenditures when goods or services are received (whether or not cash is disbursed at that time) Actzrzty Departmental efforts which contribute to the achievement of a specific set of program objectives the smallest unit of the program budget Ad Valorem Taxes Property taxes calculated as a percentage of the value of real or personal property The percentage is expressed in mills (thousandths of dollars) Appropriation The authorization by the governing body to make payments or incur obligations for specific purposes Appropriated Fund Balance. The amount of surplus funds available to finance operations of that fund in a subsequent year Assessed Value. A valuation set upon real estate by the County Property Appraiser as a basis for levying real property taxes Asset Resources owned or held by a government which have monetary value Budget (operating) A plan of financial operation embodying an estimate of proposed expenditures for a given fiscal year and the proposed means of financing them (revenue estimates) The term is also used for the officially authorized expenditure ceilings under which a government and its departments operate Budgetary Basis This refers to the basis of accounting used to estimate financing sources and uses in the budget This generally take one of three forms CAAP cash or modified accrual Budget Calendar The schedule of key dates which a government follows in the preparation and adoption of the budget 203 Capital Improvement Program. A projection of capital (long lived and significant) expenditures over the coming five years The method of financing is also indicated Capital Outlay Fixed assets which have a value of $250 or more and have a useful economic lifetime of more than one year or assets of any value if the nature of the item is such that it must be controlled for custody purposes as a- fixed asset Capital Project Major construction, acquisition or renovation acttinties winch add value to a governments physical assets or significantly increase their useful' life Also called capital improvement& Capital P?orects Budget A fiscal year budget for capital expenditures i e items or projects of signifrpant value with a probable life of one or more years, and the means of financing them Capital Reserve An account used to segregate a portion of the governments equity to be used for future capital program expenditures The amount of capital reserve is roughly equal to the government s annual equipment depreciation and an amount identified as being needed for future capital acquisition Cash Basis The accounting method which records revenues when they are received in cash and records expenditures when they are paid Certiorari. A judicial proceeding to review an assessment of real property Consumer Price Index (CPI) A statistical description of price levels provided by the U S Department of Labor The index is used as a measure of the increase in the cost of living (i e economic inflation) Contingency Account An appropriation of money set aside for unexpected expenses The amount needed is transferred by Village Council action to supplement the appropriate expenditure account Contractual Services Services rendered to a government by private firms individuals or other governmental agencies Examples include utilities rent maintenance agreements and professional consulting services Debt Service The payment of principal and interest on borrowed funds Disbursement The expenditure of monies from an account 204 El 0 Li 0 i a 0 C 0 0 r U 0 0 0 L U )O Distinguished Budget Presentation Awards Program. A voluntary awards program administered by the Government Finance Officers Association to encourage governments to prepare effective budget documents Employee (or Fringe) Benefits Contributions made by a government to meet commitments or obligations for employee fringe benefits Included are the government's share of costs for Social Secunty and the various pension medical and life insurance plans Encumbrances Commitments of funds for contracts and services to be performed When encumbrances are recorded available appropriations are correspondingly reduced Enterprise Fund Funds established to account for operations which are financed and operated in a manner similar to private enterprises The intent is that the expense of providing goods or services to the public on a continuing basis (including depreciation) be financed or recovered primarily through user fees Estimated Revenues Projections of funds to be received during the fiscal year Expenditures The cost of goods delivered or services provided including operating expenses capital outlays and debt service I r Fiscal Policy A government s policies with respect to revenues spending and debt management as these relate to government services programs and capital investment Fiscal policy provides an agreed upon set of principles for the planning and programming of government budgets and their funding Fiscal Year The 12 -month period to which the annual budget applies The Villages fiscal year begins October 1 and ends September 30 Fixed Assets Assets of long term character that