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HomeMy Public PortalAbout1996 Adopted Budget.tifr VILLAGE OF KEY BISCAYNE FLORIDA 5555.5 FISCAL YEAR 1996 ANNUAL OPERATING AND CAPITAL BUDGET First Pnntmg July 11 1995 Second Panting September 11 1995 Final Printing December 22 1995 MISSION STATEMENT TO PROVIDE A SAFE QUALLI Y COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT READER'S GUIDE The 1996 Annual Operating Budget for the Village of Key Biscayne Florida is intended to serve four purposes 1 The Budget as a Policv Document As a policy document the Budget indicates what services the Village will provide during the twelve month period beginning October 1 1995 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 1995 and preceding years 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 r-. r 7 2 The Budget as an Operations Guide As an operations guide the budget indicates how departments are organized to provide services that will be delivered to the community The Departments Budget sections provide a mission statement 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 breakdowns and 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 1995 and comparison of financial activity over a three year period (1993/94 1994/95 and 1995/96) The budget document includes an appropriation from the general fund to the capital improvement fund 4 The Budget as a Communications Device The Budget is designed to be user friendly with summary information in text charts 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 from the Office of the Village Clerk 1 f r® LAT IL >w I a. PAGE TABLE OF CONTENTS 1995-1996 Budget TITLE INTRODUCTION 1 3 Village Government 4 Organizational Chart 5 Mission Statements 8 Annual Budget Procedures 9 1996 Budget Schedule 10 15 Council Goals & Objectives 16 Consolidated Budget Summary 17 34 17 36 37 40 41 42 43 44 45 46 47 48 49 50 51 52 61 62 63 6) 66 67 72 73 77 78 93 94 98 99 103 104 105 106 BUDGET MESSAGE Budget Message Dade County Property Taxes Percentage Distribution of Tax FINANCIAL POLICY Financial Policy GENERAL FUND Proposed Budget/Adopted Budget General Fund Fund Balance Analysis Revenues and Expenditures Gen Fund Revenues/Expenditures REVENUES General Fund Revenues Revenue Budget Detail Revenue Projection Rationale EXPENDITURES General Fund Expenditures Gen Fund Expenditures by Object Expenditures by Object DEPARTMENTAL EXPENSES Village Council Office of the Village Manager Finance and Admin Sen ices Office of the Village Clerk Office of the Village Attorney Economic Development Non Departmental 11 DESCRIPTION Listing of Officials and Administration Flowchart Departmental Breakdown Compilation of Village and Departments Narrative overview of budget procedures Summary listing of budget schedule Narrative overview of goals & objectives Summary for fiscal years 1992 1996 all funds Narrative overview of the 9D 96 Budget Chart depicting 1994 95 and 1995 96 Values Listing of average property tax breakdown Narrative summarizing financial policy Comparison of proposed vs adopted budget Narrative description of General Fund Budget fund balance schedule 1992 1996 Chart comparing 1993 1996 Budgets Graph displaying percentages Graph and Chart of Revenues Budget Revenue Schedule 1994 through 1996 Narrative and charts of rei enue sources Graph and Chart of Expenditures Narrative & chart of expenditures by object Graph of percentages of expenditures by object Description Goals & Objectives and Budget Description Duties Objectives and Budget Description Goals & Objectives and Budget Description Objectives and Budget Description Objectives and Budget Budget Description and Budget PAGE ft TITLE 107 109 110 131 132 147 148 166 167 182 183 199 200 201 202 204 205 208 209 216 217 218-220 221 222 226 227 238 239 240 242 243 244 245 246 247 249 250 25I 252 253 254 255 256 257 258 259 260 270 DEPARTMENTAL EXPENSES CONTINUED Debt Service Police Budding, Zoning & Planning Fire Rescue Public Works Recreation CAPITAL OUTLAY Capital Fund Capital Outlay Budget Capital Improvements Goal Capital Improvement Program Capital Improvement Program Samtaiy Sewer Improvements Sidewalk Construction Program Crandon Boulevard Improvement SOLID WASTE FUND Solid Waste Fund STORMWATER UTILITY FUND Stonnwater Utility Fund APPENDIX Local Planning Agency Cross Element Implementation Development of Regional Impact Certification of Taxable Value 1993 1995 Appraised Value Authorized Positions FY 93 96 Resolution No 95 24 Resolution No 95 35 Ordinance No 95 10 About Key Biscayne Elected Officials GLOSSARY Glossary 271 Map of Village of Key Biscayne 111 DESCRIPTION Narrative Payment Schedule and Budget Description Goals & Objectives and Budget Description Goals & Objectives and Budget Description Goals & Objectives and Budget Description Goals & Objectives and Budget Description, Goals & Objectives and Budget Description Budget and Breakdown Narrative description from Master Plan Chart of program for FY 1996 2000 Breakdown Narrative & Charts FY 1996 2000 Map displaying proposed improvement zones Narrative description Narrative description Narrative description & budget Narrative description map & budget Listing of LPA members and consultant Master Plan excerpt on policies Narrative on DRI projects in Village Certification of Taxable Value Chart with comparison of appraised value Detailed listing of all positions FY 1993 1996 Adopting proposed roll back rate and hearing dates Adapting the Final Millage Rate Adot'mg4the Tentative General Budget Miscellaneous Data Listing oI County State and Federal Officials Narrative breakdown of definitions Street Map of the Village g U Q U a 0 0 U j C C C r F, L L Village of Key Biscayne, Florida Village Council John F Festa, Mayor Betty Sime, Vice Mayor Raul Llorente Hugh T O'Reilly Michele Padovan Raymond P Sullivan John Wald COUNCIL - MANAGER FORM OF GOVERNMENT MISSION STATMENP TO ?AMIDE A SAFE, QUALITY COHARJNITYENVIRONNFiVTFOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERMENT Village of Key Biscayne, Florida C Samuel Kissinger ADMINISTRATIVE OFFICERS Weiss Serota & Helfman P A Guido H Inguanzo Jr CMC Village Manager Village Attorney Village Clerk DEPARTMENTS John P Little Jr Director Leo Llanos Building Official 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 Michael Bain Sports Coordinator Loren Matthews Program Coordinator Department of Recreation Dan B Nieda R A Building Inspector Leonard Gutkm Electrical Inspector CODE INSPECTORS COUNCIL APPOINTEES James M Dowd 7/27/96 Special Master John Lindgren Plumbing Inspector Ed Stein Mechanical Inspector Dennis M O'Hara 6/28/96 Special Master MISSION STATEMENT TO PROVIDE A SAFE QU LITY COMATUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 2 ii 0 U a C LI €^7 U U U L1 n U U a Village of Key Biscayne, Florida INDEPENDENT CONSULTANTS E Village Engineer Carlos A Penni P E President C A P Engineering Consultants Inc 100 Miracle Mile Ste Coral Gables Florida Ruden Village Landscape Architect William A 0 Leary FASLA President OLeary Design Associates P A 8525 S W 92nd Street C11 300 Miami Florida 33149 33134 INDEPENDENT AUDITOR Village Landscape Architect A Gail B Pettey ASLA President A Gail Boorman & Assoc 849 7th Avenue Suite 204 Naples Florida 33940 Rachlin Cohen & Holtz Certified Public Accountants & Consultants 1320 South Dixie Highway Penthouse Coral Gables Florida 33146 2964 BOND COUNSEL Barnett McClosky Smith Schuster & Russell P A 701 Brickell Avenue Suite 1900 Miami Florida 33131 FINANCIAL ADVISOR Percy R Aguila, Jr Vice President Rauschei Pierce Refsnes Inc 201 South Biscayne Boulevard Suite 830 Miami Florida 33131 STORMWATER UTILITY Stormwater Engineer Williams Hatfield and Stoner Inc Consulting Engineers 3191 Coral Way Suite 804 Miami Florida 33145 Stormwater Engineer PBS&J Construction Services Inc Consulting Engineers Inspection 2001 Northwest 107 Avenue Miami Florida 33172 MISSION STATMENT TO PROVIDE SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 3 13 VILLAGE OF KEY BISCAYNE, FLORIDA ORGANIZATION CHART VOTER VILLAGE COUNCIL LOCAL PLANNING AGENCY VILLAGE CLERK SPECIAL MASTERS VILLAGE MANAGER ASSISTANT TO MANAGER VILLAGE ATTORNEY DEPARTMENT OF BUILDING ZONING AND PLANNING BUILDING ZONING PLANNING CODE ASSISTANCE DEPARTMENT OF EMERGENCY SERVICES FIRE RESCUE SERVICES POLICE DEPARTMENT OF RECREATION SPECIAL EVENTS SPORTS ATHLETICS PROGRAMS/ TOURS DEPARTMENT OF PUBLIC WORKS VILLAGE ENGINEER DEPARTMENT OF FINANCE AND ADMIN SERVICES CONTRACT SUPERVISOR STORMWATER MANAGEMENT FINANCE/ ACCOUNTING PERSONNEL BENEFITS REFUSE COLLECTION & RECYCLING Adopted by Ordmance 93 6 on April 27, 1993 Amended by Ordinance 93-20 on November 23 1993 Amended by Ordinance 95 2 on February 13 1995 4 U U [t a Li Fx1 MISSION STATEMENT: "TO PROVIDE A SAFE, QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT" kro Adopted by the Board of Trustees on June 9, 1992 (Resolution 92-26) 5 MISSION STATEMENTS Village Mission Statement To provide a safe quality community environment for all Islanders through responsible government Departmental Mission Statements Village Manager To implement Village Council policies and to oversee all departmental activities enabling them to work in the best interests of our community and instill the Villages mission statement among our employees to foster an outstanding level of service at a reasonable cost Department of Finance and Administrative Services To administer the finances and budget of the Village of Key Biscayne efficiently and report related activities accurately and timely and to manage the insurance and employee benefit programs in the best of interests of the Village and its employees Village Clerk The office of the Village Clerk is committed to serving the public of Key Biscayne by pledging to be ever mindful of its neutrality and impartiality rendering equal service to all The Clerks Office shall also uphold the Village's Mission Statement particularly "provide a quality community environment through responsible government ' Village Attorney 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 6 a 0 0 [I a U U U U a U Ri U 1) c D U Mission Statement continued Department of Building Zoning and Planing To provide the residents of the Village their architects engineers and contractors a friendly courteous and expeditious turnaround of their information and permit requests To assist the Council in 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 Department of Police To work in partnership with the community we serve to solve problems and resolve conflicts This will be accomplished by providing courteous competent and effective delivery of law enforcement services in a fair and impartial manner Department of Fire Rescue To contribute to a safe quality community environment for all islanders through responsible Fire Rescue and Inspection Services Department of Public Works To promote the beautification of the Village of Key Biscayne through proper maintenance and public works activities providing for the quality community environment mandated in the Village Mission Statement r Department of Recreation To provide and promote a creative 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 experiences 7 ANNUAL BUDGET PROCEDURES In accordance with the Village of Key Biscayne Charter Article III ( Section 3 03 Powersand Duties of the Village Manager [Subsection 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 period of fifteen (15) days and may be renewed by resolution each fifteen (15) days with all items in *prorated accordingly until such time as the Council adopts an animal 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 Further changes such as transferring of available funds within 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 considered as encumbrances and are budgeted as expenses but revenues are recognized only when they are actually received The Village follows guidelines established by the Florida Department of Banking and Finance and standards of the Government Finance Officers Association in association with the American Institute of Certified Public Accountants and Charter of the Village of Key Biscayne The Comprehensive Annual Financial Report (CAFR) shows the status of the Villages finances on the basis of Generally Accepted Accounting Principles (GAAP) In most cases this conforms to the method by which 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 Except the (GAAP) does not take encumbrances into account until they become payable (fl THE ENTERPRISE FUNDS (Solid Waste Collection & Recycling Fund and the Stormwater Utility Fund) on the other hand, are budgeted on a fulf accrual basis Not only are expenditures recognized when a commitment is made but revenues are also recognized when they are obligated to the city U U U Li U 0 C 0 L 8 r 1996 BUDGET SCHEDULE r 6,6 7 L 1 Staff meeting to begin preparation of 1996 Annual Budget 2 Departmental Review 3 Certification of tax able values by Dade County Property Appraiser Tax revenues finalized 4 Village Council sets Budget Schedule 5 Tentative 1996 Bud get presented be Village Manager to Village Council 6 Resolution # 95 24 setting proposed millage rate for 1996 and setting public hearing dates 7 Notice of proposed tax bill and Public Hearing Dates 8 First Public Hearing on the 1996 Budget 9 Final Budget Hearing and adoption of the 1996 Budget March 9, 1995 April - June June 3 1995 June 13 1995 July 11 1995* July 11 1995 August 24, 1995 September 14, 1995 September 28 1995 ta-, The Council must adopt preliminary mileage rates in July for use on the Notice of Proposed Taxes to be mailed to all property owners on August Mil In Accordance with state law tentative millage rates are adopted at the first public budget hearing in September and these rates cannot be '"Increased at the second budget hearing Additionally the tentative rates cannot exceed the preliminary rates adopted by the Council in Inlay except b‘ re noofimo tiv mail all affected nronenv owners C 9 Village Council Council Goals Summary continued 6 Five Year Plan 7 Landscaping 8 Lighting a Park Five Year Capital Improvement Plan has been submitted for consideration by the Village Council as part of the 19% Budget. The 1996 funding level adopted on September 28 1995 is $1 041 836 Initiation of Ocean Lane Drive February 1996 Crandon Boulevard Beautification Femwood Road and Harbor Drive swale to be studied Village Green lighting plans were authorized by Village Council at their September 12 1995 meeting Electrical engineering firm was authorized to proceed to design the park lighting The Village Green lighting design will be completed on or before December 1 1995 Installation by August,1996 b Landscaped areas Harbor Drive median study and cost estimate will be completed by April 1996 c Crandon Boulevard The first two medians shall be studied for illumination by the electrical engineer Report by November 1995 Full electrical design plan shall be prepared for entire median with implementation to take place in phases 9 Ocean Front Park Planning for the site will begin by the second quarter of 1996 Construction to be commenced by 1997 10 Crandon Boulevard Village Engineer to prepare a study on the issue of curbing 11 Beach a parking Parking to be considered at time of site approval of beachfront park b access Goal has been accomplished through the Grand Bay Resort and Residences and Ocean Club Projects Each project will dedicate an access to beach. Broadwalk connecting two access points to be reviewed by year 2000 11 C Li U U U U C C U U u I ' 1 Village Council Council Goals Summary continued B Adminstrative/Operational r."Pate 1 Responsiveness/ evaluation Continue to monitor all fire rescue calls with a follow up personal telephone call to user Building Zoning and Planning will survey users by cards beginning September 4 1995 Recreation Department to survey users Develop new citizen survey to update 1993 Master Plan Survey New survey to be presented to Village Council on or before March 1 1996 Continue in service training program for all departments 2 Public relations! communications Wide distribution of meeting agendas utilize three (3) community bulletin boards re broadcasts of Council meetings on Tuesdays and Thursdays on cable daily for one hour use of daily channel 5 and at least three (3) penodic letters to citizens on topical subjects Utilize community entrance sign board Prepare a Master Plan handout Village Voices shall do eight programs per year a Residential/ commercial Cooperate and assist the Chamber of Commerce to promote the well being of our businesses Council shall evaluation $75 000 grant during 1997 budget deliberations 3 Community Involvement Community participation shall be encouraged by expanded use of volunteers and ad hoc committees such as the Beautification and Community Center committees Voluntary mternships shall be promoted 4 Impact Fees Staff will develop guidelines for the need and implementation of impact fees by November 1995 5 Traffic Study 6 Administrative work load Study was presented September 12 1995 to the Village Council for Harbor Drive Fernwood Road and W Mashta Drive Completed Action plan to be considered by Village Council Building Official/ Structural Engineer hired on July 3 1995 and will assist Village Manager in public works functions Position of Assistant to the Manager approved in 1996 budget and additional funds allocated for administrative duties 12 7 Village Council Council Goals Summary continued 7 Garbage/recycling (condominiums) Study to be undertaken on or before December 1 1995 to determine if municipal collection service should be offered to multi -family dwelling units 8 Bus Routes Final Report presented at the September 12 1995 Village Council Meeting Awaiting County decision 9 Environmental Awareness To increase community awareness with regards to the uratication of exotic tree species C Council 1 County Tax Reduction Village Council determination 2 School School construction update and community needs to be discussed at workshop D Acquisition 1 Parks (concurrency) Village shall receive approximately 2 5 aces of land from the Ocean Club Discussions with the City of Miami for development of portions of Virginia Key for park purposes are ongoing Calusa Park lease agreement bemg discussed with Metro Dade County Discussions with local property owners continue in order to acquire additional land Discussions with Key Biscayne Beach Club has been initiated 3 Village Community Center Reserve fund established in 1995 Fund contains $550 000 as of September 30 1996 Retain architect before January 1997 to develop schematic plans II PRIORITY LEVEL TWO SHORT TERM GOALS (ONE YEAR TO TWO YEARS) (1996-1997) A Public Works 1 Underground Utilities Funds included in 1996 Capital Budget in the amount of $25 000 to initiate planning study 13 ii C E.t U U fll L r^+ lam; a 9 U U Village Council Council Goals Summary continued B Acquzsmon 1 Land Acquisition Reserve fund established in 1995 and contains $500 000 See Park concurrency requirements of Master Plan III PRIORITY LEVEL THREE INTERMEDIATE TERM GOALS (THREE YEARS TO FIVE YEARS) (1997 2000) A Public Works 1 Lighting Residential Streets Review of' special taxing distracts underway 2 Street/Public Signs Initiate study in 1997 B Acquzsztzon 1 Historic Buildings a museum b preservation Cooperating with Chamber of Commerce and proposed not for profit corporation Key Biscayne Heritage Foundation Inc 1) Museum/ Villa Year 2000 (Key Biscayne History House) IV PRIORITY LEVEL FOUR LONG TERM GOALS (FIVE YEARS OR MORE) (2000 ) A Public Works 1 Entrance Sign Year 2000 14 Village Council Council Goals Summary continued 2 Boardwalk Year 2000 To connect two beach access points 3 Beach Renourrshment Year 2000 B Acquisition 1 Historic Buildings a Museum/Villa Year 2000 (Key Biscayne History House) 2 Bay Access Year 2000 3 Facilities (Village Center) Year 2000 V UNPRIORITIZED POLICY GOALS A Meetings Calendar Year 1992 1993 1994 As of 9/30/95 Meetings 19 12 17 8 Special Meetmgs 40 20 21 14 Resolution 61 60 48 34 Ordinances 15 22 10 9 Workshops 0 3 13 7 B Develop criteria for evaluating manager and clerk C Policy regarding type/size of government 1 Employees L D Tax reduction 1 Mill Rate 19-93 1994 1995 1996 81 82 82 1994 1`gs 1996 A 4624 4439 4 101 3 80 1780 E Debt reduction/1mft 1 Village Green 2 Stormwater Utility Outstanding $7 660 000 as of 9/30/96 $7 200 000 current bank loan due in April 1 1997 El Q U U U iJ U C 15 Funding Sources VILLAGE OF KEY BISCAYNE CONSOLIDATED BUDGET SUMMARY FOR FISCAL YEARS 1992-1996 - ALL FUNDS This schedule includes a General Fund beginning FY 1992 Stormwater Fund beginning with FY 1994 and Solid Waste and Recycling Fund beginning FY 1995 Actual Actual Actual Budget Budget FY 91 92 FY 92-93 FY 93 94 FY 94 95 FYY $5961 Property Taxes (Ad Valorem) $0 $3 536 480 $6 640 045 $6 786 439 $6 380 520 Other Taxes $1 130 628 $1 837 099 $1 936 448 $1 808 000 $1 974 300 Licenses & Permits $15 766 $308 676 $246 533 $251 000 $405 000 Intergovernmental Revenues $60 738 $718 366 $732 196 $651 000 $728 500 Charges for Services $0 $42 074 $62 156 $52 000 $15 000 Interest Income $4 480 $121 676 $288 978 $135 000 $455 000 Fines & Forfitures $0 $7 983 $35,508 $5 000 $35 000 Stormwater Fees $0 $0 $465 000 $465 000 Solid Waste Fees $0 $0 $0 $155 172 $249 347 Humcane Recovery $783 280 $1 165 864 $0 $0 $0 Miscellaneous $23 276 $85 232 $18 000 $998 $4 500 Grants $0 $602 749 $265 305 $2 $778 900 Gain on Sale of Investments $0 $83 197 $0 $0 $0 Impact Fees $0 $1 100 000 $382 713 $0 $0 Other Financing Sources $0 $1,000,000 $9,200,000 $7,200,000 $0 Sub -total $2 018168 $10 610196 $19 807 882 $17 509 611 $11 491 067 Transfers $0 $0 $325 671 $1 500 000 $600 000 BEGINNING FUND BALANCES $0 $438 298 $712 605 N/A $5 296 674 Beginning Reserves $0 $0 $4,294,250 N/A N/A Total $2,016,168 $11,048,494 $25,140,408 $19,009,611 $17,287,741 Expenditures General Government $484 051 $495 494 $620 784 $681 111 $651 620 Public Works $86 580 $185 257 $609 932 $475 000 $491 869 Stormwater $0 $141 917 $0 $3 740 000 $4 898 175 Solid Waste & Recycling Fund $0 $0 $0 $155 172 $254 347 Economic Development $0 $36 952 $126 460 $0 $0 Building Zoning & Planning $45 408 $406 055 $403 097 $466 878 $532 494 Parks & Recreation $11 779 $240 794 $272 158 $234 707 $238 821 Public Safety $13 511 $2 742 172 $3 918 351 $4 582 881 $4 916 023 Humcane $783 280 $1 251 264 $0 $0 $0 Non Departmental $90 000 $421 619 $227 105 $554 500 $711 968 Capital Outlay $65 261 $120155 $12 758 815 $1462 901 $1041 836 Debt Service $0 $0 $255,106 $1,359,787 $1,488,169 Sub -total $1 579 870 $6 041 639 $19 191 808 $13 712 937 $15 206 677 Transfers $0 $0 $325 671 N/A N/A Reserves $4,294,250 $5 358 994 $5,296 674 $2 326 480 ENDING FUND BALANCES $438298 $712,605 $263 935 N/A N/A Total $2,018,168 $11,048,494 $25,140,408 $19,009,611 $17,287,741 16 ID Budget Message continued That is the rate that would be required to generate the same amount of Ad Valorem Taxes as in fiscal year 1995 Based on the new increased assessed valuation I am recommending the tax rate be 3 99 per $1,000 of assessed valuation, which is less than the roll back rate The proposed tax reduction is in compliance with the Council s goal to reduce taxes The following chart illustrates the Village millage rates from fiscal year 1992 through the proposed fiscal year 19% millage rate MILLAGE RATE 1992-1996 FISCAL YEAR MILLAGE RATE REDUCTION AMT % CUMULATIVE AMT - 1992 n/a n/a n/a 1993 4 624* n/a n/a 1994 4 439 185 4 0% 185 4 0% 1995 4 101 338 7 6% 523 11 3% Proposed 1996 3 99 111 2 7% 634 13 7% * Includes Metro -Dade Fire Rescue Tax District 228 Village 2 344 Fire Rescue The following calculations illustrate the changes in the Ad Valorem tax currently paid by a property owner under the present mill rate the roll back mill rate formula and under the proposed decreased mill rate ASSESSMENT Example One Example Two Example Three Assessed Property Value $ 275 000 $ 525 000 $ 775 000 Minus Homestead Exemption $ -25,000 $ 25,000 $ 25,000 Net Taxable Value $ 250 000 $ 500 000 $ 750 000 LI o d a U U c 0 0 0 Q E 18 Budget Message continued TAX BILL COMPARISON P 7 L Net Taxable Value $25t¥,(lll#I $500,000 Mdlage Rate Example One Example Two Example Three Actual Fiscal Year 1995 4 1010 $1 025 25 $2 050 50 $3 075 75 Roll Back Fiscal Year 1996 4 0024 $1 000 60 $2 001 20 $3 001 80 Proposed Fiscal Year 1996 3 9900 $997 50 $1 995 00 $2 992 50 Ad Valorem Taxes are the single largest source of revenue (65 6%) received by the Village to fund the operations of the proposed General Fund Despite this assessment increase the proposed tax rate will generate $86 493 less revenue than the Ad Valorem taxes of last year This will mark the fourth consecutive year the ad valorem tax rate has been lowered Since mcorporation, the mumcipal tax rate has been lowered by 13 7 percent The Village of Key Biscayne has the lowest municipal tax rate in Dade County MILLAGE RATE COMPARISON (1994 RATES) 19 Budget Message continued The preceding bar graph reflects the range of the total millage rates of all Dade County municipalities Key Biscayne's rate of 23 505 is the lowest in the County compared to Indian Creeks rate of 31 7773 which is the highest in the County COMPARISON MILL RATE Unincorporated Dade County vs Village of Key Biscayne Fiscal Year Untncoirp0 , raked Dade County Millage i, Village Of , Kiln Biscayne ,Mtllage ,,, Difference Annual Cumulative ' { 1993 2 380 2.280 10 1994 4 714* 4 439 275 375 1995 4 731 4 101 63 1 005 Proposed 1996 4 785 3 990 795 1 8 TOTAL 16 61 14 81 1 80 * Includes Fire Department Refuse Collection and Recycling Fund I am recommending the refuse collection and recycling fee remain at the same fee as adopted April 11 1995 (Resolution 95-9) which is $199 00 per year The actual cost for this service will be $164 77 This difference will be used for administrative expenditures such as bad debts billings mailings notification of bulk waste pick-up schedule public relations information and miscellaneous unanticipated costs The total projected income for 1996 is $249 349 Expenditures to pay the refuse collection and recycling contract amount to $206 444 20 0 LI 0 11 0 U Q U U Fl 0 U 0 J P'- Budget Message continued Stormwater Utility Fund The Stormwater Utility fee adopted in 1993 shall remain at the same rate The condominiums were assigned one Equivalent Residential Unit (E R U) which translates to $5 00 per month charge The single family residential units were assigned one and one half E R U or $7 50 per month Fees due from commercial properties were assigned by utilizing a formula that establishes the impermeable surfaces which includes parking lots and building Subsequently charges to commercial properties vary between units The $10 million Stormwater Construction Program began on June 10 1995 Completion shall be in late 1997 The construction program is financed from the Stormwater Utility fees and General Fund appropriations The stormwater fee is projected to raise $475 000 annually These funds will pay the interest on the bank loan and pay down the outstanding principle Florida International University 1995 Public Opinion Survey ATV C 1 In a recent survey of residents conducted during the month of April and first week of May 1995 of various area municipalities the Village of Key Biscayne ranked highest in quality of services and deliverance to its citizens as compared to surrounding municipalities The survey was conducted by the Institute of Public Opinion Research (IPOR) of the school of Mass Journalism and Communication at Florida International University Respondents were asked their opinion on eight categories of community services police fire and rescue parks and recreation road and street maintenance trash and garbage collection libraries code enforcement _planning and zoning Key Biscayne received excellent or good responses Those responses and the percentages were compared with 10 other municipalities four areas of Dade County currently attempting to incorporate and the rest from unincorporated Dade County The Key Biscayne residents who were called gave five of the eight categories the highest excellent rating Those categories rated the highest were police (64 8 percent) fire and rescue (71 9 percent) parks and recreation (46 2 percent) road and street maintenance (34 8 percent) and libraries (40 5 percent) The percentage of Key Biscayne respondents who felt services had improved this year was very impressive Seventy percent answered 'yes' to the question That was 39 percent higher than Hialeah which had the second highest iating at 40 1 percent 21 Li Budget Message continued Key Biscayne had a higher excellent rating than unincorporated Dade County in all eight categories i 2000 1500 500 0 Assessed fl t \Bulten Village of Key Biscayne Year 1987 al1988 1P 1989 1=71990 IS 1991 p 1992 1993 I11994 51995 Certification of the 1995 Taxable Value The Metropolitan Dade County Property Appraiser has certified the taxable value of property within the Village of Key Biscayne for fiscal year 1995-1996 at $ 1 767 457 005 This is $ 25 535 421 more than last year's value of $I 741 921 584 a 1 47% increase It is against this figure that the various taxing authorities levy their millage which results in the total tax bill for each property owner Amendment 10 (Save Our Homes) to the Florida Constitution, which became effective January 1st, 1995 essentially says that if you own your home and claim homestead exemption the County Property Appraiser cannot mcrease the assessed value of your property by more than 3 percent or the consumer price index whichever is lower The increase for this year is 2 7% This has slowed the growth of the assessed valuation as shown on the chart and graph displayed below The limitations are on assessed property valuations until the property changes hands 22 U ci U C E'r ci U L II U L Budget Message continued i- 1 L Year Assessed Value Difference 1987 $1 076 540 793 1988 $1 040 997 328 ($35 543 465) 1989 $1 261 010 110 $220 012 782 1990 $1 424 569 428 $163 559 318 1991 $1 574 025 124 $149 455 696 1992 $1 617 141 088 $43 115 964 1993 $1 560 057 130 ($57 083 958) I994 $1 741 921 584 $181 864 454 1995 $1 767 457 005 $25 535 421 The 1995 increase in assessed values of $25 535 421 is comprised of the following elements July 1 1994 Certificate of Taxable Values $1, 741, 921, 584 Reductions Due to Adjustments — 27, 617 483 ,._ Adjusted Prior Year Taxable Value , r I L $1,714,304 101 Increases in Assessed Value + $42, 232 178 of Existing Property Adjusted Taxable Value New Construction Current Gross Taxable Value $1,756,536,279 + $10 920, 72 6 $1,767 , 457, 005 The final gross taxable values for fiscal year 1994 after the approval process was completed was $1 714 304 101 $27 617 483 less than $1 741 921 584 The actual fiscal r-, year 1995 increase was $53 152 904 for a final gross taxable value of $1 767 457 005 Is 23 Budget Message continued 1996 General Fund Financial Condition The financial condition of the community is excellent Since the Village was incorporated the following surpluses have been generated in each of the following fiscal years I992 Undesignated Fund Balance $438 298 1993 Undesignated Fund Balance $415,524 1994 Undesignated Fund Balance $ 80 181 1995 Estimated Undesignated Fund Balance $600, 000 At the February 9 1995 Village Council meeting the Council appropriated the 1992 and 1993 surpluses and a portion of the 1994 surplus of $646 178 for a total of $1 500 000 to the stormwater utility construction project In addition the following trust and reserve funds are committed for specific purposes or awaiting final audits and could be appropriated at a later date As of August 28, 1995 Reserve for Supplemental Fire Aid $ 100 000 Capital Reserve for Beautification of Crandon Boulevard $ 170 014 " Capital Reserve for Recreation Facilities $ 371 341 Reserve for Grant Audits $ 541,024 Reserve for Beach Improvements $ 21, 724 Law Enforcement Trust Fund $ 14, 500 I would like to stress once again that the Village should strive to have a $2 million undesignated fund balance an annual Capital Budget of approximately $2 million and contingency fund of approximately 5% of the annual operating budget Additionally Council should consider authorizing a five year financial plan to incorporate the goals and objectives recently adopted Goals and Objectives The fourth set of Council Goals and Objectives were developed by this Council at their June 20 1995 meeting and unanimously adopted at the October 5 1995 meeting Good progress is being made to accomplish the priority level on items The sanitary sewer extension program is scheduled as per the Master Plan The Master Plan calls for a Sanitary Sewer Master Plan by the end of 1998 and installation by the year 2006 All 24 0 ci 0 L 0 0 L 0 0 U U Budget Message continued departmental goals are directed toward the Village's Mission Statement each departmental mission statement and the Village Council goals and Objectives Particular departmental efforts are directed at the Administrative/Operational Goals that include Responsiveness/Evaluation and Public Relations/Communications Emphasis is placed on providing quality services for the citizens of Key Biscayne maintaining and if justified expanding services where necessary and continuing to operate in a financially sound and efficient manner All operating departments submitted their own Goals and Objectives and an action plan for the next fiscal year The purpose of the departmental goals and objectives and action plan is to focus attention not only on the cost of providing services but also upon level of service being achieved These departmental goals address the Council Goals and g Objectives Review of 1996 General Fund Revenues Revenues for the proposed general fund total $10 206 207 in the Fiscal Year 1996 budget an increase of $551 768 over the previous year or an increase of 5 72% The recommended tax rate is less than the roll back rate less funds will be generated by the Ad Valorem Tax The majority of the revenue increase is derived from appropriation of the 1994 and a portion of the 1995 surpluses $165 061 an increase in permit fees of $150 000 from the Grand Bay Resort and Residences project and other construction permits and other non ad valorem sources the largest being state shared revenue The 1996 non Ad Valorem revenues were budgeted at the actual amount of funds received for Fiscal Year 1994 or adjusted accordingly The property tax continues to provide 65 6% of revenues for the General Fund Last year it provided 70 3% Review of 1996 General Fund Expenditures Expenditures for the proposed budget are $10 206 207 The proposed budget contains $8 523 871 to pay for the operating and maintenance of the departments an increase of $ 332 333 or 3 45% over the previous budget The proposed capital projects budget is $1 682 336 as projected in the Capital Improvement Program presented November 29 1995 to the Council This includes an increase of $219 435 over last year Over 27% of the proposed budget is for capital outlay and debt service payments The proposed budget increase of 5 72% can be broken down as follows operation and maintenance increases including salary wage and fringe benefits 3 45% and capital projects 2 27% Without an increase in the capital the budget increase would be $332 333 or 3 45% 25 ID Budget Message continued Personnel The proposed budget includes a 3% cost of living adjustment for all Village employees The estimated cost of the mcrease is $85 482 in salaries and benefits The proposed budget contains funds for step increases for personnel as provided for in the personnel manual The increase is subject to department head approval Funds are included to increase the employee development line item budget from $5 000 to $10,000 No additional fringe benefits are recommended for consideration by the Village Council at this time A revised step plan for employees will be submitted to the Council for consideration prior to budget adoption The Village Council should consider the establishment of a cost 'of living policy which annually utilizes the consumer price index as its basis This Would establish a sound personnel policy for pay adjustment comparable to other area municipalities and businesses 1995 Highlights Several major projects initiated in 1993 and subsequent years were recently completed such as the Emergency Services Complex the Village Green parts of the beautification program dune re -vegetation project installation of no boating signs etc Appropriate changes were made to the Hurricane Preparedness and Recovery Plan and in the Building Planning and Zoning Department Community grants were awarded to several organizations during this fiscal year At the June 12 1995 workshop the Village Council reviewed the semi annual report of the Village Manager dated May 17 1995 that included a status on departmental goals objectives and accomplishments for Fiscal Year 1995 The following highlights have been undertaken and/or completed last fiscal year 1 The modern up-to-date four building Emergency Services Complex that provides office and work space for the Fire Rescue and Police Department was dedicated November 30 1994 2 The Street Tree Planting Program a village wide sod replacement the Neighborhood Public landscape Program and the Crandon Boulevard Median Improvement Program were completed and accepted this fiscal year This complied with a goal established by the Council 3 The Hurricane Preparedness and Recovery Procedures Plan for the Village has been reviewed and up dated for the forthcoming season Emergency personnel attended courses on critical incident management urban search and rescue techniques and hurricane preparedness Information on the plan has been disseminated to condominium managers All condominiums have been invited to share our radio frequency for emergency purposes All contract lists have been up dated 26 11 0 0 C 0 0 a U 0 0 0 0 U Budget Message continued 4 With the adoption of Ordinance 94 2 March 9 1994 new regulations for single family interior lots have been implemented This is the first element of the land development regulation These regulations provide a process for controlling the height and massing of new construction due to the increased building height established by the Federal Flood Regulations While controlling the building height and massing on a site Ordinance 94 10 adopted December 20 1994 provides flexibility in its application and addresses not only the adjoining property owners but also establishes a scale that has a relationship to the street 5 The Department of Fire Rescue has provided an excellent response time of 3 minutes and 12 seconds while maintaining the minimum on duty staffing of seven or more fire fighters at all times This Fiscal Year we continued 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 this year all fire fighters should be certified paramedics This will be the only Dade community to have all of its fire fighters cross trained as paramedics r r aigeat 6 The Building Zoning and Planning Department proceeded with the final stages of the Master Plan which included 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 (DCA) The Village received the department s comments on April 8 1994 The plan was amended to incorporate the recommendations at the July 5 1994 Council meeting Hearings on the ordinance were held July 26th and August 16th Ordinance 94 6 approved on August 16 1994 adopted the Master Plan and authorized transmittal to DCA DCA responded to the plan on October 5 1994 The Village sent its comments to DCA on February 20 1995 DCA responded on June I2 1995 and accepted the settlement language offered by the Village except for the sanitary sewer extension date of 2014 The Village Council at the June 3 1995 meeting accepted the agency s date of providing sewers by the year 2006 The sewer Master Plan must be completed by the end of 1998 The state was notified of this