Loading...
HomeMy Public PortalAbout1997 Adopted Budget.tif4- VILLAGE OF KEY BISCAYNE FLORIDA r C L r L FISCAL YEAR 1997 ANNUAL OPERATING AND CAPITAL BUDGET First Printing July 3 1996 Second Printing August 23 1996 Third Printing October 4 1996 Fourth Pnntmg December 9 1996 MISSION STATEMENT TO PROVIDE k SAFE QUALI'T'Y COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT GUIDE FOR READERS The Fiscal Year 1997 Annual Budget for the Village of Key Biscayne Florida is intended to serve four purposes As a policy document the Budget mdicates what services the Village will provide during the twelve " ` month period beginning October 1 1996 and reasons for these services The Budget Message summanzes the programs the Village will undertake and how the Budget will address them It also outlines accomplishments for Fiscal Year 1996 On a more detailed level the Department Budget sections provide goals and objectives for each organizational umt m the Village as well as the performance measures upon which programs will be indicated monitored and completed All Village funds are described m detail m their respective sections As an operations guide the budget mdicates how departments and funds are organized to provide services that will be delivered to the commumty The Departments Budget sections provide a mission statement, goals and objectives organization chart, authonzed personnel activity report, accomplishments proposed Improvements and summary appropnations for each Village department As a financial plan, the Budget outlines the cost of Village services and how they will be funded The Revenues and Expenditures Section provides an overview of the Budget mcludmg major revenue and expenditure breakdowns and categones for the General Fund Capital Improvement Fund Stormwater Utility Fund and the Sohd Waste Fund In addition, there is discussion of the Village s accounting structure and budget policies This section includes projections of the Village s financial condition at September 30 1996 and companson of financial activity over a three-year penod (Fiscal Year 1995 Fiscal Year 1996 and Fiscal Year I997) The budget document mcludes an appropriation from the general fund to the capital improvement fund 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 m the order of the sections in this document The appendix section mcludes miscellaneous information relevant to the Village 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 An Executive Summary is available from the Office of the Village Clerk, 85 W McIntyre Street, Key Biscayne Flonda 33149 1 CONTENTS FISCAL YEAR 1997 BUDGET PAGE # TITLE INTRODUCTION 1 2 Village Government 3 Independent Consultants 4 Organizational Chart Mission Statements 6 Annual Budget Procedures 7 1997 Budget Schedule GOALS & OBJECTIVES 8 16 Council Goals & Objectives BUDGET MESSAGE 17 30 Budget Message 31 34 35 36 37 40 BUDGET OVERVIEW Budget Overview Percent Distribution of Tax Property Taxes FINANCIAL POLICY Financial Policy CONSOLIDATED BUDGET 41 42 Consolidated Budget Summary 43 45 GENERAL FUND General Fund 46 Prop Budget/Adopted Budget 47 48 49 50 59 60 61 REVENUES General Fund Revenues Revenue Budget Detail Revenue Projection Rationale Revenue Detail EXPENDITURES 62 General Fund Expenditures 63 Gen Fund Expenditures by Obj 64-67 Gen Fund Budget Comparison 68 69 70 84 85 89 90 93 94 95 96-98 L- DEPARTMENTS Village Council Administration Office of Village Clerk Office of Village Attorney Non Departmental Debt Service DESCRIPTION Listing of Officials and Administration Listing of Independent Consultants Flowchart Departmental Breakdown Compilation of Village and Departments Narrative Overview of Budget Procedures Budget Schedule Narrative Overview of Goals & Objectives Narrative Overview of the FY 97 Budget Summar) of Budget Listing of Average Property Tax Breakdown Chart Deprctmg 1993 97 Values Narrative Summarizing Financial Policy Summary of FY 1992 1996 All Funds Schedule of General Fund Comparison of Proposed vs Adopted Budget Chart Comparing Budget Revenues Chart of Revenues Budget Revenue Schedule 1993 1997 Chart of Revenues Chart of Expenditures Narrative & Chart of Expenditures by Object Narrative & Charts of Expenditures Description and Budget Description and Budget Descnption and Budget Descnption and Budget Descnption and Budget Descnption and Budget CONTENTS FISCAL YEAR 1997 BUDGET L re PAGE # 99 110 111 127 128 141 142 152 153 163 164 166 167 170 171 180 181 187 TITLE DEPARTMENTS (CONT Building Zoning & Planning Police Fire Rescue Public Works Recreation Capital Outlay CAPITAL IMPROVE FUND Capital Improvement Fund Capital Improvement Program SOLID WASTE FUND Solid Waste Fund STORMWATER UTILITY 188 197 Stonnwater Utility Fund 198 199 200 201 202 203 204 205 206 207 209 210 211 212 214 2b 216 217 218 219 220 221 222 223 224 225 226 APPENDIX Local Planning Agency DRI Projects Certification of Taxable Value Resolution No 96 21 Resolution No 96 27 Ordmance No 96 7 Authorized Full Time Positions Map of Development /Facilities Sanitary Sewer Zones About the Key Important Dates for the Village Community Assistance Grants Beach Mamt & Nounshment FIU Study & ISO Survey Fiscal 95 96 97 Fund Balances Property Taxes Voter Districts Elected County Officials GLOSSARY 227 235 Glossary Man 236 Map of Key Biscayne DESCRIPTION Description and Budget Descnption and Budget Descnption and Budget Descnption and Budget Descnption and Budget Description and Budget Narrative Descnption Schedule with Budget Descnption and Budget Descnption and Budget Membership Descnption and Amounts Form Setting Proposed Mill Rate Adopting Millage Rate Adopting Tentative General Fund Departmental Breakdown Locations Zones General Information List of Dates Narrative and Chart of Grant Program Narrative on Beach Mamt & Nounshment Summary of Studies Chart of Fund Balances Chart of Property Taxes Map and Chart of Voter Districts List of Elected County Officials Narrative Description of Definitions Map of Key Biscayne P" Ls r VILLAGE OF KEY BISCAYNE FISCAL YEAR 1997 Village Council John F Festa, Mayor John Wald, Vice Mayor Raul Llorente Hugh T O'Reilly Michele Padovan Betty Sime Raymond P Sullivan C Samuel Kissinger Village Manager Yocelyn Galiano Gomez Acting Village Clerk Weiss, Serota & Helfman, P A Village Attorney Council -Manager Form of Government Incorporated on June 18, 1991 Pa" MISSION STATEMENT TO PROVIDE A SAFE, QUALITY COMMUNITY Eh %TEONMENT FOR ALL ISLANDERS TAROUGH RESPONSIBLE GOVERNMENT r rp VILLAGE OF KEY BISCAYNE FISCAL YEAR 1997 James DeCocq Assistant to the Village Manager Office of the Village Manager John P Little Jr Director Leo Llanos Building Official Building Zoning and Planning Department Michael J Flaherty Director and Chief of Police Wilham C Huddleston, Chief of Fire Rescue Emergency Services Department Jack Neustadt Director Finance and Administrative Services Department Armando Nunez Public Works Supervisor Public Works Department Michael Bam Sport Coordinator Loren Matthews Program Coordinator Recreation Department Rosemary Salas Special Master (Term Expires on 7/27/97) Dennis M 0 Hara Special Master (Term Expires on 6/28/97) Council Appointees P`4 MISSION STATEMENT 10 PROVIDE A SAFE, QUALITY COMMUNTIY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT VILLAGE OF KEY BISCAYNE FISCAL YEAR 1997 INDEPENDENT CONSULTANTS Village Engineer Carlos A Penm PE President C A P Engmeenng Consultants Inc 100 Miracle Mile Suite 300 Coral Gables Flonda 33134 IndependentAudztor Rachlin Cohen & Holtz Certified Public Accountants & Consultants One Southeast 3rd Avenue Tenth Floor Miami Flonda 33131 pOR Bond Counsel Ruden Barnett, McCloskv Smith, Schuster & Russell PA 701 Bnckell Avenue Suite 1900 Miami Flonda 33131 Financial Advisor Percy R Aguila, Jr Vice President Rauscher Pierce Refsnes Inc 201 South Biscayne Boulevard, Suite 830 Miami Flonda 33131 Village Landscape Architect Witham A 0 Leary FASLA, President A Gail B Pettey ASLA, President 0 Leary Design Associates P A A Gail Boorman & Associates 8525 Southwest 92nd Street CI 1 849 Seventh Avenue Suite 204 Miami Flonda 33156 Naples Florida 33940 SRA r" Williams Hatfield and Stoner Inc 3191 Coral Way Suite 804 Miami Honda 33145 Stornnwater Engineer PBS&J Construction Services Inc 2001 Northwest 107th Avenue Miami Flonda 33172 Barton Aschman Associates Inc 5310 Northwest 33rd Avenue Suite 206 Ft Lauderdale Flonda 33309 Traffic Engineer Glattmg Jackson Kercher Anglin Lopez Rinehart 33 East Pine Street Orlando Flonda 32801 3 ORGANIZATION CHART VOTER r L r. Wow Irmsd 1 1 I 1I VILLAGE CLERK VILLAGE COUNCIL H I I LOCAL 1 PLANNING I AGENCY 1 I I 1 1 1 I SPECIAL MASTERS I� I � II II I i VIT.T.nwx MANAGER I I ASSISTANT 1-I TO MANAGER I I 1 1 I i VILLAGE ATTORNEY I I I I I I DEPARTMENT II DEPARTMENT 11 DEPARTMENT[[ DEPARTMENT II DEPARTMENT jOF BUILDING 110F EMERGENCYII OF II OF 11 or FINANCE 1 ZONING AND II SERVICES 11 RET.REATIONIIPUBLIC WORKSII AND ADMIN PLANNING 1I 1 H 11 11 SERVICES I I I1 H H I � H BUILDING[ I 1 H ZONING I 1 H PLANNING i I I I H CODE I I ASSISTANCE[ I r FIRE RESCUE POLICE I SPECIAL[ H EVENTS I 1 I I SPORTS 1 H & I !ATHLETICSI I I LIPROGRAMS/1 I TOURS 1 I I 11 1 VILLAGE] H ENGINEER I I CONTRACT II HSUPERVISORII I I 1 STORMWATER1 HMANAGEMENT I 11 FINANCE/ 1 HACCOUNTINGI I I IPERSONNEL I LI BENEFITS I I IREFVSE H COLLECTION Ia RECYCLING 1-1MAINTENANCE Adopted by Ordinance 93 6 on April 27 1993 Amended by Ordinance 93 20 on November 23 1993 Amended by Ordinance 95-2 on February 13 1995 MISSION STATEMENT TO PROVIDE A SAFE QUALIIY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 4 MISSION STATEMENTS i L sk tr a,f, TO PROVIDE A SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT DEPARTMENTAL MISSION STATEMENTS 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 m its development adoption, implementation and enforcement of the land use concurrency zoning and other Village regulations To provide a thorough inspection process that assures the residents of a well constructed residence or commercial structure 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 m the best of interests of the Village and its employees To contnbute to a cafe quality community environment for all islanders through responsible fire rescue and inspection services To work in partnership with the community we serve to solve problems and resolve conflicts This will be accomplished