are intended to continue to be held or used such as land buildings machinery furniture and other equipment Franchise Fees Fees levied by the Village in return for granting a privilege which permits the continual use of public property such as city streets and usually involves the elements of monopoly and regulation Fund An independent fiscal and accounting entity with a self balancing set of accounts Funds are established to attain certain objectives or to simply segregate activities Fund Balance The excess of assets over liabilities for a fund A negative fund balance is sometimes called a deficit 205 valigett GAAP Generally Accepted Accounting Principles Uniform minimum standards for financial accounting and recording encompassing the conventions rules and procedures that define accepted accounting principles General Fund The fund that is available for any legal authorized purpose and which is therefore used to account for all revenues and all activities except those required to be accounted for in another fund: Nate The General Fund is used to finance the ordinary operations of a governmental unit Goal A long -tern attainable target for an organization An organization s vision of the future, Goals and Objectives A narrative in each department whidh establishes a program of non -routine or especially emphasized intentions and tasks for each Village department or subdepartment during a one year period It is not necessarily a fiscal period Grant A contribution by one governmental unit to another The contribution is usually made to aid in the support of a specified function (for example education) but rt is sometimes also for general purposes Infrastructure The physical assets of a government (e g streets, water sewer public buildings and parks) Intergovernmental Revenue. Funds received from federal state and other local governmental sources in the form of grants and shared revenues Line Item A specific item defined by detail in a separate account in the financial records Revenue and expenditure justifications are reviewed anticipated and appropriated at this level Millage Rate One mill equals $1 00 of tax for each $1 000 of property value The millage rate is the total number of mils of tax assessed against this value Modified Accrual Accounting A basis of accounting in which revenues are recorded when collectable within the current period or soon enough thereafter to be used to pay liabilities of the current period and expenditures are recognized when the related liability is incurred Non -Departmental Appropriations (Expenditures) The costs of government services or operations which are not directly attributable to Village Departments Objective A specific measurable and observable result of an organizations activity which advances the organization toward its goal C 0 L c U p U E r U 0 206 Objects of Expenditure. Expenditure classifications based upon the types or categories of goods and services purchased The Village's are 100 - Personal Services (salaries and wages) 200 - Payroll Related Expenses (payroll taxes retirement contributions health and insurance benefits workers compensation insurance) 300 Professional and Other Contracted Services 400 insurance rentals utilities postage advertising printing maintenance 500 - Supplies Publications Dues & Subscriptions 600 Capital Outlay (land buildings improvements equipment construction -in progress) 700 Debt Service (Principal and Interest) 800 Grants to Other Governmental Units and/or Private Organizations 900 Interfund Transfers Contingency Obligations Amounts which a government may be legally required to meet out of its resources They include not only actual liabilities but also encumbrances not yet paid Operating Revenue. Funds that the government receives as income to pay for ongoing operations It includes such items as taxes fees from specific services interest earnings and grant revenues Operating revenues are used to pay for day to day services Ordinance. A formal legislative enactment by the Village Council of Key Biscayne Personal Services Expenditures for salaries wages and related employee benefits Policy, A plan course of action or guiding principle designed to set parameters for decisions and actions Programs and Objectives The descriptions of the structure purposes activities tasks and volumes or frequencies of each organizational unit shown in the budget The period spans the fiscal year Reserve An account used either to set aside budgeted revenues that are not required for expenditure in the current budget year or to earmark revenues for a specific future purpose Rollback Rate. The millage necessary to raise the same amount of Ad Valorem tax revenue as the previous year excluding taxes from new construction Surplus The use of the term surplus in governmental accounting is generally discouraged because it creates a potential for misleading inference Undesignated fund balance is used instead The concept of net worth in commercial accounting is comparable to ' fund balance in government accounting That portion of the fund balance which is not reserved for