action by the Council after adopting DCA's recommendation on June 13 1995 On June 28 1995 DCA offered a settlement agreement which was approved by Resolution 95 25 on July 11 1995 The agreement was subsequently forwarded to the Department of Community Affairs The department executed the agreement July 24 1995 27 r Budget Message continued A public Hearing was held on September 12 1995 on the final amended plan as concurred with the DCA Ordinance 95-8 adopted the master plan at the same meeting The Master Plan was submitted to the Department of Community Affairs and acknowledged in a letter dated September 29 1995 The Department in a letter dated October 20 1995 acknowledges the plan is m compliance with its regulations 7 The objective of the Key Biscayne Beach Vegetation Project and a goal of the Council was to re establish a bank of native dune vegetation along the Atlantic beach front within the limits of the Village The vegetation helps stabilize the beach and ,keep`s the sand from washing away The general re vegetation plan called for the planting of seven native species of dune plants in bands ranging from 15' to 20' wide This project costing $45,264 70 was partially funded Thy a matching grant from the Florida Department of Environmental Protection and Dade County The grant funded planting in segments along beach which had public access These sections included one segment of approximately 1700 linear feet extending from Crandon Park south through the Key Colony Condominium and in front of the Mar Azul Casa Del Mar and the Towers condominiums on the south portion of the beach The dune vegetation project was initiated ova January 23 1995 and completed near the end of February 1995 8 The removal of the derelict groin structures in front of the Key Biscayne Hotel and Villas site should take place before the end of 1995 9 After a lengthy approval process with the United States Coast Guard and the United States Army Corps of Engineers and numerous delays for various reasons by the contractor the six poles and eighteen (18) no boating signs were erected in the Atlantic Ocean 300 feet off our shore line The project was completed June 23 1995 The Federal Emergency Management Administration paid for this installation these poles and signage were destroyed by Hurricane Andrew 10 The Village Council approved $50 000 in the 1995 budget for Community Assistance Grants The objective of this program is to support and encourage organization participation through cooperative funding of community projects The Council awarded a total of $50 325 worth of donations to organizations such as the Boy Scouts of America, the Island Garden Club the Key Biscayne Chamber of Commerce the Key Biscayne Music and Drama Club the Key Biscayne Lighthouse Run Committee Cub Scouts Pack #322 and the Key Biscayne Nature 28 LI a U Q U U 0 ci U C C 0 0 0 r L Budget Message continued Center A $25 000 donation to be paid to Jackson Memorial Hospital over a five year period was approved on April 26 1994 As of this Fiscal Year $10 000 has been paid 11 In accordance with a South Florida Building Code Amendment which became effective on July 1 1995 the Village was required to terminate its contract with C A P Engineering Consultants Inc who provided all construction inspections The Village executed contracts with electrical mechanical and plumbing inspectors on June 30 1995 to provide for the various code inspection services A new position was created to provide structural engineer and building official services This position will improve service to our citizens by extending office work hours and reducing the permit issuing time 12 The transfer of single family refuse collection and recycling services to the Village from Metro Dade County a goal for the Council was accomplished on January 2 1995 at an annual cost to each homeowner of $199 13 This year the Building Zoning and Planning staff established an improved work schedule in anticipation of additional increases in construction In order to be more accommodating to the public the Building Official/Structural Engineer will be present throughout the day and our trade inspectors will start the inspection process at 9 30 am The permit processing is from 7 30 9 30 a m Monday through Thursday 14 In the first years of the Village s existence the financial records were maintained on a personal software system called ' Quicken" As the Village grew and the expanded activities required the ability to deal with multi fund activities it became apparent that a more sophisticated approach was necessary 7 7 After a number of proposals were received and reviewed the MAS 90 Accounting Software was recommended to the Council On August 9 1994 the Council voted to award the bid The MAS 90 Software was installed in September 1994 and was used in the year end activities attendant upon the preparation of the Fiscal Year 1994 Financial reports The MAS 90 Software has the capability of generating custom reports In fact the monthly financial report currently distributed with the agenda for the regular Village Council meetings combine a number of features not previously available The financial report combines the current month and year to date General Ledger line item summaries with the comparable monthly year to date and annual budget line items 29 Budget Message continued In addition this program has other capabilities not previously available Principal among these are an Accounts Payable system and a variety of journals The software has the capability of growing with the future needs of the Village 15 The Department of Recreation has had numerous achievements throughout the year The increased participation in fee based programs has generated over almost $45 000 in gross revenues for the department These programs have a total of approximately 20 000 participants and include seminars trips & tours sporting events cultural and theater performances youth day tours spring and summer camps and climes The Department continues to use our 21 passenger bus to provide transportation for the programs The bus has averaged approximately 6 500 miles of services to programs located in South Florida The Key Biscayne Athletic Club continues to increase participation in the sports programs an& has added an adult 3 on 3 basketball program The Calusa Park children camp activities have been very successful with each camp session being sold out There have been several improvements to the interior and exterior of Calusa Park,ksuch as painting new flooring and a new sink with cabinets The Recreation Department continues to provide tennis classes and clinics Special events have included programs such as a Health Fair a Spring Egg Hunt the Village Green Dedication Ceremony Arbor Day 4th of July Fireworks and related activities such as the Concert on the Green and the Taste of the Key The Recreation Department also assisted with the Key Biscayne Lighthouse Run &Walk 16 The Government Finance Officer's Association has bestowed both audit and budget awards to the Village for the 1992 1993 and 1994 Comprehensive Annual Financial Reports and the 1994 and 1995 Annual Operating Budgets 1996 Highlights The following is a breakdown of upcoming activities or projects this government will undertake during the 1996 Fiscal Year The proposed budget provides funds to continue a five year Capital Improvement Program The program continues projects and contracts for municipal services begun in previous years and initiates new projects and programs Since incorporation (between the fiscal years 1993 - 1995) the Village has reduced the property tax bill that is under the control of the Village Council by $1 7 million with a millage rate reduction of $ 634 or approximately 13 7% since October 1992 The amount of savings for the 1996 fiscal year cannot be determined until all budgets are adopted 30 0 U U U U U U 0 C U "" Budget Message continued 2 Funds have been budgeted to pay the annual interest and the second of the ten (10) principal payments for the $9 2 million Village Green purchase of February 10 m 1994 This year s payment is $1 136 089 and the outstanding debt is $8 445 000 This payment will reduce the loan to $7 660 000 3 The Capital Improvement Program covers a five year period The proposed budget provides funds to implement the second year of the program that was reviewed at the November 29 1994 Council meeting The new capital improvement program added the year 2000 and covers a new five year period from Fiscal Year 1996 to 2000 The proposed 1996 capital budget provides funds in the amount of $1 682 336 for the continued beautification of Crandon Boulevard for the preparation of a report to consider installing all overhead utility lines underground Harbor Drive improvements Fernwood Road landscaping project continuation of funding to the reserves for extension of sanitary sewer lines to those areas lacking lines land acquisition and construction of a community center funds for fire equipment continued improvements to Calusa Park and the Village Green and the Mashta Drive Causeway/Bridge Replacement Project 4 Funds are included as part of the Capital Improvement Program to establish Reserve Fund for Fire Rescue Equipment to finance the replacement of Fire/rescue equipment and vehicles The reserve fund requires annual appropriations in accordance with the following schedule to replace the command and rescue vehicles every three (3) years the pumper every five (5) years and quint every seven years in order to have all vehicles under the warranty period r L [ Unit Cost Replacement Cost Using a 5% Factor Per Year Minus Trade in Value 1996 Amortization Cost Command l $ 26 000 $ 30 098 - $ 17 625 = $ 12 473 $ 6 250 Command 2 $ 26 000 $ 30 098 $ 17 625 = $ 12 473 $ 6 250 Rescue 1 $ 90 000 $109 396 $ 65 000 = $ 44 396 $14 800 Rescue 2 $ 90 000 $109 396 - $ 65 000 = $ 44 396 $14 800 Engine 2 $240 000 $321 623 $ 65 000 = $256 623 $51 300 Quint 1 $450 000 $664 855 - $125 000 = $539 855 $77 100 1TOTAL $170 500 31 Budget Message continued The proposed budget contains $170 500 for the first payment into the fund Each year this number will be adjusted accordingly 5 The policy to privatize or contract out services in order to keep the need for new employees at an absolute minimum is continued and operate cost effective maintenance operations This budget provides funds to continue to contract with a private landscape contractor in accordance with the second year of a two year contract to maintain the numerous public landscape areas throughout the community including Crandon Boulevard the Village Green Calusa Park the grounds of the Key Biscayne ,Library m accordance with an inter -local agreement with the County and other ptiblie,works functions The company in essence serves as our public works maintenance crew' Street repair and, stormwater catch basin maintenance is performed by the City of Miami Flowers tree replacement irrigation system maintenance and beach maintenance are provided by separate contractors Contracts with landscape architects, engineers, a beach consultant and a traffic engineer provide the Village with technical assistance on an as needed basis 6 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 included in the streetscape area The Fernwood Road sidewalk will provide a pedestrian linkage from Harbor Drive to West McIntyre and to the Tree farm property with existing sidewalks adjacent to the school 7 The Comprehensive Stormwater Drainage Improvement Project started June 19 1995 and will be completed in calendar year 1997 The program is administered and partially funded from the Stormwater Utility Fund 8 This budget contains $50 000 for community grants for the third consecutive year 9 The Village 911 Emergency dispatch is run through Metro Dade County dispatch Currently Metro Dade County Police Department radio communications are handled on a VHF system This system has become through the years outdated and subsequently experience system overloads For this reason Metro Dade County Police Department is planning on switching to the 800 MHz UHF system for radio communication purposes The Village will therefore be participating in this Police communication improvement program Funds in the amount of $82 000 were appropriated in the 1994 Budget 10 Our emergency E911 communication system is state of the art It takes an average of 33 seconds to complete an E911 call to the Village of Key Biscayne The 0 U U C a L1 C '1 U U i� fl 32 Budget Message continued a system has been monitored continually since its inception October 1 1993 An E911 call for police or fire rescue made from Key Biscayne is initially answered by an E911 call taker at the Metro Dade Communications Center These callers 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 necessary to handle the situation reported the call is electronically transferred to either Metro Dade Police dispatcher or a City of Miami Fire Rescue Dispatcher who verifies the information and dispatches either the Village Police or Village Fire Rescue over the respective radio frequencies The average processing time for dispatching is 33 seconds The average fire/rescue response is 3 minutes and 12 seconds to arrive at the scene of the emergency This response could be the lowest in the County 11 In accordance with our automatic aid agreement with the City of Miami the Village is afforded all ancillary services needed to operate our Fire Rescue Department including the E911 Emergency Dispatch Miami s emergency medical pnonty dispatch system and Medical Director in service 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 familiarization Additionally a state of the art Breathing Air Program including the repair and static testing of our breathing apparatus is provided Finally the provision of Miami s Bio hazardous Waste Program providing for regular pick up of contaminated items is part of this agreement The automatic aid portion of this agreement provides for the simultaneous dispatch of additional fire rescue units from the City of Miami This will begin the third year of a five year agreement with the City Consideration should be given to extending this agreement provided the City is in agreement at this time CONCLUSION In conclusion the proposed budget is balanced in accordance with State Statutes and addresses the goals of the Village Council prepared at the June 20 1995 Council meeting ra I would like to express my appreciation to all Village employees for their assistance in G continuing to provide quality public service to our citizens I would like to express my gratitude to all the staff who assisted in preparing this budget and extend a special thanks to my Administrative Assistant Yocelyn Galiano and the Director of Finance Jack Neustadt for their efforts I am confident that this budget will continue to provide the citizens of Key Biscayne the high level of services delivered by our departments by supplying the necessary resources r L 33 Budget Message continued to meet the departmental objectives in an economically efficient manner It is a fiscally sound budget I therefore respectfully submit this proposed Fiscal Year 19% Budget for your consideration and adoption Thank you CSK/yg Very truly yours, C C Samuel Kissing Village Manager GUIDE TO DISCUSSION OF MAJOR ISSUES REFERRED TO IN FISCAL YEAR 1996 BUDGET MESSAGE The following guide has been prepared in order to assist the reader in finding more information regarding major budget issues discussed in the Budget Message 1 Discussion of the budget process pages 8 9 48 2 Council Goals and Departmental Goals pages 10 15 77 97 102 118 137 155 173 191 3 Revenue and Expenditure summaries pages 49 - 61 62 63 4 Property Tax revenues and tax rate pages 17 36 5 Solid Waste Fees and Services pages 222-226 6 Debt Issues pages 107 109 7 Capital Projects pages 200 221 34 3 El B U U U C U U C E U t DADE COUNTY PROPERTY TAXES 1994-95 ACTUAL TAX LEVY 1995 96 ADOPTED TAX LEVY r L 1994-95 Values 1995 96 $1 767 457 005 $I 741 921 584 25 537 1 47% 1995-1996 1994-1995 Tung Ahhordy Milage Rate Amoul of MIlage Rate Amount of Difference 1995/96 % of per $1000 It per $1000 Tax vs 1994/95 Difference School Distract $10389 $18362 111 $10 345 $18 020179 $341 932 190 Dade Canty 7 617 13462,720 807 14057307 (594 587) (423) Mage of Key Biscayne 3800 6716337 4101 7 143 620 (427 283) (598) Saith Florida Water M3negernentDistrict 0647 1 143 545 0597 1039927 103618 996 Dade Carly Library System 0 329 581 493 0 343 597 479 (15 986) (268) Flcndabland Navigation 0040 70698 0049 85354 (14656) (1717) Tctals $22 622 $40 336 904 $23 505 $40 943 866 (606 962) 100 000 35 PERCENTAGE DISTRIBUTION OF THE PROPERTY TAX a flflf I>,t.4. )#u� THE MEM Sts' $3 w tti ( � Tut art 0 issn.nima fbt MIMMSS MAN utmost E 11746E WASHING -MN DADE PUBLIC SCHOOLS 44 984 DADE COUNTY 32 98% KEY BISCAYNE ALL OTHER 17 27% 4 77% For the average Village property assessed in 1995 at $297 571 the breakdown of property tax is as follows Assessed Value Homestead Exemption Taxable Value $297 571 25.000 $272 571 Total M11lage $23 099 per $1 000 of Taxable Value Total Property Tax $6 296 12 Tax M1llage 1995 96 percent Dade County Public Schools 10 389 2 831 74 44 98% Dade County 7 617 2 076 17 32 98% Village of Key Biscayne 3 99 1 087 56 17 27% So F1 Water Management District 634 172 81 2 75% Dade County Library District 329 89 68 1 42% Florida Inland Navigation District 04 10 90 17% Environmental Project .10 27.2E .43% Total 23 099 6 296 12 100 001 36 Ii U a LI a U I FINANCIAL POLICY P^ 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 B The budget will provide for adequate maintenance of capital plant and equipment and for their orderly replacement C The Village will maintain a continuing budgetary control system to insure that it adheres 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 L raw 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 37 Financial Policy continued 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 maintain all its assets at a level adequate to protect the Villages capital interest and to minimize future maintenance and replacement costs G The Village will project its equipment replacement and maintenance needs for thenext several years and will update this projection each 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 the Village Council for approval I The Village will determine 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 penod not to exceed the estimated useful life of the project C The Village will strive to have 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 38 d 0 C U U U p C U C R Financial Policy continued 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 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 inflation 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 r L r 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 aIl 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 maintain 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 30 Financial Policy continued D Wherever possible the reporting system will 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 3 2 U 0 U U 17 0 VILLAGE OF KEY BISCAYNE PROPOSED BUDGET VS ADOPTED BUDGET BUDGET FISCAL YEAR 1996 GENERAL FUND rise r-� L REVENUES alorem Franchise Fees Utility Taxes License & Permits State Shared Revenues Charges for service Other Revenues Grants Prior Year Fund Balance f Qe,u1 - ttgC c LAr r,�.r Dept Description 511 Elected Officials 512 Administration 516 Village Clerk 514 Village Attorney 513 Non -Departmental 519 Debt Service 515 Building, Zan & Plan 521 Police Department 522 Fire Department 539 Public Works 572 Parks & Recreation 519 Capital Outlays TOTAL Net se Reductions Manager's Proposed Budget 6,699,946 678,500 1,295,800 405 000 728 500 54,500 150,000 28,900 165,061 3.0 206, 2Q7 Manager's Proposed Budget 10,000 329,123 116,066 178,000 569,500 1,136,089 532,494 2,298,080 2,617,943 491,869 244,707 1,682,336 )0,206,207 Council Adopted Budget 6,380,520 678,500 1,285,800 405,000 728 500 54,500 150,000 28,900 0 9,721,720 Council Adopted Budget 10 000 347,554 116 066 178,000 701,968 1,136,089 532 494 2,298,080 2,617,943 491,869 249,821 1,041.836 9,721,720 484, 487 (319,426) (165,061) (484,481) 18,431 132,468 5,114 (640,500) (484,482) VILLAGE COUNCIL CHANGES TO MANAGER'S PROPOSED BUDGET Ad Valorem (Property Tax) The Proposed Budget provided a millage rate reduction of 2 7% The Tentative Budget provides a further reduction of 4 63% for a total reduction of 7 34% The combined dollar reduction is $405 919 with $319 426 from the Tentative Budget Prior Year Fund Balance The Proposed Budget provided for the allocation of $165 061 from the prior year fund balance The reductions in expenditures in the Tentative Budget eliminated that need 41 Administration As Council directed a promotion has been recommended for the Administrative Assistant to the Village Manager to the position of Assistant to the Village Manager Non -departmental A $75 000 contract has been proposed between the Village and the Key Biscayne Chamber of Commerce The balance of $43 469 after providing for all changes has been added to contingency Capital Outlay The reduction in the Capital Funds including approximately $170 000 in reserve funds totalled $640 500 SUMMARY Capital Outlay Reduction Ad Valorem Reduction Prior Year Fund Balance Reduction Administration, Salary adjustments New position Non -departmental Chamber of Commerce Additional Rental Space Increased contingency $75,000 14,000 43,469 Parks & Recreation, Salary adjustment EXPENDITURES BY OBJECT $640,500 (319,426) 321,074 (165,061) 156,013 ( 18.431) 137 582 (132,468) 5,114 ( 5.114) 9 Manager Proposed 1995/96 Council Moped 1995/95 Difference % Change Personnel 4 902,214 4 925 759 23 545 0 48 % Other Expenses 2 096 989 2 229 457 132 468 6 32 % Contract Professionals 333 000 333 000 0 0 % Supplies 55 579 55 579 0 0 % Debt Service - Village Green Loan 1 136 089 1 136 089 0 0 % Capital Outlay 1 682 336 1 041 836 640 500 38 07 % Total 10 206 201 4711 720 484 487 4 75% U a B U U Li a 42 ra r� VILLAGE OF KEY BISCAYNE FLORIDA 1995-1996 GENERAL FUND The General Fund is the principle fund of the Village and is utilized to account for resources traditionally associated with governments which are not required to be accounted for in another fund MISSION STATEMENT TO PROVIDE A SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 43 GENERAL FUND Beginning Balance REVENUES Property Taxes Franchise Fees Utility Taxes Licenses & Permits Intergovernmental Election Filing Fees User Charges Fines & Forfeitures Interest Grants & Donations Hurricane Recovery Impact Fees Gain Sale of Investments Prior Year Fund Balance Miscellaneous TOTAL REVENUES Other Funding Sources TOTAL EXPENDITURES GENERAL FUND BALANCE ANALYSIS VILLAGE OF KEY BISCAYNE Fiscal Years 1992-1996 ACTUAL FY 1992 0 0 151 392 979 236 15 766 60 738 0 0 4 480 0 783 280 o 0 23,276 2 018 168 0 2,018,168 11,048,494 ACTUAL FY1993 438 298 3 536 480 625 015 1 212,084 308,676 718,366 1 000 42 954 7 903 121 676 71 343 1 718613 1 100 000 83 197 0 62,889 9 610 196 1,000,000 ACTUAL FY1994 853 822 6 640 045 668 020 1 268 428 246 533 732 196 600 41 960 35 508 288 978 25 305 240 000 382 713 0 0 37,596 10 607 882 9,200,000 20,661,704 BUDGET BUDGET FY1995 FY1996 80181 6 786 439 6 380 520 625 000 678 500 1 183 000 1 295 800 251 000 405 000 651 000 728 500 0 500 52 000 19 000 5 000 35 000 101 000 150 000 0 28,900 0 0 0 0 0 0 0 0 0 0 9 654 439 9 721 720 0 0 Elected Officials Administration Village Clerk Economic Development Village Attorney Building Zoning Planning Non -Departmental Police Fire/Rescue Debt Service Public Works Humcane Recovery Capital Outlay Parks & Recreation TOTAL EXPENDITURES Transfers Out Changes in Reserves Total Expenses & Reserves UNDESIGNATED BALANCE 4 656 77 350 49 712 0 199 101 45 408 242 501 13 511 0 731 86 580 783 280 65 261 11,779 1,579,870 9 312 212 731 61 138 40 352 236 558 406 055 392 912 2 296 459 445 713 1 022 185 257 1 251 264 120 155 240,794 5,899,722 0 0 N/A 4,294,950 1 579,870 10,194,672 438 298 853 822 44 11 019 292 275 125 905 126 460 191 585 403 097 227 105 1 708 405 2 209 946 255 106 609 932 0 12 758 815 272,158 19,191,808 325 671 1,064,044 20,581,523 80181 N/A N/A 10 000 10 000 347 154 347 554 123 957 116 066 0 0 200 000 178 000 466 878 532 494 554 500 711 968 2 100 000 2 298 080 2 482 881 2 617 943 1 196 461 1 136 089 475 000 491 869 0 0 1 462 901 1 041 836 234,707 239 821 9,654,439 9,721,720 1 500 000 0 (4,020,552) N/A N/A N/A 680181 N/A Estimated Q L U Q H U C C n L 0 C GENERAL FUND BALANCE ANALYSIS Continued RESERVES & DESIGNATIONS FY 1992-93 FY 1993 94 FY1994 95 FY 1995 96 Reserve for Debt Service Reserve for Encumbrances Reserve for Beach Improvements Reserve for Beautification Reserve for Recreation Facilities Reserve for Police/Fire Equip & Fiat Reserve for Grant Audits Reserve for Supplemental Fire Aid Reserve for Stormwater Project East Designated for community Grants and Authorized Studies & Improvements TOTAL 6 Lez r - 1 000 000 165 565 20 945 1 100 000 1 100 000 367 416 541 024 0 0 1 060 304 27 319 21 724 188 463 1 323 133 318 967 541 024 100 000 1 500 000 0 0 21 724 170 014 371 341 0 541 024 100 000 0 0 278,000 134,279 4 294 950 5 358 934 1 338 382 45 GENERAL FUND REVENUES AND EXPENDITURES The Ad Valorem Tax generates approximately 66% of the proposed budget The property tax revenue decrease is because of reduction in the Millage Rate All other revenues are budgeted in accordance with perceived trends and estimates of the State Revenue Estimating Conference The following lists all revenues and expenditures from the General Fund Revenues a 1992-93 Actual, 1993 94 >Aitual 4 1994-95 Budget 1995-96 * Bu dget t Ad Valorem (Property Tax) $3 536 480 56 640,045 $6 786 439 $6,380,520 Franchise Fees $625 815 $668 020 $625 000 $678,500 Utility Taxes $1,212 084 S1 268 428 $1 183 000 $1 295 800 State Shared Revenues $718 366 $732 196 $65I 000 $728 500 Licenses & Permits $308 676 $246 533 $251 000 $405 000 Fines & Forfeitures $7 903 $35 500 $5 000 $35 000 Interest $121 676 $288 978 $100 000 $150 000 Grants $602 749 $25 305 $0 $28 900 Donations S21 343 $0 $0 $0 Other Sources $147 086 $660 909 $1 000 $19 500 Total Revenues S7,344,332 - $10,607,882 5 9,654,439 $9,721,720 Additional Sources (not Budgeted Impact Fees $1 100 000 Hurricane Recovery S1 165 864 Fema Loan $1 000 000 Village Green Loan $9 200 000 Grand Total 510,610,196 519,807,882 59,654,439 59,721,720 II U E U U p p 7 46 r r i1 > 6va,,\c- -D Cam- tith t par Expenditures 1992 93 Actual 1993 94 Actual 1994 95 Budget 1995-96 Budget Village Council $9 312 $11 019 $10 000 $10 000 Administration $248 562 $292 275 $347 154 $347 554 Village Clerk $0 $125 904 $123 957 $116 066 Village Attorney $236 558 $191 585 $200 000 $178 000 Non departmental $421 619 $206 736 $554 500 $711 968 Economic Development $105 808 $126 460 $0 $0 Debt Service $1 022 $255 106 $1 196 461 $1 136 089 Building Zoning & Planning $252 185 $403 097 $466 878 $532 494 Building & Zoning Inspection $85 014 $0 $0 $0 Police Department $2 339 050 $1 710 664 $2 100 000 $2 298 080 Fire Department $451 329 $2 212 870 $2 482 881 $2 617 943 Public Works $185 257 $609 933 $475 000 $491 869 Parks & Recreation $240 794 $342 690 $234 707 $239 821 Capital Outlay $237 513 $3 305 991 $1 462 901 $1 041 836 Total 'Expenditures $4,814,023 $9,794,330 $9,654,439 $9,721,720 Hurricane Recovery $1 251 264 $0 $0 $0 Village Green Acquisition $0 $9 259 232 $0 $0 Grand Total $6,065,287 $19,0$3,592 59,654,439 59,721,120 47 GENERAL FUND REVENUES FISCAL YEAR 1996 III Ad Valorem El Franchise Fees S Fines & Forfeitures 0 Utility Taxes MI Other Sources MI Licenses and Permits i Grants ® State Shared Revenue © Interest and Donations [$9 721 720 GENERAL FUND EXPENDITURES FISCAL YEAR 1996 (7 5°!' (1 9 A) (1 2°/) (37°l) (0 1 %) (109A) $9 721 720 i Village Council ® Administration O Village Clerk 0 Village Attorney ® Non Departmental Debt Service M Police Department MI Building Zoning & Planning S Fire Department ® Public Works o Parks & Recreation • Capital Outlay/Auth Studies U 0 0 0 L. Q U r U U U 0 a U �I Lit 0 n J U 48 0 la r pa On 1 re L r L GENERAL FUND REVENUES FISCAL YEAR 1996 NI Ad Valorem ® Franchise Fees • Fines & Forfeitures © Utility Taxes • Other Sources PS Licenses and Permits ® Grants I! State Share Revenue Ile Interest and Donations $9 721 72 Ad -Valorem Fines & Forfeitures $35 000 Franchise Fees $6 380 520 $678 500 Utility Taxes $1 295 800 Licenses and Permits $405 000 Grants $28 900 State Shared Revenue $728 500 Interest and Donations $150 000 49 d DESCRIPTION PROPOSED ADOPTED 1993 1994 19941995 1995-1996 1995-1996 ACTUAL BUDGET BUDGET BUDGET GENERAL FUND REVENUES R0000 1-311 Ad Valorem Ad Valorem $6 640 045 $6 786 439 $6 699 946 $6 380 520 Total Ad Valorem $6 640 045 $6 786 439 $6 699 946 $6 380 520 R0000 1 313 Franchise Fees R1000 1 313 Electricity R2000 1-313 Telephone R5000 1-313 Cable Television R0000 1 311 Total Franchise Fees R0000 1 314 Utility Taxes R1000 1-314 Electncity R2000 1-314 Telecommunications R3000 1 314 Water R4000 1 314 Gas R7000- 1 314 Oil R0000 1 314 Total Utility Taxes R0000 1 321 R0000 1 322 R0000 1 329 R0000- 1 335 R1100 1 335 R1200 1 335 81800 1 335 R4000 1-312 Licenses and Permits Occupational Licenses Building Permits Other Licenses and Permits Total Licenses and Permits State Shared Revenue Cigarette Tax State Revenue Sharing Half Cent Sales Tax Local Option Gas Tax Total State Shared Revenue $603 638 $555 000 $615 000 $615 000 $20 505 $20 000 $20 000 $20 000 $43 877 $50 000 $43 500 $43 500 $668 020 $625 000 $678 500 $678 500 $888 752 $840 000 $915 000 $915 000 $202 702 $200 000 $200 000 $200 000 $145 719 $120 000 $150 000 $150 000 $26 925 $20 000 $26 500 $26 500 $4 331 $3 000 $4 300 $4 300 $1 268 429 $1 183 000 $1 295 800 $1 295 800 $31 365 $25 000 $30 000 $30 000 $215 168 $225 000 $375 000 $375 000 $0 $1 000 $0 $0 $246 533 $251 000 $405 000 $405 000 $10 542 $11 000 $10 500 $10 500 $128 247 $120 000 $128 000 $128 000 $418 573 $400 000 $415 000 $415 000 $174 834 $120 000 $175 000 $175 000 $732 196 $651 000 $728 500 $728 500 U a a U El 0 U U U 50 U ti AtT DESCRIPTION PROPOSED ADOPTED 1993 1994 1994 1995 1995-1996 1995-196 ACTUAL BUDGET BUDGET BUDGET Charaes 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 r R1000 1 349 Election Qualifying Fees R1100- 1-349 Miscellaneous I Total Charges for Services $648 $30 000 $1 000 $1 000 $6 293 $5 000 $6 000 $6 000 $5 150 $1 000 $1 000 $1 000 $27 233 $10 000 $5 000 $5 000 $35 508 $5 000 $35 000 $35 000 $2637 $1000 $1500 $1500 $1 000 $0 $500 $500 $19 195 $5 000 $4 500 $4 500 $97 664 $57 000 $54 500 $54 500 Other Revenues R1000 1 361 Interest $288 978 $100 000 $150 000 $150 000 R1000 1 366 Donations $0 $1 000 $0 $0 R1000- 1 369 Recovery Litigation Costs $18 000 $0 $0 $0 R0000 1 364 Sale of Fixed Assets $0 $0 $0 $0 r2000 1 335 Firefighters Supplement $0 $0 $0 $0 Total Other Revenues $306 978 $101 000 $150 000 $150 000 Grants R5000 1 331 Economic Development $3 117 $0 $0 $0 Hurricane Recovery and R5000- 1 334 Rebwding Trust Fund $240 000 50 $0 $0 R1004 1 337 SBA Tree Planting Grant $0 $0 $0 $0 R1005 1 337 Urban/Community Forestry $0 $0 $0 $0 81001 1 337 MDTA $4 631 $0 $0 $0 R1002 1 337 DARE $3 819 $0 $3 500 $3 500 R1003- 1 337 Police (COPS) $0 $0 $25 400 $25 400 R9000 1 337 AV MED $6 738 $0 $0 $0 R9001 1 337 Data Brochure Grant $2 000 $0 $0 $0 Convention & Visitors Bureau $0 $0 $0 $0 R0000 1 331 Grants Other $5 000 $0 $0 $0 R2000 1 363 Total Grants $265 305 $0 $28 900 $28 900 Impact Fees Impact Fees $382 713 $0 $0 $0 Total Impact Fees $382 713 $0 $0 $0 SUB TOTAL REVENUES $10 607 883 $9 654 439 $10 041 146 $9 721 720 Pnor Year Fund Balance $0 $0 $165 061 $0 TOTAL REVENUES $10 607 883 $9 654 439 $10 206 207 $9721 720 51 VILLAGE OF KEY BISCAYNE Revenue Projection Rationale For Fiscal Year 1996 AD VALOREM Chapter 166 Flonda Statutes 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' " The Florida Constitution limits local governments to a maximum of 10 mills of Ad Valorem taxation For Fiscal Year 1996 which begins on October 1 1995 and ends September 30 1996 the assessed values established by the Dade County Property Appraiser are $1 767 457,005 At the adopted millage rate of 3 80 the gross Ad Valorem revenue is $ 6 716 337 This revenue is budgeted at 95% of its gross value to allow for prompt payment discounts of up to 4% and other adjustments in accordance with Florida Statutes The amount budgeted for this fiscal year is $ 6 380 520 This millage rate will produce $405 919 less Ad Valorem taxes than last year's budget The proposed millage rate is a tax reduction of 5 98% PROPERTY TAX LEVIES AND COLLECTION FISCAL YEAR 1993 THROUGH 1996 Fiscal , Year Millage Assessed Value Tax Levy : Amount Budgeted Total Collected - Percent Collected . 1993 2 280/M $1 617 141 088 3 687 082 3 502 728 3 536 480 95 9 1994 4 439/M $1 560 057 130 6 925 094 6 578 768 6 640 045 95 9 1995 4 101/M $1 741 921 584 7 143 620 6 786 439 6 720 873 93 9 1996 3 800/M $1 767 457 005 6 716 337 6 380 520 N/A N/A OTHER TAXES AND FEES Section 8 04 of the Charter of the Village of Key Biscayne which was adopted June 18 1991 provides that all municipal taxes and fees imposed within the Village boundaries by the County as the 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 U Li U U ci r 0 0 U U U U U p L 52 Village of Key Biscayne — Revenue Projection Rationale continued The estimated revenues other than property taxes are based on actual Fiscal Year 1994 collections with adjustments in some instances FRANCHISE FEES ELECTRICITY - A franchise fee in the amount of 6% of gross revenues from sales of electricity was established by Dade County Ordinance No 89-81 adopted on September 5 1989 The Franchise Fee received during the Villages Fiscal Year is based upon the prior calendar year of Florida Power & Light Company There was $67 696 873 of new construction The estimated revenue from this source for Fiscal Year 1996 is $615 000 Franchise Fee Collections - Electricity Fiscal Year Amount 1 1993 1994 1995 (Budget) 1996 (Adopted) $570,605 $603,608 $555,000 $615,000 TELEPHONE - The Village Council adopted Ordinance No 92 16 on August 11 1992 which established a 1% franchise fee on gross revenues for Southern Bell The estimated revenue for Fiscal Year 1996 is $20 000 the same as the two previous years Franchise Fee Collections - Telephone Fiscal Year Amount 1993 1994 1995 (Budget) 1996 (Adopted) $15,389 $20,505 $20,000 $20, 000 CABLE TELEVISION - Dade County Ordinance No 74-88 adopted October 15 1974 and Ordinance No 82 66 adopted July 20 1982 govern the collection of 5% of the gross revenues of Adelphia Cable Communications Inc which revenues are divided 3% to the Village and 2% to Dade County The estimated revenue from this source for Fiscal 53 iluve Li Village of Key Biscayne Revenue Projection Rationale continued Year 1996 is $43 500 The anticipated increase in revenue for fiscal year 1995 has not materialized but stayed at fiscal year 1994 levels Therefore the revenue is based on the actual fiscal year 1994 Franchise Fee Collections Cable Television Fiscal Year Amount 1993 $19,821 1994 $43,877 1995 (Budget) $50,000 1996 (Adopted) $43,500 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% ELECTRICITY - This revenue line item is denved from a 10% tax levied on each customer s electric bill who receives service within the corporate limits of the Village Based on the project trend which is increasing at 3% per year the estimated revenue from this source in Fiscal Year I996 is $915 000 Utility Tax Collections - Electricity Fiscal Year Amount 1993 1994 1995 (Budget) 1996 (Adopted) $857,002 $888,752 $840,000 $915,000 TELECOMMUNICATIONS - This revenue line 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 pnvate communications cellular phone beepers etc ) which originate and terminate in the State of Florida The estimated revenue for Fiscal Year 1996 is $200 000 the same as last year 54 U U 1.1 U U U U U Fl U L U Village of Key Biscayne Revenue Projection Rationale continued Utility Tax Collections - Telecommunications 7 E Fiscal Year 1993 1994 1995 (Budget) 1996 (Adopted) Amount $199,308 $202,702 $200, 000 $200, 000 WATER This revenue line item is derived from a 10% tax levied on each customer s water bill who receives service within the corporate limits of the Village Based on anticipated increase demand the estimated revenue from this source for Fiscal Year 1996 is $I50 000 Utility Tax Collections Water Fiscal Year 1993 1994 1995 (Budget) 1996 (Adopted) Amount $126,882 $145,719 $120,000 $150,000 GAS - This revenue line item is derived from a 10% tax levied on each customer s gas bill who receives service within the corporate limits of the Village The estimated revenue for this tax for Fiscal Year 1996 is $26 500 Utility Tax Collections Gas Fiscal Year Amount 1993 1994 1995 (Budget) 1996 (Adopted) $24,184 $26, 925 $20,000 $26,500 OIL -- This revenue line item is denved from a 10% tax levied on each customers oil bill who receives service within the corporate limits of the Village The estimated revenue from this source for Fiscal Year 1996 is $4 300 55 Village of Key Biscayne Revenue Projection Rationale continued Utility Tax Collections - Oil Fiscal Year Amount 1993 1994 1995 (Budget) 1996 (Adopted) $4,708 $4,331 $3,000 $4,300 El 0 U 0 U LICENSES AND PERMITS VILLAGE 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 Ordinance 92 13 was adopted on June 6 1992 and amended by Ordinance 92 13 on September 26 1995 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 Total estimated revenues from this source for Fiscal Year 1996 is $30 000 Occupational License Collections Fiscal Year Amount 1993 1994 1995 (Budget) 1996 (Adopted) $35,746 $31,365 $25,000 $30, 000 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 set by Village Ordinance and by Section 2 18 of the Dade County Building Code The minimum fee for a permit is $35 50 56 1 0 U U Village of Key Biscayne Revenue Project Rationale continued In view of major projects under way at Grand Bay and beginning at the Ocean Club the building permit fees for Fiscal Year 1996 are estimated at $375 000 Building Permit Collections Fiscal Year Amount 1993 $255,008 1994 $215,168 1995 (Budget) $225,000 1996 (Adopted) $375,000 Plami N - BEVERAGE LICENSE TAX Various alcoholic beverage ticense taxes are levied on manufacturers distributors vendors and sales agents of alcoholic beverages in Florida The tax is administered collected enforced and distributed back to the local governments by the Division of Alcoholic Beverages and Tobacco within the Department of Business and Professional Regulation Pursuant to s 561 342 F S the beverage license tax proceeds are retuned to counties and municipalities A municipalities share represents 38% of the proceeds from the tax collected within an incorporated municipality STATE SHARED REVENUES In addition to Ad Valorem taxation communities in Florida rely on revenues that are imposed and collected by the State of Florida and then shared with municipalities These taxes are distributed according to various formulas in State Statutes CIGARETTE TAX (Now called the Municipal Financial Assistance Trust Fund) - In 1943 Florida levied its first tax on cigarettes at a rate of 3 cents per pack It was not until 1971 and the creation of the Municipal Financial Assistance Trust Fund that the state began to share a portion of state cigarette tax revenues with municipalities The enacting legislation creating the trust fund required that the fund be financed from the proceeds of a 2 cents per pack tax on cigarettes Chapter 71-364 Laws of Florida, increased the cigarette tax by two cents per pack of cigarettes The share of this fund for an individual municipality is not determined by the value of cigarettes sold within each city's boundary Instead a formula is used whose primary factor is the ratio of each city's population to the county -wide municipal population These funds