by providmg courteous competent and effective delivery of law enforcement services in a fair and impartial manner To provide and promote a creative balanced system of leisure programs which are sensitive and responsive to citizen needs and contmue providing citizens with quahty of hfe opportunities for positive recreational expenences To promote beautification through maintenance of pubhc nghts-of-way streets hbraiy grounds and providing for a quality community environment Future Land Use ACHIEVE THE FOLLOWING COMMUNITY CHARACTER STATEMENT Key Biscayne should be a residential community Development pohcies should protect residential character Future residential development should be at the lowest densities consistent with protection of reasonable property nghts Hotels should be permitted in order to provide ocean access opportunities and respect an estabhshed land use pattern however they should be modest in size so as not to overpower the eomm„nity 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 m hght of existing development patterns 5 ANNUAL BUDGET PROCEDURES In accordance with the Village of Key Biscayne Charter Article III (Section 3 03 Powers and 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 m accordance with the Village of Key Biscayne Charter Article IV (Section 4 05a) (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 appropnated for current operations for the then ending fiscal year be deemed appropnate for the ensuing fiscal year for a penod of fifteen (15) days and may be renewed by resolution each fifteen (15) days with all items in it prorated accordingly until such time as the Council adopts an annual budget for the ensuing fiscal year An ordinance adopting an annual budget shall constitute appropnations of the amounts specified therein 46.142, (0) SPECIFIC APPROPRIATION The budget shall be specific as to the nature of each category of appropnations therein Reasonable appropnations may be made for contingencies but not within defined spending categones (d) BUDGET AMENDMENTS The annual budget is adopted by ordinance and may only be changed by ordmance Further changes such as transfemng of available funds withm a specific department may be authonzed by the Village Manager Contingency funds may only be transferred by the budget amendment process (e) BUDGET BASIS The General or Operating Fund Budget of the Village of Key Biscayne is prepared on a modified accrual basis Bnefly 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 Flonda Department of Banking and Finance the Government Finance Officers Association m association with the American Institute of Certified Public Accountants the Charter of the Village of Key Biscayne and the Auditor General of the State of Flonda (f) The Comprehensive Annual Financial Report (CAFR) shows the status of the Village s finances on the basis of Generally Accepted Accounting Pnnciples (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 companson purposes Except the (GAAP) does not take encumbrances into account until they become payable la ENTERPRISE FUNDS Sohd Waste Fund and the Stormwater Utility Fund on the other hand are budgeted on a full accrual basis Not only are expenditures recognized when a commitment is made but revenues are also recognized when they are obligated to the Village 6 BUDGET SCHEDULE The Council must adopt preliminary millage rates in July for use on the Notice of Proposed Taxes to be mailed to all property owners on August 23 1996 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 July except by re -notifying by mail all affected property owners s_ L.. 1 Village Council sets Budget Schedule 2 Staff meeting to begin preparation of 1997 Annual Budget 3 Departmental Review 4 Certification of Taxable Values by Dade County Property Appraiser Tax revenues fmahzed 5 Proposed FY 1997 Budget presented by Village Manager to Village Council 6 Resolution #96-21 setting proposed millage rate for 1997 and setting public hearing dates 7 Notice of proposed tax bill and Public Hearmg dates 8 First Public Hearing on the 1997 Budget 9 Final Budget Hearing and adoption of the 1997 Budget 10 Start of new Fiscal Year 7 February 6 1996 February 15 1996 Apnl through June 1996 July 1 1996 July 9 1996 July 9 1996 August 23 1996 September 12 1996 September 19 1996 October 1 1996 VILLAGE COUNCIL GOALS FOR FISCAL YEAR 1996 - 1997 r The information contained below is a progress report on the Fourth set of Goals and Objectives of the Village Council developed by the Council at their June 20 1995 workshop The goals and objectives were subsequently unanimously adopted by the Village Council at a Special Meeting held on October 5 1995 This progress report was prepared on October 11 1995 updated January 11 1996 April 26 1996 July 1 1996 and November 29 1996 These goals and objectives were reviewed by the Village Council at the January 30 1996 Town Meeting and at the May 14 1996 Council meeting A PUBLIC WORKS • Stormwater (East of Crandon Boulevard) Construction started May 1 1995 Substantial Completion was February 29 1996 Project closed out October 19 1996 tar v • Stormwater (West of Crandon Boulevard) The construction started on January 9 1996 and substantial completion is anticipated during the second half of 1997 As of this date the total project is over 60% complete 044 • Sanitary Sewer Extending the sanitary sewer system has been a goal since incorporation The approved Master Plan requires that the Village complete a plan for providing services to all un serviced areas by the year 1998 and installation by 2006 The area includes 766 homes The 1995 budget appropnated $100 000 towards this project The Council authonzed an application to the State Department of Environmental Protection for a construction loan (Resolution 93-58 December 14 1993) that mcluded schematic plans construction schedule and estimated cost The program offers a fixed mterest rate at 2 56% at closing with a twenty year pay back The second application was submitted on March 15 1996 Approval was granted on May 1 1996 for a $693 000 loan This information shall serve as the basis of our Sanitary Sewer Master Plan subject to additional survey and technical information Further discussions were held at the February 27 1996 Council meeting The Council held a workshop on April 23 1996 The loan application was discussed at the May 16 1996 meeting The Village Council adopted Ordinance 96 6 at the same meetmg which authonzed the execution of the loan application and loan agreement At the May 16 1996 meeting the Council also adopted a motion which assured the affected residents of the Council s commitment to allow the electors of the Village the opportunity to decide the issue of sanitary sewers Discussions continue on this topic Sidewalks Village Council approved the sidewalk construction program at the September 26 1995 meeting for portions of Harbor Dnve Femwood Road and West Mashta Dnve At the February 13 1996 Council meeting West Mashta Drive was deleted pending additional studies Contract awarded by Council on March 12 1996 for portions of Femwood Road Construction started Apnl 29 1996 The first phase of Femwood Road was completed on June 28 1996 The second phase started July 1 1996 and will be 8 VILLAGE COUNCIL GOALS FOR FISCAL YEAR 1996 - 1997 completed m 1997 Harbor Dnve construction began November 8 1996 Bus Shelters Awaiting final Metro Dade approval for nght of way site locations along Crandon Boulevard After approval construction schedule will be developed Shelters are being designed by the architectural firm of Thomas Alton Spain and Rolando Llanes who were retained by Council at their May 16 1996 meeting Tentative start in 1997 West Mashta Bndge The Village Engineer has completed the preliminary plans for the West Mashta bndge The lead permitting agency is the County Department of Environmental Resources Management DERM requires a permit and propnetary authorization from the South Flonda Water Management District The application to the District is being prepared The U S Army Corps of Engineers indicated an application be submitted to the Seventh Coast Guard Distract since this project would be out of their jurisdiction The apphcation has been submitted to the Coast Guard Tentative construction by second quarter of 1997 Five Year Plan Five Year Capital Improvement Plan m accordance with the Master Plan was included m the 1996 Budget A 1996 Capital Budget of $1 041 836 was adopted on September 28 1995 The 1997 Budget allocated $1 million to the fund Funds were transferred to the Capital Improvement Fund as per Resolution 95 26 accepted July 25 1996 A Five Year Annual operatmg budget projection was submitted to Council August 27 1996 119. Loa Landscaping Construction of curbing started on February 9 1995 on Ocean Lane Dnve Landscapmg plans were submitted and approved by Council on March 12 1996 Landscaping on Ocean Lane Drive was completed on Apnl 24 1996 Mahogany trees were planted along Harbor Drive the week of May 20 1996 Additional Village Green trees were also planted the week of May 27 1996 Lighting (Village Green) An electrical engineer was retained on August 28 1995 The Village Council authorized the project which mcluded the installation of decorative poles and fixtures at their September 12 1995 meeting Bids were received on December 15 1995 and the Council awarded the bid on December 18 1995 The contract was executed on December 22 1995 for a project cost of $65 000 The project started January 9 1996 Additional Promenade up hghtmg was authonzed at the April 23 1996 Council meeting m the amount of $25 000 The project was completed on May 10 1996 • Lighting (Landscaped areas) Contract for ornamental lighting was executed for Harbor Dnve subject to coordination with Flonda Power Light Lighting plan for the Ocean Lane Dnve medians is under review pending the roadway improvement study • Lighting (Crandon Boulevard) Crandon Boulevard street lighting fixtures and pole mstallation started on May 28 1995 and was completed on February 29 1996 Electrical conduits were extended to the medians along Crandon Boulevard Design and plans for lighting two medians are complete Bids to be received during or before 1997 subject to 9 VILLAGE COUNCIL GOALS FOR FISCAL YEAR 1996 - 1997 • determination of revised landscape plan • Ocean Park Operation of Ocean Park by Key Biscayne Beach Club was