specific purposes or obligations is called the undesignated fund balance it is the true surplus 207 Taxing Limit The maximum rate at which the Village may levy a tax which for Florida municipalities is 10 mills or $10 per thousand dollars of assessed value Undesignated Fund Balance. That pdrtiorl of the fund balance available for use in subsequent budgets The term is preferable over the commonly used and ill-defined surplus User Fee Charges for specific services provided only to those paying such charges Examples would be stormwater utrhty Utility Taxes municipal charges levied by the Village on every purchase of a public service within its corporate limits Public service includes electricity gas fuel oil water and telephone service 208 0 C Li 0 U U 6 I U EP 1 Y r ii L I D F-9 I I f tf Award of Recognztion The National Federation of Municipal Analysts hereby grants recognition to 3 I for special' consideration and responsibility to the community of investors in its securities through an egpresseff commitment to continuing (f+scfosure In untnecc whereof I have executed this certificate this 25tfi day of August, 1993 Chairperson 'Me National- Je+feration of rlfurnccpaf Analysis 11 x d f tht c mli it dt es n I imply in any mann r a po ttv or neg live judgment as to the meors y or ulna n y of di d el sur document of the s uer named love BUDGET PRESENTATION AWARD The Government Finance Officers Association of the United States and Canada (GFOA) presented a Distinguished Budget Presentation Award to the Village of Key Biscayne, Florida for its annual budget for the fiscal year beginning October 1993 In order to receive this award a governmental unit must pubhsh a budget document that meets program criteria as a policy document, as an operations guide as a financial plan and#as a communications device The Award is valid for a penod of one year only We believe our current budget continues to conform to program requirements and we are submitting it to GFOA to determine its eligibility for another award FINANCIAL REPORTING AWARD The Government Finance Officers Association of the United States and Canada (GFOA) awarded a Certificate of Achievement for Excellence in Financial Reporting to the Village of Key Biscayne Florida for its comprehensive annual financial report for the fiscal year ended September 30 1993 In order to be awarded a Certificate of Achievement a government unit must public an easily readable and efficiently organized comprehensive annual financial report whose contents conform to program standards Such reports must satisfy both generally accepted accounting principles and applicable legal requirements A Certificate of Achievement is valid for a period of one year only We believe our current report continues to conform to the Certificate of Achievement Program requirements and we are submitting it to GFOA 2 LO C 0 E E 0 0 E I U E U U E j U U L lE I F 1 I I L r P 409 t I I GOVERNMENT FINANCE OFFICERS ASSOCIATION Distinguished Budget Presentation Award PRESENTED TO Village of Key Biscayne, Florida For the Fiscal Year Beginning October 1 1993 President Executive Director Certificate of Achievement for Excellence in Financial Reporting Presented to Village of Key Biscayne, Honda For its Comprehensive Annual Report for the Fiscal Year Ended September 30, 1992 A Certificate of Achievement for Excellence in Fmannal Reporting is presented by the Government Finance Officers Association of the United States and Canada to government units and public employee retirement systems whose comprehensive annual financial reports (CAFRs) achieve the highest standards in government accounting and financial reporting Presid¢nt Village Seal Description One of the oldest and most recognisable landmarks in South Florida the lighthouse was first constructed in 1825 It has a colorful well -documented history It stands m the Bill Baggs Cape Florida State Recreation Area Like all lighthouses it is a symbol of familiar home coming to Bailors fishermen, and lhndlubbers alike It also represents man made structures of lasting quality strength and safety in an uncertain world The coconut palm threatened by disease in Florida in recent years has been a popular sym- bol of peaceful nature for many tropical areas around the world Key Biscayne was once a plantation for this versatile tree The two sea birds against the backdrop of the moon stand for the animals with whom we share our environment The sun sustainer of life which figures prominently in many municipal emblems around the state usually depicted at high noon has just disappeared below the horizon creating one of those sunsets that' occur every once in while This kind of mood and feeling evoke a universal human reaction — a powerful visual reminder of the potential beauty and tran- sitory nature of all things The moon is shown on our seal not Mist to be different from other communities not only for its magical qualities but also because we have been told that one of the earliest, local Indian dialects contained a word picture phrase Bischiyano" meaning simply — "Favonte Path of the Rising Moon