are considered to be general revenue and can be used for any public purpose The estimated revenue from this source for Fiscal Year 1996 is $10 500 57 Village of Key Biscayne Revenue Projection Rationale continued Cigarette Tax Collections Fiscal Year Amount 1993 1994 1995 (Budget) 1996 (Adopted) $11,501 $10, 542 $11,000 $10,500 STATE REVENUE SHARING - Chapter 72 360 Laws of Florida, created the Revenue Sharing Act of 1972 providing for general revenue sharing Revenue for this fund comes from 32 4% of the tax on each pack of cigarettes plus the 1 cent municipal gas tax plus 25% of the state alternative fuel decal user fee The share of this fund for an individual municipality is determined by a complex formula that includes its own population statewide municipal population county population county sales tax collections total statewide sales tax collections from municipalities municipal property valuation statewide municipalities' property valuation and by a factor measuring relative revenue -raising ability About 35% of these funds are a result of the municipal gas tax This percentage of the proceeds can be used only for transportation purposes including transportation related public safety activities For Fiscal Year 1996 the estimated revenue from this source is $128 000 State Revenue Sharing Collections Fiscal Year 1993 1994 1995 (Budget) 1996 (Adopted) Amount $134,463 $128,247 $120,000 $128,000 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 primary purpose of the tax is to provide relief from ad valorem and utility taxes in addition to providing counties and municipalities with revenues for local programs Current revenues for this fund come from 9 653% of the state sales tax (which 58 Q U a J U U U ci U LI 0 a r L Village of Key Biscayne Revenue Projection Rationale continued is shared by both counties and cities) The distribution formulas are population oriented but not directly proportional to population increase Municipalities can use these funds for municipal -wide programs These funds can also be pledged towards repayment of bonds or used for capital projects The estimated revenue from this source for Fiscal Year 1996 is $415 000 Hurricane Andrew impacted revenue for 1993 Half Cent Sales Tax Collections Igma Fiscal Year 1993 1994 1995 (Budget) 1996 (Adopted) Amount $454,847 $418,573 $400,000 $415,000 -. LOCAL OPTION GAS TAX The first local option gas tax was adopted by Dade County on July 19 1985 prior to the incorporation of the Village The Village became eligible to receive these funds at the time the Village was declared eligible for all state shared revenues The tax is levied at the rate of six cents per gallon on motor fuel and special fuel and is collected by the state's Department of Revenue and remitted monthly to the county and municipalities on a formula which provides a weight of 75% to population and 25% to center line mileage in each municipality These funds must be used 7 for transportation related expenditures including debt service on transportational related f— capital projects This tax will yield approximately $100 000 r i LOCAL OPTION CAPITAL IMPROVEMENT GAS TAX - A 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 is levied at five cents per gallon These funds must be used for transportation expenditures needed to meet requirements of the capital improvements elements of an adopted comprehensive plan The revenue from the local option capital improvement gas tax for Fiscal Year 1996 is estimates at $75 000 59 Village of Key Biscayne Revenue Projection Rationale continued Local Option Gas Tax Collections Fiscal Year 1993 1994 1995 (Budget) 1996 (Adopted) Amount $117,555 $174,834* $120,000 $175, 000 *The second local option gas tax was levied in Fiscal Year 1994 OTHER REVENUES INTEREST INCOME In accordance with the Village financial policy investment practices are maintained to provide that available funds be invested at all times at minimum risks and maximum liquidity During fiscal year 1995 funds have been invested in a one year 7 5% U SA Treasury Bill maturing in January 1996 a six month 6 75% certificate of deposit which matured in August and monthly market funds of the State of Florida and a local bank which matches or exceeds the state fund Interest Income Revenues Fiscal Year 1993 1994 1995 (Budget) 1996 (Adopted) Amount $120,968 $288,978 $100,000* $150,000 * At the year end closing a portion of the interest income for the year is accounted to each reserve account in proportion to the average balance 60 U L C a U 0 0 L C Q U Village of Key Biscayne Revenue Projection Rationale continued FINES & FORFEITURES mar L The Village receives a portion of the revenues resulting from traffic enforcement activities of the Village Police Department The Police Department was created March 1 1993 The trend for this revenue is uncertain at this time Estimates are based on actual 1994 figures Fines and Forfeitures Revenues Fiscal Year 1993 1994 1995 (Budget) 1996 (Adopted) 61 Account $ 7,903 $35,509 $ 5,000 $35,000 FA r C (55k) $9 721 720 GENERAL FUND EXPENDITURES FISCAL YEAR 1996 • Village Council O Administration © Village Clerk 0 Village Attorney • Non Department ® Debt Service ® Police Department © Building Zoning & Planning IN Fire Department © Public Works SF Parks & Recreation © Capital Outlay/Auth Studies Village Council Administration Village Clerk Village Attorney Non Departmental $711 968 Debt Service $1 136 089 Police Department $2 298 080 Building Zoning & Plan $532 494 Fire Department Public Works Parks & Recreation Capital Outlay/Auth Stu $10 000 $347 554 $116 066 $178 000 $2 617 943 $491 869 $239 821 $1 041 836 62 HI U GENERAL FUND EXPENDITURES BY OBJECT FISCAL YEAR 1996 The $9 731 720 1995 1996 Tentative Operating Budget is comprised of six separate objects or categories as the graph illustrates The largest is for personnel services costs which are made up of wages and fringe benefits and comprise 50 7% of the total budget Other charges total 22 9% of the budget and are primarily used to provide automatic and supplemental aid under the contract with the City of Miami Fire Department insurance premiums police and fire rescue vehicle maintenance utility charges as well as other operating expenses Capital outlay which accounts for major purchases represent 10 7% of the budget Debt service payments for the 10 year bank loan for the Village Green represents 11 7% of the budget Contracted professional services total 3 4% of the budget covering the Village Attorney Village Engineer Landscape Architects and independent auditor Supplies total 6% of the budget Comparison of Expenditures by Object Fiscal Years 1995 and 1996 1995/96 1994/95 Difference ` , % Change Personnel 4 925 759 4 303 468 622 291 14 5 % Other Expenses 2 229 457 2 269 769 (40 312) 0 41%_ Contract Professionals 333 000 364 500 (31 500) 8 6 % Supplies 55 579 57 340 (1 761) -3 1 % Debt Service Village Green Loan 1 136 089 1 196 461 (60 372) 5 0 % Capital Outlay 1 041 836 1 462 401 219 435 28 8% Total 9 721 720 9 654 439 67,281 0 69% Expenditures by Department The Village s General Fund can be further broken down to the Departmental or Budgetary Center level These Budgetary Centers comprise the eight (8) Village Operating Departments as well as other ancillary expenditure cost centers As you will note almost 50% of the budget is used to fund the Village s two largest Departments - Police and Fire Rescue Another 27% provides for Debt Service and Capital Outlay The balance of over 22% provides for the rest of the Departments and the Village Council and Administration 63 Q U U U U 13 U U U U U U U Expenditures by Object continued Police Department The Police Departments 1995 1996 allocation of $2 3 million is 23 6% the Budget it is an increase of $198 050 over the prio Budget This principally covers personnel costs The Village Council has approved an additional part time crossing guard and a grant under a federal program to share the cost of an additional police officer Fire Rescue Department At $2 617 943 the Fire Rescue Department allocation for 1995 1996 is 26 9% of the Budget a $135 062 increase over the prior year The increase covers personal services increases in liability insurance training and uniforms as well as other items Public Works The Public Works budget has been increased $16 869 and is at $491 869 for 1995 1996 which is 5 1% of the Budget Recreation Department The Recreation Departments Budget is $15 114 higher than the prior Budget The 1995 1996 allocation of $249 821 is 2 6% of the Budget Debt Service The 1995-1996 requirement for debt service is $1 136 089 which is 11 69% of the Budget It is a decrease of $60 372 from the previous Budget In Fiscal Year 1993 1994 when the Village Green loan was made the repayment schedule provided for interest payments every six months and pnncipal payments annually Beginning in December of 1994 and for nine years thereafter these will be an annual principal payment and two (2) semi-annual interest payments Capital Outlay The 1995 1996 Capital outlay at $1 041 836 is 10 72% of the Budget and $421 065 less than the prior Budget This category is for capital projects such as sidewalks Crandon Boulevard curbing Crandon Boulevard trees and beautification Fernwood beautification pilot program for installing overhead wires underground the engineering for Harbor Driver reconstruction and W Mashta Drive r 64 HI Expenditures by Object continued Village Council While the Mayor and Village Council receive no compensation for their services as elected officials there are expenditures covered in the Council Budget Memberships include the Dade League of Cities Florida League of Cities National League of Cities and the U S Conference of Mayors There are also administrative and conference expenses for the Mayor and six additional Conned members The Village Council budget represents one tenth of one percent of the Budget Administration Administration includes the Village Managers Office the Department of Finance and Administrative Services and the Receptions/Switchboard operator at $347 554 it is 3 58% of the Budget The $18 431 increase from the pnor Budget results from the net of the elimination of the Economic Development function a promotion and other personnel costs Village Clerk The Village Clerk's Budget at $116 066 is 1 19% of the Budget and is $2 820 less, than the prior year Village Attorney At $178 000 and 1 83% of the Budget the Village Attorney's allocation has been reduced $22 000 Building, Zoning and Planning The Building Zoning and Planning Budget at $532 494 is 5 48% of the Budget During the 1994-1995 Fiscal Year the Village Council approved five positions formerly contracted through the Village Engineer These positions are a full time Building Official and four part time inspectors The departments budget has been increased $69 616 65 U El U U 0 U U 0 U C C C 0 U C U U 0 0 La r rin L r t L. F L L EXPENDITURES BY OBJECT Fiscal Year 1996 $4925 759 (50 7%) $1 136 089 (11 7%) $333 ODD (3 4%) ■ Personal Services D Other Expenses ■ Contract Professionals O Debt Service • Supplies ® Capital Outlay 66 VILLAGE COUNCIL 1995-1996 MISSION STATEMENT To provide a safe quality community environment for all islanders through responsible government r MISSION STATEMENT 'TO PROVIDE A SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 67 PIA VILLAGE COUNCIL DESCRIPTION The Village of Key Biscayne is governed by a seven member Village Council (formerly the Village Board of Trustees) elected at large and on a non partisan basis The Mayor presides at all Council meetings and other functions and is the ceremonial head of the Village The Council as the legislative body of the Village determines policy and appoints a Village Manager who is responsible for administration of that policy and managing the Village's departments and services The Council also appoints the Village Clerk and the Village Attorney Village Council elections are held on the first Tuesday after the first Monday of November every even numbered year Each Councilmember is elected at -large by the electors of the Village The Mayor is elected for a two year term Each Councilmember is elected for` a four year term To be eligible to seek office a person must be a resident of the Village of Key Biscayne for at least one year and be a qualified elector of the Village Regular Council meetings are held the second Tuesday of every month (except Adgust) in the Council Chamber Village Hall 85 West McIntyre Street at 7 00 p m Council meeting schedules are subject to change Below is a breakdown of the Village Council s activities by calendar year 1992 1993 1994 As of 9/30/95 Meetings 19 12 17 8 Special Meetings 40 20 21 14 Resolutions 61 60 48 35 Ordinances 15 22 10 10 Workshops 0 3 13 7 68 13 1 n U p L U 0 U U 2 U 0 0 0 U L C _ .. -.4,-_ r I 14.4 pgct 7 WA WI, BOARD OF TRUSTEES SHORT TERM GOALS (JULY 1992 TO JANUARY 1993) * Establishment of Government Organization/structure * Resident s Concerns Responsiveness by Trustees individually and through public meeting Responsiveness by staff m 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 April 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 Millage - 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 69 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) Public Works Stormwater sewers (operating budget) Organization of department (operating budget) Litter 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 Drive ($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 lightmg Consensus of the Village Council from workshop held on June 29, 1993 70 U U E Q Q 0 k� L U E 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 Performance Review * Use of Crandon Property * Future Park Land Policy * 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 i VILLAGE COUNCIL INTERMEDIATE TERM GOALS L (SIX MONTH TO ONE YEAR) * Land Development Code * Entrance Sign * Village Code VILLAGE COUNCIL LONG TERM GOALS (ONE YEAR TO TWO YEARS) af * Construction of storm sewers * Street sign plan r is 7 * Underground wiring * Boardwalk assessment Consensus of the Village Council from workshop held February 22, 1994 71 DESCRIPTION' PROPOSED ADOPTED 1993/994 , 1994-1995 1995-t996 1995-1996 ACTUAL BUDGET BUDGET i BUDGET X0000- 1 511 Elected Officials X4000- 1 511 Administrative Expenses X5410 1 511 Memberships/Dues/Subscnp X5420 1 511 Conferences and Seminars X0000 1 511 Total Elected Officials $5 863 $4 000 $4 000 $4 000 $3 523 $4 000 $4 000 $4 000 $1 633 $2 000 $2 000 $2 000 $11 019 $10 000 $10 000 $10 000 72 El U a 0 C L 0 to 0 a U OFFICE OF THE VILLAGE MANAGER 1995-1996 API MISSION STATEMENT To implement Village Council policies and to provide sound leadership and oversee all departmental activities enabling them to work m the best interests of our community instill the Village s mission statement among our employees to foster an outstanding level of service at a reasonable cost and effectively implement and administer the policies established by the Council Beene r MISSION STATEMENT "TO PROVIDE A SAFE QUALITY COMMUNITY ENVIRDNMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT" 73 OFFICE OF THE VILLAGE MANAGER DEPARTMENT DESCRIPTION The Village Manager is the chief executive officer and administrative head of the Village with the responsibility for planning orgamzmg staffing coordmating budgetmg and directmg the administrative activities and operations of the Village and 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 The Village Manager is responsibly for implementation of policies set forth by the Village Council As chief executive officer of the Village government, the Village Manager is responsible for providing and exercismg 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 belpmg'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 The Village Manager is responsible for the execution of contracts deeds and other documents on behalf of the Village to the extent provided by Council and is responsible for the enforcement of all laws charter and acts of the Council The Office of the Village Manager oversees all improvement projects throughout the Village Recent completed projects include the Street Tree Planting Project, Crandon Blvd Median Improvement Neighborhood Public Landscape Program, Emergency Services Complex, Sod Replacement Program and the Entrance Sign Improvement Projects under construction mclude the Crandon Boulevard Streetlight improvement Program West Mashta Drive Bndge Replacement, Stormwater Construction Program, and the Sidewalk Program The Village Manager's office is staffed by the Village Manager and a full time administrative Assistant MISSION STATEMENT TO PROVIDE A SAFE, QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 74 El U a U C U U U 0 Li U U L 0buy Rai OFFICE OF THE VILLAGE MANAGER Powers and Duties of the Village Manager (Section 3.03. Sub -section 5 of Village Charter) (1) The manager shall be responsible for the appointment supervision and the removal of all Village employees (2) Direct and supervise the administration of all departments and offices but not the Village boards or agencies unless so directed by the council from time to tune (3) Attend all council meetings and have the nght to take part m discussions, but not the right to vote (4) See that all laws provisions of this charter and acts of the council subject to enforcement and/or administration by him or by officers subject to his direction and supervision are faithfully executed Prepare and submit to the council a proposed annual budget and Capital Program Submit to the council and make available to the public an annual report on the finances and administrative activities of the Village as of the end of the fiscal year (7) Prepare such other reports as the council may require concerning the operations of Village departments offices, boards and agencies (8) Keep the council fully advised as to the financial condition and future needs of the Village and make such recommendations to the council concemmg affairs of the Village as he deems to be in the best of interest to the Village (9) Execute contracts deeds and other documents on behalf of the Village to the extent { provided by ordinances (10) Perform such other duties as are specified m the charter or as may be required by the council 7 Authorized Positions Fiscal Year 1993-1996 r r L_ 1993 1994 1995 1996 Village Manager 1 1 1 1 Assistant to the Manager o 0 0 1 Administrative Assistant 1 1 1 5 Receptiomst/Switchboard 1 1 1 1 TOTAL a 1 a 3.5 75 OFFICE OF THE VILLAGE MANAGER DEPARTMENTAL ORGANIZATION CHART Voter I Village Council Village Manager Assistant to the Village Manager 76 0 I 6 U 0 0 0 0 0 C E L 0 1 OFFICE OF THE VILLAGE MANAGER OBJECTIVES 1995-1996 1 To satisfactorily relay Village Council policy decisions to the organization and administer the decisions m day to day operations i P 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 by via attending meetings and facilitating the exchange of information within different junsdictions 5 To prepare and submit a Village budget by July 15th of each year 6 To increase the level of Village services by increasing the amount of grant -m 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 reportmg 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 11 Mamtam a cooperative working relationship with state agencies and other local governments to resolve problems of mutual concern 12 To continue to emphasize and encourage organization and departmental efforts at identifying and implementing changes to improve efficiency and reduce cost 77 I DEPARTMENT OF FINANCE AND ADMINISTRATIVE SERVICES 1995-1996 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 0 0 U U 0 C ems± 0 7 78 DEPARTMENT OF FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT DESCRIPTION 7 The Village's Department of Finance and Administrative Services has two main functions Finance which is the central fiscal control and accountmg agency of the Village and Administrative Services which coordmates and administers the employee benefits program and the Village auto property and liability insurances 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 mcludmg payrolls and audits preparation of the operating and capital budgets preparation of comprehensive financial reports investments debt management cash management, and bank relations In addition the department is responsible for the worker s compensation program and for — the employee benefits program which includes health insurance life insurance long-term disability insurance dental insurance deferred compensation plan and legal service plan ,-- The Department of Finance and Administrative Services includes a staff of one full time Director and a part time Finance Assistant Authorized Positions Fiscal Year 1993-1996 —, 1993 1994 1995 1996 Director 1 1 1 1 Assistant - Part Time 5 5 5 5 6w L. 7 TOTAL ]., a 1.,5. a i 79 DEPARTMENT OF FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENTAL ORGANIZATION CHART Village Council Village Manager Director of Finance and Administrative Services Finance Assistant 80 El L L 0 0 0 0 0 0 0 0 0 U 0 0 0 U DEPARTMENT OF FINANCE AND ADMINISTRATIVE SERVICES ACCOMPLISHMENTS FOR 1994-1995 The Department of Finance and Administrative Services has provided accurate and up -to date financial reports to the Village Council and the Manager These reports are submitted on a monthly basis to the Village Council for review For the second consecutive year the Village of Key Biscayne was awarded the Distinguished Budget Presentation Award for the 1994 1995 Budget In order to receive this award a governmental unit must publish a budget document that meets program cntena as a policy document, as an operations guide as a financial plan and as a communications device Budget preparation is an essential component of the Department of Finance and Administrative Services r9 n !.1 For the second successive year Av-Med has lowered health insurance premiums by at least 5% This Department brought to the attention of the carrier our low loss ratio of our Worker s Compensation By doing this the Village was able to obtain a 16% reduction of premium retroactive to October 1 1994 The following are the Department of Finance and Admmistrative Services' 1995 fiscal year objectives and their status Most of the objectives are on going OBJECTIVE 1 To maintain accurate and up-to-date financial records and to provide timely reports STATUS All receipts deposits invoices and cancelled checks have been organized for easy retrieval Current year files are in the appropriate file cabmets and pnor year s files m storage boxes The computer capabilities of the department were reviewed and a new computer software was installed for fiscal year 1995 to increase efficiency The procedures for finance activities are developed on an ongoing basis and will be produced m manual form The Comprehensive Annual Fmancial Report for fiscal year 1994 was presented to the Village Council on April 11 1995 All check requests are approved by the Village Manager or his designee The completed disbursement package at a minimum is comprised of an mvoice or expense statement an approved check request and the record segment of the check 81 Department of Finance and Administrative Services Accomplishments for 1994 1995 continued The fiscal year 1994 application for the Certificate of Excellence was filed on March 28 1995 and awarded to the Village of Key Biscayne m a letter dated November 7, 1995 from the Government Finance Officers Association OBJECTIVE 2 To prepare the Village's Annual Operating Budget as directed on a timely basis To administer the budget once it has been adopted STATUS Budget meetings have occurred with all department heads as a group and individually as well Budget status reports are provided in the agenda package for the first council meeting of each month There have been no budget amendments as of the date of this report The state revenue estimating conference provides the basis for budgeting the shared revenues which are currently approximately $650 000 Application for the Annual Distinguished Budget Presentation Award from the Government Finance Officers Association for the fiscal 1995 budget was filed December 23, 1994 and awarded June 7th 1995 The application for state shared revenues has been consistently filed m a timely manner The Village complied with the requirements of the TRIM' (Truth m Millage Bill) It has been effectively filed and accepted by the Florida Department of Revenue This was awarded September 29 1994 OBJECTIVE 3 To manage the investment portfolio of the Village for maximum return with minimum risk liquidity and yield STATUS Available funds have been invested with the State Board of Administration, Local Government Surplus Trust Fund Investment Pool, a one year U S Treasury Note, several Certificates of Deposits of varying maturities, and a money market account Prior to investment of available funds available rates at the State Board Administration Local Government Surplus Trust Funds Investment Pool Bank Certificates of Deposit and U S Treasury rates are reviewed To minimize the debt service costs this departmentrevrewed 82 El U 0 U Un fLi U 0 U 0 0 0 0 L C I I Department of Finance and Administrative Services Accomplishments for 1994-1995 continued financial advisors recommendations as to proposed debt vehicles prior to borrowmg This department has managed the Village's investment portfolio for maximum return and minimum risk In the current market, a combination of investments has increased returns for under 4% to over 6% r In connection with the Stormwater Utility Construction Loan, the Department of Finance provided data as requested m a timely manner In addition, the Director attended an investment semmar at the National Department of Finance and Administrative Services Government Finance Officers Associates Conference mamtamed contact with local banks to analyze current investment opportunities and reviewed money market section of the Wall Street Journal OBJECTIVE 4 To administer worker's compensation liability insurance and employee benefits programs zn the best interest of the Village and its employees STATUS Liability and worker s compensation insurance policies are managed on an ongoing basis r The Long term Disability Plan was authorized by the Council on March 14 1995 and implemented on May 1, 1995 Information is made available to employees on all programs for which they are eligible periodically Also, representatives of the various provider organizations have been asked to conduct seminars to discuss their programs with interested employees A representative of Av-Med regularly schedules personal visits to discuss any aspect of the Health Insurance Program OPS L. OBJECTIVE 5 To obtain grants and loans from federal state and local agencies STATUS The FEMA claims for debris removal have been reviewed and accepted by the State Emergency Management Agency on May 12, 1995 The next step will be the final inspection The Finance Department has completed and filed the required documentation with the Florida Department of Community Affairs related to outstanding claims on a timely basis as required through March of 1995 Application to State for additional unreimbursed hurricane recovery not previously granted or applied for was completed 83 DEPARTMENT OF FINANCE AND ADMINISTRATIVE SERVICES SUMMARY OF OBJECTIVES 1995-1996 1 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 To manage the investment portfolio of the Village for maximum return with minimum risk, liquidity and yield 4 To administer worker s compensation liability insurance and employee benefits programs in the best interest of the Village and Village Employees 5 To obtain grants and loans from federal state and local agencies 6 To obtain annual property listings from the County Property Appraiser for use in billing for refuse collection and recycling fund and the stormwater utility fund 84 B 0 Li C U U U 1 U U U Ca U U 0 Ca Department of Fmance and Administrative Services Objectives continued KEY AREA Finance Indicator Timely and accurate financial reports Objective One To maintain accurate and up-to-date financial records and to provide timely reports ACTION PLAN 1 Organize filing of receipts deposits mvoices and cancelled checks for easy L, retrieval 2 Review computer capability as Village services mcrease 3 Develop procedures for finance activities 4 Work with external auditors to compile Comprehensive Annual Financial Report L_ i L r" CONTROLS 1 Insure all invoices (approximately 1 500 per year) have authorization and back up documentation prior to issumg payment 2 Obtain the Annual Certificate of Excellence in Financial Reporting award from the Government Finance Officers Association 85 Department of Finance and Adrmnistrative Services Objectives continued KEY AREA Budget Indicator Enhance budget preparation and administration for effective management Objective Two 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 1 Effective liaison between department heads and administration m 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 $725 000 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 m state revenue sharing CONTROLS 1 Meet proposed deadlines 2 Evaluate monthly and annual budget reports for accuracy 3 Contmue to obtain the Annual Distmguished Budget Presentation award from the Government Finance Officers Association 4 Obtain approval for State Revenue Sharing 86 c U 0 0 0 0 C 0 0 u 5 Obtain approval for TRIM Department of Finance and Administrative Services Objectives continued KEY AREA Cash Management Indicators Identify legal minimum risk investments opportunities Objective Three To manage investment portfolio of the Village for maximum return with minimum risk liquidity 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 (SBA) as per Resolution 92 16 adopted April 14 1992 or other financial institutions depending on market conditions 11.9011+ 2 Maximize interest earnings with minimum risk 3 Minimize debt service costs 4 Manage investment portfolio of the Village for maximum return with mmimum risk 5 Serve as resource to Village Finance Advisor and Bond Counsel for bank loan issues and bond issues CONTROLS n �6 1 Analyze current available investment opportunities 2 Analyze market trends as they relate to possible investment activity 87 Department of Finance and Administrative Services Objectives contmued KEY AREA Insurance and Employee Benefits Indicators Coordination of employee benefit program & nsk management programs Objective Four To admzmster Insurance and Employee Benefits Programs zn the best interest of the Village and Village Employees ACTION PLAN 1 To manage the hability and worker's compensation insurance policies with the pool administered by the Flonda League of Cities 2 To coordinate the Long-term Disability Plan Deferred Compensation, Legal Services Plan and Flexible Benefit Programs of the Village 3 Provide adequate information to Village employees so that they can make informed decisions to best benefit their individual situations with available programs 4 Administer the Village Health Insurance Program and liaison with the provider when necessary but at least twice annually CONTROL 1 Review individual employees' benefits package for possible improvements 2 Evaluate staff inquiries and reply in two working days 3 Work with the underwriting staff to review premiums 88 0 L 0 E Department of Fmance and Administrative Services Objectives continued KEY AREA Loans and Grants Indicator Identify local, state and federal grant programs r -- Objective Five 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 E 1 L r L. E rimi r L. CONTROLS 1 Review past grant applications for re application procedures 2 Evaluate pending claims with FEMA 89 Department of Finance and Administrative Services Objectives continued KEY AREA Utility Billings Stormwater Utility and Refuse Collection Indicator Real Properties to bill Objective Six Obtain annual property listings from County Property Appraiser for Refuse Collection and Recycling Fund and Stormwater Utility Fund ACTION PLAN 1 Obtain real property update listings from County Property Appraiser 2 Update billing list for changes 3 Coordinate with contractor's staff to have bills printed and mailed 4 Respond to citizen inquiries regarding billing and collection procedures CONTROLS 1 Review bank collection and receivable reports for follow-up 2 Effectiveness of billing and collection procedures 90 0 0 0 a Q 0 U U U U U U C C DEPARTMENT OF FINANCE AND ADMINISTRATIVE SERVICES ACTIVITY REPORT tin ACTIVITY 1993-1994 Actual 1994-1995 Budget 1995-1996 Budget Develop Operating and Capital Budgets Research revenues 2 weeks 3 weeks 3 weeks Prepare guidelines worksheets edit all responses 2 weeks 2 weeks 2 weeks Generate and modify the Budget Estimate 2 weeks 2 weeks 2 weeks Departmental and Staff Meetmgs 20 hours 30 hours 30 hours Devise Revise Debt Schedule 4 hours 4 hours 4 hours Council Meetings 20 hours 30 hours 80 hours Produce adopted budget/Process amendments 1 week 1 week 1 week Implement new software 3 weeks 2 weeks 2 weeks Mamtarn Accurate and Timely Accounts Produce monthly revenue report 12/year 12/year 12/year Process grant reimbursements & malntam records 1 month 1 month 1 month Employee health and pension programs 30 hours 30 hours 60 hours Village Annual Financial Statement 1 month 1 month 6 weeks 91 r" 0 Assist in outside audits 40 hours 60 hours 80 hours Department of Finance and Administrative Services Activity Report continued ACTIVITY 1993-1994 Actual 1994-1995 Actual 1995-1996 Estimated Disbursements and Receipts Payroll Checks 2100 2300 2 500 Accounts Payable Checks 2500 3000 3,500 Deposits 312 360 360 Insurance Premiums $294,000 $350 000 $500 000 Cash Management Manage Investments Max $9 600,000 Max $7 000,000 Max $7 000 000 Assist Financial Advisor and Bond Counsel 40 hours 40 hours 40 hours 92 c a 0 Lot 0 0 E3 U U 0 U U U U 63 0 1i DESCRIPTION 1993 1994 ACTUAL PROPOSED ADOPTED 1994-1995 1995-1996 1995-1996 BUDGET BUDGET BUDGET X0000- 1 512 r Administration Salary Totals of listed positions — X1210 1 512 Village Manager X1220 1 512 Village Manager Housing Allow e" X1235 1 512 Assistant to the Manager X1230- 1 512 Director Finance & Admin X1240 1 512 Administrative Assistant P T X1250- 1 512 Assistant Director Finance X1260 1 512 Receptionist/Switchboard X1270- 1 512 Secretarial Assistance x1280 1 512 Economic Dev Personnel X2100- 1 512 Payroll Taxes X2200 1 512 Retirement Contnbutions X2300 1 512 Life Health Dis Insur X2400 1 512 Worker's Comp Ins X2500 1 512 Unemployment insurance X4000- 1 512 Administrative Expenses I X5200 1 512 Car Allowance r X5410 1-512 MembershrpslDues/Subscnp X5420 1 512 Conferences and Seminars X5430- 1 512 Travel X0000- 1 512 Total Administration $292 275 $345 654 $329 123 $347 554 r -a i $197 088 $213 300 $224 694 $236 219 , • $85 000 $85 000 $85 000 $87 550 $12 000 $12 000 $12 000 $12 000 $0 $0 $0 $30 720 $46 000 $49 508 $53 543 $53 543 $21 500 $24 139 $26 102 $8 000 $17 750 $22 000 $20 000 $20 000 $13 175 $15 653 $16 905 $16 906 $9 000 $5 000 $7 500 $7 500 $0 $25 080 $0 $0 $12 834 $17 254 $17 277 $18 067 $18 724 $24 782 $21 290 $23 079 $22 212 $22 400 $23 259 $23 259 $1 250 $1 638 $1 318 $1 770 $396 $900 $2 129 $2 360 $25 543 $27 500 $27 500 $27 500 $4 700 $4 800 $4 800 $4 800 $3 911 $3 500 $3 500 $3 500 $3 361 $4 500 $4 500 $4 500 $2 256 $1 500 $2 500 $2 500 93 OFFICE OF THE VILLAGE CLERK 1995-1996 ROIA 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 neutrality 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 ' TAW b MISSION STATEMENT TO PROVIDE A SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 94 JI OFFICE OF THE VILLAGE CLERK 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 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 the contact between citizens and the government It is he to whom most complaints are brought He gives advice 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 ' Authorized Positions Fiscal Year 1993-1996 Village Clerk Assistant Parttime TOTAL 1993 1994 1995 1996 1 1 1 1 0 5 5 5 1 1.5 1..i 1.5 95 tSJ 0 U UI U U 0 Q C rr U 0 0 U 0 P OFFICE OF THE VILLAGE CLERK DEPARTMENTAL ORGANIZATION CHART Voter Village Council P Village Clerk Administrative Assistant 1.4 96 a OFFICE OF THE VILLAGE CLERK SUMMARY OF OBJECTIVES 1995-1996 1 To complete and distribute Council meeting agendas to the Council, staff and public in a timely manner 2 To mamtam accurate minutes of the proceedings of the Council 3 To complete and distribute committee meeting agendas to the committee members and pubhc 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 mamtam custody of agreements contracts ordinances proclamations and resolutions 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 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 14 To mamtam custody of the Village Seal 15 To serve as liaison between the public and Council as directed B U C U I U C U 0 97 C DESCRIPTION PROPOSED ADOPTED 1993 1994 1994-1995 1995-1996 1995-1996 ACTUAL BUDGET BUDGET BUDGET roi i 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 Contnbutions X2301 1 512 Life Health Dis Insur X2401 1 512 Worker's Comp Insurance X2501 1 512 Unemployment Insurance X4701 1 512 Microfilming/Equipment X4751 1 512 Ordinance Codification r L X4761 1 512 Indexing Minutes r X4771 1 512 Elections s X4801 1 512 Legal Advertising X5411 1 512 Memberships/Dues/Subscnp X5421 1 512 Conferences and Seminars X5431 i 512 Travel i L. r $34 367 $36 000 $36 000 $40 000 $4 800 $4 800 $4 800 $4 800 $11 073 $13 500 $14 000 $12 000 $3 910 $4 154 $4181 $4 336 $3 793 $4 488 $3 960 $4 400 $4 096 $4 200 $4 200 $4 200 $89 $300 $327 $357 $169 $215 $548 $548 $4 815 $5 000 $5 000 $5 000 $3 167 $3 500 $3 500 $3 500 $1 641 $2 000 $2 000 $2 000 $13 826 $9 250 $0 $0 $38 621 $34 000 $35 000 $32 375 $190 $300 $300 $300 $458 $750 $750 $750 $891 $1 500 $1 500 $1 500 Total Village Clerk $125 906 $123 957 $116 066 $116 066 98 r OFFICE OF ME VILLAGE ATTORNEY 1995-1996 MISSION STATEMENT The Office of the Village Attorney is committed to serving the public of Key Biscayne by providing fair, honest and reasonable legal advice to the Village Council and Village Staff L r MISSION STATEMENT "TO PROVIDE A SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 99 OFFICE OF THE VILLAGE ATTORNEY LEGAL SERVICES The Village of Key Biscayne receives legal services under contract with the law firm of Weiss Serota and Helfinan To date Weiss, Serota and Heitman 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 m 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 5 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 100 OFFICE OF THE VILLAGE ATTORNEY 1994-95 ACCOMPLISHMENTS Seaquarium Litigation. After the Florida Supreme Court upheld the Village s position that the County approval granted to the Seaquanum for extensive expansion violated the County's Master Plan the County amended its Master Plan to specifically permit the Seaquarium development Our firm filed a petition for an administrative hearing with the State of Florida Department of Community Affairs to challenge this amendment to the Master Plan The discovery process is underway and during the next fiscal year we anticipate a hearing will be held Stormwater Utility Ordinance litigation. After a ruling m the Village's favor by the Dade County Circuit Court June 7 1994 an appeal was taken by the plaintiffs to the Third District Court of Appeals The appellate court upheld the trial judge s ruling and affirmed the validity of the Stormwater Utility Ordinance on March 8 1995 The Village was able to recover its costs from the plaintiffs relating to the trial span r — Lao Stormwater Utility Revenue Bonds Our firm worked with bond counsel Village staff and the Village's financial advisor in preparing and executing appropriate documentation with respect to the $7 2 million revenue bond issue Routine Business Ordinances and