discussed at July 25 and 27 meetings In addition this project shall include the linear park along East Enid Dnve and the Lake Park at the Intersection with Crandon Boulevard Public discussion was held agam on December 5 1995 and February 13 1996 Design and planning for the park is complete and $250 000 have been received from developers The Village received the instruments for conveymg the title from the Ocean Club of Key Biscayne on May 14 1996 Construction of improvements were commenced October 1996 • Crandon Boulevard Council discussed unprovement of Crandon Boulevard swale areas on September 12 1995 The Village Engmeer prepared a report dated October 5 1995 recommending curbmg and their report was discussed by Village Council on October 10 1995 • Beach Parking Parking to be considered at time of site approval of Ocean Front Park At the direction of the Village Council at January 9 1996 meetmg the Village Attorney is researching a permit parking only ordinance L • Beach Access This Goal has been accomplished through the Grand Bay Resort and Residences and The Ocean Club of Key Biscayne projects Each project will dedicate an easement to the beach A walkway connectmg two access points to be reviewed by year 2000 Corridor designs were being prepared for East Heather and East Enid Drives and submitted to Village Council for consideration at the February 13 1996 meetmg The Village received the instruments for receiving the title on May 14 1996 from the Ocean Club of Key Biscayne B ADMINISTRATIVE/OPERATIONAL Responsiveness/Evaluation The Florida International University 1995 Public Opinion Survey dated May 1995 ranked Key Biscayne municipal services the highest in quality of services provided compared to other municipahties Continue to monitor all fire rescue calls with a follow up personal telephone call to user Building Zoning and Planning are surveying users by cards Insurance Services Office rated the Building Zoning and Planning Department a three (3) the highest m the County Recreation Department to survey users Develop new citizen survey to update 1993 Master Plan Survey Survey to be presented to Village Council on or before September 1 1997 Continue in service training program for all departments During the months of May through June 1996 the Building Zoning and Planning Department held a series of nine workshops on the sign ordinance revisions waterway zone and zoning issues Public Relations/Communications Wide distribution of meetmg agendas including public library utihzation of four (4) community bulletin boards increase re broadcasts of Village Council meetings to three times weekly effective January 8 1996 Village programmmg and 10 VILLAGE COUNCIL GOALS FOR FISCAL YEAR 1996 - 1997 r diatl r L r meetings on Channel 29 are at the will of the Village Prepare a minimum of three (3) topical newsletters plus summary of Master Plan to be distributed to each resident stormwater notice sanitary sewer workshop notice Village Voices and Key Issues cable shows shall do a total of 12 video programs per year Fire Department shall contmue CPR training classes blood pressure testmg/momtonng program and residential home safety surveys Annual Report video for the 1995 fiscal year was presented on January 30 1996 to Council The Pohce Department continues to provide video presentations over our cable T V network on humcane preparedness and busmess and home security to help our residents safeguard their lives and property A five year progress report was prepared and distributed to all residents in June Report recognized by the City County Communications Marketmg Association with a Silver Award and the Flonda Government Communities Association granted a Silver Award A Six Month Report for Fiscal Year 1996 was submitted to Council at the May 14 1996 meeting In addition, a hurricane preparedness video was prepared and is shown on the cable channel through out the season since June 3 1996 • Residential/Commercial Cooperate and assist the Chamber of Commerce to promote the well-being of our busmesses Promotional contract was authorized by Resolution 95-38 on November 14 1995 Contract extended for Fiscal Year 1997 at same $75 000 per annum Monthly reports are submitted to Council to assist with evaluation Community Involvement Community participation shall be encouraged by use of interns volunteers committees and citizen action groups such as the Beautification Foundation, the Community Center Advocate Group and Beach Resources and Management Task Force Internships shall be promoted University of Miami intern began a beach and dune nourishment study Four residents serve as representatives for specific projects beach restoration, Miami Centennial celebration and Rickenbacker Causeway fmancial matters Community Grants for 1996 were awarded Impact Fees Staffwill develop gmdehnes for the need and implementation of impact fees m 1996 • Traffic Study A study on Harbor Drive Femwood Road and West Mashta Drive was presented September 12 1995 to the Village Council On February 27 1996 the Council retamed the traffic engmeermg firm of Glattmg, Jackson Kercher Anglin Lopez and Rinehart to study traffic calming on selective streets A workshop was held on March 19 1996 A final report was submitted at the September 5 1996 workshop Council authorized the project to proceed for Fernwood Road and W Mashta Dnve at the September 10 1996 Council Meeting 11 VILLAGE COUNCIL GOALS FOR FISCAL YEAR 1996 - 1997 Administrative Work -Load Building Official/ Structural Engineer lured on July 3 1995 and will assist Village Manager m public works functions Position of' Assistant to the Manager approved in 1996 budget and additional funds allocated for admimstrative staff Staff assistance retained to assist with Refuse and Recychng Collection billing and collection of Stormwater Utihty Billing A full time public works supervisor started March 4 1996 Garbage/Recyclmg (Condominiums) A Study was started to determine if municipal collection service should be offered to multi family dwelling units A survey was mailed out on November 29 1995 Survey results were compiled in a report dated January 10 1996 Council reviewed the study on February 27 1996 The Council instructed that the survey results be forwarded to the condominiums for additional input and direction Survey results forwarded March 1 1996 A Final report on the Survey was presented to the council at the September 10 1996 meeting No further action authonzed • Bus Routes Summary report presented at the January 23 1996 Village Council meeting Village Council authonzed the creation of a roundabout at the intersection of West Mashta and Harbor Dnve and the elimination of the bus route from West Wood Dnve Engineer authonzed to proceed with project at this meeting Final plans approved by Council at the September 10 1996 meeting Environmental Awareness To increase community awareness with regards to the eradication of exotic tree species Newsletter for Village -wide mailing July 1997 Master Plan policy (1 7 8) requires preference to salt tolerant landscaping over traditional planting materials Policy 1 7 9 prohibits and requires eradication of specific plants The Village Beautification Foundation will assist with the pubhcation Beach Awareness Day program was held April 13 1996 Resolution 96 30 adopted October 15 1996 supported Awareness Month Invasive Nonnative Plant Eradication Program Participated in the Annual Florida Coastal Clean Up Program C COUNCIL • County Tax Reduction Village Council determmation for action plan School School construction update and community needs were discussed at November I4 1995 Council meeting Ground breaking scheduled for December D ACQUISITION • Parks (Concurrency) The standard level of service of 2 5 acres per 1 000 people shall be used for concurrency purposes The Village shall receive approximately 2 acres of land from the Ocean Club of Key Biscayne for the Ocean Park plus improvement of East Enid Dnve 12 VILLAGE COUNCIL GOALS FOR FISCAL YEAR 1996 - 1997 nght of -way and an additional five foot wide strip of land and dedication of a 78 acre lake area at Crandon Boulevard Discussions with the City of Maim for development of portions of Virginia Key for park purposes are ongoing Calusa Park lease agreement bemg htigated with Metro Dade County as of December 5 1995 Discussions with local property owners continue m order to acquire additional land Discussions with Key Biscayne Beach Club has been initiated on administration of Ocean Front Park At the January 9 1996 meeting Council directed the Village Attorney to draft the ballot language for a straw ballot for land acquisition Straw ballot election held on March 12 1996 Resolution 96 17 adopted on May 14 1996 supported the 1996 Safe Neighborhood Park Act which was approved by Dade voters Village shall receive per capita $88 000 and the Village Green $500 000 • Community Center Reserve fund estabhshed m 1995 Fund will contain $850 000 plus mterest as of September 30 1997 On November 14 1995 the Key Biscayne Community Center Inc donated $27 725 54 for a center Retain architect before January 1997 to develop schematic plans Resolution 96 2 adopted January 23 1996 set a straw ballot referendum election for Land Acquisition for March 12 1996 The referendum language was clanfied at the January 29 1996 meetmg Held a straw ballot on March 12 1996 Presentation by Ms Juhe Alvarez, Co -Chair of the Citizen s Committee for a Community Center on September 10 1996 Community Center Forum s planned for December 14 1996 and January 7 1997 Consultant Stan Hemphill retained for planning purposes 4444434 A PUBLIC WORKS • Underground Utilmes Funds included m 1996 and 1997 Capital Budgets m the amount of $25 000 and $40 000 respectively to initiate planning study Study to be initiated last quarter of 1997 B ACQUISITION • Land Acquisition Reserve fund established m 1995 and contains $850 000 See Park concurrency requirements of Master Plan At the January 9 1996 meeting the Village Council unanimously agreed to submit land acquisition proposals to the electorate for approval Resolution 96 2 adopted on Jam,ary 29 1996 called for a special election for March 12 1996 13 O, VILLAGE COUNCIL GOALS FOR FISCAL YEAR 1996 - 1997 A PUBLIC WORKS • Lighl ng (Residential Streets) Review of special taxing distract underway Completion date December 1996 Studying street light