Resolutions. The past year has seen continued activity in the drafting of zoning filming and other ordinances requested by Council and staff Resolutions contracts and other documents have been reviewed by our office for legal sufficiency We have continued to have regular telephone consultations with staff and elected officials as well as providing information to citizens of the Key from time to time 101 OFFICE OF THE VILLAGE ATTORNEY OBJECTIVES 1995-1996 To continue to provide the Village with legal advice which helps the Village accomplish its goals while contmumg to avoid costly litigation 2 Continue to approach problems as opportumties for arriving at creative solutions 3 Continue to provide unbiased legal advice 4 Continue to work with the administration m order to standardize forms and procedures to reduce the necessity for legal work and associated costs 102 1 0 0 0 0 11 11 U U 13 U C C C 0 L U 0 DESCRIPTION PROPOSED ADOPTED 1993 1994 1994-1995 1995-1996 1995-7996 ACTUAL BUDGET BUDGET BUDGET X0000 1 514 Village Attorney X3120- 1 514 Professional Fees $104 853 $100 000 $90 000 $90 000 X3150 1 314 Prof Services Lawsuits $72 007 $80 000 $70 000 $70 000 ,. X3190 1 514 Other Professional Fees $9 651 $12 000 $10 000 $10 000 X3300 1 314 Court Cost and Fees $4 843 $5 000 $5 000 $5 000 "" X4900 1 315 Other Expenses $231 $3 000 $3 000 $3 000 Total Village Attomey i NOTE Court Cost Recoveries FY1994 Seaquanum Litigation Received 9/30/94 L $191 585 $200 000 $178 000 $178 000 $13 500 from Seaquanum $4.500 from Metro Dade $18 000 FY 1995 Key Colony Litigation Received 4/30/95 $5 000 103 MI DESCRIPTION PROPOSED ADOPTED 1993 1994 1994-1995 19954996 1995-1996 ACTUAL > BUDGET , BUDGET BUDGET X0000 1 552 X1200- 1-552 X2100- 1 552 X2220 1 552 X2300 1 552 X2400- 1 552 X2500- 1-552 X4000- 1 552 X5420 1 552 Economic Development Salary Director Payroll Taxes Retirement Contributions. Life Health Dis Ins Worker's Compensation Ins Unemployment Ins Promotional Activity Conferences and Seminars NOTE Total Economic Dev $42 230 $3 231 $4 532 $5 450 $240 $74 $70 560 $145 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $o $0 $0 $126 462 FY 95 Part time services included in Administration budget $0 $0 Economic Development Department was created after the aftermath of Hurricane Andrew as a temporary position to assist the Village in recovery The Department was dis mantled on February 13 1995 by Ordinance 95 2 104 $0 ci El Fi C C C U C L. NON -DEPARTMENTAL 1995-1996 Orten This section of the budget covers a variety of items of a general nature not applicable to any one specific department It also includes the provision for contingency funds which can only be utilized with the authorization of the Village Council r L L 7 L r L L MISSION STATEMENT TO PROVIDE A SAFE, QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT Win 105 Q DESCRIPTION PROPOSED ADOPTED • 19931994 19941995 1995-1996 1995-1996 ACTUAL BUDGET BUDGET, y BUDGET X0000 1 513 Non Departmental X2400 1 513 Workers Compensation x2500 1 513 Unemployment X3200 1 513 Auditors X3100 1 513 Appraisers X3120 1 513 Committee Expenses X3130 1 513 Financral Advisor X3300 1 513 Tuitton 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 X4600 1 513 Maintenance and Repairs X4700 1 513 Newsletter/Annual Report X5100 1 513 Office Supplies X8200 1 513 Community Grants x8205 1 513 Clamber of Commerce X8207 1 513 Lighthouse Run X8209 1 513 Jackson Memorial Foundation X6430 1 513 Furniture and Fixtures X6450 1-513 Equipment x8210- 1 513 Corn Grants/Other Reser x8500 1-513 Challange Grant/Lure Bro X9910 1 513 Contingency X0000 1 513 $1 858 $0 $2 000 $2 000 $879 $0 $1 000 $1 000 $8 700 $23 500 $23 500 $23 500 $3 023 $2 000 $0 $0 $5852 $1 000 $500 $500 $0 $12 000 $4 500 $4 500 $0 $0 $10 000 $10 000 $30 239 $27 500 $30 000 $30 000 $8 834 $10 000 $10 000 $10000 $13 202 $13 000 $15 000r $15000 $0 $40 000 $55 000 $55 000 $36 911 $60 000 $74 000 $74 000 $0 $500 $0 $0 $50 000 $50 000 $50 000 $50 000 $14345 $10000 $10000 $10000 $15 610 $10 000 $10 000 $10 000 $26 999 $25 000 $25 000 $25 000 $11 348 $50 000 $50 000 $50 000 $0 $0 $0 $75 000 $0 $0 $0• $10 000 $0 $0 $0 $5 000 $2 995 $5 000 $3 000 $3 000 $12 165 $15 000 $10 000 $10 000 $0 $0 $0 $0 $0 $0 $0 $0 $0 $200 000 $200 000 $238 468 Total Non Departmental $242 960 106 $554 500 $583 500 $711 968 U U U II U U U U wd U THE VILLAGE GREEN DEBT SERVICE Ordinance 93 21 adopted on December 14 1993 authorized the Land Acquisition Revenue Bond Issue for the purchase of the Village Green Resolution 93 57 adopted December 14 1993 authorized the issuance of the bonds m the amount of $9 2 million for a ten year period endmg September 30 2004 The bonds were purchased by Northern Trust Bank of Florida N A The bonds are secured by the pledged revenues generated by the utility taxes from the General Fund The Master Plan requires that the Village pursue a prudent policy of borrowmg for capital improvements or other purposes The annual fixed interest rate is 4 36 percent per year The principal and interest payment for Fiscal Year 1996 will be $1 136 089 This is the only outstanding general fund debt The stormwater project is financed from the Stormwater Utility Fund Acquisition costs will be off set by a $700 000 grant from the Flonda Communities Trust and a $100 000 from the Florida Land and Water Conservation Program WOW The 9 2 acres that make up the Village Green is centrally located within the Village along Crandon Boulevard The Village Green has been significantly developed into a passive recreational area The primary facilities existing on the site include an ADA approved tot- lot/playground an ADA approved promenade an one half mile jogging path an informal soccer field and an informal flag football field The Village Council has approved and/or reviewed the possibility of several improvements in concept" which to date remain in the design phase These include picnic pavilions one larger pavilion restrooms signage entrance features for the promenade a flag pole a centerpiece in the promenade trash receptacles bicycle racks lighting and a boccie court The improvements were financed from impact fees $1 million a contribution from Dade County $600 000 a grant from the Small Business Administration, $35 000 and a grant from Flonda Recreational Development Assistance Program $100 000 .4.. Restrictions on debts roIR r Revenue bonds which can be issued only by authorization of the Village Council must be secured by pledge of an appropriate and adequate revenue stream General Obligation Bonds can only be issued by voter approval of a referendum authorizing the pledge of the full faith and credit of the Village The State of Flonda does not impose a limit on the amount of debt a municipality may incur MISSION STATEMENT TO PROVIDE A SAFE, QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 107 $9 200 000 Village of Key Biscayne Florida Land Acquisition Revenue Bonds Series 1993 Northern Trust Bank of Florida, N A DEBT SERVICE PAYMENT SCHEDULE 6/15/1994 $9 200 000 00 12/15/1994 6/15/1994 $8 445 000 00 $194,988 89 $755 000 00 $200 560 00 $184 10100 12/15/1905 6/115/1996 $7 660 000 00 $785 000 00 $184 101 00 $166 988 00 12/15/1996 6/15/1997 $6,840 000 00 $820 000 00 $166 988 00 $149 1I2 00 12/151997 6/15/1998 $5 985 000 00 $855 000 00 $149 112 00 $130 473 00 6/15/1999 $194 988 89 $955 560 00 $184 101 00 $969 10-100 $166 988 00 $986,988,00 $149 112.00 $1 004 112 00 $130,473 00 12/15/1998 $5 090 000 00 $895 000 00 $130 473 00 $110 962 00 $1 025 473 00 $110 962.00 FISCAL 9 1 00 089 (30 00 00 1,134 585 00 $1 136 435 00 12/15/1999 6/15/2000 $4 155 00000 $935 000 00 $110 962 00 $90 579 00 $1 045 962 00 $90 579 00 12/15/2000 6/15/2001 $3,180 000 00 $975 000 00 s � e. $90 579 00 $69 324 00 $1 065 579 00 $69 324 00 $1 136,541 00 LI $1134;903 00 12/15/2001 6/15/2002 $2 165 000 00 $1 015 000 00 $69 324 00 $47 197 00 $1 084 324 00 $47 197 00 40 e3 ti4 1,52100 12/15/2002 6/15/2003 $1 105 000 00 $1 060 000 00 $47 197 00 $24 089 00 $1 107 197 00 $24 089 00 1 Y 2:0'031 $1 131 28600 12/15/2003 0 $1 105 000 00 $24 089 00 $1 129 089 00 $1 129 089 00 Total $9,200 000 00 $2,341 198 89 $11,541 198 89 $11 541 198 89 Coupon 4 36000% per annum 108 U U U U C 0 U U U C U U L DEPARTMENT OF POLICE 1995-1996 bni MISSION STATEMENT To work in partnership with the community we serve to solve problems and resolve conflicts This will be accomplished by providing courteous, competent and effective delivery of law enforcement services in a fair and impartial manner r MISSION STATEMENT TO PROVIDE A SAFE, QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT r I � C 110 J DEPARTMENT OF POLICE ACCOMPLISHMENTS FOR 1994-1995 OBJECTIVE._ 1 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 STATUS The Police Department has used various traffic and speed enforcement strategies to lower incidence of speeding and encourage traffic safety Approximately 1 500 citations and warnings were issued for speeding and parking for the first six month period Radar enforcement is used on a regular basis to supplement enforcement efforts and encourage safe driving and lower speeds The Speed Monitoring Awareness Radar Trailer (SMART) an automated radar unit was ordered to be used to complete traffic"and speed surveys These surveys can be used to target problems and direct enforcement activities The SMART trailer arrived May 27 1995 OBJECTIVE 2 To produce a short video on hurricane preparedness to be aired on the public access channel Adelphza Cable T V System and loaned to our citizens for home viewing to safeguard lives and property STATUS Video presentations were researched by both police and fire departments for videos on hurricane preparedness Several videos were considered but the one taped by Metro Dade Government and the Hurricane Center is the one that is used to educate our residents regarding hurricane preparedness OBJECTIVE 3 To produce a video on home/business security to be aired on public access T V and loaned to our citizens for home viewing 113 0 U U 0 Q 0 U 0 C U L U 71 Department of Police Accomplishments for 1994-95 continued STATUS L Several videos have been selected by the Police Department in the areas of home/busmess security to be aired on our cable system Future schedulmg will take place to film introductions to these films by the Police and Fire Chiefs over the next several months OBJECTIVE 4 To recruit hire and train 2 additional pan -time crossing guards to enhance the safety of our children when going to and returning from school STATUS seam Spiel Request for interested parties to apply for part-time crossing guards was placed in the T TA Newsletter at the Key Biscayne Elementary School In addition the Islander News printed an article that we were seeking people to work as part time crossing guards Numerous requests were made at Key Biscayne Elementary and St Agnes Academy for people interested in working as a crossing guard by our DARE officer To date no one has applied for one of these positions but the department will contact both school newsletters and the Islander News to repeat our request for part time crossing guard applicants OBJECTIVE 5 To start a bicycle registration and anti -theft program to better protect against bicycle theft and enhance recovery of stolen bicycles STATUS Courses have been given and continue to be taught in both the Key Biscayne Elementary School and St Agnes Academy concerning bicycle security and anti -theft tips to protect and help police recover and return bikes to their rightful owners A bicycle registration program is currently m place using the computer to record bicycle registration information 7 114 Department of Police Accomplishments for 1994-1995 continued A scanning device and bar code system will provide for an additional method of identifying recovered bicycles that have been registered Future bicycle registrations will have the bar code attached to the bike to aid in the recovery process OBJECTIVE 6 To reinforce the police department's commitment to work with our citizens hand - in -hand to resolve problems and criminal issues facing the community STATUS Officers and support personnel continue to receive various training in courses designed to reinforce the department s commitment to Community Policing Cultural diversity courses are also being scheduled to create better understanding and closer working conditions between our residents and their police officers OBJECTIVE 7 To continue a cost effective "Vehicle Replacement Program" and maintenance schedule for police vehicles as approved by Council STATUS The Vehicle Replacement Program was completed with the sale of six used police cars for $9 200 00 each, which was a better price than anticipated The cost for these vehicles averaged $132 00 per month which was cheaper than leasmg or holding the vehicles for a longer period of time beyond warranty and incurring higher repair costs The program maximized the resale value of the cars and was truly cost effective returning $55 200 00 to the Village which was put toward the purchase of new cars to keep fleet operations as cost effective as possible while mamtainmg a presentable image 115 El U 0 Li U 0 U U 0 C U 0 Department of Police ® Accomplishments for 1994-1995 contmued OBJECTIVE 1 L. 8 To develop an emergency operational strategy to deal with flooding due to rainstorms STATUS r- A survey was conducted following heavy ram storms to identify the worst traffic problems L caused due to flooding A survey of flood areas suggests the following operation strategy for flooding during heavy rainstorms which causes numerous traffic problems for our - residents The worst problem appears to be floodmg on Ocean Lane Drive When the I— water rises high enough to cause normal vehicles to stall and block traffic police offices will divert and encourage incoming residents to park their vehicles at other locations and suggest that they walk to their residences F r t I r L OBJECTIVE 9 To develop an annual planning calendar of recurring events requiring police involvement or assistance STATUS A planning calendar is currently m place and bemg used by the Police Department This aids the department m event planning m preparing after -action reports to improve service for recumng events and m scheduling framing and employee leave This process is currently being adapted for our computer system 116 JJ Department of Pohce Accomplishments for 1994-1995 contmued OBJECTIVE 10 To 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 STATUS All exercise equipment was purchased and installed m the Fire Department Employees are currently using the exercise equipment as part of the final phase of estabhshmg an ongoing "Employee Wellness Program' OBJECTIVE 11 To purchase 800 MHz communications system approved zn the 1993 budget by the Council STATUS The 800 MHz communication system approved by Council in 1993 was ordered on April 5, 1995 and received on May 31, 1995 and will be installed in approximately six months by Encsson/G E who are coordinating the county -wide system we will share with Metro Dade 117 El El 0 U C ^r U C 0 r L., 0 C n Li L E DEPARTMENT OF POLICE SUMMARY OF OBJECTIVES 1995-1996 1 To continue a driver safety program of enforcement and education to lower the incidence of speeding throughout the Village to reduce mjunes and loss of life 2 To establish an automated program to assist citizens to better secure their homes and businesses recover stolen bicycles and assist m prosecution also, special needs determination and a means to locate residents durmg hurricane preparation and during the recovery process 3 To implement the newly ordered 800MHz communications system m conjunction with Metro Dade County police operations 4 To allow all departments of government to share a government -wide radio system to enhance communications and coordination of services m a cost efficient and effective manner 5 To make young people aware of the dangers involved with improperly skating or bicyclmg and instruct them about courtesy m properly sharmg the sidewalks shopping centers pnvate parking lots and park areas in and around the Village r° 7 r L 6 To reinforce the police department s commitment to work with our citizens hand - in -hand together to resolve problems and cnmmal issues facing the community 7 To reduce the possibility of injury or accidental death to children especially while m the care of a babysitter 8 To re-evaluate and update our Humcane Emergency Plan 9 To obtain grant funds for additional police support personnel and equipment 118 II Department of Police Objectives coutmued KEY AREA Indicator Objective One ACTION PLAN Traffic studies to include average speeds for Village streets, traffic counts and analysis for safety improvement, recommendation and enforcement activity Analysis of Traffic studies citations, traffic engineers report and recommendations To continue 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 I To identify locations in the Village where excessive speed is exhibited by drivers such as Crandon Boulevard and Harbor Drive 2 To further inform the public of the department's commitment to traffic safety 3 To set up with radar enforcement on those locations where it is documented that excessive speed occurs 4 To continue enforcement by issuing citations to motorists found in violation 5 To use radar traffic enforcement along with an automated radar speed monitoring device to encourage citizens to comply with established speed laws 6 Automated traffic studies will be provided through utilization of the automated radar speed monitoring device CONTROLS 1 Collection of violation data during the warning stage of the program 2 Tabulatmg number of citations issued during the enforcement stage of the program 3 Continual analysis of traffic accident data *Council Goal "Resident's Concerns' Police Visibility" [ o 0 0 0 0 L 119 c 1 Department of Police Objectives continued E L anf r-* KEY AREA Indicator Objective Two ACTION PLAN Door -to Door visits by police officers/personnel to offer on -site home security surveys bicycle registration, update emergency notification mformation and determine special needs in the event of an evacuation A computer software program is bemg developed to capture the above information To establish an automated program to assist citizens to better secure their homes and businesses recover stolen bicycles and assist in prosecution also special needs determination and a means to locate residents during hurricane preparation and during the recovery process 1 Once school is recessed for the summer the "School Resource Officer and another officer will go door to door in the single family homes and business area and also request assistance from condo managers and security directors to take this program to all condominium residents 2 3 4 5 Deliver crime prevention materials Offer residents on -site home/busmess security surveys Officer on site bicycle registration Request "emergency mformation" for each residence in the event of an emergency such as a burglary medical emergency or to allow police/fire to locate the owners following a hurricane for inquiring relatives etc 6 If special needs such as handicap or bedridden persons are identified they will be advised to contact the Metro Dade County Office of Emergency management to register for special evacuation assistance in the event of a hurricane CONTROLS 1 Monthly report from Deputy Chief on program progress 2 Personnel working on this project will vary accordmg to staffing and work load which will be monitored by the Deputy Chief to insure the goal is furthered on a continumg schedule * Council Goals "Resident Concerns, Communications/Public Relations, Pohce Visibility" 120 J Department of Police Objectives continued KEY AREA Improve radio communications and coordination in the Village and with the surrounding county and municipal governments Indicator The 800 MHz radio communications system will link the Key Biscayne Police Department to Metro Dade who provides us with 911 dispatch information and back-up police assistance Also to take advantage of the latest radio technology to enhance area -wide communications and coordination between govennuents m the event of a disaster Twenty two municipal police agencies wi l be linked with the Metro -Dade communications system Objective Three To implement the newly ordered 800 MHz radio system in conjunction with Metro Dade County police operations ACTION PLAN 1 The Council approved the purchase of the system in 1993 2 The Chief of Police has met with County communications officials and suppliers to determine our radio needs 3 The radio was ordered on April 5 1995 with G E Ericsson to provide the recommended system and was received on May 31 1995 4 Full implementation of the 800MHz system in conjunctions with Metro Dade Police who patrol the causeway CONTROLS 1 The new system was received on May 31 1995 and paid on June 13 1995 The total cost was $77,580 25 2 Appropriate adjustments and options will be recommended if necessary to bring about a dependable and effective system 3 Monitoring and inspection of the system on a annual basis to properly maintain the system * Council Goals "Hurricane preparedness" 121 II II H I, 0 arid U U Department of Police Objectives continued C r KEY AREA Indicator Objective Four ACTION PLAN Use the department's existing radio system as a back-up police radio system and expand its use for a government wide communications system to be used by departments of Village government Upon full implementation of new police 800MHz communications radio system the Village -wide communications system will be implemented To allow all departments of government to share a government -wide radio system to enhance communications and coordination of services in a cost efficient and effective manner This system would begreatly beneficial zn the event of a hurricane evacuation and during he recovery process 1 Testing of the new system 2 Transfer to 800MHz system m conjunction with Metro Dade Police transition 3 Issue other department UHF radios currently used by the Police Department to other Village Departments 4 Assign channels for useage by government departments 5 Test government -wide system 6 Fully implement government wide system CONTROLS 1 System usage monitored by individual department heads to insure proper usage in accordance with the Federal Communications Commission 2 Department heads to establish maintenance and inspection process and advise the Police Chief of problems expenenced with the system 3 The police department will maintain the overall system and provide a 24 -hour dispatcher operation to assist all departments with their approved commumcation needs and useage * Council Goals "Hurncane preparedness"and Village Mission Statement 122 Department of Police Objectives continued KEY AREA Safety for skaters, bicyclists, pedestrians and cars that share our roadways and sidewalks Indicator Courtesy and safety classes for students at the Key Biscayne Elementary School and St Agnes Academy dealmg with in Ime skates and bicycles Objective Five ACTION PLAN To make young people aware of the dangers involved with improperly skating or bicycling and instruct then about courtesy in properly sharing the sidewalks shopping centers private parking lots and park areas in and around the Village 1 During the summer months the DARE /School Resource Officer will prepare a lesson plan to accomplish our objective 2 Both school administrations will be bnefed on the new lesson plan 3 After approval, the courses will begin and continue throughout the school year 4 Requests will be made to use the school newsletters to distribute safety information and request parental assistance and reinforcement 5 Parents will be contacted when skaters/bicyclists are creating problems or presenting a danger to themselves or others CONTROLS 1 The DARE /School Resource Officer provides monthly reports to the Police Chiefs office 2 The reports will be monitored by the Deputy Chief to insure that these objectives are not m all for our school day care facilities * Council Goals "Pedestrian/Bicycles", Resident's Concerns 123 a E U e U LT U C C Department of Police Objectives continued KEY AREA Reinforce Community Policing style of service to our citizens Indicator Continued training for all police personnel m "Community Policing" concepts remforcement of our commitment to the community and application for state and federal grants Objective Six ACTION PLAN To reinforce the police department's commitment to work with our citizens hand -in -hand together to resolve problems and criminal issues facing the community 1 All personnel would attend Community Policing Training Programs' 2 Through the training officers would focus on a teamwork approach between citizens and their police officers in resolving community problems and enhanced services to the residents 3 Grant funding will be requested 4 Encourage officers to work hand in hand with citizens to resolve their problems together in a partnership approach CONTROLS L. 1 Community policing and its principles would be considered during the performance evaluation process 2 All feedback from the community would be documented and analyzed for making modifications and to continue buildmg on the community policing principles 3 Officers to attend cultural diversity courses which promulgate a better understanding of and a closer working relationship with Island residents and their police department I r r L * Council Goals "Communications/Public Relations, Police Visibility" 124 -IJ Department of Police Objectives continued 0 KEY AREA Indicator Objective Seven they occur ACTION PLAN Develop and implement a trammg program where the police department provides a Safe Sitters" program This program entails training baby sitters who live on the Island m how to protect and properly care for the children they watch A program such as "Safe Sitters" is needed to help prevent the tragedy of the needless death or injury to a child To reduce the possibility of injury or accidental death to children, especially while in the care of a babysitter by teaching adolescents what to expect when dealing children how to avoid difficult situations and how to solve problems f o 1 Throughout the year the DARE /School Resource Officer will advertise in the schools that a "Safe Sitter" class will be held Applications will be made available to youths 11 13 years of age 2 The 13 hour class will be held over a 3 day period The class will be kept small approximately 8 students to 1 instructor to ensure a high quality learning experience for all 3 Hands on instruction in babysitting skills and techniques will include a Choking and Rescue Breathing. How to perform rescue breathing and what to do if an mfant or child chokes b Accident Management Learn a system to evaluate the seventy of a problem to determine who should be called upon for help and how to get help 125 a 0 t] 0 E r V 0 L Department of Police Objectives contmued L.- 17 L.- 7 r L c Safety for the Sitter All aspects of staymg safe are discussed for babysitters and for children m their care Students learn how to react to variety of threatening situations from power failure to prowlers d Child Development Students learn the basics of development from the infant level up to school age children Practice is included for such skills as feeding and diapering setting limits and handling temper tantrums e The Business of Babysitting The responsibilities of running a busmess from setting fees to ethical considerations how to screen jobs for safety and how to judge their own babysittmg abilities 4 A final ceremony will include the parents of the students The ceremony provides recognition of each student's accomplishments It will also serve to educate the parent m their supportive role as the student begins to baby sit CONTROLS The program will be occasionally monitored by school and police personnel and will be open to parental visits * Council Goals "Resident Concerns, Commumcat►ons/Public Relations" 126 f I Department of Police Objectives continued KEY AREA, Indicator Hurricane preparedness, evacuation recovery and training Both Police and Fire Rescue personnel will contmucto attend training courses to better prepare for emergencies such as hurricanes and continue to evaluate and improve our planning and preparedness to provide services during such an emergency Objective Eight To re-evaluate and update our 'Hurricane Emergency Plan" ACTION PLAN 1 Police and Fire Chiefs to attend "Critical Incident Management Courses" to learn from and evaluate how other Emergency Services personnel and communities have dealt with disasters they faced 2 Select personnel in both Police and Fire Rescue depmliuents to receive appropriate training to improve their ability to provide emergency services during emergencies 3 Review of the "Hurricane Plan and continual improvement and refining of the planning process to assist in the warning evacuation and recovery phases of,the plan 4 Research a Governmental Management Team Program where the key members of Village government attend and practice drills, possibly funded in part by the federal or state government CONTROLS Police and Fire Chiefs to continually seek to improve personnel and readiness to deal with natural or other disasters and report their progress to the Village Manager * Council Goals "Hurricane Plan Review, Resident's Concerns" 127 L: Q ci El I U C U 0 U 0 0 Department of Police Objectives continued C r L E L_ KEY AREA Indicator Objective Nine ACTION PLAN Grant application for funding assistance for law enforcement Provide supplemental coverage to mcrease police presence and improved services m Community Policing To obtain grant funds for additional police support personnel and equipment 1 Research local state and federal funding opportunities for police officers support personnel and equipment 2 Make application for available grants 3 Continue follow up and networking to further the grant award process 4 The Police Chief and his Deputy will contmue to attend professional organizational meetings and review law enforcement publications to seek out grant opportunities and contacts to further their award to the Village CONTROLS The Chief of Police will brief the Manager on progress of submissions rejections and awards 128 J DEPARTMENT OF POLICE ACTIVITY REPORT Reports Taken 1992-1993 March 1993 - September 1993 (Seven Months) 1993-1994 October 1993 - September 1994 Actual 1994-1995 October 1994 September 1995 Actual Part 1 -Mandatory Murder 0 0 0 Sex Offenses 1 1 1 Robbery 2 5 1 Aggravated Assault 1 10 4 Burglary 55 53 27 Larceny/Theft 203 311 373 Motor Vehicle Theft 10 24 16 Arson 0 0 1 Part II -Mandatory Kidnapping/ Abduction 0 0 0 Simple Assault 11 30 25 Drug/Narcotic Offenses 0 2 8 Bribery 0 0 0 Embezzlement 0 0 2 Fraud Offenses 0 8 12 Other Calls for Service Traffic Citations 339 903 1 401 Parking Citations 573 1 106 485 Traffic Accidents 69 164 171 Resident Alarms 385 730 767 Business Alarms 103 236 262 Medical Assists 144 195 268 129 U U U ci ci 0 U C L' C U Department of Police Activity Report Contintued r- .94 b L r L 1992-1993 March 1993 - September 1993 (Seven Months) 1993-1994 October 1993- September 1994 Actual 1994-1995 October 1994 September 1995 Actual Other Calls for Service - Continued Disturbance 77 110 278 Vandalism to Property 42 72 88 Apparent Natural Death 9 21 11 Fue Assists 10 50 99 Residential/Bus Security Checks 3 478 5,541 9 128 Miscellaneous Calls 600 1 833 1 280 Total Service Calls 6 112 11 405 14 701 130 a DESCRIPTION PROPOSED' ADOPTED 19931994` ° 1994-1995 19951996* 1995-1996 - ACTUAL - BUDGET BUDGET ' BUDGET t Police Department X1200- 1 521 Salaries Sworn Police as listed .... **......«.<£S**** .»*********** - "1 X1201 1 521 Chief of Police $70 298 $75 905 $82 091 $82 091 r X1202- 1 521 Chief of Police Housing Al $12 977 $14 013 $15 136 $15136 X1203 1 521 Deputy Chief of Police $47 405 $53103 $60 216 $60 216 X1204 1-521 Police Lieutenants (3) $180 807 $154 056 $182,802 $18Z802 X1205 1 521 Police Officer (18) $571 250 $629 950 $689 793 $689 793 X1210 1-521 Salaries Overtime $52 750 $40 000 $56 000 $56 000 X1220 1-521 Village Off Duty Emp $10 000 $10 250 $8 000 $8 000 X1250- 1 521 Holiday Pay $11,200 $18068 $44000, $44 000 X1260 1-521 Court Time $2 000 $2 000 $10 000 $10 000 X1207 1-521 Acting Supvsr Pay $0 $6,215 $6215 $6 215 X1300 1 521 Salaries as listed $171 360 $240-636 $2571/496f' $257962 X1231 1-521 Administrative Assistant $21 500 $24600 $26,258 $26258 X1232 1 521 Dispatchers (4) $76 560 $9395 $102,041 $102 041 0X1233- 1 521 Public Service Aides (4) $73 200 $78178 $85 039' $85039 X1234 1 521 Administrative Aide $0 $20 837 $2Z604 $22,604 X1235 1 521 ClencalAssistance Part Time $0 $6440 $6 000, $6;000 X1236- 1-521 Crossing Guards (3) $0 $16020 $11 020 $11 020 X1500 1 521 Police incentive Pay $15 000 $18000 $18 000 $18 000 X1800 1 521 Police Consulting $15 000 $5460 $5,460 $5460 Li X2'110 1 521 Fringe Benefits $5 000 $0 $0 $0 X2$00 1 521 Payroll Taxes $93 300 $104505 $109 710 $109 710 X2220 1-521 Retirement Contributions $119 650 $130 100 $139 258 $139 258 X2300 1 521 Health Life Disability $125 000 $142800 $159 079- $159 079 Li X2400 1 521 Workers Compensation $63 000 $70 000 $88 928 $88928 X2500- 1 521 Unemployment Taxes $10 700 $7 500 $14 330 $14 330 X2600 1 521 Recruiting & Hinng Expense $10 0P0 $8 000 $5 800 $5 800 X2650 1-521 Employee Wellness Prog $0 $2 000 $2 000 $2 000 X4000 1 521 Investigation Expense $3 000 $3 000 $2 000 $2 000 X4100- 1 521 Tel Dedicated Lines $3 600 $5 000 $5 000 $5 000 X4500 1 521 Law Enforce Insurance $32 500 $42 500 $42 500 $42 500 X4900 1 521 Confidential Informants $1 000 $1 000 $1 000 $1 000 X5100 1 521 Supplies $20 000 $19 500 $19 500 $19,500 X5200 1 521 Car allowance 4 X5240 1-521 Uniforms $40 000 $47 500 $45 000 $45 000 X5250 1 521 Vehicle Maintenance $20 200 $29 640 $19 000 $19 000 X5260 1-521 Vehicle Fuel $20 000 $17 000 $15 000 $15 000 X5270 1 521 Photography $10 000 $5 000 $5 000 $5 000 X5280 1 521 Ammunition $6 000 $6 000 $6 000 $6 000 X5290- 1 521 Maint Computers/Radios $0 $8 000 $8 000 $8 000 X5410 1-521 Memberships/Dues/Subscrip $$ 6 000 $3 500 $3 500 $3 500 X5420- 1 521 Training 50 000 $42 000 $40 000 $40 000 X6300 1 521 Police Facilities $28 000 $18 000 $17 000 $17 000 X6400- 1 521 Police Vehicles $70 000 $70 000 $70 000 $70 000 X6450 1-521 Police Equipment $110 000 $45 000 $45 000 $45 000 0 $882 737 $927 026 $1 030 038 $1 030 038 L X0000- 1 521 Total Police Department $2 011 797 $2 100 000 $2 298 080 $2 298 080 131 0 U fl 13 rm 7 7 alct DESCRIPTION PROPOSED ADOPTED 1993 1994 1994 1995 1995-1996 1995-1996 ACTUAL BUDGET BUDGET BUDGET X0000 1 519 Debt Service X7210 1 519 Interest Fema Loan X7200 1 519 Interest Payment X7100 1 519 Pnncipal Payment X0000 1 519 $117 $56 800 $0 $0 $194 989 $384 661 $351 089 $351 089 $0 $755 000 $785 000 $785 000 Total Debt Service $195 106 $1 196 461 $1 136 089 $1 136 089 109 _LL DEPARTMENT OF BUILDING, ZONING AND PLANNING DEPARTMENT DESCRIPTION The Department of Building, Zoning, and Planning is charged with the review processing and implementation of three related but distinctly different areas of expertise These areas are controlled by each division which is charged with the analysis of existing codes that control the Village's current uses and its future development and enforcement The Planning division 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 mput to the Village Council for approval or denial m whole or part, of staffs proposed legislation The review responsibility for this division also covers Florida Statutes 163 380 and the Florida Administrative Code Section 9J5 as they pertain to the development and implementation of Master Plan Development Regulations Concurrency regulations Development ofRegional Impacts and other issues that deal with the overall planning and legislative control of the Village The Zoning division 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 accompanymg auxiliary structures and uses The Zoning section also enforces the regulations by the physical momtormg 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 The Building division is charged with the review processmg issuance, and inspections of building permits for the Village The primary focus of this section is to provide for the orderly processing of permits the assurance that mspections are being performed in a timely and safe manner and that construction complies with the provisions of all applicable codes Authonzed Positions Fiscal Year 1993-1996 _1993 122 1995 1996 Director 1 1 1 1 Buildmg Official/ o 0 1 1 Structural Engineer Administrative Assit o 1 1 1 Planner 0 1 1 1 Code Enforcement o 1 1 1 Permit Clerk 1 1 1 1 TOTAL 2 a S ¢ 133 0 U 0 0 U 0 C C U 0 -t 0 C DEPARTMENT OF BUILDING, ZONING AND PLANNING DEPARTMENTAL ORGANIZATION CHART Director of Building Zoning and Planning L., Receptionist Public Hearing Admin Assistant Building Official Structural Engineer Building Inspector Mechanical Inspector Electrical Inspector Plumbing Inspector Permit Clerk Village 11 Planner Community Development Code Enforcement 134 DEPARTMENT OF BUILDING, ZONING AND PLANNING ACCOMPLISHMENTS FOR 1994-1995 OBJECTIVE 1 To provide governmental services that enhance community pride zn its Building Zoning and Planning Department STATUS The Department of Building Zoning and Planning became operational on September 1 1992 one week after Hurricane Andrew devastated the Village The Department has since processed an excess of 9,000 permits and completed over 10 000 inspections Office hours were extended from 7 30 am to 4 00 pm in order to further accommodate the public During Fiscal Year 1994 1995 Dade County passed legislation that required``thatthe Village assume all the functions previously provided by C A P Engineering Consultants Inc which included building mechanical electrical and plumbing inspections and well as the Building Official function This Department has provided a smooth transition for the transference of services and has successfully assumed the functions Contracts executed with electrical mechanical planning inspections June 30 1995 A fall time building official was appointed June 3 1995 OBJECTIVE 2 To provide a consistent and logical approach to the organization of the Building Zoning and Planning Department that will provide the Village with a rapid retrieval of the records necessary to conduct business on the Key STATUS During the 1994 fiscal year the Department successfully enhanced Buildmg and Zoning records management and services by installing a computer program called Database File Maker Pro The process of inputting all existmg building permits startmg from September 1 1992 has been ongoing throughout this fiscal year At present the building permits are up to date and all new building permits are being mputted into the system as they are issued In addition staff has inputted all occupational licenses contractor licenses and property information on records In addition, the Department is continuing the process of scanning records to minimize storage needs The plans will be scanned for storage which will be available for easy access from the Department s computer terminals by means of CD Disks 135 0 U U C a 0 0 Department of Building Zoning and Planning Accomplishments for 1994 1995 contmued OBJECTIVE 3 To 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 Development of Regional Impact plans and construction inspections STATUS Single family land development regulations have been completed and implemented for the interior parcels in the Village The Department has coordinated its efforts with area homeowner associations to insure resident input during the last process of review of the additional single family development regulations In addition, the Department of Building Zoning and Planning held an informational workshop to allow residents to question and comment on vanous planning and zoning issues or changes OBJECTIVE 4 To provide the needed physical improvements and equipment to carry out the goals and objectives of the department STATUS r C L r The Building Zoning and Planning Department is currently moving into additional space located on the ground floor of the Key Biscayne Bank and Trust Company Building The lease was effective July 3 1995 OBJECTIVE 5 To increase the quality of service through the level of professionalism that each member of the department exhibits STATUS During the 1994 1995 fiscal year the Department's staff has attended customer service and industrial semmars to improve the skills necessary for the everyday operation of the department In addition the Building Zonmg and Planning Department initiated a customer suggestion box to provide the Department with needed feedback for possible service improvements 136 LI DEPARTMENT OF BUILDING, ZONING AND PLANNING SUMMARY OF OBJECTIVES 1995-1996 I Provide governmental services which enhance community pride in its Building Zoning and Plammng Department while ensuring above standard construction 2 Continue to provide a consistent and logical approach to the organization of the Building Zoning and Plannmg Department that will provide the Village with a rapid retrieval of the records necessary to conduct the busmess of the Department on the Key 3 Continue to respond to the existmg and future demands of the Planning Section required by the Master Plan and the subsequent requirements of the development regulations, concurrency regulations processing of the Development's of Regional Impact plans and construction inspections 4 Provide the needed physical improvements and equipment to carry out the goals and objectives of the department 5 Increase the quality of service through the level of professionalism that each member of the department exhibits 6 Increase the efficiency of the department and reduce the time spent on various tasks 137 U a C U [� U U C fl L C r Department of Building Zoning and Planning Objectives continued. KEY AREA Buildmg and Zonmg Growth and Development Indicator The primary focus of this section is to provide for the orderly processing of permits the assurance that inspections are bemg performed in a timely and safe manner and that construction complies with the provisions of all applicable codes Objective One To provide governmental services that enhance community pride in its Budding Zoning and Planning Department while ensuring above standard construction ACTION PLAN 1 Provide enhanced written inspection and processing standards to accommodate the transition from C A P Engineering Consultants Inc to Village staff 2 Maintain required State and County certifications for transition staff 3 Use the transition from C A P Engineering Consultants to Village staff as a means of expediting the processing of permits and responding to inspections for citizens by setting tighter time frames and performance standards for the inspectors to meet 4 Set performance standards for existing staff L. 5 Provide physical improvements to the Building Zoning and Planning Department s floor plan for the efficient operation of the department to assist its customers 6 Continue to 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 a Development and implementation of Development Regulations 1 Single Family Duplex by October 1995 Commercial by May 1996 Apartment by May 1996 b Development and implementation of Concurrency Regulations 1 Single Family Duplex by October 1995 Commercial by January 1996 Apartment by May 1996 138 Department of Building Zoning and Planning Objectives continued c Establish and monitor a Beach Protection Program 1 By January 1996 8 Continue to provide humcane damage assessment and trackmg with "Mapmfa" and other related database systems 9 Utilize the computer system to a. Continue to record Certificate of Occupancy b Continue to record building permits c Contmue to record and monitor various other permits i e shoreline septic tank, piling dock fence and other d Record and monitor forty year certificates e Continue to record, enhance and monitor minimum housing violations f Continue to record enhance and monitor code enforcement violations g Continue to record enhance and monitor construction regulation violations h Continue to record enhance and monitor environmental conditions Continue to record, enhance and monitor level of service measurements Continue to record enhance and provide various reports Federal State County Village CONTROLS i Adhere to target dates 2 Continue to provide a means for public input and suggestions to be absorbed into the system 3 Verify staff certification on a semi-annual basis 139 El U 0 U U U U C 0 U Department of Building Zoning and Planning Objectives continued KEY AREA Efficiency and Communication Indicator There is a current lag in response time that is reflected m the operation of the Buildmg Zoning and Planning Department This is the result of a change or an mcrease m plans and permits being processed Objective Two Continue to provide a consistent and logical approach to the organization of the Building Zoning and Planning Department that will provide the Village with a rapid retrieval of the records necessary to conduct business on the Key ACTION PLAN 1 Provide staff members who have pride m the community and desire to be the best that they can be while assisting the Village to reach its goals and objectives The department is small and should be structured as flat as possible so as to provide a flexible make up m.. E 2 Complete the plans and document scanning program 3 Continue to record and enhance the permit and mspection process as necessary to provide the quality mspections necessary for the safe construction of structures on the Key 4 Update and enhance inspection processing and procedural manuals to allow for the proper understanding of what is required of staff and public alike 5 Provide more staff meetings for communication purposes and provide tighter control on follow up items 6 Continue to 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 textural and graphic educational documents for public distribution a Illustrate the new residential code changes and distribute via the newsletter of January 1996 140 F- L. Department of Buildmg Zoning and Planning Objectives contmued b Illustrate all future changes in the Village Building Zoning and Planning to be pubhshed by March 1996 c Provide a cable TV senes of questions and answer about various Building Zoning and Planning issues by April 1996 d Provide a secured computer available to the public for easy search and retrieval of information pertaining to the village Building Zoning and Planning Department by October 1997 e Provide a separate residence manual for Village residents an&4heir understanding of building and zonmg issues f The results of the Building Zoning and Planning Survey to, be published by January 1996 8 Staff members should have sufficient trammg to man any of the computer systems as well as the ability to modify the specific program for report purposes CONTROLS 1 Monitor progress at weekly meeting for feedback on various issues 2 Monitor newsletters and legislative briefs 13 a Ii a C U L c E r� C a U E.. U 141 Department of Building Zoning and Planning Objectives continued KEY AREA Planning growth and development P. t yarA sR r Indicator The Department of Building Zoning and Planning consists of a Director Planner, Building Official Administrative Assistant, Permit Clerk Receptionist Community Development/Code Enforcement Officer Building Inspector, Mechanical Inspector, Plumbing Inspector Electrical Inspector and vanous backup mspectors who perform building permit processing and inspection functions Objective Three ACTION PLAN Continue to 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 lateral movement for specific tasks, cross tram staff 2 Provide required on job training for all employees 3 Encourage interaction with various Universities for assistance m ongomg projects CONTROLS 1 Establish performance standards for each position by March 1996 2 Adhere to established deadlines 3 Create staff evaluation of Building Zonmg and Planning management and programs by January 1996 142 Department of Building Zoning and Planning Objectives continued KEY AREA Physical improvements Indicator The Village is contmumg 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, requires not only the additional staff discussed previously it will also require the necessary equipment to allow this staff to perform their duties Objective Four Provide the needed physical improvements and equipment to carry out the goals and objectives of the department ACTION PLAN 1 Set up a network computer system linking the various departments with a common database system 2 Install Mapmfo a 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 pubhc works data, variance locations and any other data desired by the Village 3 Purchase and install computer work station, compact disk reader and a color printer This system allows mput of small documents and allows rapid retrieval over the network These purchases should be made by October 1 1996 4 Establish procedure for biding and acceptance of a Company 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 5 Provide the physical improvements to the Department floor plan to accommodate proposed staffing adjustments by June 1996 CONTROLS 1 Establish target dates for construction and purchases 2 Adhere to budgeted amounts for purchase of department enhancements El Q C C Q U .i 0 C p U 143 .11405 f. r r L Department of Building Zoning and Planning Objectives continued KEY AREA Customer Service Indicator Increased construction on both public and private property has increased the number of permits mspections occupational licenses certificates of use and certificate of completion as well as the number of complamts about this type of work and the manner m which this department handles such complaints Objective Five Increase the quality of service through the level of professzonalzsm that each member of the Department exhzbzts ACTION PLAN 1 Identify customer service related seminars available for staff to attend 2 Review all suggestions received from customer comments to identify possible improvements in service 3 Develop procedures for building permit processing activities CONTROLS 1 Establish measurable standards that reflect each of the elements from the Action Plan 2 Provide community wide survey results to the public with workshops as needed 3 Provide community with up to date mformation about the operation and functions of the department with workshops as needed 144 1 r 1 L- Department of Building, Zoning and Planning Objectives continued KEY AREA Department Operations Indicator The recent approval of the Village Council of the employee benefits package has provided management with specific rules of procedure which require more specific definitions for departmental organizations Objective Six Increase the efficiency of the Department and reduce the time spent on various tasks by providing and maintaining measurable departmental operational plan ACTION PLAN 1 Obtain national and local measurable standards for departmental operational plan 2 Modify departmental operational plan to meet the needs of our staff and Village specific regulations 3 Obtain national and local incentive programs to determine if a modified version would assist the department operations 4 Provide employees with the required manuals and updates that will assist the employees in better understanding their benefits and operations CONTROLS 1 Establish measurable standards that reflects employee performance 2 Provide employee workshops as needed 145 E 0 0 U C U €U U U C C U U C r C 0 Z Mb_ 9A11,1 DEPARTMENT OF BUILDING, ZONING AND PLANNING ACTIVITY REPORT ACTIVITY 1992-93 Actual 1993-94 Actual 1994-95 Actual 1995-96 Budget Commercial Permits 33 289 260 300 Master Permits 86 1 507 1 707 1 800 Special Permits 329 1 565 976 2 000 Construction Value $6 930 323 $27 524 126 $25 501 221 $35 000 000 Village of Key Biscayne Fee $48 554 $167 000 $263 001 $350 000 Enforcement Activity Not available +1 960 1 800 2 000 Occupational Licenses Not available Not available 300 500 Certificates of Use Not available Not available 77 200 Inspections Made Not available +3 400 3 500 4 500 W 311.41 146 DESCRIPTION 1993-1994 ACTUAL PROPOSED ADOPTED 1994-1995 1995-1996 1995-1996 BUDGET BUDGET BUDGET X0000- 1 515 Building. Zoning & Planning X1200 1 515 Salaries I X1210- 1 515 Director x1215 1 515 Building Official X1220 1 515 Permit Clerk X1230 1 515 Planner X1240- 1 515 Code Enforcement Officer X1250 T-515 AdministrativeAssistant Inspectors (4 Part Time) X2100- 1 515 Payroll Taxes X2200- 1,515 Retirement Contributions X2300- 1-515 Life Health Dis Ins X2400 1 515 Worker's Comp Ins X2500 1-515 Unemployment Insurance X3180 1-515 Master Plan X3190 1-515 Professional Services X3300 1 515 ContraClual Sennces X3301 1 515 Buirdi), Offctal X3302- 1-515 Budding & Zoning Inspectors X3450- 1-515 Special Masters X4701- 1 515 Microfilming X5100 1 515 Computer Supplies X5410- 1 515 Menibershups/Dues/Subscrip X5420- 1-515 Trove( 4 Se'mmars X4700 1.515 Pnnt`ing/Postage/Photog X5760 1 515 Mileage X5950 1-515 Miscellaneous ... $101755 $163 310 $365 112 $365 112 $57 500 $0 $19 786 $10 265 $7 255 $5 980 $0 $7 957 $10 551 $9 355 $400 $376 $42 737 $3 926 $159 096 $45 000 $p0 000 $0 $0 $8 349 $45 $1 977 $1 118 $81 $2 489 $60 615 $0 $21 294 $34 443 $26 093 $20 865 $0 $12,494 $17 974 $21 000 $800 $500 $25 0b0 $10 000 $0 $48 000 $138 000 $1 000 $3 0p0 $3 000 $2 000 $3 000 $9 000 $2 000 $7 000 $65 535 $57 500 $22 434 $37 233 $28 170 $22 540, $131 700 $27 88Z}, , $25 621a $25 200 $10 030 $3 6494 $2000 $1'0,000,/ sta 000 $1 000 $5 0001` $10 000 $1 GOD, $5 OGG- $2 000 $3 000° $65 535 $57 500 $22 434 $37,233 $28 170 $22 540 $131 700 $27 882 $25 621 $25 200 $10 030 $3 649 $25 000 $10 000 $10 000. $0 $0 $1 000 $5 000 $10 000 $1 000 $3 000 $5 000 $2 000 $3 000 X0000 1 515 Tot Building Zoning & Planning $403 097 $466 578 $532 494 $532494 147 a U U C L1 Ut 2 C z f I -d DEPARTMENT OF FIRE RESCUE ACCOMPLISHMENTS FOR FISCAL YEAR 1995 OBJECTIVES 1 To deliver a service which safeguards the lives and property of all islanders and mitigates the ravages offire and disaster through effective and efficient emergency incident operations and 2 To reduce the incidence of death and disability for all islanders through the provision of prompt and effective pre -hospital emergency medical service STATUS Minimum staffing was maintained at seven people In fact this staffing level was exceeded on numerous days Staffing levels greater than seven will become less prevalent as our personnel accrue vacation and compensatory time and schedule it off rather than opt for pay Schooling hours of eight hours per month for each firefighter were met and m many instances exceeded A portion of this schooling occurred through our contract with the City of Miami for recertification training Our Company Officers and a variety of other sources provided the remainder of our basic trammg needs Advanced and specialized training consisted of Critical Incident Management and Advanced Critical Incident Management courses provided by the IACP and attended by the Fire Chief The Deputy Fire Chief attended training on Urban Search and Rescue techniques Eight of our Emergency Medical Technicians completed their Paramedic training and five of our personnel completed State Certification training for Fire Inspector Twelve of our personnel attended Confined Space Rescue trammg and all personnel attended trench rescue training Four more of our Firefighters are Dive Rescue trained bringing the total to sixteen Additionally two Key Biscayne Volunteers received training at Village expense towards their State Firefighter certificates Drill hours of eight hours per month for each firefighter were met and m many instances exceeded through combined drills with City of Miami units and mdividual drills conducted by our Company Officers The Switch With Another Paramedic (SWAP) Program has been very successful overall however there have been approximately 30 days out of the year where there were no City of Miami Paramedics scheduled to SWAP with ours This is a reasonable number as the EJ C C Q C Li 0 U U C U 151 Department of Fire Rescue Accomplishments for 1994 1995 continued City of Miami Fire Rescue Department was going through a reorganization to create the Paramedic Pumper concept which caused scheduling problems from time to time This Paramedic Pumper concept is very similar to the service your Fire Rescue Department provides within the Village Our alarm activity increased significantly over our previous year and I have attached a chart for comparison purposes Last but certainly not least, our response time was reduced from 3 minutes and 12 seconds in fiscal year 1994 to 3 minutes and 2 seconds in fiscal year 1995 These times are excellent by any standard and are response times we are extremely proud of OBJECTIVE L- 3 To eliminate injuries deaths and property loss as a result of hostile fire or other catastrophic event through public fire prevention education plans review building inspections and enforcement of State and Local Fzre and Building Codes STATUS 6.1 *WI L r^ The Fire Rescue Department conducted the initial inspections and at least one remspection in all multi residential properties In several instances additional remspections were made due to the complexity and size of some of our buildmgs Also, we have completed the initial inspections of all of our commercial properties Through our contract with the City of Miami the plans for Grand Bay have been reviewed by their Plans Examiners In addition, they have assisted us on several occasions with plans review of less complex projects Our staff has reviewed plans for several muIti residential properties undergoing renovation within the Village Through routine territory familiarization our people keep abreast of new construction as it progresses m the Village From the firefighting perspective buildings under construction pose the greatest threat to firefighter safety if a fire breaks out All 342 fire hydrants within the Village were not only inspected and flushed but also were flow tested to assure proper operation We also tested all fire hose twice during the year The Fire Rescue Department conducted building staff framing at the Towers Condo We have offered this service to all condos through the monthly security directors meeting 152 Department of Fire Rescue Accomplishments for 1994-1995 continued The Department completed its first annual residential home safety survey of all single family and duplex occupancies This program was started in October during Fire Prevention Week and will be repeated next year Our Firefighters felt this program was very successful as they were able to introduce themselves to the citizens residing on the west side of Crandon Boulevard. Prior to this program, we had to prioritize our attention to the condos on the east side of Crandon Boulevard due to the greater potential life hazard associated with high rise buildmgs We have provided a video for the Village to use on the topic of hurricane preparedness This video was produced by Metro Dade County and is an excellent tool to use m providing information that is essential for pre hurricane as well as post hurricane precautions The Hurricane Preparedness Manual was reviewed and revised to reflect changes at the County level concerning staffing of the Dade County Emergency Operations Center OBJECTIVE 4 To improve the safety and quality of life for all islanders through continuous blood pressure monitoring CPR instruction and accident prevention education STATUS For the fiscal year the Fire Rescue Department has conducted 25 CPR classes mstructmg 147 citizens These classes have been well received by our citizens and it is my hope that they contmue in greater numbers next year The number of people enrolled in our blood pressure testing has increased to a total enrollment of 86 people The accident prevention effort has involved working in conjunction with the Police Department within our schools and being involved in the Bicycle Rodeo and Village Health & Fitness Fair When we have identified a need or when requested, we have provided training for family members of high risk medical patients This has not occurred often but is a service we are ready to provide when necessary The Fire Rescue Department has assisted the Recreation Department with the swimming program in the past and anticipate helping again next summer U U 0 U �i U 0 l.� 0 153 b Department of Fire Rescue r Accomplishments for 1994-1995 contmued OBJECTIVE — 5 To improve the safety and eff ectzveness of fire rescue personnel through a comprehensive wellness program 69 L 7 L STATUS We have installed our physical training equipment m the Fire Rescue facility This equipment is used daily as part of our program to keep our personnel m top physical condition One of our firefighters is a certified physical fitness trainer and is available to assist firefighters needing special training based on deficiencies identified through the nationally recognized combat challenge physical fitness test All of our firefighters take a physical exam each year These exams are randomly scheduled and staggered throughout the year All of our people have had the necessary moculations this year and our records are monitored on a continuous basis 154 yl� DEPARTMENT OF FIRE RESCUE SUMMARY OF OBJECTIVES 1995-1996 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 3 To reduce or ehmmate injuries, deaths and property loss as a result of hostile fire or other catastrophic event through public fire prevention education plans review building inspections 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 6 To improve the water distribution system by encouraging Miami Dade Water and Sewer Department to implement the proposed hydrant and main plan 0 0 I El 0 0 0 155 Department of Fire Rescue Objectives continued KEY AREA Fire Suppression, Hazardous Matenals, Incident Mitigation Disaster Preparedness Indicator Fire loss data, fire response activity quality assurance contacts with public response time data staffing level data Objective One 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 ACTION PLAN 1 To provide an appropriate on duty force of skilled personnel (seven) and operational equipment (one ALS Rescue Unit and one ALS Firefighting Umt) to respond to all fire and hazardous material emergency incidents within the Village r r� kti r 7 L. 2 To increase the skill knowledge and abilities of all personnel through a comprehensive trainmg program (eight hours per month) 3 To increase the skill knowledge and abilities of all personnel through fireground dnlls (eight hours per month) conducted where possible m conjunction with the Miami Fire Rescue Department 4 To 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 to gam experience m fire tactics and operations 5 To participate in the nationally recognized Combat Challenge process whereby Village Firefighters compete with other Departments m physically demanding job related activities to test their strength and endurance 156 Department of Fire Rescue Objectives contmued CONTROLS 1 Analysis of attendance and daily staffing levels based on minimum staffing requirements 2 Contmuous feedback from the public served through quality assurance telephone surveys to citizens served 3 Analysis of training records (8 hours x 12 months = 96 hours per firefighter per year) reflecting mdividual drill time 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 testmg fire hose inspection and testing fire equipment mamtenance and testing -6 Feedback from State and National Combat Challenge competition results * Council Goals Responsiveness/Evaluation and Commumcahons/Publ►c Relations 1 L Li U U U E 157 Department of Fire Rescue Objectives continued KEY AREA Pre hospital emergency medical care, mass casualty mcident mitigation, rescue activities L - Indicator Objective Two ACTION PLAN Medical response activity quality assurance contacts with public Medical Director review response time data, staffing level data To reduce the incidence of death and disability for all islanders through the provision of prompt and effective pre - hospital emergency medical service 1 To provide 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 increase the skill knowledge and abilities of all personnel through an aggressive framing program mcludmg both Paramedic certification and recertification of all appropriate personnel 3 To increase the skill knowledge and abilities of all personnel through medical protocol testmg (as required) by our Medical Director 4 To increase the skills knowledge and abilities of all personnel through a Switch With Mother Paramedic (SWAP) program whereby a Village paramedic rides with City of Miami paramedics each tour of duty to gam experience m medical protocols 5 To participate m the nationally recognized Clmcon process whereby Village Paramedics compete with other Departments in medical protocols to test their ability to recognize and properly treat a variety of simulated patient symptoms CONTROLS 1 Analysis of attendance and daily staffing levels based on mmimum staffing requirements 2 Continuous feedback from the public through quality assurance telephone surveys to citizens served 158 Department of Fire Rescue Objectives continued CONTROLS 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 training records (8 hours x 12 months = 96 hours per firefighter per year) 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) Emergency Medical Service alarms per tour of duty 5 Analysis of monthly activity schedules including medical equipment maintenance and testing mass casualty drills and extrication drills 6 Feedback from State and National Clincon competition results * Council Goals Responsiveness/Evaluation and Communications/Public Relations 159 Ls 0 E C 0 in 0 0 0 0 0 L 0 U Department of Fire Rescue Objectives continued KEY AREA Fire prevention code enforcement building mspection Indicator Fire response activity, bum victim statistics code compliance data Objective Three ACTION PLAN To reduce or eliminate injuries deaths and property loss as a result of hostile fire or other catastrophic event through plans review inspections and enforcement of State and Local Fire and Building Codes 1 To inspect and enforce the applicable fire and life safety codes (three times per year) m all existing commercial and multiresidential occupancies within the Village 2 To increase the skill knowledge and abilities of all personnel through an aggressive trammg program including both Fire Inspector certification and recertification of all appropriate personnel 3 To continue reviewing all new major construction and renovation plans for Village occupancies 4 To inspect all buildings under construction within the Village 5 To provide evacuation planning and building staff trammg in high rise residential office and hotel occupancies within the Village as requested 6 To provide a residential home safety survey (one time each year) of all single family/duplex occupancies within the Village 7 To review and update the humcane plan in conjunction with the Police Department CONTROLS 1 Analysis of building inspection folders reflecting violations and code compliance r 2 Continuous evaluation of the Village building permits certificate of tr occupancy and use process r 3 Analysis of Department monthly building inspection activity 160 Department of Fire Rescue Objectives continued 4 Analysis of Department tactical building inspection activity 5 Analysis of reports reflecting home safety inspection activity Council Goals Community Involvement and CommunicationsiPubhc Relations 161 U I Q C U U n U c c C U C Department of Fire Rescue Objectives continued P L. KEY AREA Indicator Objective Four ACTION PLAN Resident wellness safety and quality of life activities Citizen fire station visits CPR and accident prevention class attendance and activity To improve the safety and quality of life for Islanders through continuous blood pressure monitoring CPR instruction and accident prevention education 1 To provide CPR classes as often as necessary to meet Village demand for all age groups 2 To provide blood pressure momtormg at the fire station any time of day or night 365 days a year 3 To provide selective training for family members of high risk medical patients as necessary 4 To provide water safety information as part of our home inspection program r CONTROLS C L n L 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 3 Continuous feedback from class attendees on effectiveness of course through post -course survey 4 Review of medical reports to identify high risk patients whose family may require specialized framing and assistance m case of evaluation Council Goals Community Involvement 162 Department of Fire Rescue Objectives continued KEY AREA Firefighter health and safety Indicator Firefighter accident, injury and illness data Objective Five To improve the safely and effectiveness of fire rescue personnel through a comprehensive wellness program ACTION PLAN 1 To provide and maintain 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 Analysis of annual medical exam schedules 3 Analysis of physical fitness testing including combat challenge results 4 Analysis of inoculation and exposure records 0 0 0 0 0 0 I 0 C 0 163 U Department of Fire Rescue Objectives continued. KEY AREA Water distribution fire suppression, mcident mitigation Indicator Hydrant survey water distribution map contacts with City of Miami Water Officer fire hose load capability r 1 , L 3 1 Objective Six To improve the water dzstrzbutzon system by encouraging Ma= Dade Water and Sewer Department to implement the proposed hydrant and main plan ACTION PLAN 1 To provide a water distribution plan to WASA 2 To request funds for the plan be identified in the WASA budget 3 To review the request semiannually 4 To inspect all fire hydrants (3 times per year) within the Village CONTROLS 1 Feedback from WASA concerning funding 2 Contact with WASA concerning related proposed projects within the Village 3 Analysis of hydrant inspection activity 7 164 13 DEPARTMENT OF FIRE RESCUE ACTIVITY REPORT ACTIVITY 1994 1995 1996 RESPONSE TIME 3 mmutes 12 seconds 3 minutes 02 seconds 3 mmutes 12 seconds STAFFING Mmimum staffing of 3 on a Rescue unit and 4 on our frefightmg unit Mmunum staffing of 3 on a Rescue unit and 4 on our firefighting unit Minimum staffing of 3 on a Rescue unit and 4 on our firefighting unit SWAP PROGRAM 365 Exchanges 332 Exchanges 365 Exchanges BUILDING INSPECTIONS 105 Building Inspections 177 Building Inspections 139 Building Inspections 33 x 3 = 99 + 10 Commercial HOME INSPECTIONS 0 Single Family and Duplex Occupancy Inspections 1296 Single Family and Duplex Occupancy Inspections 1296 Single Family and Duplex Occupancy Inspections HYDRANT INSPECTIONS 338 Hydrant Inspections 342 Hydrant Inspections 513 Hydrant Inspections 171 x 3 = 513 HOSE TESTS 2 Complete Fire Hose Tests 2 Complete Fire Hose Tests 2 Complete Fire Hose Tests CITIZEN BLOOD PRESSURE TESTS 56 People Enrolled 86 People Enrolled 126 People Enrolled CPR AND ACCIDENT PREVENTION CLASSES 22 Citizen CPR and Accident Prevention Classes reaching 117 residents 25 Citizen CPR and Accident Prevention Classes reaching 147 residents 25 Citizen CPR and Accident Prevention Classes reachmg 150 residents PHYSICAL FITNESS TESTING 3 Combat Challenge Tests for each Firefighter 2 Combat Challenge Tests for each Firefighter 2 Combat Challenge Tests for each Firefighter COMPANY DRILL 3072 hours of Drill 8 Ins x 12 months x 32 people = 3072 3072 hours of Drill 8 his x 12 months x 32 people = 3072 3072 hours of Drill 8 Ins x 12 months x 32 people = 3072 COMPANY SCHOOL 3072 hours of Schooling S firs x 12 months x 34 people = 3072 3072 hours of Schoolmg 8 firs x 12 months x 32 people = 3072 3072 hours of Schoolmg 8 firs x 12 months x 32 people = 3072 FIRE CALLS 143 419 200 RESCUE CALLS 504 670 700 d RESCUE TRANSPORTS 327 375 450 165 C ^n U I r DESCRIPTION PROPOSED ADOPTED 19831894 1994-1995 1995-1996 1995-1996 ACTUAL BUDGET BUDGET BUDGET Fire Department X1200- 1 522 Salaries $1 199 681 $1 307 194 $1 406 014 $1 406 014 M f4 4 .it *****M *****ft • X1201 1 522 Fire Chief $68 205 $73 422 $79 375 $79 375 X1202 1 522 Deputy Fire Chief $51 685 555 646 $64 641 $64 641 X1203 1 522 Fire Captains (3) $140 213 $151 057 $166 612 $166 612 X1204 1 522 Fire Lieutenants (3) $124 630 $134 146 $142 104 $142 104 X1205 1 522 Firefighters/Paramedics (24) 5506 429 $508 630 $929 760 $929 760 X1206 1 522 Firefighters/EMT (0) $289 166 $363 456 $0 $0 X1207 1 522 Administrative Assistant $19 353 520 837 $23 522 $23 522 X12100 1 522 Salanes - Overtime $28 056 $41 000 $43 200 543 200 XC131 1 522 Sal OT Off -duty Empl $0 $5 125 $5 000 $5 000 X1320 1 522 Holiday Pay $0 538 376 $47 520 $47 520 X1500 1 522 Incentive Pay 54 000 $3 600 $7 200 57 200 X2100 1 522 Payroll Taxes 599 436 5106 935 $115 433 $115 433 X2220 1 522 Retirement $141 200 $143 792 5154 662 $154 662 x2300 1 522 Health Life & Disability $138 000 $138 600 $139 400 $139 400 x2400 1 522 Workers Compensation $95 500 $92 000 5117 107 $117 107 x2500- 1 522 Unemployment 513 500 $7 500 $15 089 $15 089 x2650 1 522 Employee Wellness Program $0 52 000 5500 5500 x3180 1 522 Fire Consulting $3 794 $0 $0 $0 x3400 1 522 Automatic Aid $402 000 $402 000 5402 000 $402 000 x3410 1 522 Supplemental Aid 5100 000 $0 $0 $0 x4010 1-522 Fire Rescue Safety Matls 50 51 966 $2 000 52 000 x4040 1 522 ALS Licence Fire Safety $2 495 $1 850 $2 100 $2 100 x4100 1 522 Communications $10 750 $4 300 $3 700 53 700 X4200 1 522 Postage 5500 $500 5500 5500 X4300 1 522 Utilities $13 700 $11 200 $13 361 513 361 X4400 1 522 Facilities $43 175 $0 $0 $0 X4500 1 522 Insurance $30 000 $39 484 $40 000 $40 000 X4700 1 522 Copy Machine Costs $1 000 $0 $0 $0 X4800 1 522 Advertising $1 000 $0 $0 $0 X2600- 1 522 Recruiting & Physicals $0 59 800 $8 800 58 800 X4900 1 522 Printing 51 000 $1 000 5500 5500 X5100 1 522 Office Supplies 56 000 59 140 $7 579 $7 579 X5110- 1 522 Computer Supplies $2 500 $0 $0 $0 X5120 1 522 ID Cards 5500 $0 $0 $0 X5130 1 522 Linen Supplies 51 250 51 200 51 000 $1 000 X5200- 1 522 Car Allowance $4 800 54 800 $4 800 $4 800 X5240 1 522 Uniforms $68 320 $36 425 $28 720 528 720 X5250 1 522 Vehicle Maintenance $2 000 $5 000 $5 000 $5 000 X5260 1 522 Fuel 54 000 $1 000 5500 5500 X5280 1 522 Small Tools/Consumables 54 000 $2 000 $2 000 52 000 X5290 1 522 Miscellaneous 53 000 $2 000 $2 000 $2 000 X5410- 1 522 Memberships/Dues/Subscnp 53 855 $2 140 52 140 $2 140 X5420 1 522 Training 521 500 $34 100 528 475 $28 475 X5430 1 522 Travel $6 000 $0 $0 50 X5270 1 522 Photography 52 350 $2 127 5600 5600 X6300 1 522 Fire Rescue Facilities $0 58 300 $5 800 55 800 X6400 1 522 Fire Rescue Vehicles $0 $7 000 54 000 54 000 X6450 1 522 Fire Rescue Equipment $0 $9 427 $1 243 $1 243 Total Fire Department 52 458 862 $2 482 881 $2 617 943 $2 617 943 166 DEPARTMENT OF PUBLIC WORKS 1995-1996 MISSION STATEMENT To promote the beautification of the Village of Key Biscayne through proper maintenance and numerous public works activities such as Stormwater Drainage, Public Right -of -Way Maintenance, Street Maintenance and providing for the quality community environment mandated m the Village Mission Statement r+, MISSION STATEMENT TO PROVIDE A SAFE, QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 167 DEPARTMENT OF PUBLIC WORKS 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 junsdiction The Department of Public Works functions under the direction of the Village Manager There is one full time 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 Engmeer, Village Landscape Architect and Beach Consultant The Village Engineer is responsible for all general engmeermg 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 been used by the Village to manage the dunes and oversee the beach cleaning project In addition, the beach consultant will be overseeing the upcoming dune restoration project with Dade County The Landscape Supervisor oversees the landscape maintenance and beach contracts The consultants provide the Village with expert advice 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 bnef descnption of their responsibilities a Beach Cleaning Contractor Responsible for maintaining the beach free of litter and debris In addition, the beach cleaning contractor prepares the dunes for the upcommg dune 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 plantmg 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) c Landscape Contractor Responsible for planting a specific project within the Village The landscape contractor may vary from project to project C fl U 0 C 168 Department of Public Works Departmental Description continued d General Purpose Contractor Responsible for general public works projects such as cleaning catchbasms and clearing debris Also responsible for sign repair r® mrs e Irrigation Contractor Responsible for installing imgation systems for all landscape projects within the Village f Landscape Supervisor Responsible for overseeing work of landscape maintenance contractor checking condition of trees parks and school playfields and immediate area, medians and cul de sacs periodic checking and maintenance of irrigation systems and investigating complaints (Contract approved July 12 1994) g City of Mainz The City falls under a letter agreement dated September 30 1994 which provides stormwater drainage maintenance and street maintenance or on an as need basis Authorized Positions 1993 1994 1995 1996 Public Works Supervisor (P T) 0 0 0 1 Laborer 1 1 1 1 TOTAL 1 1 1 2 169 II i DEPARTMENT OF PUBLIC WORKS DEPARTMENTAL ORGANIZATION CHART Village Manager Village Engineer I - General Contractors Street Repair Contractor Stormwater Utility Refuse Collection Landscape 1 I Landscape Supervisor+ -I Architect Landscape Maintenance Contractor Irrigation Contractor 170 1 Beach Consultant Beach Cleaning Contract Laborer 0 I 0 I 0 U 0 U L U C E, r- DEPARTMENT OF PUBLIC WORKS 7 C ACCOMPLISHMENTS FOR 1994-1995 OBJECTIVE 1 To maintain public areas irrigation systems and preserve recent plantings and trees STATUS The Village landscape maintenance contractor is responsible for mamtammg all landscape projects such as Crandon Boulevard median Neighborhood Public Landscaping Program and Street Tree Plantmg Program This contract is currently supervised by the Village Landscape Mamtenance Supervisor In addition the Department of Agriculture and Consumer Services have provided inspection services of the plantmgs due to grant moneys received in the past for vegetation projects All inspections have been awarded an excellent rating OBJECTIVE 2 To maintain parks library and ballfields and surrounding areas that will instill pride in the community STATUS The Landscape Maintenance Contractor took over the maintenance of the Village Green m May of 1995 This contractor has been mamtammg the library grounds as well as the Key Biscayne Elementary School and St Agnes School ballfields OBJECTIVE 3 To maintain on a daily/periodic basis portions of Crandon Boulevard East Drive and selected areas litter free STATUS This function is accomplished by a full time employee dedicated to litter control along Crandon Boulevard and other selected areas throughout the Village of Key Biscayne 171 Department of Public Works Accomplishments for 1994 -1995 continued OBJECTIVE 4 To maintain beach area located within the limits of the Village STATUS The beach is mamtamed by the Beach Cleaning Contractor who provides debns pick up services twice a week This work is monitored by the Landscape Maintenance Supervisor In addition the waste cans located on the beach are emptied approximately three times a week by a full time Village employee OBJECTIVE 5 To continue the Crandon Boulevard Beautification Project by installing