system along Harbor Dnve south of W Mashta Drive for possible replacement of existing light poles and fixtures as a pilot project • Street/Public Signs Initiate study m 1997 matarSe B ACQUISITION • Histonc Buildings (Museum) Cooperating with Chamber of Commerce and proposed not for profit corporation, Key Biscayne Heritage Foundation, Inc • Histonc Building (Preservation) Year 2000 Museum/Villa (Key Biscayne History House) Study possibility of relocation to Bill Baggs Cape Florida State Recreation Area A PUBLIC WORKS L Entrance Sign Year 2000 Entrance sign was renovated and an information sign installed at the entrance to the Village A new sign will be installed by the year 2000 r • Boardwalk Year 2000 - Connect two beach access points at E Heather and E Enid Dnves by defined landscaped hmestone walkway Beach access point granted to Village on May 14 1996 Preliminary discussions are underway for walking path Beach Renounshment Year 2000 On October 30 1995 Village representatives met with the University of Miami Rosensteil School of Marine and Atmosphenc Science (RSMAS) Marine Affairs Division to request their assistance to develop a beach maintenance and renourishment program A proposal was subnutted to the Council at the December 12 1995 meeting by the Village Resource Volunteer to develop a partnership with RSMAS to assist with a plan for beach renounshment and enhancement The proposal was unanimously adopted by the Council The University assigned a student mtern to start project for a one year assignment Key Biscayne Rotary Club granted a stipend of $1 500 14 VILLAGE COUNCIL GOALS FOR FISCAL YEAR 1996 - 1997 to the University to assist with this program Dune vegetation project was completed February 1996 ongoing maintenance continues Groms removed in front of Ocean Club property on February 8 1996 Beach Awareness Day held on Apnl 13 1996 The Manager informed the Council at the June 11 1996 meeting of a potential source for sand A beach consultant was retained by Council on June 25 1996 Beach Resources and Management Task Force meeting on an as needed basis to discuss landscaping plans dune system storm preparation and beach nourishment Village volunteers participated m the annual Flonda Coastal Cleanup B ACQUISITION 4.07 Historic Buildings Museum/Villa Year 2000 Key Biscayne History House Bay Access Year 2000 Master Plan survey supported public scenic vistas ocean view corridor along the roads and Biscayne Bay acquisition • Facilities (Village Center) Year 2000 LUNPRIORITIZED POLICY GOALS A MEETINGS - CALENDAR YEAR 1992 1993 1994 1995 1996 Meetmgs 19 12 17 11 9 Special Meetings 40 20 21 17 11 Resolutions 61 60 48 40 38 Ordinances lb 22 10 14 7 Workshops 0 3 13 8 3 B DEVELOP CRITERIA FOR EVALUATING MANAGER AND CLERK C POLICY REGARDING TYPE/SIZE OF GOVERNMENT 1992 1993 1994 1995 1996 Employees 44 81 84 5 8> > 89 5 Fire/Pohce 29 6b 66 5 68 70 15 VILLAGE COUNCIL GOALS FOR FISCAL YEAR 1996 - 1997 D TAX REDUCTION 1992 1993 1994 1995 1996 % Mill Rate 4 624 4 439 4 101 3 80 3 606 17 8 In addition to 17 8% tax reduction, the Village has assumed the refuse collection and recycling service from the County The annual fee is $199 down from $399 Our permits fees hcenses are among the lowest in the county A Five Year Budget projection dated August 23 1996 was submitted to the Council on August 27 1996 E DEBT REDUCTION/LIMIT Master Plan pohcy dictates a prudent policy of borrowing for capital improvements or other purposes The Village shall incur no debt unless the incurrence of such debt is approved by at least five (5) Council members Outstanding • General Fund Village Green $ 6 840 000 as of 1997 Bank loan will be paid by 2003 • Stormwater Utility Fund $7 200 000 bank loan due Apnl 1 1997 Option for two RS) i' Aga 0.4 additional years is available 16 Village Council John F Festa, Mayor John Waid, lice Mayor Raul Llorente Hugh T 0 Reilly Michele Padovan Betty Sure Raymond P Sullivan VILLAGE OF KEY BISCAYNE July 3 1996 The Honorable Mayor and Members of the Village Council Village of Key Biscayne 7 Key Biscayne Honda 33149 Dear Mayor, Councilmembers and Citizens of Key Biscayne ✓ R Submitted herein for your consideration in accordance with the Charter of the Village of Key Biscayne is the proposed 1997 Annual Budget for Fiscal Year 1997 beginning October 1 1996 and ending September 30 1997 The proposed operating and capital budgets outhned within this document have been prepared m accordance with Village Council Goals the Master Plan the Financial Policies Village Charter Generally Accepted Accounting Principles the Fmancial Accounting Standards Board the Auditor General the State of Honda and the Government Finance L . Officers Association of the United States and Canada The Village s mission statement is to provide a safe quality community environment for all islanders through responsible government I believe the commg fiscal year provides the community its greatest opportunity for achieving this mission The budget is the Village s operational plan for the next fiscal year It determines how much money will be generated and expended m the forthcommg fiscal year This document is designed to provide a complete comprehensive financial framework for all Village activities It allocates the resources of the Village to a variety of programs which address the needs of the Village and enhance the quality of hfe for its citizens dunng the next twelve months The budget establishes Village pnonties and service levels It is also the tactical plan for the day to day management of the Village by the administration The budget provides a comprehensive overview of Village finances and related budget issues in an effort to enhance the document as a communication and pohcy device for the Village Council and the citizens of our community The budget is balanced L.. Proposed Ad Valorem Rate per General Fund For the Fiscal Year 1997 I am recommending a millage rate of 3 80 nulls of $1000 per assessed valuation which is the same mill rate as last year Since 1993 the mill rate has been reduced almost 85 West McIntyre Street Key Biscayne Florida 33149 (305) 365 5511 Fax (305) 365 8936 Internet. http //vkb key blscayneti us MISSION STATEMENT TO PROVIDE A SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 17 BUDGET MESSAGE one point and is lower than Metropolitan Dade County The millage rate has been reduced or remained at the same level for the past five years It is the lowest rate m Dade County Goals and Objectives r— 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 bemg made to accomphsh the pnonty level one items The sanitary sewer extension program is scheduled as per the Master Plan The Master Plan calls for a Samtary Sewer Master Plan by the end of 1998 and mstallation by the year 2006 All 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 Admimstrative/Operational Goals that include Responsiveness/Evaluation and Pubhc Relations/Communications Emphasis is placed on providing quahty services for the citizens of Key Biscayne mamtammg and if justified expandmg services where necessary and continuing to operate m a financially sound and efficient manner All operatmg departments submitted their own Goals and Objectives and an action plan for next fiscal year The purpose of the departmental goals and objectives and action plan is to focus attention not i only on the cost of providmg services but also upon level of service bemg achieved These departmental goals address the Council Goals and Objectives r - C E C 1997 Annual Budget Considerations The proposed Fiscal Year 1997 Budget allocates dollars among all budget functions and consists of four fluids The budget is broken down as follows and is compared to the Fiscal Year 1996 budget The total FY 1997 budget is $17 445 049 Smce effective fiscal plannmg is earned out on a multi year basis this budget needs to be viewed m the context of past budgets Current revenue levels allow the Village to support a General Fund budget which can continue services at present levels I believe the current quahty services shall be continued at present levels This level is currently well received by our citizens as attested to m the 1995 Flonda International University Survey the Insurance Service Office evaluation departmental citizen surveys and local citizen continents and suggestions The commitment of providmg 18 BUDGET MESSAGE outstanding services by the Council should be continued A basic purpose of this budget is to implement Mayor and Village Council goals Review of General Fund The proposed Fiscal Year 1997 Budget allocates $10 611 250 for the General Fund This budget is an increase of $889 530 or 9 1% from the Fiscal Year 1996 Budget of $9 721 720 REVIEW OF REVENUES Below is a breakdown of the General Fund Revenues toles r� L. General Fund Revenues Proposed Fiscal Year 1997 Budget Adopted Fiscal Year 1996 Budget Difference Percent Changed Ad valorem $6 719 130 $6 380 520 $338 630 5 31% Franchise Fees 654 000 678 500 24 500 3 61% Utility Taxes 1293 000 1 295 800 2 800 0 22 /o Licenses & Permits 423 000 405 000 18 000 4 44% State Shared Revenues 730 500 728 500 22 000 3 02% Charges for Services 92 600 54 500 38 100 69 91% Interest 200 000 150 000 50 000 33 33% Grants & Donations 129 000 28 900 100 100 346 37°/ Prior Year Fund Balance 350 000 0 350,000 Not Apphcable Total Revenues $10 611 250 $9,771 720 8889 530 9 15% The Fiscal Year 1997 revenues mcreased a total of $889 530 over the Fiscal Year 1996 revenues resulting from $338 630 of additional revenues generated by the increase in total assessed property value $350 000 from a Fiscal Year 1995 reserve fund approximately $150 000 from grants and interest, Fiscal Year 1996 surpluses and the adoption of emergency medical transportation fees The $350 000 from the reserves off set a shortfall in the expenditure budget It is expected that any increases m firture fiscal year expenditures would be sufficiently off set by revenues generated from future growth m the total assessed property value as a result of construction completion from the two Development of Regional Impact Projects The primary revenue source for the General Fund is the property tax The property tax provides over 63 3% of the revenue for the general operating budget The 1996 total assessed property value is $1 861 243 132 This amount is an increase of $93 786 127 or 5 3% over 1995 values which will generate an additional $338 630 m ad valorem revenues based on the proposed 3 80 mill rate r L 19 BUDGET MESSAGE 0 Property Taxes as a Percentage of Budget 60 6o 40 so 1993 20 • 1 4% 53 536 48 56 64D 045 56,8208W 56,380,520 56 19 150 The property tax share of the budget has decreased smce our first budget The Fiscal Year 1997 Budget is funded approximately sixty three and one third percent by ad valorem (property) tax, down from over 70% m 1994 The General Fund Revenue has experienced two significant increases The Grants source has mcreased by $100 100 (364 37%) due to a $50 000 Community Onented Policing Services (COPS) grant and $50 000 m anticipated future grant awards The Charges for Services source has been mcreased by $37 500 (69 91%) Presently the Village does not charge for emergency services transportation Research has found that most insurance earners cover the cost of emergency transportation, therefore by not levying this fee the Village and subsequently the taxpayer is subsidizing the insurance earner it is recommended that the Village mrhate a fee for transportation services for the Fiscal Year 1997 Budget Amendment 10 (Save Our Homes) to the Honda Constitution, which became effective January 1 1995 essentially says that if you own your home and claim homestead exemption, the County Property Appraiser cannot increase the assessed value of your property by more than 3 percent or the consumer pnce index, whichever is lower The increase for this year is 2 5% This has slowed the growth of the assessed valuation The limitations are on assessed property valuations until the property changes hands For a more detailed analysis of the general fund revenues please review the General Fund and Revenue Sections of the Budget REVIEW OF EXPENDITURES Below is a breakdown of the Proposed Fiscal Year 1997 General Fund Expenditures as compared to the adopted Fiscal Year 1996 Expenditures Budget General Fund Expenditures Proposed Fiscal Year 1997 Budget Adopted Fiscal Year 1996 Budget Difference Percent Changed Village Council $10 600 $10 000 $600 6% Administration 359 256 347 554 11 702 3 37% Village Clerk 125 327 116 066 9 261 7 98/ Village Attorney 168 000 178 000 10 000 5 62 /o Non Departmental 692 000 711,968 19 968 2 8% Continued) r tr 20 BUDGET MESSAGE (Continued) General Fund Expenditures Proposed Fiscal Year 1997 Budget Adopted Fiscal Year 1996 Budget Difference Percent Changed Debt Service 1 136 100 1 136 089 11 001°/ Building Zoning & Planning 670 116 532 494 137 622 2, 85°/ Pohce 2 470 316 2 298 080 172 236 7 49% Fire Rescue 2 790 62, 2 617 943 172 682 6 6°/ Public Works 539 237 491 869 47 368 9 63°/ Recreation 242 173 239 821 2 352 0 98% Capital Outlay 1 407 500 1 041 836 365 664 35 1°/ Total Expenditures S10 611 250 59,771 720 5889 530 9 15% The Proposed Fiscal Year 1997 Expenditures have increased by $889 530 over the Fiscal Year 1996 budget for a total of $10 611 250 This mcrease is due to salary and wage benefit mcreases and accompanymg frmge benefits mcreases caused by the higher wages two additional police officers which are 50% funded by federal grants higher cost for additional construction trade inspectors and larger capital outlay The proposed budget includes a 3% cost-of-Iivmg adjustment and step mcreases for all employees amountmg to $401 443 or approximately 45 13% of the budget mcrease For additional information, please review the General Fund and Expenditure Sections of the Budget for a more detailed explanation of the expenditures The Capital Improvement Fund „ The total Capital Improvement Fund for Fiscal Year 1997 is $1 407 500 In addition other capital projects include the Village Green Development $200 000 from General Fund Reserves and the Stormwater Sewer Construction $4 020 000 from the Stormwater Utility Fund Once the Village Council adopts the General Fund Capital Outlay the monies are transferred to the Capital Improvement Fund as per Resolution No 95-26 adopted on July 25 1995 A more detailed description of the projects can be reviewed in the Capital Improvement Fund section of this budget The Stormwater Utility Fund The expenditures in the Stormwater Utility Fund fluctuate depending on the construction program It is a two year program A complete breakdown of this fluctuation is shown m the Stormwater Utility Fund section of this budget The 1997 expenditures are estimated at $4 442 080 No funds have been expended from the monthly utility fees since approved and billed in 1994 The mcome for the fiscal year 1997 is estimated to be $475 000 On Apnl 26 1997 the two (2) year $7 2 million bank note becomes due and payable I recommend that the bank loan be re -negotiated for 21 BUDGET MESSAGE an additional two years or until April 1999 Permanent financing should be considered at that time In the meantnne consideration should be given to reduce the present $7 2 million loan Funds available include reserve funds 1995 96 surpluses and the utility fee itself No changes are recommended for the Stormwater Utility Fee For more detailed information please review the Stormwater Utility Fund Section The Solid Waste Fund The total solid waste fund budget is $260 516 as compared to the Fiscal Year 1996 Budget, $254 347 The fund is financed through a user fee of $199 00 per year which has been in effect for the past two years Contractor expenditures total $210 000 Service shall contmue at the same superior level Bulky waste pick up is monthly The contractor s rate mcreased on June 1 1996 according to the collection contract which provides for an annual cost of living adjustment The adjustment entailed an mcrease in cost to $13 91 per month from $13 73 The cost is $166 92 for the next twelve months The remaining funds generated are utilized for public information material to our residents billing and collection of the mvoices postage special collections other miscellaneous administrative expenditures and uncollectible fees wnte off The animal control service is also charged to this account For additional information on the Solid Waste Fund please review the Solid Waste Fund Section of the budget Personnel berm The proposed budget includes a 3% cost of livmg adjustment for all Village employees The estimated cost of the mcrease is approximately $100 000 In addition, the proposed budget contains funds for a 5% step increase for personnel as provided for in the personnel manual The mcrease is subject to department head approval and amounts to $160 000 No additional fringe benefits are recommended for consideration by the Village Council at this time The Village Council should consider the establishment of a cost of livmg policy which annually utilizes the consumer pnce index as its basis This would establish a sound personnel policy for pay adjustment comparable to area municipalities and businesses 1996 HIGHLIGHTS The community celebrated its Fifth Anniversary as a mumcipality on June 18 1996 The property tax rate was lowered to 3 8 mills from 4 101 a 7 33% reduction from 1995 The Village Green was dedicated on Apnl 22 1995 The Master Plan was approved by the Flonda Community Affairs Department and new single family development regulations were adopted by the Council Records lia management and retention programs were implemented by the Village The Stormwater and P Sidewalk Program were started Two (2) acres of ocean front parkland were deeded to the Community A six month report on the 1996 highlights was presented to the Council at their May 14 1996 meeting Below is a breakdown of the Fiscal Year 1996 highlights mcludmg sigmficant r- projects and programs L r^ 22 BUDGET MESSAGE General Fund Operating and Capital Budget The year began with the adoption of the Fiscal Year 1996 General Fund Operating and Capital Budget totaling $9 721 720 mcludes a $1 041 836 appropriation transferred to the Capital Fund for capital projects This budget was financed with a millage rate of 3 80 mills per $1 000 of assessed valuation The rate was reduced almost seven percent (7%) from the 1995 rate Since the Village was incorporated the millage rate has been reduced 1 99 mills or 17 8% for a cumulative savings of almost $3 5 million for all taxpayers as compared to Dade County rm LPivot r r-� tkin 2 2 The Village Green The first phase of the development of the Village Green was completed and dedicated on April 22 1995 During the 1996 fiscal year eighteen traditional ornamental light poles were erected around the walkway and along the promenade In addition, accent landscape fighting and lighting at the entrance was completed Three flag poles and fights were installed and dedicated June 14 1996 during a Flag Day ceremony and Fifth Year Anniversary celebration Sidewalk park benches picnic tables litter receptacles and bicycle racks will be installed by the end of the fiscal year 3 Pump Station Improvement Program Miami Dade Water and Sewer Department began a county wide Pump Station Improvement Program (PSIP) The agency is under Court order to accelerate the repair and replacement of the sanitary sewer system These improvements shall prevent sewage overflows and protect the environment as well as ensure long term adequate transmission and treatment capacity The Key Biscayne portion of the project was discussed at a Community meeting held October 27 1994 Work on Key Biscayne mcludes the upgrade of two pump stations six force mains were upgraded and dozens of sanitary sewer hnes were re lmed repaired or replaced by vanous methods of rehabihtation Work started May 1 1995 and this work was completed March 1996 4 Capital Improvement Fund Capital projects completed include the Ocean Lane Dnve beautification project, the Crandon Boulevard new modern decorations street light poles and fixtures and banners the '^ Femwood Road sidewalk was mstalled equipment for the Fire Department has been purchased and a portable emergency generator will be delivered before the end of the fiscal year Funds were designated to the Community Center/Land Acquisition and Fire Vehicle reserves 0.9 ITrA 5 Insurance Service Organization The Building Zoning and Plannmg Department boasts a rating of 3 the highest rating given to a Dade County municipahty by the Insurance Service Office (ISO) In January 1996 this national organization published the results of a study which rated building departments m South Flonda The fmdmgs affect how much homeowners pay for property