new street lighting curbing irrigation and trees along right-of-way areas STATUS The installation of the new street lights commenced on May 28 1995 Trees and irrigation are awaiting completion of the street light installation to proceed OBJECTIVE 6 To respond to citizen complaints within a seventy-two (72) hour period STATUS Citizen complaints are forwarded to the appropriate contractor immediately upon receipt With the exceptions of complaints which involve out of Village materials crews will respond immediately to solve the problem 172 d U U U L U LI E U C I 0 U C DEPARTMENT OF PUBLIC WORKS SUMMARY OF OBJECTIVES 1995-1996 1 To maintain public areas irrigation systems and preserve recent plantings and trees 2 To mamtam parks, playfields library grounds and public areas that will instill pride in the community 3 To maintain on a daily/periodic basis portions of Crandon Boulevard East Dnve and selected areas litter free 4 To maintain the Village beach by cleaning grading and contouring area 5 To continue the Crandon Boulevard Beautification Project by mstallmg new street lighting curbing irrigation and trees along right-of-way areas L. C r r 6 To collect garbage trash and recycling material from single family dwellings 7 To clean at least annually all stormwater drams 8 To repair all Village roads on an ongoing basis Department of Public Works 173 Ol Objectives contmued KEY AREA Landscape maintenance of Cul de sacs medians and swale areas'and trees by private contractor Indicator Review work by periodic checks and constant review of contractual obligation's of U S Lawns of South Florida, Inc Objective One To maintain public areas irrigation systems and preserve recent plantings and trees ACTION PLAN 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 2 Service complaints within seventy-two (72) hours CONTROLS 1 Landscape Maintenance Supervisor 2 Meet as often as necessary with contractor to review work 3 Have landscape architects review public areas semi annually 4 Analyze public comments 174 I E d 0 0 U 0 0 0 E U U L c Department of Public Works Objectives contmued KEY AREA Mamtenance of Calusa Park area Key Biscayne Library Tree Farm, Key Biscayne Elementary School and ballfields and St Agnes Catholic Church ballfields and surrounding area Indicator Review work by penodic checks and constant review of contractual obligations of U S Lawns of South Florida Inc Objective Two To maintain parks playfields library and public areas that will instill pride zn the community trn ACTION PLAN r-- 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 Landscape Maintenance Supervisor 2 Meet as often as necessary with contractor to review work 3 Have Landscape Architect review pubhc areas on a semi-annual basis 4 Analyze public comments 175 Department of Public Works Objectives continued KEY AREA Litter and Debris Patrol Indicator Periodic checks and citizen comments Objective Three To maintain on a daily/periodic basis portions of Crandon Boulevard East Drive and selected areas litter free ACTION PLAN 1 Monitor clean up activities of public works employee as per work schedule 2 Service complaints within twenty-four (24) hours except weekends CONTROLS 1 Review work schedule four (4) times per year 2 Inspect work areas to determine if areas are litter free on periodic basis 3 Adjust work scheduled if required 176 I E C U 0 U Q U Li 0 C C Cr 0 c C r Department of Public Works Objectives continued 7 KEY AREA Maintenance of Atlantic Ocean Beach Indicator Review work by periodic checks and meetings with contractor Objective Four To maintain the Village beach by cleaning grading and contouring area 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 except weekends L CONTROLS 1 Inspect beach on a weekly basis j 2 Meet quarterly with representative from Universal Beach Service Corp 3 Bring beach contour and condition up to even and stabilize profile at this elevation. (� 4 Analysis of public comments l 5 Coastal Management and Consulting inspect beach twice a year 6 Meet with Dade County Environmental Resources Department once per year to review beach restoration 177 ui Department of Public Works Objectives continued KEY AREA Crandon Boulevard Improvements Indicator Monitor work of Metro Dade Public Works Department, Metro -Dade Parks and Recreation and consulting engmeers Objective Five To continue the Crandon Boulevard Beautification project by installing new lighting curb irrigation and trees along right- of-way areas ACTION PLAN 1 Coordinate with the Dade County Public Works Department to expedite the installation of new street lightmg 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 4 Receive bids for projects to be undertaken CONTROLS 1 Installation of new street lights shall be completed by December 1995 2 Curbing irrigation system and trees shall be installed by late 1996 or mid 1997 178 a U C U U U C L Department of Public Works Objectives continued KEY AREA Solid Waste Management Indicator Review contract with Industrial Waste Service Inc a BFI Company r— d/b/a Community Recycling Objective Six To collect garbage trash and recycling material from single family dwellings ACTION PLAN 1 Enforce all provisions of the five (5) year contract with Industrial Waste Service Inc dated December 30 1995 C L V.. r L 2 Respond to service misses in accordance with contract section 17 3 which specifies that complaints received before 12 00 noon will be resolved pnor to 5 00 p m that day When a complaint is received after 12 00 noon on the day preceding a Holiday or on a weekend it shall be resolved no later than the next working day CONTROLS 1 Spot checks by Staff 2 Quarterly meetmgs with contractor 3 Revenue complaints on a monthly basis 179 II I Department of Public Works Objectives continued KEY AREA Stormwater Management Indicator Check stormwater drains annually Objective Seven To clean at least annually all stormwater drains ACTION PLAN 1 Continue to contract with the City of Miami as per the inter local agreement dated September 30 1994, to clean drains 2 Service complaints monthly CONTROLS 1 Physical mspection 2 Complaints received 3 Analyze maintenance log on a monthly basis 180 0 0 0 C U C C U 0 E C L L c Department of Public Works Objectives continued KEY AREA Street Maintenance Indicator Check roads on an ongoing basis Objective Eight To repair all Village roads on an ongoing basis ACTION PLAN 1 Continue to contract with the City of Miami as per the inter -local agreement dated September 30 1994 to repair streets T 7 L 2 Service complaints monthly CONTROLS 1 Physical inspection 2 Complaints received 3 Analyze mamtenance log on a monthly basis 181 r II I U Public Works DESCRIPTION PROPOSE& ADOPTED 1993 1994 1994-1995 1995-1996 ^1995-}996 ACTUAL BUDGET BUDGET t BUDGET z X0000 1 539 X1200 1 539 Salaries $30 000 ............ « ... »._4..»«**********. »» _._. X1210- 1-529 Public Works Supervisor $0 $0 $0 $20 000 X1220 1 539 Maintenance Laborer $16 640 $18 900 $20 412 $20 412 X2100 1-539 Payroll Taxes $1 377 $1 450 $1 562 $3 062 X2220- 12 539 Retirement Contributions $1 953 $2 100 $2,245 $3 345 X2300 1 539 Life Health Dis Ins $4 200 $4 200 $4 206 $6 300 X2400 1 539 Worker's Comp Ins $1 350 $1 275 $1 350 $1 625 X2500 1 539 Unemployment Ins $92 $75 $100 $125 X3180 1 539 Village Engineer $90 000 $60 000 $60 000 '' $60 000 X3210 1 539 Landscape Architect $50 000 $40 000 $40 000 $15 000 X3400 1 539 Contractual Services $265 000 $265 000 $265 000 $265 000 x3420 1 539 Village Green Construction $0 $0 $0 $0 x3430 1 539 Beautification Project $0 $0 $0 $0 x3440- 1 539 Police/Fire Complex Res $0 $0 $0 $0 X3450 1 539 Consulting Services $10 000 $15 000 $15 000 $15 000 X4600 1 539 Maintenance and Repairs $50 000 $31 000 $31 000 $31 000 X5000- 1 539 Maintenance Contracts $50 000 $31 000 $31 000 $31 000 X6000 1 539 Hurricane Expenditures $1 $0 $0 $0 X6410- 1 539 Vehicles $19 999 $0 $0 $0 X6450 1 539 Equipment $10 000 $5 000 $20 000 $20 000 $0 M Y k.4b Total Public Works $583 972 $475 000 $491 869 $491 869 182 U Q U U U 0 U DEPARTMENT OF RECREATION 1995-1996 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 experiences r E MISSION STATEMENT TO PROVIDE A SAFE, QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 183 DEPARTMENT OF RECREATION DEPARTMENT DESCRIPTION The Department of Recreation caters to nearly 10 000 participants a year by offenng a variety of programs The various programs include special events cultural and holiday programs camps, instructional classes seminars lifetime sports, athletics entertainment national and historical celebrations and tours One challenge this particular department has faced is attemptmg to establish and develop a quality, 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 Tennis 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 mdependent contract services directed by the Program Coordinator The Parks division is operated directly through the Department. All staff are capable of working m each division when necessary Authorized Fg11 Time Positions Fiscal Year 1993-1996 1993 1994 1995 1996 Director 1 1 0 0 Program Coordinator 1 1 1 1 Sports Coordinator 1 1 1 1 Program Assistants (2) 0 0 0 5 0 5 TOTAL Professional Service Contracts Tennis Instructor 184 a zaa Id 11 U 0 0 U U 0 C DEPARTMENT OF RECREATION DEPARTMENTAL ORGANIZATION CHART C L r- Village Manager Program Coordinator Contracted Instructors Sports Coordinator 185 Tennis Contractor 'DEPARTMENT OF RECREATION ACCOMPLISHMENTS FOR 1994-1995 The Department of Recreation has provided an assortment of programs and activities to the residents of Key Biscayne There has been a significant mcrease m participation m all programs One of the most successful programs was the Youth Day Tours scheduled for children on teacher work days We had tours on these designated days which took them to the Metro Zoo Discovery Museum/IMAX and Ice Skating This program was designed to keep the children busy with positive activities on the days they do not have school It also helps the working parents to know there children are m a safe and productive environment The Department has continued scheduling the trips and tours to interesting places throughout Dade Broward and Palm Beach counties Residents have gone to the Henry Momson Plagler Museum m West Palm Beach Everglades National Park Butterfly World and many other places of interest. Also, the Recreation Department scheduled cultural activities such as plays and ballets The Broadway Series plays had strong participation Some of the plays attended were Hello Dolly, Radio City Music Hall and Jesus Christ Superstar Sportmg events are always supported well Residents went to a Miami Dolphins football game Panthers hockey games and to a Polo Match m Palm Beach The seminars provided to the residents have been very successful Enrollment has increased and we have continued to schedule the Mature Driver class three times due to popular demand The seminar from the Wien Center at Mount Smai was a great success There were 23 participants The 17th Annual Key Biscayne Lighthouse Run and Walk went very well and we had over 1 000 runners, walkers and wheelchair participants The hard work and dedication from the Village residents is very positive along with the fact that the proceeds go to various local charities This year the Recreation Department hosted the Third Annual Health & Fitness Fair at the Village Green and the number of residents that came out and participated increased substantially The many local and area health providers are looking forward to next year s event to be even bigger and better Below is a detailed list of all the activities the Department of Recreation has provided to the residents of the Village of Key Biscayne 0 U 0 0 U 0 186 Department of Recreation Accomplishments for 1994 1995 contmued List of Scheduled Activities as of 10/94 - 9/95 7 L. Trips & Tours. Youth Day Tour Metro Zoo Youth Day Tour Discovery Museum/IMAX Fairchild Gardens Ramble Miami Beach Convention Center Flea Market Tiffany's Luncheon Henry Morrison Flagler Museum/Palm Bch Youth Day Tour - Ice Skatmg Knauss Berra Farm - Homestead Everglades National Park Flamingo Boat Tour Butterfly World Flamingo Gardens Tiffany's Luncheon Figure Skating Championship Show Barnacle State Historical Sites Tour Fort Lauderdale Museum Tour Tropicana Day Cruise Spanish Montessory Lunch r - L 7 L r f Sporting Events Florida Panthers vs Rangers Miami Dolphins vs Buffalo Bills Palm Beach Polo Match Florida Panthers vs Penguins Special Events Cultural. Radio City Music Hall Jesus Christ Superstar NutCracker Hello Dolly Rmglmg Brother & Bartum &Bailey Circus Miami City Ballet - Jewels Series Diamonds Miami City Ballet - Jewels Series Emeralds' The Magic of David Copperfield Gold Diggers Presentation - "Girls Night Out" Blood Brothers - Broadway Series Seminars Coaching the Mature Driver (3) Healthy Diet Habits Mount SmailWien Center for Memory Disorders 17th Annual Key Biscayne Lighthouse Run & Walk - November Third Annual Health & Fitness Fair - March Third Annual Spring Egg Hunt - April Arbor Day Celebration Village Green Dedication - April K BA C Chief Harmon Memorial Fishing Tournament 4th of July Celebration and Fireworks 187 Department of Recreation Accomplishments for 1994 1995 continued Youth Camps. Spring Break Camps for Kids April Summer Camp for Kids June/July/Aug Marmm Biology Camp - June 26-30 * K B AC Soccer Camp - June 26-30 Aug 14-18 Sports & Athletics. The Recreation Department has worked with the Key Biscayne Athletic Club (K B A C ) in providing the youth soccer program For the 1994 95 season 284 Key Biscayne children participated in the South Florida Youth Soccer Association League The KB A.0 had (13) thirteen traveling teams playing throughout Dade and Broward counties Twelve thousand children participate in the SFYSA League on weekends from November through March There were up to 120 children from outside of Key Biscayne who came to our community to play soccer against our teams The Adult Basketball league has continued to be a success 33 participants competed on Saturday mornings at St Agnes basketball courts We have offered an adult coed softball program, but this was met with minimal response The Key Biscayne Athletic Club Baseball program has 170 children participating this season This year the Recreation Department has coordinated a travelmg league with the Coral Gables Youth Center The Key Biscayne program has (5) five traveling teams and the Coral Gables program has 12 teams which come to Key Biscayne on Wednesdays and Saturdays to play baseball The Recreation Department has worked with the K B AC and St Agnes Academy in renovatmg the baseball/softball field Future capital improvements are being planned for the St Agnes facility 188 C C Li Q 0 U C U 0 U 0 C Department of Recreation Accomplishments for 1994-1995 continued OBJECTIVE 1 To increase attendance and participation of citizens in programs and events offered throughout the year STATUS By using these methods to promote events and activities of the Recreation Department our attendance and participation of our programs have increased The trips and tours have been sold out an most of them have had a wafting list The youth programs have also been a sell out with waiting lists We have used the police van on several occasions when an additional driver is available to accommodate the increase in participants OBJECTIVE 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 STATUS Creating flyers for all the events and placmg them in the bulletin boards keep the community informed of the up coming events and also lets them know that the Recreation Department is providing activities for all sectors of the community Placmg advertisements m the Islander News for "Special Events' has helped mcrease the exposure for these events and the monthly msert of the "Calendar of events" keeps the community aware of the Recreation Department's activities and programs The Islander News reaches 3 800 paid subscribers OBJECTIVE 3 To improve the level of service provided for citizens throughout the entire program STATUS 7 The Recreation Department has eliminated programs with low enrollment If a class or tour does not have enough participants after a period of time the program is cancelled Many classes trips and tours have been added to the program by popular demand for example the Mature Dnver class which has been scheduled three (3) times due to high enrollment. 189 Department of Recreation Accomplishments for 1994-1995 continued Many of the trips and tours have been repeated for the same reason and the participant response has been very positive Also the Recreation Department has programmed events/activities from recommendations of the community If a certain event is coming up and the Department has received numerous requests, the Program Coordmator will mclude the event in the calendar OBJECTIVE 4 To increase enrollment and participation in the Key Biscayne Athletic Club -youth sports program and initiate adult sports programs STATUS The Key Biscayne Athletic Club will co sponsor the Chief Harmon Fishmg Tournament this year In past years the tournament has had over 200 children participating_ The Recreation Department has run a bi-annual adult basketball tournament for adults OBJECTIVE 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 in the Village STATUS The Department of Recreation and the Office of the Village Clerk have teamed up and created the program "Village Voices " This program started in December 1994 and has aired approximately eight (8) different shows Each show interviews residents on the street asking three (3) basic questions The first questions will be a current event topic the second pertains to a Village related issue and the third question is a light, non -serious question Village Voices acres at 12 00 noon Monday through Friday, on Channel 5 Dunng the program a schedule of events is listed along with the dates and times of future Council meetings 190 C U C e 0 U C C U 0 C DEPARTMENT OF RECREATION i r L L. L H — SUMMARY OF OBJECTIVES 1995-1996 1 Promote programs that will increase participation in Recreation Department ativities 2 Coordinate and provide programs and activities for teenagers ages 13 18 3 Coordinate and promote recreational activities that would utilize the Village Green 4 Increase adult sports activities and programs 5 Increase activities with the Key Biscayne Athletic Club programs 191 1 Department of Recreation Objectives continued KEY AREA Reacreation programs Sports/Athletics Special Events, and other Leisure activities Indicator Compare past year participation by analyzmg enrollment mactivities Objective One To increase attendance and participation of citizens zn programs and events offered throughout the year ACTION PLAN 1 Create customer service comment card/survey to distribute at all recreational activities 2 Promote activities and programs through the local schools civic clubs and local organizations 3 Establish an evaluation program that uses repeat customers CONTROLS 1 Evaluation of customer service comment card/survey 2 Follow up on repeat customers evaluations 192 13 0 L U u 0 0 0 U U E U C 0 U G Department of Recreation Objectives continued KEY AREA Recreation/Leisure programs to target teenagers Indicator Participation community comments registration and monthly attendance records Objective Two Coordinate and provide programs and activities for teenagers ages (13-18) r r r r L r L ACTION PLAN 1 Plan activities for teenagers that would be of mterest to that particular target group (movies sports activities socials etc) 2 Work with local organizations to pool resources and staff to implement activities 3 Attend Flonda Recreation and Parks Association (F R P A) seminars that focus on the at nsk youth programs and other related forums that prograam for teenagers CONTROLS 1 Analyze program attendance records 2 Program surveys 193 Department of Recreation Objectives continued KEY AREA Special events, recreation/leisure programs Indicator Participation and attendance of activities Customer service/surveys Objective Three Coordinate and promote recreational activities that would utilize the Village Green ACTION PLAN 1 Program and coordinate community events for all residents of Key Biscayne i e Festivals, concerts youth activities Spring Egg Hunt, Health Fair 1 2 Coordinate safe fitness and health programsfor all ages (Healthy Strides Walking Program In Line Skatmg clinics) 3 Assist with community Recreation and Leisure programs that are hosted by local community organizations that will utilize the Village Green (Rotary Club Art Show Key Biscayne Haunted House Kiwams Picnic 4th of July Parade and the Key Biscayne Lighthouse Run & Walk) CONTROLS 1 Customer service comment cards/surveys 2 Analysis of popular program areas (Culture, Sports etc ) 194 0 E E C Ei 0 0 U C C C C C 0 U U 0 E Department of Recreation Objectives contmued T KEY AREA Sports and Athletic Programs Indicators Community envolvement and response Objective Four Increase adult activities and programs ACTION PLAN 1 Continue the Adult three on -three basketball leagues 2 Initiate an adult Soccer tournament on the Village Green 3 Continue Involvement m all Recreation Department Activities to promote maximum use of Department staff r® 4 Promote Recreation Department m Flonda Recreation and Park Association by contributing and promoting FRPA State Certified Football Tournaments CONTROLS 1 Comparmg past two years participation by analyzmg enrollment activities 195 Department of Recreation Objectives continued KEY AREA Sports Athletic Programs Indicators Key Bisacyne Athletic Club Board of Directors mput attendance community evolvement and response Objective Five Increase activities with the Key Biscayne Athletic Club programs ACTION PLAN 1 Initiate Key Biscayne Athletic Club Committees for each activity to increase parental participation and increase adult participation 2 Promote athletics through initiating monthly athletic newsletter 3 Evaluation of Key Biscayne Athletic Club Board of Directors CONTROLS 1 Continual analysis of school census and enrollment reports 2 Evaluation of Key Biscayne Athletic Club Board of Directors 196 U U 0 U U 0 C U 0 0 TIONI DEPARTMENT OF RECREATION ACTIVITY REPORT rat r Arlo r 9- kttes ACTIVITY 1992 1993 Actual 1993 1994 Actual 1994-1995 Actual 1995-1996 Budget Special Events Halloween Face Painting 75 Halloween in Homestead 25 Lighthouse Run 800 1500 1 500 +2000 Health Fair 500 +350 350 600 Spring Egg Hunt +800 +800 +800 +800 Big Top Performance 200 45 0 0 Summerfest +500 800 0 0 Cyclefest 200 National/Local Celebrations Earth Day 100 +200 +200 +500 National Trails Day 100 200 July July July Arbor Day +750 +750 800 July 4th +5000 15 000 +15 000 20 000 Key Biscayne Historians 75 Cultural Entertainment Plays/Performances 110 145 200 Seminars/Lectures Coaching Mature Driver 22 59 80 Eating Healthy Seminar 28 45 Seniors 16 22 23 25 Adults 12 17 20 197 HI Department of Recreation Activity Report contmued ACTIVITY 1992 1993 Actual 1993 1994 Actual 1994 1995 Actual 1995 1996 Budget Sports Games Football 220 20 250 Hockey 89 69 100 Baseball 576 98 +100 100 Basketball 22 +100 30 Polo 20 18 10 25 Classes Tumblebees Gymnastics 112 37 laiate 56 Yoga 23 CPR 31 Fire Department Fire Department Fire Department Feidenkrais 20 0 Boat Safety 12 17 +20 20 Art 9 Scuba 2 Trips and Tours Youth Day Tours 41 127 150 Local Attractions 145 216 125 200 Athletics Flag Football 82 107 +110 110" Soccer 280 257 270 306 Baseball 260 240 160 250 Softball 27 0 -0- 80 Basketball 30 Adult Basketball 35 60 78 70 Lifetime Sports Tennis (Court Use) No Count 4059 4000 4559 Walking 58 10 198 U C U U C Q Li 0 U U Ca C U 4 r r r - r DESCRIPTION PROPOSED ADOPTED 1993 1994 '1994 1995 1995-1996 1995 1996 ACTUAL BUDGET -BUDGET BUDGET X0000 1 572 Parks & Recreation X1200 1-572 Salaries .> **** ******** ****** ** X1210 1 572 Recreation Director X1220- 1 572 Sports Coordinator X1230 1 572 Program Coordinator X1240 1 572 Part Time Employees (2) X2100- 1 572 Payroll Taxes X2220 1 572 Retirement Contributions X2300 1 572 Life Health Dis Ins - X2400 1 572 Workers Compensation X2500 1 572 Unemployment Insurance X3300- 1 572 Contractual Services X3310 1 572 Key Bisc Athletic Club X5430 1 572 Travel X4440 1 572 Facilities Rental X4500 1 572 Insurance X4800 1 572 Advertising X4900 1 572 Vehicle Expense X5100 1 572 Office Supplies X5220 1 572 Program Supplies X5240 1 572 Uniforms X5410 1 572 Memberships/Dues/Subscrip X5420 1 572 Conferences and Seminars X5740 1 572 Special Events X6300 1 572 Park Improvements X6430 1 572 Program Equipment Total Parks & Recreation $111 191 $59 635 $63 648 $67 534 $46 000 $0 $0 $0 $23 887 $28 110 $30 401 $30 401 $21 304 $21 525 $23 247 $27 133 $20 000 $10 000 $10 000 $10 000 $6 976 $4 562 $4 869 $5 166 $10 031 $5 460 $5 901 $6 329 $13 600 $8 400 $8 400 $8 400 $9 500 $7 000 $4 913 $5 402 $365 $300 $636 $650 $25 200 $0 $0 $0 $38 500 $35 000 $35 000 $35 000 $2 400 $2 250 $2 000 $2 000 $2 000 $0 $0 $0 $8 000 $7 500 $7 500 $7 500 $12 200 $5 000 $5 340 $5 340 $5 000 $4 000 $4 000 $4 000 $2 700 $2 500 $2 500 $2 500 $8 150 $4 000 $4 000 $4 000 $1 500 $1 000 $1 000 $1 000 $1 100 $600 $1 000 $1 000 $1 150 $1 000 $1 000 $1 000 $66 500 $75 000 $85 000 $75 000 $8 000 $2 000 $2 000 $2 000 $20 000 $9 500 $6 000 $6 000 $354 063 $234 707 $244 707 $239 821 199 bniai L ;LORIQ; VILLAGE OF KEY BISCAYNE FLORIDA 1995-1996 CAPITAL FUND The Capital Fund Accounts for Financial Resources to be used for acquisition or construction of major capital facilities and improvements This find was created through Village Council Resolution No 95 26 adopted on July 25, 1995 Upon adoption of the Annual Budget, the Capital Outlay is transferred to this fund MISSION STATEMENT TO PROVIDE A SAFE, QUALITY COMMUNIII ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 200 DESCRIPTION PROPOSED ADOPTED 1993 1994 1994 1995 1995-1996 1995-1996 ACTUAL BUDGET BUDGET BUDGED X0000 1 519 X6200 1 519 Capital Outlay Capital Outlay Capital Projects Studies $1 893 200 $1 462 901 $1 682 336 $1 041 836 Total Capital Outlay $1 893 200 $1 462 901 $1 682 336 $1 041 836 TOTAL EXPENDITURES $8 951 664 $9 654 439 $10 220 207 $9 721 720 CAPITAL OUTLAY 1996 Adopted Crandon Boulevard $250 000 Underground Utility Wires $25 000 West Mashta Drive Bridge $200 000 Harbor Dnve $120 000 Fernwood Road Landscaping $50 000 Sanitary Sewer Reserve $0 Street Sign replacement $0 Land Acquisition Community Center $300 000 Fire Equipment $25 000 Fire Vehicle replacement $100 000 Calusa Park 525 000 Sub Total $1 095 000 Contingency $116 836 Less Deduction Reserve Crandon ($170 000) TOTAL $1 041 836 Li UI U U C E L U 201 C CAPITAL IMPROVEMENTS r L r-� L L 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 Achieve annual Village Council use of this Element as the framework to monitor public facility needs as a basis for annual capital budget and five year program preparation Policy 1 1 1 As part of the annual budget process staff and engineering 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 12 The capital improvement program shall include a dramage facility improvement/replacement program based upon the 1993 drainage master plan Policy 1 13 In setting priorities the followmg kinds of cntena shall be used by the Village Council in 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 projects any project needed to maintain an adopted or otherwise desirable Level of Service 202 Capital Improvements continued 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 1 1 4 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 CAPITAL IMPROVEMENT ELEMENT IMPLEMENTATION SYSTEMS A Five -Year Schedule of Capital Improvements B Other Programs The other principal programs needed to implement this Element are as follows 1 An annual capital programming and budgeting process beginning no later than July 1995 and including use of the project selection cnteria contained in Policy 1 1 3 related thereto will be the annual review of this Element 2 Completion of a master drainage plan and final approval of a drainage utility funding mechanism 3 Preliminary financial and engineering feasibility exploration of extending sewers to the unsewered areas 4 Amendments to the existing land development code to assure conformance to the 'concurrency requirements relative to development orders levels of service and public facility timing as outlmed in C below El 0 I C U 0 U U U E Q U �1 203 Capital Improvements continued 5 Exploration of park impact fees Iry wsK 6 Evaluate the need for and efficacy of financing mechanisms to pay for beach renounshment and dune development C Monitoring and Evaluation The Village Manager or designee shall annually prepare a status report on this Capital Improvement Element for submittal to the Village Council The primary purpose is to update the five-year schedule including the basis for the next year s capital budget The project evaluation crrtena shall be used in the project list review and special attention shall be devoted to maintenance of the level of service standards This entire evaluation process shall be integrated into the Village's annual budget process D Concurrency Management Ltt- r' L t r Concurrency management shall be implemented as articulated in Land Use Element Policy 2 14 and Capital Improvement Element Policy 1 4 1 Note The aforementioned narrative is an excerpt from the Village of Key Biscayne Master Plan 204 CAPIT AL IMP ROVEMENT PROG RAM 1996-2000 Prepared for 1995 1996 Budget 0 0 In Item No Description Estimated Cost FY 1996 FY 1997 FY 1998 FY 1999 FY 2000 A Crane n oft rai�+ x m x 1 Trees & Irrigation System $250 000 $250,000 0 0 0 , , 0 2 Curbing $200,000 $200 000 0 0 0 0 3 U nderground Wiring Crandon Boulevard and Areas West and East of Crandon Blvd $900,000 $9 Million $9,000 000 $25,000 $300,000 $450 000 $500,000 $900 000 4 Median U pgrade, Landscaping $50,000 $100,000 0 0 $50,000 $50 000 0 I l+{a te 1 East En id Drive Tot lot $25 000 0 0 0 $25,000 0 C �p .y y YV , `. .d. SR 17�' - w 1 Mashta Drive Causeway / Bridge Replacement $200 000 $200,000 0 0 0 0 Sub -Total $675 000 $300 000 $500 000 $575 000 $900 000 ci cj r1 1"i 1= I I F---1 r s 1 F-1 r 1 I-1 f- 1 1 „_1 -1 1 -i Item No Descriptio n Estimated Cost FY 1996 FY 1997 FY 1998 FY 1999 FY 2000 Har1$th l rive 1 H arbor Drive Improvement $1,475,000 $120 000 $500 000 $655 000 $200 000 0 t Feth*bod Coati 1 Fernwood Road Landscaping $50 000 $50 000 0 0 0 0 F Siiita+ Sewers. 1 San itary Sewers R eserve Fu nd $3 000 000 $150 000 $200 000 $250,000 $300 000 0 �ete ornl►ou 1 D une Re vegetatio n Project $100 000 0 0 $50 000 $50 000 0 1 Street Sign Replacement Unknown $50 000 $100,000 0 0 0 Su b -Total $370 000 $800,000 $955,000 $550,000 0 Sub Total from Page 1 $675 000 $300 000 $500 000 $575 000 $900 000 N Q V Item No Description Estimated Cost FY 1996 FY 1997 FY 1998 FY 1999 FY 2000 1 Lfifd Acquisition 1 Bay / Beach Access/Boardwalk Unknown 0 0 0 $300,000 $300,000 2 Land Acquisition and Co mmu nity Center and Playfields R eserve Fu nd Unknow n $300,000 $350,000 $400,000 $675 000 $900,000 littieffirenient 1 Fire Equ ipmen t $200,000 $25,000 $25 000 $25,000 $25 000 $25,000 2 Fire V ehicle $1 000 000 $170,500 $180 000 $190,000 $200,000 $225,000 Sub -Total $495,500 $555,000 $610 000 $1,300,000 $1,450 000 Sub Total from Page 1 $675 000 $300 000 $500 000 $575,000 $900,000 Sub Total from Page 2 $370,000 $800,000 $955,000 $550,000 0 C"`t'1 F "7 C' 1 C C"-"1 1 -1 F-1 r a 1 y l �^ N O W Item No Description Estimated Cost FY 1996 FY 1997 FY 1998 FY 1999 FY 2000 Para'j + fl etreattol 1 Park Impro vements Calusa, walk way clean up of surrounding areas building improveme nts $75 000 $25,000 $25 000 $25,000 0 0 2 Village Green Impro vement $1 100 000 $300 000 $100 000 0 0 0 Sub Total from Page 1 $675 000 $300 000 $500 000 $575 000 $900 000 Sub -Total fro m Page 2 $370,000 $800 000 $955 000 $550 000 0 Sub -Total from Page 3 $495 500 $555,000 $610 000 $1 300,000 $1,450 000 Sub -Total from Page 4 $325 000 $125 000 $25,000 0 0 Sub -Total $1 865 500 $1,780 000 $2 090 000 $2 425 000 $2,350,000 Contin gency $116 836 $254,686 $134 888 $133 621 $350,000 Less Dedu ctio ns 0 0 0 0 0 Recreation Fund $300 000 $100 000 0 0 0 Total Deductions $300 000 $100 000 0 0 0 Total $1 682 336 $1 934 686 $2 224 888 $2 558 621 $2,700 000 FY Bu dget A llocation $1 682 336 $1 934 686 $2 224 888 $2 558 621 $2 700 000 13 CAPITAL IMPROVEMENT PROGRAM 1996-2000 The Capital Outlay Budget is the financial plan for acquisition and construction of capital assets A capital asset is defined as an asset with a value of more than $25 000 and a useful life of over three years Some exceptions may be made to this rule for practical reasons Al Curbing $250 000 Approximately 12 000 feet of curbing may be installed along both sides of Crandon Boulevard from the Village entrance to the entrance of Bill Baggs Cape Flonda State. Recreationarea Curbing will improve the safety conditions for pedestrians define the roadway improve the appearance of the area, protect the trees new street light poles and the irrigation system Impact on Operating Budget None Estimated, Cost FY 1996 -3 FY 1997 , FY 1998 FY 1999 FY 2000 $200 000 $200 000 0 0 0 0 A 2 Trees and Irrigation $250 000 Immediately following installation of curbing a separate bid schedule taken to plant approximately 250 flowering orange and white geiger trees along Crandon Boulevard. At the same time an irrigation system shall be installed m the swale areas and these same areas shall receive new sod Specific areas yet o be determined shall receive special beautification treatment Impact on Operating Budget Current monthly maintenance cost is $870 96 per cut Added cost of $7 50 per tree per year will be required Estimated Cost FY 1996 FY 1997 FY 1998 FY 1999 FY 2000 $250 000 $250 000 0 0 0 0 0 U C E C U U C 209 A 3 Underground Wiring $9 000 000 r The Village Council for the past several years have been discussing the conversion of the overhead utility distribution system of the Village which includes electric telephone and cable television to an underground system The estimated cost is $ 9 million A $1 25 million grant application is being reviewed by FEMA This project shall be implemented over a 10 15 year period This project is part of the Council Goals and Objectives WWI Impact on Operating Budget None Estimated Cost FY 1996 FY 1997 FY 1998 FY 1999 FY 2000 $9 000 000 $25 000 $300 000 $450 000 $500 000 $900 000 A 4 Median Upgrade, Landscaping_ $100 000 At the request of the Village Council Landscape Architect A Gail Boorman and Associates Inc presented a plan to enhance the Crandon Boulevard median dunng the August 1 I994 Council meeting The purpose of this plan is to enrich the existing look of the Boulevard Impact on Operating Budget Increase cost to be determined Estimated Cost FY 1996 FY 1997 FY 1998 FY 1999 FY 2000 $50 000- $100 000 0 0 $50 000 $50 000 0 B 1 East Enid Drive Tot Lot Construction of the tot -lot at the end of East Enid Drive project shall be eliminated with the advent of the Ocean Front Park which will be part of this site Impact on Operating Budget None 210 C U Estimated ; Cost -‘,s FY 1996 ' FY 1997 FY 1998 FY 1999 FY 2000 $25 000 0 0 0 $25 000 0 C 1 West Mashta Bridge Improvement Project The West Mashta Drive causeway crossing experienced damage during Hurricane Andrew The Federal Emergency Management Agency allocated $4 248 00 for its repair After receiving bids on two separate occasions July 15 1994 and August 26 1994 respectfully the Village Council rejected both bids because both bids were well over the construction estimate At the October 18 1994 meeting the Village Manager was instructed to review the proposed design of the structure with the area residents A proposal was developed by the engineer dated January 5 1995 and presented to the Council at the January 10 1995 Council meeting The proposal offered three designs to unprove the causeway crossing The Council opted to proceed with the design that requires the construction of a 50 foot long bndge The project would include a railing/containment system and a sidewalk on one side The design provides a solution to stagnant water by permitting the free flow of water underneath the bridge rather than the dead ending of the water on either side of the existing structure As of August 24 1995 the necessary geotechnical investigation and soil borings had been completed In addition the Dade County Public Works Department had awarded conceptual approval of the design and the letter certifying that the project complies with the existing zoning ordinances had been delivered to the appropriate agencies The site plan foundation calculations foundation plan and survey with the water soundings had been completed The class I permit application was completed and submitted with the preliminary plans to the Department of Environmental Resources Management on September 15 1995 DERM requires that the application be submitted to the Florida Department of Environmental Protection and the U S Corps of Army Engineers The application must be submitted to the Board of County Commissioners for their approval Impact on Operating Budget None 211 U U U U L Estimated Cost FY 1996 FY 1997 FY 1998 FY 1999 FY 2000 $200 000 $200 000 0 0 0 0 D 1 Harbor Drive Improvement Funds are included for drainage trees paving sidewalks and reconstruction of the first block of Harbor Drive between Crandon Boulevard and Fernwood Road Estimated Cost Fy 1996 FY 1997 FY 1998 FY 1999 FY 2000 $1 475 000 $120 000 $500 000 $655 000 $200 000 0 E 1 Fernwood Road Landscaping Funds shall provide additional landscaping primarily between Harbor Drive and West Wood Drive after the sidewalks are installed Impact on Operating Budget $15 000 per year The majority of the existing catch basins will be connected to the new drainage well system with overflows to the bay Additional catch basins pipes and five drainage wells/structures will be connected at other locations in the pavement and along the swale of Harbor Du -ye This improvement Shall Add additional catch basins to the newly constructed drainage system Estimated Cost FY 1996 FY 1997 FY 1998 FY 1999 FY 2000 $50 000 $50 000 0 0 0 0 F I Sanitary Sewer Program A November 18 1993 letter agreement between C A P Engmeenng Consultants, Inc and the Village was executed December 1 1993 to submit an application to the State of Florida Department of Environmental Protection for a construction loan for sanitary 212 sewers Resolution 93 58 adopted December 14 1993 authorized the submission of the application The application included schematio plans construction schedule -and estimated the project cost The application was submitted on March 11 1994 and acknowledged on March 15 1994 by the State Impact on Operating Budget Service Charge to County Estimated ; r Cost FY 1996 FY 1997 FY 1998 a FY 1999 ° FY 2000 1,. $3 000 000 $150 000 $200'000 $250 000 $300 000 0 G 1 Beach/Dune Restoration Funds shall enhance the dune system along the Atlantic Ocean and plant palm trees -at selected locations This project may be installed in cooperation with the County A long term goal should be to replace some of the ocean seawalls with dune systems This project is included in the Village Master Plan Impact on Operating Budget None estimated Cost FY 1996 FY 1997 ' FY 1998 FY 1999 FY 2000 $100 000 0 0 $50 000 $50 000 H 1 Street Signs This project shall replace the standard County street name sign with an attractive new model sign which is to be determined in the future Impact on Operating Budget Unknown Estimated Cast FY 1996 FY 1997 FY 1998 FY 1999 FY 2000 Unknown $50 000 $100 000 0 0 0 0 213 I 1 Bay/Beach/Access Boardwalk Funds would construct a boardwalk between the two proposed access points at East Heather Drive and East Drive A public bay access vista is part of the Master Plan Acquisition costs will exceed $ 1 Million l 6,0 f 411 L. Impact on Operating Budget Unknown Estimated Cost FY 1996 FY 1997 FY 1998 FY 1999 FY 2000 Unknown 0 0 0 $300 000 $300 000 I2 Land and Acquisition Funds are being reserved for land acquisition for a Community Center and Playfields Impact on Operating Budget Unknown Estimated Cost FY 1996 FY 1997 FY 1998 FY 1999 FY 2000 Unknown $300 000 $350 000 $400 000 $675 000 $900 000 J 1 Fire Rescue Department Equipment Funds will purchase new and replacement fire fighting equipment as required Impact on Operating Budget None Estimated Cost FY 1996 FY 1997 FY 1998 FY 1999 FY 2000 $200 000 $25 000 $25 000 $25 000 $25 000 $25 000 214 J 2 Fire Vehicles This appropriation is to start a reserve for Fire Rescue vehicle replacement in accordance with a definite replace policy The policy provides for the replacement of command and rescue vehicles every three years the pumper every six years and the quint every eight years This appropriation must be increased next year in order to comply with the outlined replacement program Impact on Operating Budget If not implemented future expenditures may increase Estimated Cost >FY I996 FY 1997 _FY -1998 FY 1999 'FY 2000 $1 000 000 $170 500 $180 000 $190,000 $200 000 $225 000 K 1 Calusa Park Annual improvements to the park shall include modernization of existing building grounds landscaping and tennis courts Estimated Cost FY 1996 FY 1997 FY 1998 FY 1999 FY 2000 $75 000 $25 000 $25 000 $25 000 0 0 K 2 Village Green The Village Green Improvement Project Phase One was completed and dedicated on April 22 1995 The initial phases included an extensive weed eradication program in order to establish turf playing fields construction of a walkway and promenade relocation of viable palms and trees and filling of the property to make it usable for drainage purposes and to comply with flood regulations The design also included several amenities such as an asphalt walking path winding its way along the penmeter of the site a decorative paver promenade forming a pedestrian connection from Crandon Boulevard to west Heather Drive and East Heather Drive a fully automatic irrigation system for the entire site two play fields sodded with Bermuda Turf and over 200 trees along the site perimeters for more passive recreational use The U 0 U U U U L 0 L n U U U U 215 construction contract was executed on August 12 1994 Work Began on September 6 1994 At the September 13 1994 meeting of the Village Council a group of citizens requested that a tot lot/playground be established on the Village Green At the meeting the Council passed a motion designating the southwest corner of the property approximately one half of an acre to be used for a children's playground Phase Two of the development of this project includes the installation of litter containers throughout the park The containers were installed in October Curb and sidewalks will be constructed along Fernwood Road The Village Council has approved and/or reviewed the possibility of several improvements in concept which to date remain in the design phase These Include picnic pavilions one larger Pavilion restrooms signage entrance features for the promenade a flag pole a centerpiece in the promenade trash receptacles bicycle racks and a boccie court A total of eighteen (18) lighting poles will be installed in the entire area Three (3) of the lighting poles will be places along the north pedestrian path close to the benches Another three (3) of the lighting poles will be placed along the south pedestrian path close to the benches And twelve (12) lighting poles will be placed along both sides of the central promenade in between the existing landscape r The lighting poles will be 10 feet high and similar in appearance to the ones being installed at Crandon Boulevard by Flonda Department of Transportation The lighting fixture will be identical Ground mounted accent lighting will be provided at the promenade s entrance to highlight the new flagpoles In addition provisions will be made available to install future ground mounted landscape lighting at the four (4) planter areas in the central promenade Estimated. Cost FY 1996 FY 1997 FY 1998 FY 1999 FY 2000 $1 100 000 $300 000 $100 000 0 0 0 216 SANITARY SEWER ZONES ¢te�st, V ill alilifY4e'e�s Mitt 1. isq1= •,+�1 ova inv. r�%aminMine ski caeneaaaaai� �r., MANTIC OCEAN NORTH THIS MAP WAS PREPARED BY THE VILLAGE OF KEY BISCAYNE BUILDING, ZONING AND PLANNING DEPT 217 LEGEND ZONE I ZONE 2 ZONE 3 ZONE 4 U U U 0 L U 0 U 0 U Ua SIDEWALK CONSTRUCTION PROGRAM r - L L_ The University of Miami School of Architecture Center for Urban and Community Design was retained by the Village 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 A public information forum was sponsored by the Village Council on April 19, 1994 Their final report was submitted to 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 planting strip 5 to 10 feet in width will be included between the paving and the proposed walk 4 A double row of palm trees with a spacing of approximately 35 feet will flank both sides of the proposed sidewalk 5 An additional row of palms 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 Boulevard and Fernwood Road and also for the blocks between Fernwood Road and Cypress Drive 7 Other small median islands may be located approximately every 1500 to 2000 feet with the purpose of slowmg traffic (These would not be located at intersections ) The above considerations will enhance not only the quality of the public open space of the community but adjacent properties as well It should also promote leisurely walking by pedestrians provide safe conditions for children, strollers and bicyclists The Village Council at the May 31, 1994 meetmg instructed the Village Manager to prepare a cost estimate for the installation of sidewalks on Harbor Dnve and other streets included m the streetscape study area The Fernwood Road sidewalk will provide a pedestrian linkage from Harbor Drive to West Mashta Drive and the Village Green property and with existing sidewalks adjacent to the elementary school Sidewalks along portions of West Mashta from Crandon Boulevard to Harbor Drive and Harbor Drive from Crandon Boulevard to West Mashta Drive provide critical east west lmkages from Harbor r L 218 Sidewalk Construction Program continued Drive to the central spine of the community A construction estimate of $461 000 was presented to the Council on August 9. 1994 The traffic engmeer Michael J Wallwork, PE from the Florida Department of Transportation conducted a traffic calming forum on September 10, 1994 that was attended by community residents The proposed Master Plan schedules the project relevant to planning and construction from 1995-1999 This improvement project addresses the public safety and the quality of life issues mentioned in the Master Plan which the Village Council should consider when establishing priorities for capital projects The 1993 Master Plan Survey ranked sidewalks as a high pnorty and desirable improvement Question 15 k specifically asked responspondents to rate how desirable the improvement of streets and sidewalks for walkers and children on bicyles were Responses were as follows First Priority 3 4. - Second Priority 6 s - High priority 39 4 - Desirable 27 4 - Not Desirable 7 5 - At the goals setting workshop held on November 29. 1994 the Village Council ranked the sidewalk as a high priority and funded the project as part of the 1995 Capital Budget The program was discussed at the December 13. 1994 February 13. 1995 and the March 14. 1995 Council meetings A workshop was held April 18. 1995 to inform the community about the sidewalk program At the June 13, 1995 meeting the Village Engineer presented a sidewalk study on the various encroachments located within the right-of-way that will affect the sidewalk location The most common encroachments were landscaping driveways and various utility features At the Council goals and objectives workshop on June 20, 1995 the sidewalk installation was again given a top priority as it was m the previous year's goals and objectives The goals were adopted on October 5, 1995 Resolution 95-14 adopted May 9. 1995 authorized the Village Manager to enter mto an agreement with Barton Aschman for a neighborhood traffic study to determine the location of the sidewalks along the streets and to consider mitigation measures for excessive speeding problems on several streets The traffic engineer presented his report at the Council meeting of September 12. 1995 0 EJ tJ U r U 0 U 0 U U 219 Sidewalk Construction Program continued At the September 26 1995 meeting the Council authorized the Village Engineer to prepare plans and specifications for the installation of sidewalks along a portion of Harbor Drive and West Mashta Drive and all of Fernwood Road as follows 1 Harbor Drive West side install fourteen to seventeen feet from the edge of pavement and at a width of six feet 2 West Mashta Drive South side mstall as close to the edge of pavement as practical and at a width of five feet 3 Fernwood Road East side install as close to edge of pavement as possible and at a width of five feet Survey work will be completed by early November The deign permitting and bidding phases will be completed by late January Construction should start m March of next year The construction will take a minimum of seven (7) months to complete A total of sixteen (16) Council sessions were held on this issue Funds in the amount of $445 000 were included m the 1995 Capital Budget These funds are in the Capital Improvement Fund 220 CRANDON BOULEVARD IMPROVEMENT PROGRAM The Crandon Boulevard Improvement Program shall continue over the next several years as per the Council's Goals and Objectives The median improvement was completed May 3 1994 The Village was notified by a letter dated February 10, 1994 that the County was going to up grade the Crandon Boulevard Street Lighting System by the installation of new modern streetlights along Crandon Boulevard and the remove of the existing 30 foot poles At the April 12 1994 Council meeting a County representative made a presentation on the proposed Crandon Boulevard Street Lightmg Program The County agreed to permit the Village to up -grade the lighting standards in a May 13, 1994 letter from the Public Works Director Armando Vidal Metro Dade County plans to install a new underground electrical system and new street light poles along the Boulevard from the southern end of Bear Cut Bridge to the beginning of Bill Baggs Cape Florida State Recreation Area a distance of 3 45 miles The Village Council authorized the installation of 125 light assemblies approximately 120 feet apart on both sides of the Boulevard with the traditional decorative 18 ± foot high poles to enhance the appearance of the roadway within the Village limits for a distance of approximately 1 3 miles at their June 28 1994 meeting These decorative poles will be in place of the proposed 45 foot poles At the July 12 Council meeting Resolution 94-25 authorized the engineering firm to proceed with the up grade of plans and specifications for the project at a cost of $18 800 The contract was executed with David Volkert and Associates on July 25 1994 Resolution 94 29 adopted by the Council on August 30 1994 authorized the execution of the Joint Participation Agreement with the Florida Department of Transportation and the Village for the installation of the new lighting and fixtures at an estimate cost of $171 000 The contract was executed by all parties on October 14, 1994 The poles will have appendages that will allow for seasonal banners to be hung as well as flower containers The scope of the project includes the installation of a new lighting system including conduit conductors pull boxes load centers and poles The illuminative level will substantially increased from the present level with the installation of the 200 watt high pressure sodium hghts a producing illumination levels of 1 2 candle average Spare conduit with pull boxes along one side of the Boulevard will be installed to extend electrical power to the median and for other purposes Bids were be received by the Florida Department of Transportation on October 27 1994 A pre -construction conference was held on February 28, 1995 The project began on May 30 1995 and will be completed by early next year The County is also replacing the traffic signals at Galen Dnve West McIntyre Street and Crandon Boulevard A contract has been awarded Installation will be completed this year 0 U U U 0 U 0 U U L r C Li U 221 VILLAGE OF KEY BISCAYNE FLORIDA 1995-1996 SOLID WASTE FUND The Solid Waste Fund is utilized to account for the revenues and expenditures associated with the Solid Waste Collection and Recycling Service r L r L r L MISSION STATEMENT 'TO PROVIDE A SAFE, QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS TROUGH RESPONSIBLE GOVERNMENT 222 SOLID WASTE COLLECTION AND RECYCLING FUND The Village Council first reviewed the solid waste refuse and recycling collection services for single family residences provided by Metro -Dade County at the March 25 1993 Council meeting The mtent to transfer the service from Dade County was included in Goals and Objectives established by the Village Council on two separate occasions The transfer was permitted by the Metro Dade Inter -local agreement which was executed December 30 1992 Introduction In accordance with the Council's Goals and Objectives a single family residential solid waste collection and recycling proposal dated October 19 1993 from CAP Engineering Consultants Inc was executed on the October 22 1993 A contract was approved&**on October 26th by the Council The study analyzed the then current annual fee ($399) per annum levied by Metro Dade as compared to a fee if the Village contracted for the refuse collection and recycling service with a private contractor In anticipation of providing this service the Village presented the county a transfer notice with respect to the service on April 1 1994 in accordance with Metro Dade Inter -local agreement with the Village Council discussed the collection program over the next months Award of Contract The Council authorized the drafting of an Request for Proposal at the May 10 1994 Council meeting A Request for Proposal was advertised m the Miami Daily Business Review on June 29 30 and July 1 1994 A pre -bid conference was held on July 8, 1995 Six (6) proposals from private contractors and one (1) from the City of Miami were received on July 22 1994 On August 24 1995 all contractors were interviewed and a short list of four (4) contractors was established by a committee of local municipal officials The Village Council interviewed the four (4) contractors and awarded the contract to Industrial Waste Service Inc on September 1 1994 at a cost of $13 73 per month or $164 76 per year The contractor would pick up garbage two times per week, recycle materials once a week and provide bulk waste pick up services once a month to the approximate 1 243 single family dwelling units This provides an improvement over the service provided by the county The new rate is 50% lower than the county's rate and provides for monthly bulky waste pick up as opposed to bi-annual bulky pick up Also, a Neighborhood Trash Station is located across from the Village offices at 85 West McIntyre Street for residents to use The contract was approved by the Council and Resolution 94-46 adopted December 22 1994 authorized the execution of the contract by the Mayor The contract was executed by all parties on December 30 1994 Services were transferred on January 2 1995 The Village was notified in a letter dated January 6 1995 that Industrial Waste Service, Inc was acquired by Browning Ferris Industries The company shall be known as Industrial Waste Services Inc a BFI Company d/b/a Community Recycling 223 U C U U U U I U U U Solid Waste Collection and Recyclmg Fund continued Transfer of Service A Letter of Understanding between the Dade County Board of County Commissioners and the Village was approved by the County on December 13 1994 The letter confirmed termination of the solid waste management collection services provided by the County Department of Solid Waste Management As part of this understanding the County notified each resident of the change of service m a letter dated December 16 1994 The letter explamed the procedure residents needed to follow to apply for a refund for the unused portion of the solid waste fee The County provided three months service for this fiscal year The refund was for the nine (9) months or $299 25 At the request of the Village the County mamtained the Trash and Recyclmg Center on Virginia Key opened for residents until January 15 1995 at a cost of $6 258 00 In April of 1995, the Village made available through the agreement with the solid waste contractor a trash receptacle at a site across from the Key Biscayne Bank and Trust Co for residential use The Village s solid waste collection contractor distributed an mformation pack detailing all the services to all single family homes m May of 1995 The transition of the services from the County to the Village contractor was accomplished with a minimum of mconvemence to our residents Rate Schedule 7 L L Ordinance 95-4 adopted on April 11 1995 authorized the Village Council to set fees for the collection of solid waste and for providmg recycling services Resolution 95 9 set the annual fee at $199 per year on April 11, 1995 or $123 84 for the nine month penod the Village provided the service This is one of the lowest annual solid waste and recyclmg fees in Dade County The fee cut translated mto a $200 per year savings for Village residents The 1995 bills were mailed in June The 1996 bills shall be mailed in early 1996 Multi -Family and Commercial Properties are currently served by a number of pnvate haulers as well as the Dade County Solid Waste Department The feasibility of providmg refuse collection through Village auspices is being considered to determine if comparable or improved service can be provided at the same or lower rates This study is a priority goal of the Village Council P 224 SOLID WASTE COLLECTION AND RECYCLING SERVICE Garbage Collection Residents north of West McIntyre Street are collected on Tuesday and Friday Residents south of West McIntyre Street are collected on Monday and Thursday Recycling Collection. Residents north of West McIntyre Street are collected on Tuesday Residents south of West McIntyre Street are collected on Thursday Yard Trash. Residents with Tuesday/Fnday garbage collection days who place their,yard waste at the curb will have that yard waste collected every Friday Residents with Monday/Thursday garbage collection days who place their yard waste at the curb will have that yard waste collected every Thursday Bulky Waste Residents of Key Biscayne will be provided with monthly bulky waste collection Residents must have their bulky waste (as defined in the contract) at the curb by 7 Olt a inof the date cited, however IWS may require more than one day to collect all the material In no event will it take more than three days to collect the material West McIntytre Street N I W Th F North G -R G -Y South G G R Y Note G Garbage R Recyclables, Y Yard Trash 225 a U U U U p L U C U U U r -- ENTERPRISE FUND - SOLID WASTE BUDGET - FISCAL YEAR 1996 BUDGET ACTUAL BUDGET RFVRNTJES FY 1995 FY 1995 FY 1996 R0000 5-3 Solid Waste Fee $155,172 $123 072 $249 347 R1000 5-3 Interest 0 0 5,000 Ra Total Revenues $155,172 $123,072 $254,347 EXPENDITURES r _ X3400 5-53 Contractual Services $154 833 $119 465 $206,444 (— R4000-5-5 Miscellaneous Expenses 339 3 607 10,000 Q0001-5-2 Estimated Fund Balance 0 0 37,903 7 L r L [ Total Expenditures $155,172 $123,072 $254,347 FY 1995 covers the portion of the year from January 1 1995 to September 30 1995 The Solid Waste Fee for 1995 (nme month period) was $123 84 FY 1996 covers the full fiscal year from October 1 1995 to September 30 1996 The Solid Waste Fee for 1996 (twelve month period) is $199 00 I 226 isf KEYg ef 6.7 'Cl IR0 ON VILLAGE OF KEY BISCAYNE FLORIDA 1995-1996 STORMWATER UTILITY FUND The Stormwater Utility Fund is utilized to account for the revenues and expenses in connection with the planning, construction and maintenance of the Village's stormwater utility system Ynma Vas MISSION STATEMENT "TO PROVIDE A SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 4,. 227 COMPREHENSIVE STORMWATER DRAINAGE PROJECT REPORT I Introduction In 1987, the United States Congress amended the Clean Water Act to require the Environmental Protection Agency to develop regulations for the permitting of stormwater discharges mto the waters of the United States of America Dade County enacted a county -wide stormwater utility ordmance (91-66) in 1991 The Village Council of Key Biscayne passed Resolution 92-23 on June 9, 1993, which authorized the Village to withdraw from the Metro -Dade Stormwater Utility Village Ordinance 93-11 created the Key Biscayne Stormwater Utility effective June 22 1993 Ii Stormwater Utility Rate and Billing Process The Village Council at the October 13 1992 meeting authorized the Village Engineer at a fee of $35 000 to undertake a study to determine a stormwater utility rate Eleven meetings were held over the next year before a rate was set The billing rate was established by Council on October 12 1993 with the adoption of Resolution 93-46 and an administrative order was executed by the Village Manager on the same date The billing rate established is $5 00 per each Equivalent Residential Unit (E R U ) per month A condominium was assigned one (1) E R U or $5 00 per month and a smgle family residential unit was assigned one and one-half (1 1/2) E R.U's or $7 50 per month The commercial rate is based on the actual impervious area of the property Annual income is estimated at $480,000 The Council also authorized the Miami -Dade Water and Sewer Department to perform the billing and collection of the stormwater utility bill This service was authorized by Ordinance 93 11, adopted on June 22, 1993 and Resolution 93-44 approved by the Council on October 12 1993 authorized the Mayor to execute the agreement The Inter -local Agreement with the County was approved by the Board of County Commissioners on July 26, 1994 (R-1235-94) The first charges were mailed in August of last year Income from the stormwater billing is estimated at approximately $480 000 per year Ordinance No 93-11 ("Ordinance ) was challenged on October 4 1993 by Key Colony Condominium Association ('Key Colony") and several individual residents in a lawsuit filed in Dade County Circuit Court Key Colony challenged the rate charged by the Ordmance claiming that it was in violation of the applicable U U U U U L U 0 C U lv 228 C r^ 7 L r° Florida statute and that it did not provide a credit for an on -site drainage system, such as that installed by Key Colony On June 7 1994 the Honorable David Tobm entered a final judgment denying the relief sought by Key Colony and declaring the Ordinance to be valid and enforceable Key Colony took an appeal from the final judgment to the Court of Appeal Third District On March 8 1995, the appellate court issued its opinion affirmmg the trial court and finding that there was evidence in the record to support the court's decision upholding the Ordinance The rate schedule established by the Ordinance has been specifically evaluated and upheld by the trial court and the appellate court III National Pollution Discharge Elimination System (NPDES) The Village did however, execute an Inter -local Agreement as per Resolution 92- 31 passed on July 14 1992 with Metro -Dade County for the Department of Environmental Management to perform the necessary tasks associated with the compliance of the National Pollution Discharge Elimination System (NPDES) A two part permit application was required The agreement is dated December 15 1992 The initial contribution was $8,750 for the first part Resolution 93 27-A adopted June 22 1993 authorized the Village to continue with (DERM) as a joint permittee for the second part of the process The second Inter local Agreement was approved and executed by Metro -Dade on July 12 1994 for a five year period or until November 16 2000 at a cost to be determined annually The 1994 contribution was $4 200 It is cost effective and prudent for the Village to continue under the terms of this Inter -local Agreement in order to comply with the regulations These regulations requires that the Village through Dade County, conduct management programs to control the quantity and quality of stormwater runoff Our program involves both public participation and intergovernmental coordination addresses management practices control techniques and systems design and engineering methods and other provisions which are appropriate in obtaining the objectives of this program IV Planning for the Comprehensive Stormwater Drainage Improvement Plan The stormwater drainage problems were discussed in early 1992 by the Village Council This commumty improvement program, which will take several years to complete will alleviate our number one problem, flooding of the local streets for up to three days resulting from inadequate or no storm drainage system Establishmg a stormwater drainage system was one of the Goals and Objectives adopted by the Village Council on June 9 1992 The Village Council re -affirmed 229 this goal at subsequent workshops held on June 29 1993 February 22 1994 and June 20 1995 This pnonty was echoed by the Master Plan survey which showed that 82% ,of Village residents felt that the most critical problem facing the Village is inadequate stormwater drainage At the July 14, 1992 meeting the Village Manager was authorized to, begin the selection process for retammg an engineering firm to prepare the Stormwater Master Plan A Request for Proposals (RFP) document was prepared,, and advertised m area newspapers It was mailed to eleven engineermg firms Four4(4) proposals were received and opened December 18, 1992_ All firms were interviewed The firm of Williams, Hatfield and Stoner was retained to prepare the Stormwater Master Plan at the April 13 1993 Council Meetmg at a cost tot to exceed $65,000 for the area west of Crandon Boulevard. The area east of Crandon Boulevard was considered separately and no master plan was required but specific engmeermg plans and specifications were required and were prepared The Plan was adopted five (5) months later on September 14, 1993 V Level of Service One of the major conditions affecting the proposed design of stormwater system is the low elevation of the area to be drained combmed with tidally -controlled groundwater This combmed with the intense existing development with no available major retention/detention area, limited the drainage system options The other major consideration was to develop a system that was affordable to the Village Based on these considerations a "level of service" was developed to define these parameters The stormwater design has been developed by evaluating the amount of ramfall that will fall on a given area within a specific time period This is the intensity of ramfall that a drainage system is designed to accommodate This intensity is usually expressed as umts of inches of rainfall per hour or the inches of rainfall over a one two or three day period The rainfall intensities are categorized within an average occurrence interval This is expressed in a fixed number of years per occurrence such as a 5 -year storm which means that from the rainfall data, this storm will occur on an average of once m every five years Since this in only an average it does not mean that once this storm occurs it will be another five years before another storm of this magnitude will occur It is quite possible that two or more such magnitude storms could even occur m a single year fl fl 230 fl This intensity of rainfall per the average years of occurrence is called the design storm Therefore a five year design storm is the intensity of rainfall expected to occur on an average of once in five years The design objective was to remove water from the public right of way within 12 hours of the 5 -year design storm 4.17750 L From this combination of parameters namely intensity and frequency the level of service for the drainage system was developed for the area west of Crandon Boulevard The level of service is as follows based on the project cost Design Storm - 5 Year Drainage Area Assumption Flooding Duration - Hours 1 Minor Runoff Private Property 4± 2 Major Runoff Private Property 8± 3 Full Runoff Private Property 11± This is to say that the design storm will be evacuated from the streets within a 4 to 11 hour period The Village had set a level of expectation of 'within" 24 hours This level of service is based on the drainage wells handling the total stormwater discharge This system however has an overflow capability into eleven existing positive drainage outfalls discharging directly mto Biscayne Bay after flowing through a pollution control structure Therefore these flooding durations could be less based on the ability to overflow into these existing outfall systems Although the design storm is based on a once in a 5 year average the intensity of lesser occurrence storms does not cause major reduction in the rainfall intensity Therefore these conditions could occur with mmor reductions in the flooding after lesser storms If a greater level of service were desired, the drainage system would have had to be upgraded Our engineers estimate that, if the system pipe sizes are increased one size the flooding issue would reduce from 4 to 11 hours to 1 to 4 hours and the cost of the system would increase by over $2 5 million VI Area West of Crandon Boulevard At the September 28 1993 Council Meeting Williams Hatfield and Stoner was authorized to proceed to prepare final plans and specifications to Implement the Stormwater Master Plan at a fee of $189 600 Resolution 93 48, adopted October 12, 1993 authorized the execution of the agreement with Williams Hatfield and Stoner by the Village Manager The firm presented their fmal plans and specifications to the Village Council at the Apnl 19 1994 Council Meeting A meetmg was held May 31 1994 to discuss the final plans and the implications of installing the system along side of the existing water and the sanitary sewer lines 7 231 The storm dramage system will consist of 18 drainage wells, catch basins and weirs with connections to existing 11 outfalls to Biscayne Bay These bids were received and opened on November 15, 1994 At the March 14 1995 meetmg of the Village Council, Resolution 95-8 was adopted, awardmg the contract to the de Moya Group, Inc for the area west of Crandon Boulevard at an estimated construction cost of over $5 8 million. The pre -construction meeting was held April 20 1995 A Notice to Proceed was authorized by the Village Council at the May 23 1995 meeting and issued to the contractor on November 13, 1995 At the April 27, 1995 Council meetmg the Village Manager was instructed to receive letters of interest from engmeermg firms to provide mspection services,for the west side of the Village's stormwnterproject The public notice appeared m4he Daily Business Review Twelve (12) engmeermg companies were notified of the letter of interest fort project Seven proposals were received reviewed and ranked The top four=were interviewed At the June 22 1995 Council meetmg the Manager was authorized to negotiate an agreement with PBS &J Construction Services Inc The Council approved the agreement on September 12 1995 It was executed on September 14 1995 The project includes funds to pave all the streets from edge of pavement to edge of pavement The project should take almost two (2) years to complete VII Area East of Crandon Boulevard Requests for Proposals (RFPs) were received on February 28 1994 from four (4) engmeenmg firms to prepare plans and specification for the Holiday Colony Area Interviews were held on March 3 1994 At the March 8, 1994 Council Meetmg 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 not to exceed $28,000 At the July 12, 1994 meetmg the Council authorized the engineer based on his recommendation to proceed with the addition of and design of the pump station for this project The Holiday Colony project will be funded m part by a $750,000 grant from the U S Department of Commerce Economic Development Administration The Village was invited to submit the initial application on July 23, 1993 This application was submitted on August 16 1993 and approved on January 12 1994 by the agency CJ 232 U At the July 26th meeting the engineer s agreement was amended to include plans and specifications for Ocean Lane Drive and Sunrise Drive Bids were opened for these three areas on November 2 and rejected November 15 by the Village Council because the cost exceeded the project estimated cost The project was re advertised along with the project area west of Crandon Boulevard and bids were received and opened December 15, 1994 L The project east of Crandon Boulevard (Holiday Colony Ocean Lane Drive and Sunrise Drive) was awarded to Lanzo Construction Co Florida in the amount of approximately $2 3 million at the February 9, 1995 meeting The areas east of Crandon Boulevard are estimated to take nine months to complete The E D A approved the construction contract February 24 1995 A pre -construction meeting was held on March 30 1995 The Village Council authorized the contractor to proceed at the April 27 1995 meeting At the same meetmg Williams Hatfield and Stoner were retained to provide the inspection services for the project A public information session was held on May 10 1995 Construction began June 19 1995 The project mvolves construction of stormwater improvements in eight (8) streets in the Holiday Colony area Ocean Lane and Sunrise Drives Work includes approximately 7 700 lineal feet of stormwater pipe and appurtenances two pump stations six drainage wells replacement of the asphaltic concrete roadway pavement and sodding needed for the drainage construction VIII Water Distribution Improvement Program by Miami Dade Water and Sewer Department The engineer's concern was the age and condition of the water lines and what impact the stormwater construction program would have on the lines Breakage and disruption of water service would almost certamly occur adding an added cost to the project As previously mentioned at the May 31 1994 Council meeting the Engineer was directed to discuss these concerns with the Miami -Dade Water and Sewer Department The Department was contacted and after almost one year of discussion agreed to replace existing water maws with approximately 10 000 feet of 12 8 and 6 inch portable water mains They also agreed to install eight (8) additional fire hydrants, install tapping sleeves and valves and making service connections along with all other pertinent items required at the same time the drainage system is installed at their cost of almost $1 million WASA will pay for disturbed driveways and pay to replace the sod along the side of the road where a portion of the water line is constructed Other reasons for a joint project include shared cost of trenchmg and minimal disturbance to the Village residents The road would not be dug twice over a period of time As part of the construction contract all streets shall be paved from edge of pavement to edge of pavement 233 This improvement will also bring the deficient fire protection system up'to code standards New water Imes and the additional hydrants shall be installed on the following streets A Cranwood Drive B Gienndge Road C Greenwood Drive D Hampton Lane E Harbor Court F Heather Lane G Ridgewood Road H Warren Lane (from W McIntyre Street to Woodcrest Road) (from Harbor Court to Hampton Lane) (from Cypress Dnve to Woodcrest Road) (from W McIntyre Street to Hampton Lane) (from W McIntyre Street to W Heather Drive) Y At the March 7 1995 meeting of the Metro Dade County Board of Commissioners waived competitive bidding and the County Board authorized the $1 million water distribution system improvement contract be awarded to The de Moya Group Inc The de Moya Group is the same contractor who is the low bidder for the stormwater project for the area west of Crandon Boulevard The pre -construction meeting was held on April 20 1995 for the water distribution improvement project An apphcation for a cost share agreement in the amount of $166,681 was submitted to the South Florida Water Management District for Cape Florida on May 11, 1994 The Village was notified in late September the apphcation was approved by the District for funding Resolution 94-41 adopted on November 15, 1994 by the Village Council accepted the cost share This cost share will cover a portion of construction cost of Island Drive Knollwood Drive, Cape Florida Drive and Manner Drive IX Financial Summary of Project - Income & Expenditures The project expenditures are broken down as follows construction $7 842 854 contingency $784,285 inspectors supervisors and coordination $463 000, preparation of plans and specifications $245 800 stormwater permits from Dade County, $236 000, and administrative costs for the bank note, $90 000 These are estimates based on umt prices and quantities prepared by our engineer The project expenditures may be lower or for that matter higher dependmg on the actual costs for the project. U 234 SUMMARY OF EXPENDITURES I Construction Contingency Inspection, Supervision Design/Bid Stormwater Permit Fees Bond Issue Costs Total West Crandon Project One $5 867 750 586 775 403 000 183 500 181 000 90.000 $7,31,2,025 East Crandon Project Two $1 975 104 197 510 60 000 62 300 55 000 0 $2,349,914 Total $7 842 854 784 285 463 000 245 800 236 000 90,000 $9,661.939 At the February 9 1995 Council meeting a motion was adopted to finance the Holiday Colony areas construction expenditures from the Village General Fund surpluses generated over the last 3 years $1 500 000 and an E D A grant $750 000 At the same meeting a motion authorized the Village Manager to solicit financing proposals for the project on the west side of Crandon Boulevard with a two year bank anticipation note in the amount of $7 2 million with the right to extend for an additional one year and a $166 681 grant from the South Florida Water Management District Resolution 95-4 adopted on February 28 1995 authorized and designated the appropnate security for the bond anticipation note On March 13 1995 four bids were received in response to our request All the bids were rejected at the March 28, 1995 meeting The Council instructed a revised proposal be re -advertised A second round of bids were received on April 6th Resolution 95 11 adopted on April 11 1995 awarded the note sale to Key Biscayne Bank and Trust Company and First Union Bank of Florida at a fixed rate of 4 89% per annum for 2 years The third year the rate must be negotiated if Council wishes to extend the loan The closing was held on April 17 1995 Funds to pay the interest payment of $ 687 534 00 for the two year $7 2 million loan will be derived from the interest income received from the investment of the idle funds spread over the two year period and from the stormwater utility fee Interest income is estimated at over $421,942 X Construction The Stormwater Master Plan calls for the installation of catch basins, drainage pipes pollution control devices and drainage wells All of these facilities will be 235 U underground Only the grated tops of the catch basins and drainage wells -will be visible from ground level The project will affect nearly every street in the Village The contractors will'be working within the street nght-of-ways Within any one area, the contractor will limit construction per crew to 600 feet or one block at a time, whichever is less All of the construction work will occur within the street rights -of way and should not affect private property The inconveniences during construction will generally fall into four categories -(1) traffic disruption, (2) dust, (3) blocked drive access and (4) noise e Traffic disruption will be munmized by the requirement that the contractor keep one lane open for traffic and only work 600 feet or one block at a time All disturbed areas must 'be repaved within one week, Dust will be controlled by sprinkling the streets with water and sweeping. Dn yeway access to individual homes may be blocked for up to one day while the contractor digs the trench and lays the pipe within the street right-of-way Homeowners will be notified in advance so cars can be moved to avoid being blocked in Noise will occur during construction and from the emergency generators required to lower the water table to permit construction The contractor is required to comply with the Village's not`se ordinance which lumts them to hours from 7 a m to 7 p m Monday through Friday and from 8 a m to 12 noon on Saturday No work is permitted on Sunday U C 4 0 7 L C C C C C C C 236 PM , HER 1 s SCALE 1 = 1000 c 4 O 6 6 d A t CTY L tS A OATH NE OF B L BAGGS ST TE P R cR NOON PARK e WE OR, 6m,00 m ®o® mmm mmm®� f a I 0 VILLAGE OF KEY BISCAYNE FLORIDA .oam WATER LINE IMPROVEMENTS (source Miami Dade WASD Water Distribution Plans Dated 2/2/95) 1" WILLIAMS HATFIE D 8 STONER INC ��) ��, `" NO RE ROOUCTION W THOU ER SS O DR NEW STORMWATER IMPROVEMENT BASINS a 4 W U 0 U 4 DATE 12/95 237 ENTERPRISE FUND STORMWATER UTILITY BUDGET - FY 1996 REVENUES R9000 4 311 R1000-4-361 R0000 4 381 R3900-4-331 R0000-4 384 R0001 4 384 Q0001 4 247 EXPENDITURES X4000-4 512 X5100-4-512 X4600 4 539 X6100-4 539 X6300-4 539 X7200 1-519 X7201 1-519 X7220-1-519 Q0001-4 247 Stormwater Fees Interest Total Revenue Interfund Transfer In Economic Development Grant Debt Proceeds BANS Debt Proceeds - Bonds Estimated Fund Balance Grand Total Administrative Expense Supplies Maintenance & Repair Construction Project Holiday Colon Construction Project West Side Interest Expense BANS Interest Expense Bonds Principal BANS Total Expense Estimated Fund Balance Total Expense & Est Balance FY 1995 $465 000 $35,000 $500 000 $1 500 000 $0 $7 200 000 $7 200 000 $0 Actual 10/94-7/95 $373 403 $26 966 $400 369 $0 FY 1996 $465 000 $300,000 $765 000 $500 000 $750 000 $0 $0 $0 $0 $5,296,674 $9 200 000 $7 600 369 $8 076 674 $25 000 $5 000 $1 610 000 $2 100 000 $163 326 $0 $0 $44 $46 868 $25 000 $5 000 $50 000 $643 175 $51 992 $4 175 000 $352 080 $0 $0 FY 1997 $475 000 $200,000 $675 000 $500 000 $0 $0 $7 200 000 $2,061,419 $11 111 419 $25 000 $5 000 $50 000 $0 $925 000 $352 080 $198 000 $7,200,000 $3 903 326 $5,296 674 $98 903 $5 250 255 $2 826 419 $8 755 080 $2,356,339 $9 200 000 238 $8 076 674 $11 111 419 0 U 0 L U PI L. U L L c Village of Key Biscayne, Florida Local Planning Agency r I Betty Sime, Chairman John F Festa Raul Llorente Hugh T O'Reilly Michele Padovan Raymond P Sullivan John Waid Master Plan Consultant Robert K Swarthout, Incorporated City Planmng Consultants 400 South Dixie Highway, Suite 121 Boca Raton, Florida 33432 FUTURE LAND USE ACHIEVE THE FOLLOWING COMMUNITY t_HARACTER Key Biscayne should be a residential community Development policies should protect residential character 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 respect an established land use pattern however they should be modest in size so as not to overpower the community s residential character Other commercial development should be sized to meet the needs of residents and hotel guests Office development should be limited to the minimum amount practical in light of existing development patterns MISSION STATEMENT TO PROVIDE A SAFE, QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 239 4. LI CROSS ELEMENT IMPLEMENTATION PLAN VILLAGE OF KEY BISCAYNE The following constitute major Master Plan policies that have a target date and therefore taken together constitute an implementation program They are listed chronologically according to the target date in the plan Most of these policies are contained m more than one element These cross -element references show internal plan consistency Only items to be completed during period are listed all other policies have a target date of the end of 2004 1994 i Explore recreation impact fee Recreation and Open Space and Capital Improvement Elements 1995 1 Development Code Revise by the date required by state stature, the code must include zoning subdivision floodplam drainage environmentally sensitive lands parking, signs and concurrency of public facilities Specific Plan - mandated policies to be addressed by the code include • commercial redevelopment incentives • revised parking access, landscaping and related site planning standards • architectural design review • drainage standards mcludmg detention erosion control swale protection and level of service standard • ocean setback standards • minimum pervious area • dune enhancement, dune and other environmentally sensitive land protection • bike rack requirements • single family setback and bulk standards • group home provisions • landscape section provisions referring to plant list and irrigation requirements • Bay -front environmental regulations • turtle -sensitive beach lighting • two water-onented zoning districts • marina standards • concurrency management system with level of service standards [I 0 0 0 I U U C C 0 0 U 240 Cross Element Implementation Plan contmued r 4,43 !