insurance The better the rating, the greater the discount recommended by the ISO for insurance providers to homeowners 23 BUDGET MESSAGE 6 The Master Plan Ordinance 95-8 adopted the Master Plan at the September 12 1995 meeting The Master Plan was submitted to the Department of Community Affairs and acknowledged in a letter dated September 29 1995 In a letter dated October 20 1995 the Department acknowledges the plan is in compliance with its regulations Ordnance 96 2 adopted on March 26 1996 provided the new zoning code for smgle family development as part of the land development regulations 7 Grants Dunng Fiscal Year 1996 the Village has received funds associated with several federal and state grants A total of $267 682 has been received from the Hurricane Andrew Trust Fund The Village received a total of $699 092 from the Flonda Communities Trust for acquisition of the Village Green The Village also received $7 230 from the Flonda Department of Health and Rehabilitative Services for improvements to the emergency medical services In connection with a $750 000 grant from the Economic Development Administration for stormwater sewer improvements m Holiday Colony the Village has received a total of $660 323 The Village was also successful in obtaining a $18 000 grant from the Florida Department of State Division of Histoncal Resources for development of a Key Biscayne Heritage Trail The Village received $25 000 to fund an officer position through the Community Oriented Policmg Services Grant These grants total to $1 677 327 8 Scanning Project A scanning project for storage of plans will streamlme the records of the Buildmg Zoning and Planning department This system should reduce the floor area and filing time while providmg residents a quicker turnaround on research and response to mquines 9 Records Management Program The Village mvested in an imaging system that allows for documents to be stored onto optical disk The system also aids in reducmg the storage space needs This system consists of a printer/scanner unit which scans up to 40 pages per minute and stores images of the paper files on optical disks 10 Fifth Year Anniversary On June 14 1996 the Village celebrated Flag Day the dedication of 3 flag poles and the fifth year of incorporation of the Village as a municipality A Five Year Progress Report was mailed to all residents m June to commemorate the date 11 The Stormwater Project The first phase of the Stormwater construction project was started May 1 1995 and completed February 29 1996 at a cost of approximately $2 million The second phase began January 9 1996 and the program shall be approximately 65% complete by September 30 1996 24 BUDGET MESSAGE 12 Ocean Front Park/Beach access The Village received 2 acres of Ocean front property from the Ocean Club of Key Biscayne and a contribution of $250 000 to pay for the Improvement of the area Also the nght of way from Crandon Boulevard to the park shall be improved as a park like setting 13 Ordinances Ordinance 95 14 establish rules for the Village Green and Ordinance 96 1 kept the regulation of the local cable franchise with Metro Dade County 14 911 Communication System The Village Emergency 911 communication system dispatch is run through Metro Dade County dispatch Currently Metro Dade County Pohce Department radio communications are handled on a VHF system This system has become through the years outdated and subsequently experiences system overloads For this reason Metro Dade County Pohce Department Is planning on switching to the 800 MHZ UHF system for radio communication purposes The Village will therefore be participating m this Police communication improvement program Funds m the amount of $82 000 were appropriated in the 1994 Budget The system shall be operational in the very near future pazF The following Is a breakdown of upcoming activities or projects this government will undertake during Fiscal Year 1997 The proposed budget provides funds to contmue a five year Capital Improvement Program The program continues projects and contracts for municipal services begun m previous years and initiates new community improvements and programs 1 General Fund Operating and Capital Budget The 1997 Proposed General Fund Budget totals $10 611 250 It is financed partially by a ad valorem tax of 3 8 mills per $1 000 of assessed valuation This is the same rate as last year This is the fifth consecutive year the mill rate has not been increased Since the 1993 budget, the first year the Village levied an ad valorem tax, the Village Council has reduced that portion of the property tax that which is under the control of the Council to 3 8 mills from 4 624 mills This has saved the residents over $5 4 million 2 Capital Improvement Fund The Capital Outlay for this year is $1 407 500 That includes funds for the replacement of the West Mashta Bndge sidewalks placing utility lines underground Crandon Boulevard beautification new street signage land acquisition reserve fire equipment purchase and replacement reserves and improvements to Harbor Drive A traffic calmmg plan is currently bemg prepared for West Mashta Dnve Harbor Dnve and other selected Village streets The project is not funded in this budget with the exception for Harbor Dnve 25 BUDGET MESSAGE 3 Stormwater Sewer Construction Project The $10 million stormwater construction should be completed by the fall of 1997 The construction program started May 1 1995 4 Debt Service Funds are mcluded m the amount of $ 1 136 100 to pay the thud of 10 payments to retire the outstanding debt for the purchase of the $9 2 million Village Green The outstanding debt shall be $6 840 000 by the end of the 1997 Fiscal Year 5 Village Green Village Green planned amenities shall include a new park pavilion and restrooms picmc shelters entrance features and curbmg along Fernwood Road that shall be funded by the recreation reserve account These improvements are funded from the $1 6 million recreation reserve account which had a balance of $432 747 on June 30 1996 6 Emergency Response Plan The Emergency Response Plan for the Village has been reviewed and up -dated for the forthcoming hurricane season Selected Village staff and all department heads attended courses on critical incident management, urban search and rescue techniques hurricane preparedness and disaster recovery operations information on the plan has been dissemmated to condominium managers In the past staff has participated m statewide humcane preparedness drills along with other Flonda communities All condommiums have been mvited to share our radio frequency for emergency purposes All suppher lists have been up dated The Council reviewed the plan on May 5 1995 Resolution No 96 8 adopted on Apnl 9 1996 authonzed the Village s participation m the statewide mutual aid agreement for catastrophic disaster response and recovery between the Flonda Division of Emergency Management and the Village This agreement allows for reciprocal emergency aid and assistance in times of emergency A locally produced video is available for viewmg as of June 1 1996 concernmg hurricane procedures Vanous pubhc information material such as the Humcane Video community workshops and other videos are shown on channel 29 Staff meetings are held periodically to refine the plan An emergency generator was authonzed by Council at the Apnl 23 1996 meeting 7 Solid Waste Collection and Disposal Services The 1997 Fiscal Year will begin the third year of a five year contract with Browning Ferns L. Industries of Flonda, Inc to collect and dispose of refuse and recyclables The recommended fee is $199 annually which is the same as the past two years a 8 Fire Rescue Department The Fire Rescue Department will continue to provide an excellent response time at or near 3 minutes and 12 seconds while maintaining the minimum on duty staffmg of seven or more fire fighters at all times This fiscal year we shall continue providing the same excellent level of service as last year along with an additional emphasis on public service programs 26 BUDGET MESSAGE r such as citizen CPR classes blood pressure testing and fire prevention inspections Blood pressure testmg is available at most times at the Fire Station By the end of this year all fire fighters should be certified paramedics A fee for emergency medical transportation has been recommended and revenues generated as a result of a fee have been budgeted r r 9 Police Department The Police Department provides an excellent emergency response time of under three (3) minutes Normally there is a shift commander and three patrol officers handling calls for service and responding to citizen requests around the clock The Department is conducting door to door visits with residents providmg home/busmess security surveys of their properties registering bicycles providing cnme prevention and hurricane preparedness information The Department contmues to operate as a streamlined no frills organization in an efficient and cost effective manner Actual expenditures have decreased each year since the pohce department was formed The staffmg ratio of officers to resident population is one of the lowest staffing levels m Dade County yet we continue to have one of the safest communities with one of the lowest cnme rates of the many municipal governments in this Metropolitan Statistical Area which unfortunately has the nation s highest cnme rate 10 Building, Zoning and Planning Department The Building Zoning and Planning Department will continue to conduct workshops on specific issues such as sign regulations development regulations and hurricane preparedness and recovery procedures for contractors The Department staff shall continue its professional certifications and in many cases have exceeded the levels of required trammg The department continues to strive to provide faster and have accessible services 11 Recreation Department The Recreation Department has had numerous achievements throughout the year These programs have a total of approximately 10 000 participants and include seminars traps & tours sporting events cultural and theater performances youth day tours spring and summer camps and chmcs The Department continues to use our 21 passenger bus to provide transportation for the programs The Key Biscayne Athletic Club continues to increase participation m the sports programs and 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 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 Fourth of July Fireworks and related activities such as the Concert on the Green and the Taste of the Key The Recreation Department also assists with the Key Biscayne Lighthouse Run & Walk competition 12 Commumty Assistance Grants Funds m the amount of $50 000 are budgeted for the fourth consecutive year for community grants to be awarded to local organizations In addition a $25 000 donation was authorized to be paid to Jackson Memorial Hospital at the April 26 1994 meeting over a 5 year period This 1997 payment will be the fourth installment sftn 27 BUDGET MESSAGE 13 Sidewalk Construction Program The sidewalk construction program started on Apnl 29 1996 and shall be concluded in the 1997 Fiscal Year 14 Beach A beach restoration and renounshment program shall be studied this year It is anticipated that sand from the Bill Baggs Cape Florida Recreation Area may be utilized for renounshment of the beach This is a goal established by the Master Plan 15 Sanitary Sewer Plan One of the early Council goals was to study the extension of the county sewage system to the 766 homes not serviced by the system Ordinance 96 6 adopted June 25 1996 authorized that the $693 000 loan application and loan agreement for engmeermg and managing, be executed and forwarded to the State The rate is fixed at 2 56% for 20 years State Revenue Funds are the pledged source of revenues If construction proceeds the same rate shall apply for the construction funds 16 Bus Shelters Bus shelters along Crandon Boulevard relocation of bus routes and the construction of a roundabout at the West Mashta Dnve and Harbor Drive shall be implemented this year 17 Chamber of Commerce Funds are included m this budget to continue the $75 000 grant to the Chamber of Commerce The Chamber has assumed the busmess and tourism promotional activities for the community r*aties 18 Lake Park The T ace Park which is approximately one acre m size shall be dedicated to the Village by the Ocean Club of Key Biscayne during Fiscal Year 1997 upon completion of its improvements 1997 Debt Service The Village s outstanding debt is modest The Village shall spend $1 136 100 this fiscal year m debt service payments This is the third principal payment on the $9 2 million bank loan authorized m 1994 for the acquisition of the Village Green The outstandmg balance at the end of the year will be $6 840 000 The final payment will be December 15 2003 The annual mterest is fixed at 4 36% 28 BUDGET MESSAGE aN r I The other debt is the $7 2 million stormwater bank loan which will become due and payable on April 17 1997 At this time the rate must be negotiated if Council wishes to extend the loan The present rate is 4 89% I recommend the loan be extended for two additional years Funds to pay the interest are available from the interest on unspent funds until the project is completed sometime in 1997 Upon completion of the project the loan should then be reduced with available year end surpluses reserves and stormwater utility fees Recommendations Key Biscayne s growing tax base continues to enhance the Village s revenue capacity The Grand Bay Resort and Residences and the Ocean Club developments will add significant revenues to the community Completion dates are February 1 2001 and December 31 2002 respectively The potential revenues will be in the hundreds of millions of dollars In addition, construction continues in the residential community with many homes being purchased demolished and re constructed with new and typically larger homes subsequently increasing the Village s tax base In addition, continuied renovation of both single family homes and condominiums shall continue well into the twenty first century The tax base is expected to continue growmg making the Village s future forecast one that is exciting and challenging As m the Fiscal Year 1995 and 1996 budget messages I once again recommend the Council stnve to have a $2 million undesignated fund balance an annual Capital Budget of approximately $2 milhon and contingency fund of approximately 5% of the annual operating budget Additionally Council should consider authonzmg a five year financial plan to incorporate the goals and objectives adopted by the Council Award for Distinguished Budget Preparation The Goven rent Finance Officers Association (GFOA) presented the award for distinguished budget presentation to the Village of Key Biscayne for its annual budget for Fiscal Year 1996 In order to receive this award a government unit must publish a budget document that meets program cntena as a policy document an operations guide a financial plan and as a communications medium The award is only valid for a penod of one year We believe our current budget continues to conform to the program requirements therefore we will submit the FY 1996 1997 Budget to GFOA to determine its eligibility for the Village s fourth consecutive award Acknowledgments I would like to express my appreciation to the Village Council for providing the policy and direction which assisted in the preparation of this budget Thank you also to the Village staff for their dedication and effort not only in the preparation of this budget but in their commitment to providing quahty services that meet the needs of the residents of Key Biscayne in a cost effective and efficient manner In addition, I wish to acknowledge the fine work of the Department Finance Director Mr 29 BUDGET MESSAGE 1pais r Jack Neustadt, and the Assistant to the Manager Yocelyn Gahano Gomez Once again they have successfully endeavored to prepare a document that is accurate concise and easy to read I am certain you share my appreciation for their efforts Thank you CSK/yg Very truly yours f/ C Samuel Ki nger Village Manager GUIDE TO DISCUSSION OF MAJOR ISSUES REFERRED TO IN FISCAL YEAR 1996 BUDGET MESSAGE The following guide has been prepared in rder to assist the reader in finding more information regardmg major budget issues discussed in the Budget Message 1 Discussion of the Budget Process pages 6 7 46 2 Council Goals and Departmental Goals pages 8 13 72 78 82 87 88 104-108 118 124 134 139 146 151 157 160 3 Revenue and Expenditure Summanes pages 44 59 62 66 4 Property Tax Revenues and Tax Rate pages 35 36 5 Solid Waste Fees and Services pages 182 187 6 Debt Issues pages 96 98 7 Capital Projects pages 167 180 30 BUDGET OVERVIEW L. ra Introduction This budget overview has been prepared as a general summary of the Fiscal Year 1997 Budget for the Village of Key Biscayne It is hoped that the overview provides Village residents with a condensed analysis of the fiscal plans of the Village for the upcoming fiscal year If a more in depth understanding is desired please take time to review the information found within the graphs charts and narrative text in the complete budget document Council Goals & Objectives The Village Council developed their Goals and Objectives and unanimously adopted them on October 5 1995 These goals were revised at Village Council meetings held on January 30 1996 and May 14 1996 The Council Goals and Objectives provide the policy basis from which admmistration obtains direction necessary to operate the Village All departmental goals are directed toward the Village s 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 quahty services for the citizens of Key Biscayne mamtaiung and, if justified expanding services where necessary and contmuing to operate in a financially sound and efficient manner The Fiscal Year 1997 General Operating and Capital Budgets embrace the following tenets that over the years have made the Village financially strong The Budget Provides that current revenues are sufficient to support current expenditures, Maintains the Village's strong general fund reserves, Provides sufficient _maintenance and replacement dollars to ensure capital facilities and equipment are properly maintained, Requires no increase in the total property tax rate The tax rate for the new budget is $3 80 per $1,000 assessed valuation which is the same as the previous budget, Maintains all the quality of life programs that Village residents have become accustomed to and addresses increasmg service levels based on demand where necessary, and Maintains a competitive compensation and benefits package for our work Budget in Brief Consolidated Fund Budget Consolidated Fund revenues total $11 226 766 a decrease of $264 301 from the previous year Most of the revenue decrease is attributable to the one time matching grant for the Holiday Colony Stormwater Drainage Project for $750 000 which was budgeted in Fiscal Year 1996 and a 5500 000 transfer to 31 BUDGET OVERVIEW 1 AMP the Stormwater Utility Fund budgeted in Fiscal Year 1996 These revenues mcreased the Fiscal Year 1996 budget by roughly $1 250 000 The decrease in Consolidated Fund revenues from Fiscal Year 1996 to Fiscal Year 1997 is off set by an increase of $889 530 m the Fiscal Year 1997 General Fund Budget yielding the difference of $264 301 Below is a bar graph which details the change in Consolidated Fund revenues from Fiscal Year 1993 through Fiscal Year 1997 General Fund Budget The General Fund budget of $10 611 250 represents a $889 530 or 9 15% increase from the previous year s budget of $9 721 720 Several factors contribute to the increase in the General Fund budget, the most significant of which are described below • Ad -valorem Tax Revenue Increase. The June 1 1996 estimate of Village Property values is $1 861 243 132 an increase of $93 786 127 over 1995 • values and generating $338 630 Grant Revenue Increase. Of the $100 100 mcrease in grant revenue $50 000 is based on an increase from one to three additional police officers on a shared basis from a federal grant The additional $50 100 represents anticipated grant awards • Prior Year Fund Revenue Source. A total of $350 000 is proposed to be included in the Fiscal Year 1997 Budget to complete the fundmg of proposed expenditures • Personnel Expense Increase. The $401 443 increase m personnel costs relates to mcreases associated with cost of hying merit mcreases and additional personnel • Contract Professionals Increase. A $65 000 mcrease budgeted for contract professionals will fund additional mspectors necessary for the two Development of Regional Impact projects • Capital Outlay Increase The additional $365 