- I 7 L, 2 Five-year capital programming process All elements 3 Activate stormwater utility mcludmg bonding based upon 1993 drainage master plan Land Use and Infrastructure Elements 4 Prepare hurricane emergency plan Conservation/Coastal Element 5 Explore feasibility of obtaining sites needed to achieve and mamtam a LOS of 2 5 acres of local public park land per 1 000 permanent residents 1996 1 Complete solid waste collection study Infrastructure 2 Initiate dune and beach enhancement fund Conservation/Coastal and Capital Improvements Elements 3 Adopt a post -disaster redevelopment plan Conservation/Coastal Element 4 Complete survey of private recreational facilities as basis for public facilities plan refinement Recreation and Open Space and Capital Improvement Elements 5 Begm drainage improvements mcludmg mitigation of Bay outfalls Land Use Infrastructure, Conservation/Coastal and Capital Improvement Elements 241 Cross Element Implementation Plan contmued 1999 I Complete historic buildings survey Land Use Housing and Coastal/Conservation Elements 2 Complete streetscape and speed control plan for Harbor Drive, Fernwood Road and West Mashta Drive Traffic and Capital Improvements Elements 3 Complete any solid waste collection system improvements Infrastructure Element 4 Consider and if desirable, enter into mterlocal or similar mtergovernmental agreements on sewers solid waste parks school playfield and Crandon Boulevard streetscape Land Use Traffic Infrastructure and Recreation and Open Space Elements 242 C C C C C G U U C U C C ra C DEVELOPMENT OF REGIONAL IMPACT (DRI) PROJECTS The definition of a Development of Regional Impact is any development which because of its character, magnitude or location, would have a substantial effect upon the health, safety or welfare of citizens of a region Infrastructures commonly impacted include the school system roads police and recreational open space A DRI project once completed may significantly increase the amount of housmg units available in a particular region Subsequently areas with DRI projects may experience an increase in population The increase of population will result m an increase m the use of area mfrastructure Development of Regional Impact projects are assessed impact fees The impact fees collected from a project are utilized m mfrastructure improvements necessary due to the increased population L r L The Grand Bay Resort and Residences The Grand Bay Resort and Residences is one of two DRI projects within the Village limits Development on the beach front 44 acre site has commenced Once completed this $300 million resort/residential project will mclude a 250 room Resort Hotel, a 175 unit Apartment Hotel one 14 story 143 unit condominium building one 14 story 90 unit condominium building 57 single family homes a 25,000 square foot spa private beach club cabanas restaurant, twelve lighted tennis courts swimmmg pool and various water features The units will sell in the range of $600,000 to $3 5 million Ground was broken for the first of the luxury ocean front condominiums Completion is estimated in late 1996 The following is a breakdown of the impact fees paid by the developer of the Grand Bay Resort and Residences Park Improvements Fire Service Rickenbacker Causeway Signage Marione Stoneman Douglas Nature Center Dade County School Board $250 000 $132 713 $135 000 $ 50 000 $300.000 Total $867,713 243 The Ocean Club of Key Biscayne The Ocean Club is the second DRI project within the Village This is a luxury condominium project which will be developed on a 55 acre beach front parcel The project, consisting of a total of 832 luxury residential units will include two buildings The units will sell m a range of $450 000 to $1 million The project, once complete will also include a private beach club and a private bath and tennis club The approval hearing was held on July 25 1995 The following is a breakdown of the impact fees to be paid by the developer of the Ocean Club Roadway Improvements Monetary Fire Service Contribution Bill Baggs Cape Fl State Rec Area Variable Message Signage Contribution Local Park Monetary School Contributions Obligation 23 553 239,470 140 000 65 000 500 000 S3.200.000 Bag" Outstanding $ 23 553 239 470 $ 140 000 $ 65 000 $ 500 000 52,133.111 51.066.667 Total $4,168,023 $2,861,886 $1,306,137 In addition to the impact fees, both developments once complete will contribute to an increase of between $3 to $4 million in municipal revenues through the ad valorem tax 244 C U C C C L C C r U U U r L SECTION I CERTIFICATION OF TAXABLE VALUE 1995 Year DADE County To VILLAGE OF KEY BISCAYNE Mam. ofTaxoa Mlhody) 1 (1) Current Year Taxable Value of Real Property for Operating Purposes E 1, 744, 363, 535 (2) Current Year Taxable Value of Personal Property for Operating Purposes $ 23, 093, 470 (3) Current Year Taxable Value of Centrally Assessed Property for Operating Purposes $ (4) Current Year Gross Taxable Value for Operating Purposes (1) a (2) « (3) $ 1,767,457,005 (5) Current Year Net New Taxable Value (New Construction « Additions + Rehabilitative S 10, 920, 726 Improvements Increasing Assessed Value By At Least 100% + Annexations - Deletions) 1,756,536,279 (6) Current Year Adjusted Taxable Value (4) - (5) i —0— (7) Prior Year Final Gross Taxable Value E t 714 u14 1 n1 (From Prior Year Applicable Form DR -403 Series) I do hereby certify the values shown herein to be correct to the best of my knowledge and belief Witness my hand and official signature at Miami,Dade County Florida this the 1st day of July 19 95 agnatura of Properly Appraiser TAXING AUTHORITY If this portion of the form is not completed in FULL your Authority will be denied TRIM certification and possibly lose its miliage levy privilege for the tax year If any line is inapplicable enter N/A or -0- SECTION (8) Prior Year Operating Millage Levy (9) Prior Year Ad Valorem Proceeds (7) x (8) (10) Current Year Rolled -Back Rate (9) + (6) (11) Current Year Proposed Operating Millage Rate (12) Check one (1) TYPE of Taxing Authority (County Municipality 71 independent Dependent Municipal Service Special District Special District Taxing Unit (13) IF DEPENDENT SPECIAL DISTRICT OR MSTU IS MARKED PLEASE SEE REVERSE SIDE. (14) Current Year Millage Levy for VOTED DEBT SERVICE S (15) Current Year OTHER VOTED MILEAGE DEPENDENT SPECIAL DISTRICTS SKIP lines (16) through (22) (16) Enter Total Prior Year Ad Valorem Proceeds of ALL DEPENDENT Special Districts $ & MSTU s levying a miiiage (The sum of Line (9) from each Districts Form DR -420) (17) Total Prior Year Proceeds (9) + (16) E (18) The Current Year Aggregate Rolled -back Rate. (177 + (6) s per E1 000 E per $1 000 $ S per $1 000 s per $1 000 Multi -County per Et 000 S per E1 000 (19) Current Year Aggregate Rolled -back Taxes (4) x (18) s i,,,, (20) Enter Total of all non -voted Ad Valorem Taxes proposed to be levied by the Principal $ Taxing Authority all Dependent Districts & MSTU s if any Line (11) x Line (4) (21) Current Year Proposed Aggregate Malaga Rate. (20) + (4) E per $t 000 (22) Current Year Proposed Rate as a PERCENT CHANGE of Rolled -back Rate 44 Mine 21 +Line 18)-1 00]x 100 Date Time and Place of the first Public Budget Hearing and telephone number I do hereby certify the millages and rates shown herein 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 F S WITNESS my hand and official signature at Florida this the day of 19 Signature and Tab of Chid Aaminiatradr. OAS. Add an al Physical Laudon Manna Address Nan,. of Coma Pusan City Sias Plum Number SEE INSTRUCTIONS ON REVERSE SIDE 245 Fax Number U VILLAGE OF KEY BISCAYNE 1993, 1994 AND 1995 APPRAISED VALUE OF REAL PROPERTY Code Description Parcels 1993 Value Average Value (m 000 s) Parcels 1994 Value Average — Value (m 000 s) Parcels 1995 ' Value Average — — Value On 000 s) 1994 1995 Difference in Value -------- Average Value (in 000 s) 00 Vacant 162 $31784 181 $38988 180 $39058' 70 Residential 196 215 217 2 01 Single 1 262 $446 641 1 243 $520 034 1 244 536 802kt " 16 768 Family 370 418 432 14 03 Multi 6 $7 885 6 $7 878 6 $8,221 343 Family 1314 1313 1370 57 > 10 units 08 Multi 9 $1645 9 $1785 8 $1711 (74) Family 183 198 214 16 < 10 units 04 Condo 4 146 $868 648 4144 $950 013 4 146 $979 914 29 901 210 229 236 7 05 Co op 131 $22 556 131 $22 699 131 $23 982 1 283 173 172 183 10 10 Vacant 6 $4 256 4 $3 182 5 $2 27I (911) Commercial 709 795 454 (341) 11/39 Improved 138 $139 139 140 $165 149 139 $151 026 (24 123) Commercial 1180 1 087 (193) 50/69 Agricultural 3 16 3 4 756 (4 756) 5 1 58 (1 585) 88 Federal — -- 2 129 129 65 65 91/97 Misc 1 $1 142 1 $1142 1 1 250 108 1 142 1 142 1 250 108 Total 5 864 $1 543 712 5 862 $1715 626 5 862 $1 744 364 28 738 263 293 298 5 1994 Homestead Exemptions Single Family 784 out of 1,238 Condominiums 1 666 out of 4 275 246 63% 38% U U VILLAGE OF KEY BISCAYNE, FLORIDA AUTHORIZED FULL-TIME POSITIONS FISCAL YEARS (1993-1996) Department I Administration Actual Actual Current Budget 1993 1994 1995 1996 A Village Manager 1 1 1 1 B Administrative Assistant 1 1 1 1 C Receptionist/Switchboard 1 1 1 1 — D Economic Development _0__ . 9. 0 r r m r Total II Village Clerk III 3 3 3 5 3 A Village Clerk 1 1 1 1 B Assistant - Part time o . 5 .5 Total dr 1 1 5 1 5 1 5 A Director 1 1 1 1 B Building Official/ 0 0 1 1 Structural Engmeer C Admuustrative Assistant 0 1 1 1 D Planner 0 1 1 1 E Code Enforcement 0 1 1 1 F Permit Clerk 1 _l— —1 1 Total 2 5 6 6 IV Economic Development A. Director _1— __J.— 0 0 Total 1 1 0 0 247 Authonzed full time positions fiscal year (1993-1996) continued Department. Actual Actual Current Budget 2993 1994 1995 1996 V Finance A Director 1 1 1 1 B Assistant -Part time _____._5 ____._5 .—..5_ Total 1 5 1 5 1 5 , 1 5 VI Fire Rescue A Fire Chief 0 1 1 1 B Deputy Fire Chief 0 1 1 1 C Administrative Assistant 0 1 1 1 D Fire Captains 0 3 3 3 E Fire Lieutenants o 3 3 3 F Firefighters/paramedics 0 15 19 24 G Firefighters/EMTs a —9_ _5__ Total 0 33 33 VII Police Department 33 A Police Chief 1 1 1 1 B Deputy Police Chief 1 1 1 1 C Administrative Assistants 1 1 1 1 D Police Lieutenants 4 4 3 3 E Police Officers 14 17 18 19 F Dispachers F/T 3 3 4 4 G Dispatchers P/T 1 1 0 0 H Public Service Aides F/T 3 3 4 4 I Public Service Aides P/T 1 1 0 0 J Administrative Aide 0 0 1 1 K Crossmg Guard P/T _Q_ _O__ —.-5 _1_ Total 29 32 33 5 35 Q kJ C U C C U El C C r L G 248 L k Authorized MI time positions fiscal year (1993 1996) continued Department. VIII Recreation Actual Actual Current Budget 1993 1994 1995 1996 A Director 1 1 0 0 B Program Coordmator 1 1 1 1 C Sports Coordinator 1 1 1 1 ,-- D Program Assistant P/T 0 0 _t_5.I Total 3 3 2 5 2 5 I f" r I IX Public Works A Laborer 1 _1— —1— 1 Total 1 1 1 1 TOTAL 41.5 81 84 5 85 5 249 RESOLUTION NO 95-24 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 PILE 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 WHEREAS on July 1 1995 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 1995 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, tame and place at which a first public hearing will be held to consider the proposed millage and the tentative budget, and 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 WHEREAS the Village Council has reviewed the figures supplied 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 NOW THEREFORE BE IT RESOLVED BY THE VILLAGE COUNCIL OF KEY BISCAYNE FLORIDA ,4RCTTON 1 That the proposed millage for the first public hearing is hereby declared to be .00399 mills which is $3.99 per $1 000 00 of assessed property within the Village of Key Biscayne ,SFrPTON 7 That the current year rolled -back rate computed pursuant to Section 200 065 F S is 54.0024 per $1 000 00 C C C U C C U C C C E u r 250 C $EC'TTON 3, That the date time and place of the first and second public hearings is hereby set by the Village Council as follows Date T7mP plarP September 14 1995 7 00 p m Key Biscayne Village Hall Council Chamber (Second Floor) 85 West McIntyre Street Key Biscayne Florida 33149 September 28, 1995 7 00 p m Key Biscayne Village Hall Council Chamber (Second Floor) 85 West McIntyre Street Key Biscayne Florida 33149 $FCTION 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 1995 ,swC'TTC)N 5_ This resolution shall be effective immediately upon its adoption PASSED AND ADOPTED this Jlth day of July , 1995 ATTEST GUIDO H 1S1GUANZO JR CMC, VILLAGE CLERK APPROVED AS TO =.AL UFFICIENCY r STEPHEN P, V LAGE ATTORNEY -2- 251 JOHN F FESTA L RESOLUTION NO 95-35 A RESOLUTION OF THE VILLAGE OF KEY BISCAYNE, FLORIDA, ADOPTING THE FINAL MILLAGE RATE OF THE VILLAGE OF KEY BISCAYNE FOR THE FISCAL YEAR COMMENCING OCTOBER 1, 1995 THROUGH SEPTEMBER 30, 1996, PURSUANT TO FLORIDA STATUTE 200 065 (TRIM BILL), PROVIDING FOR AN EFFECTIVE DATE WHEREAS, pursuant to Section 200 065 of the Florida Statutes, the Property Appraiser has made tax assessments for all real property within ,. the jurisdiction of the Village of Key Biscayne WHEREAS, on September 14, 1995, the Village Council adopted the "Tentative Millage Rate" of 3 80 mils (Resolution 95-34), for the fiscal year commencing October 1, 1995 and further scheduled the final public hearing required by Section 200 065 of the Florida Statutes to be held on September 28, 1995, at 7 00 p m , and WHEREAS, said public hearing, as required by Section 200 065 (2)(d), was held by the Village Council on September 28, 1995, commencing at 7 00 p m , as previously advertised, and the public and all interested parties having had the opportunity to address their convents to the Village Council and the Village Council having consideredsthe,convents of the public regarding the millage rate and having complied with the "TRIM" requirements of the Florida Statutes, NOW, TARE, BE IT RESOLVED BY THE VILLAGE COUNCIL OF KEY BISCAYNE, FLORIDA AS FOLLOWS G-rr,on 1 That the millage rate for the Village of Key Biscayr s for the fiscal year commencing October 1, 1995 through September 30, 1996 be and is hereby fixed at the rate of .00_:' mils which is 53.80 per thousand dollars of assessed property within the Village of Key Biscayne Section 2 That the roll -back rate is .0040025 mils and the final millage rate is .00380 -- which is 5.059 percent under the roll -back rate Section 1 This resolution shall be effective immediately upon its adoption by the Village Council C U U U C C C C Ui C 252 PASSED AND ADOWIED this 28th day of September , 1995 0, JR , CMC, VILLAGE CLERK APPROVED AS TO FORM STEPHEN J Map T C -2- 253 1 ORDINANCE NO 95-10 AN ORDINANCE OF THE VILLAGE OF KEY BISCAYNE, FLORIDA, ADOPTING A TENTATIVE GENERAL FUND OPERATING BUDGET FOR THE FISCAL YEAR COMMEMCING OCTOBER 1, 1995 THROUGH SEPTEMBER 30, 1996 IN THE AMOUNT OF $15,226,322 00 PURSUANT TO FLORIDA STATUTE 200 065 (TRIM BILL), SETTING A DATE FOR A FINAL PUBLIC HEARING TO ADOPT THE BUDGET, PROVIDING FOR AN,SrrhCTIVE DATE WHEREAS, the Village Manager presented to the Village Council a "Tentative General Fund Operating Budget" for the fiscal year camnencing October 1, 1995 and the. Vi 31 age Council scheduled the public hearing required by Section 200 065 of thee Florida Statutes to be held on September 14, 1995 at 7 00 p m ; and WHEREAS, the Property Appraiser has properly noticed the public hearing scheduled for September 14, 1995, at 7 00 p m , in the Council Chamber, located at 85 West McIntyre Street, Second Floor, Key Biscayne Florida, as required by Chapter 200 of the Florida Statutes, ana WHEREAS, said public hearing, as required by Section 200 065 (2)(c), was held by the Village Council on September 14, 1995 commencing at 7 00 pm as previously noticed and the public and -11 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 ORDAINED 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 th fiscal year commencing October 1, 1995 through September 30, 196 be and is hereby set for Thursday September 28, 1995 7 00 p m , in the Council Chamber, located at 85 West McIntyre Street, Second Floor, Xey Biscayne, Florida U C C a C C U C a C L 254 Section 3 That the Village Clerk be and is hereby directed to advertise said public hearing as required by law PASSED AND ADOPTED on tie first reading this 14th day of September , 1995 PASSED AND ADOPTED on the second reading this 28th day of September 1995 r INGUANZO JR CMC, VILLAGE CLERK APPRO AS TO FORM AND LEGAL SUFFICIENCY RIC ARD� ZISS, VILLAGE ATTORNEY -2- 255 C ABOUT KEY BISCAYNE Key Biscayne is a seven mile long two mile wide barrier island only minutes from downtown Miami and is in Dade County c, General Information r Form of Government Council Manager Governing Body Village Council 6 Councilmember and 1 Mayor Elected at large through non-partisan elections Councilmembers have four year terms and the Mayor has a two year term Date of Incorporation June 18 1991 Population 8 847 Village Services Full Service mcluding Police Fire Rescue Recreation Building Zoning and Planning refuse collection and stormwater management Services provided by other governmental agencies Water sewer and library Location Area 1 25 Square Miles Latitude 25 42 North Longitude 80 16 West Miles of Streets 7 850 ft Fire Protection Number of Stations 1 Fire Hydrants 169 Emergency Response Time 3 12 minutes Number of Rescue Trucks (Ambulances) 2 Police Protection Number of Stations 1 256 C U C U C C Public Eduction r r- 7 i_ Attendance Centers 1 Number of Students 279 Number of Teachers 32 Dade County Water & Sewer Authontv Number of Customers 1 725 Average Daily Consumption 2 500 000 Sewers 807 Refuse Collection & Recycling Services Participants Single Family Homes Customers 1 243 Stormwater Management Single Family Home Rate $7 50 per month Multi Family Unit Rate $5 00 per month Commercial Rate Vanes according to impervious area Recreation and Culture Number of Parks 2 Number of Libraries 1 Number of Public Tennis Counrts 4 Number of Public Recreation Centers 1 Houses of Worship Churches 4 Housing Units 5 724 Single Family Homes 1 527 Mult Family Units 4 157 Commercial Property Shoppmg Centers 232 682 square feet 7 Centers 257 ELECTED COUNTY OFFICIAL The Honorable Maurice Ferre Metropolitan Dade County Board of County Commissioners - District 7 111 Northwest 1 Street Suite 220 Miami Florida 33128-1963 Tel (305) 375-5697 ELM -LLD STATE OFFICIALS I 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 Representative Miami Office 115 N W 167th Street North Miami Beach Fl 33169 Tel (305) 655 1701 The Honorable Bruno A Barreiro (R) District 107 Tallahassee Office 325 The Capitol Tallahassee Florida 32399-1300 Tel (904) 488 9930 Miami Office 1401 W Flagler St Ste 203 Miami Florida 33135 Tel (305) 643-7324 MISSION STATEMENT 'TO PROVIDE A SAFE, QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 258 12 g U C U C U C C 0 C C } U ELECTED FEDERAL OFFICIALS r" r ran 1 Senate The Honorable Bob Graham (D) Washington Aide & Address Buddy Shorstem Admimstrative Assistant 524 Hart Senate Office Building Washington D C 20510 Tel (202) 224 3041 The Honorable Conroe Mack (R) Washington Aide & Address Mitch Bamwal Admuustrative Assistant 517 Hart Senate Office Building Washington D C 20510 Tel (202) 224 5274 II House of Representatives The Honorable Ileana Ros Lehtmen (R) Distnct 18 Washington Aide & Address Mauncio Tamargo Administrative Assistant 127 Cannon House Office Building Washington D C 20515 Tel (202) 225-3931 Miami Aide & Address Ellen Roth Distract Director 44 West Flagler St. Ste 1715 Miami Flonda 33130 Tel (305) 536 7293 Miami Aide & Address Javier Vasquez Regional Director 777 Bnckell Ave Ste 704 Miami Florida 33131 Tel (305) 530-7100 Miami Aide & Address Debra Musgrove Distract Director 5757 Blue Lagoon Dnve Suite 240 Miami Flonda 33126 Tel (305) 262-1800 MISSION STATEMENT 'TO PROVIDE A SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 259 GLOSSARY A Account A term used to identify an individual asset, habihty 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 fluids fund types balanced account groups or organizational components 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) Activity Departmental efforts which contribute to the achievement of a specific set of program objectives the smallest unit of the program budget Ad Valorem Tax. 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 mcur obligations for specific purposes Appropriated Fund Balance The amount of surplus funds available to finance operations of that fund in a subsequent year or years Assessed Value A valuation set upon real estate by Metro Dade County Property Appraiser as a basis for levying real property taxes (Ad valorem tax) Asset Resources owned or held by a government which have monetary value B Balanced Budget Occurs when planned expenditures equal anticipated revenues In Florida, it is a requirement that the budget submitted to the Village Council be balanced Balance Sheet The basic financial statement which discloses the assets habihties and equities of an entity at a specified date in conformity with GAAP 260 � U C C C C G 6 C C k' ti? 0 U C C GLOSSARY (CONT'D) eNt L L 7 L Bond A written promise to pay a designated sum of money (the principal) at a specific date m the future along with periodic interest at a specific rate The payment on bonds are identified as Debt Service Bonds are generally used to obtain long -tern financmg for capital improvements Bond Funds Resources derived from issuance of bonds for specific purposes and related Federal project grants used to finance capital expenditures Bond Rating A ratmg (made by an established bond rating company) from a schedule of grades mdicatmg the probability of timely repayment of principal and interest on bonds issued 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 Budget Document (Program and Financial Plan) The official written statement prepared by the Village staff reflecting the decisions made by the Council in their budget deliberations Budget Ordinance The schedule of revenues and expenditures for the upcoming fiscal year by fund which is adopted by the Village Council each year Budgetary Basis This refers to the basis of accountmg used to estimate financing sources and uses m the budget This generally takes one of three forms GAAP cash, or modified accrual Budget Calendar The schedule of key dates which a government follows m the preparation and adoption of the budget Budget Message A general discussion of the proposed budget written by the Village Manager to the City Council C Capital Improvement Program. A projection of capital (long-lived and significant) expenditures over the coming five years The method of financing is also indicated 261 GLOSSARY (CONT'D) Capital Outlay Fixed assets which have a value of $25 000 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 activities which add value to a government's physical assets or significantly increase their useful life Also called capital improvement Capital Projects Budget A fiscal year budget for capital expenditures i e items or projects of significant value with a probable life of one or more years and the -means of financing them Capital Reserve Fund An account used to segregate a portion of the government's 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 proceedmg to review an assessment of real property fonsumer Price Index (CPI) A statistical description of price levels provided by the U S Department of Labor The mdex is used as a measure of the increase m the cost of living (i e economic inflation) Contingency Account An appropnation 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 264 C C U n 0 U b r GLOSSARY (CONT'D) E bas - 4.4 Countywide Service Area. As the areawide government, Metro -Dade has the responsibility to provide certain services to all residents These countywide services include public health care sheriff jails courts mass transportation, environmental protection, certain parks and public works activities elections tax collection, property appraisal and social service programs The revenue to pay for countywide services comes from property and gas taxes licenses charges for services mtergovernmental aid, fines and forfeitures transfers and mterest earnings D Debt Service Fund Fund used to account for the accumulation of resources for and payment of general long term debt principal interest, and related costs The payment of principal and mterest on borrowed funds Delinquent Taxes Taxes remaining unpaid on or after the date on which a penalty for nonpayment is attached Department A major administrative division of the Village which indicates overall management responsibility for an operation or a group of related operations within a functional area A department usually has more than one program and may have more than one fund Disbursement The expenditure of monies from an account Distinguished Budget Presentation Awards Program. A voluntary awards program administered by the Government Finance Officers Association to encourage governments to prepare effective budget documents The Village received this award for its FY 94 and 95 budgets E Employee (or Fringe) Bents Contributions made by a government to meet commitments or obligations for employee fringe benefits Included are the government's share of costs for Social Security and the deferred compensation, medical, and life insurance plans Encumbrance Commitments of funds for contracts and services to be performed When encumbrances are recorded, available appropriations are correspondmgly reduced 263 GLOSSARY (CONT'D) Enterprise Fund Funds established to account for operations which are financed and operated m 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 Expenditure The cost of goods delivered or services provided, including operating expenses, capital outlays and debt service Includes such things as paying salaries of police fire and others purchasing materials electricity water and gas and makmg long term debt payments F Final Budget Term used to describe revenues and expenditures for the upcoming year beginning July 1 as adopted by the Village Council Financial Policy A government's policies with respect to revenues spending and debt management as these relate to government services programs and capital mvestment 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 Village s 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 A special privilege granted by a government permitting the continuing use of public property such as city streets and usually involving the elements of monopoly and regulation 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 U C L U U U GLOSSARY (CONT'D) Fund An mdependent fiscal and accountmg entity with a self balancing set of accounts Funds are estabhshed to attain certain objectives or to simply segregate activities Examples are the Refuse Collection and Recyclmg Fund and the Stormwater Utihty Fund Fund Balance. The excess of assets over habihties for a fund A negative fund balance is sometunes called a deficit G GAAP Generally Accepted Accounting Principles Umform mn mum standards for financial accountmg and recording encompassing the conventions rules and procedures that define accepted accountmg principles General Fund The fund that is available for any legal authonzed purpose and which is therefore used to account for all revenues and all activities except those required to be accounted for m another fund Note The General Fund is used to finance the ordmary operations of a governmental umt The entity receives revenue from a specific source and spends it on specific activities General Ledger A book file or other device which contains the accounts needed to reflect the financial position and the results of operations of an entity In double entry bookkeepmg the debits and credits m the general ledger are equal therefore the debit balances equal the credit balances r f L E General Oblzgatzon Bonds Bonds for the payment of which the full faith and credit of the issuing government are pledged In issuing its general obligation bonds the Village of Key Biscayne pledges to levy whatever property tax is needed to repay the bonds for any particular year General Obhgation Bonds cannot be issued without voter approval and are usually issued with matunties of between 15 and 30 years Goat A long-term attamable target for an organization An organization s vision of the future Goals and Objectives A narrative m each department which establishes a program of non-routme, or especially emphasized, mtentions and tasks for each Village department or subdepartment during a one-year penod It is not necessarily a fiscal period 265 GLOSSARY (CONT'D) 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 it is sometimes also for general purposes I Infrastructure. The physical assets of a government (e g streets water sewer public buildings and parks) Inter fund Transfer Equity transferred from one fund to another Intergovernmental Revenue Funds received from federal state and other local governmental sources in the form of grants and shared revenues L Liabilities Debts or other legal obligations ansmg out of transactions m the past, which must be liquidated, renewed or refunded at some future date This term does not include encumbrances Line Item. A specific item defined by detail m a separate account m the financial records Revenue and expenditure justifications are reviewed, anticipated and appropriated at this level M 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 Mill of Tat A rate of tax equal to $1 for each $1000 of assessed property value So if your house has a taxable value of $50 000 and the millage rate is 1 then you would pay $50 in taxes and if the millage rate is 10 then you would pay $500 in taxes Modified Accrual AccountinE A basis of accounting in which revenues are recorded when collectable within the current penod or soon enough thereafter to be used to pay liabilities of the current period, and expenditures are recognized when the related liability is incurred 266 a z C C U a 0 L 0 C rwn 420 7 GLOSSARY (CONT'D) N Net Bonded Debt The amount calculated as gross bonded debt less debt service monies available at year-end less debt payable from Enterpnse Revenues which ultimately equates to amounts to be repaid through property taxes 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 organization s activity which advances the organization toward its goal Objects of Expenditure. Expenditure classifications are based upon the types or categories of goods and services purchased The Village s are 100 - Personal Services (salanes and wages) 200 - Payroll -Related Expenses (payroll taxes retirement contributions health and insurance benefits workers compensation msurance) 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 -m -progress) 700 - Debt Service (Principal and Interest) 800 - Grants to Other Governmental Umts 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 Budget The Village's financial plan which outlines proposed expenditures for the coming fiscal year and estimates the revenues which will be used to finance them Operating Revenue. Funds that the government receives as income to pay for ongoing operations It includes such items as taxes fees from specific services mterest 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 A law OSHA Occupational Safety & Health Administration 267 GLOSSARY (CONT'D) P 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 Productivity A measure of the increase of service output of Village programs compared to the per umt of resource input invested Programs and Objectives The descriptions of the structure purposes activities tasks and volumes or frequencies of each organizational umt shown m the budget The period spans the fiscal year Property Tax Rate A tax based on the value of the property It is also called an ad valorem tax. The tax is determined by multiplying the taxable value of the property by the millage rate So if your house has a taxable value of $300 000 and the millage rate is 1, then you would pay $300 in taxes and if the nullage rate is 10 then you would pay $3 000 m taxes Property Tax Calculations If your taxable value after taking all exemptions is $300 000 and the millage rate used to determine your taxes is 4 101 then your taxes would be $1 230 30 The calculation is performed by taking the taxable value ($300 000) divided by 1,0001 and multiplying it by the millage rate (4 101) The 1995 fiscal year rate R Reserve. An account used either to set aside budgeted revenues that are not required for expenditure m the current budget year or to earmark revenues for a specific future purpose Revenue. Money that the Village of Key Biscayne receives from a variety of sources such as property taxes permits and fees utility and sales taxes charges for services grants franchise fees and license fees that it uses to pay for service delivery and other items Risk Management The identification and control of risk and habihties incurred by a local government to conserve resources from accidental loss 17 �.J C U U a U E 0 0 0 U 268 GLOSSARY (CONT'D) Rollback Mzllage Rate. The millage necessary to raise the same amount of Ad Valorem tax revenue as the previous year excludmg taxes from new construction It represents the millage rate level of no tax mcrease S Special Assessment A compulsory level made agamst certam properties to defray part or all of the cost of a specific improvement or service deemed to primarily benefit those properties All tax-exempt property m the affected area will have to pay the special assessment Surplus The use of the term "surplus m governmental accountmg is generally discouraged because it creates a potential for misleading inference Undesignated fund balance is used mstead The concept of net worth" m commercial accounting is comparable to "fund balance' m 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" T r" Tax Base. Total assessed valuation of real property within the Village Tax Levy The total amount to be raised by general property taxes for purposes specified m the Tax Levy Ordinance Tax Rate The amount of tax levied for each $100 of assessed valuation Taxing Limit The maximum rate at which the Village may levy a tax which for Flonda municipalities is 10 mills or $10 per thousand dollars of assessed value TRIM Truth m millage (section 200 065 Florida Statute) Trust Fund. A fund used to account for assets held by the City in a trustee capacity for individuals other governments or other funds 264 GLOSSARY (CONT'D) U Undesignated Fund Balance. That portion 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 stotmwater utility 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 W Workload Indicators An indication of the output of a department It may consist of transactions products, events services or persons served 270 C U (iJ 0 C C C C N tLa .