664 for capital outlay is associated with acquisition or construction of major capital improvements Budget Highlights The more noteworthy Fiscal Year 1997 Budget highlights are detailed below For a complete breakdown on the highlights please review the Budget Message section of the budget 32 BUDGET OVERVIEW pap r iess r - r L lizeS Village Millage Rate The Fiscal Year 1997 Budget is partially funded by the ad valorem tax of 3 8 mills per $1 000 of assessed valuation The Village continues to boast the lowest millage rate m the County Personnel The Fiscal Year 1997 Budget allows for a total of 88 positions This is an increase of two full time positions from the Fiscal Year 1996 budget The personnel increase is associated with the two additional police officer positions created by the Community Policmg Services Grant Program Debt Service Funds are mcluded m the amount of $1 136 100 to pay a portion of the Village s outstanding debt The outstanding debt is associated with the purchase of the $9 2 mullion Village Green The outstanding debt shall be $6 840 000 by the end of Fiscal Year 1997 Capital Improvement Program A total Capital Improvement Program of $1 407 500 increased $365 664 from the previous year s program Highlights of this year s Capital Improvement Program include • Crandon Boulevard Improvements ($200 000) • West Mashta Drive Improvements including the Bndge Construction Project ($150 000) • Harbor Dnve Improvements including the circle at the West Mashta Dnve Intersection ($150 000) • Underground Wiring ($40 000) • Sidewalks/Traffic Calming ($100 000) • Beach Improvements mcludmg dune vegetation and walkway ($135 000) • Street Signs and Entrance Sign ($10 000) Land Acquisition Allocation ($350 000) • Fire Rescue Equipment mcludmg purchase and replacement ($175 000) Parks and Recreation including improvements for the Village Green ($200 000) The Manager recommended that the Council stnve to have an annual Capital Budget of approximately $2 million and contingency fund of approximately 5% of the annual operating budget Revenue Considerations ❑ Solid Waste Collection Fees Fiscal Year 1997 will mark the third year of a five year contract with Browning -Ferns Industries of Flonda, Inc to collect and dispose of sohd waste and recycling materials No increase in the Solid Waste Collection Fee is recommended therefore the fee will contmue to be $199 00 per year for single family homes ❑ Emergency Medical Transportation Fees An analysis of the Fire Rescue Department found that the majority of calls for service involved emergency medical transportation Presently the Village does not charge for emergency services transportation Research has found that most insurance earners cover the cost of emergency transportation, therefore by not levying this fee the Village and subsequently the taxpayer is subsidizing the insurance carrier It is recommended that the Village initiate a fee for transportation services for the Fiscal Year 1997 Budget 33 BUDGET OVERVIEW r Financial Assessment The Village of Key Biscayne continues to be financially strong Over the last five years through conservative financial management Key Biscayne has been able to build solid fund balances and reserves One measure of a municipality s financial strength is the level of its fund balances (i e revenues exceed expenditures) It is estimated that the Village s unrestricted general fund balance monies that help fmance general Village operations will amount to approximately $858 873 m Fiscal Year 1996 The graph above displays the mcreasmg trend in the Undesignated General Fund Balance The Village is in an excellent position to use these monies not only to finance future capital improvements without debt fmancmg but additionally as a cushion to adequately address potential fiscal emergencies Moreover the Village s Solid Waste and Stormwater Utility Funds will have fund balances of approximately $2 902 225 at the end of Fiscal Year 1996 of which $2 864 322 is committed to completion of the stormwater construction project The manager recommended that the Council strive to have an annual $2 million Undesignated Fund Balance General Activities The Village has two Development of Regional Impact Projects the Grand Bay Resort and Residences and the Ocean Club of Key Biscayne Construction on both projects has commenced Development of the Grand Bay Resort and Residences will include a 250 room resort hotel a 175 unit apartment hotel 233 condominium units and 57 single family homes as well as other amenities The Ocean Club of Key Biscayne involves the construction of a total of 832 luxury residential units/condommiums as well as a pnvate beach club and tennis club Residential development is continuing as is evident by the continuing mcrease m permit activity and valuation figures for single family homes Conclusion We at Village Hall believe that it is absolutely necessary to solicit, provide and anticipate the needs of our customers for fiscal information and services We msist that quality be the guiding principle of our operations To that end staff holds itself as individuals and as a part of a department and the Village accountable for any outcome under the Village s control 34 PERCENTAGE DISTRIBUTION OF THE PROPERTY TAX FISCAL YEAR 1997 am 7 rF L Year Dade Pubhc Schools Dade County Key Biscayne All Others 1997 46 56% 32 53% 16 20% 4 71% 1996 45 52% 33 38% 16 65% 4 45% 1995 4401% 3433% 1745% 421% 1994 40 93% 33 55% 18 31% 7 21% 1993 39 22% 34 75% 19 03% 7 00% For the average Village residential property assessed in 1996 at $300 724 the breakdown of property tax is as follows Assesed Value $300 724 Homestead Exemption - 25000 Taxable Value $275,724 Total Mdlage Total Property Tax Dade County Pubhc Schools Dade County Village of Key Bis ayne So Fl Water Management Distnct Dade County Library Distnct Environmental Project Florida Inland Navigation Distnct Total $22 264 per $1 000 of Taxable Value $6,138 72 NLllage 1996 97 Tax Percent 10 366 7 243 3 606 572 339 100 038 $2 858 15 $1 997 07 $ 99426 $ 15772 $ 93 47 $ 27 57 $ 1048 46 56% 32 53% 16 20% 2 57% 1 52% 45% 17% 22 264 $6,138 72 100 00% 35 PROPERTY TAXES FISCAL YEARS 1993 1997 r"," 031/1 The millage rate determines the amount a homeowner will pay m taxes per $1 000 of assessed property value Village homeowners have expenenced a 19 6% total reduction m the Village property tax rate as compared to the property tax rate for unincorporated areas (Unincorporated Municipal Service Area tax rate) since incorporation The reduction in property tax provided an actual cumulative savings to Village taxpayers of $6 064 605 as the chart below illustrates As a point of clarification an adjustment to the Fiscal Year 1993 figures was made in the chart below to facilitate the comparison The Fiscal Year 1993 Village Millage rate includes the Metro Dade Fire Distract Tax, as the Village was then receiving fire rescue service from Metropolitan Dade County In Fiscal Year 1994 the Village Fire Rescue Department became operational and was no longer in the Metro Dade Fire District As a result, the Village began collecting the tax for fire rescue services FY Assessed Values County Millage County Tax Village Miillage Village Tax Percent Reduction Annual Savings to Taxpayer Cumulative Savings to Taxpayer 1993 S1 617 141088 4 724 $ 7 639 374 4 624 87 477 660 2 12 $ 161 714 $ 161714 1994 $1560 057 130 4 714 $ 7 354109 4 439 $ 6,925 094 5 83 8 429 015 $ 590 729 1995 $1741,921 584 4 731 $ 8 241031 4 I01 $ 7 143 620 13 32 $1097 411 $1 688 140 1996 $1 767 457 006 4 785 $ 8 457 282 3 800 $6 716,337 20 59 $1 740,945 $3 429 085 1997 81 861 243 132 5 022 $9347163 3 606 $6 711643 28 20 82 635 520 $6 064 605 Total $41038959 $34974354 86 064 605 The Village boasts the lowest millage rate m the County The graph below reflects the range of the proposed 1996 total millage rates of all Dade County municipalities and unincorporated areas Key Biscayne s proposed 1996 rate of 22 458 is the lowest m the County compared to Homestead s proposed rate of 31 403 which is the highest in the County The Fire Distnct millage is 2 745 mills 35 30 1825 m20 m15 10 5 0 Proposed 1996 Millage Rates 1111111111111111111111- 111111111111111111111111111111 111111111111111111111111111111 11111111111111111111111111111 111111111111111111111111111111 Ind Grid Willie f Gld Bch W Me Homest Dpa Lo Alm El Por N MI Bch I Mi Sho i Bs Prk Hia Gar Fl Cdy MI Sprg Surfin I Bay Har Medl Ma Bch Islan S Mw 14 Bay VII He Munzryaldy Virg Gar I I Col Gab Avant I Sweetw Bal Har Dade Kay Bse per $1 000 and represents $5 109 112 if Key Biscayne were still m the Fire District 36 FINANCIAL POLICY The followmg fmancial 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 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 meetmg future years expenses such as postponing expenditures or accruing future year s revenues B The budget will provide for adequate mamtenance of capital plant and equipment and for their orderly replacement C The Village will mamtam a contmumg budgetary control system to msure 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 mdicators with the budget A The Village will make all capital improvements m 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 operatmg budget Future operating costs associated with new capital improvement will be projected and included m operating budget forecasts 37 FINANCIAL POLICY 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 operatmg 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 Village s capital interest and to minimize future maintenance and replacement costs G The Village will project its equipment replacement and maintenance needs for the next several years and will update this projection each year From the projection a maintenance and replacement schedule will be developed and followed t.� r 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 A The Village will confine long-term borrowing to capital improvements or projects that cannot be financed from current revenues B When the Village finances capital projects by issuing bonds it will pay back the bonds within a period not to exceed the estimated useful life of the project C The Village will 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 mamtam good communications with bond rating agencies regarding its financial condition The Village will follow a policy of full disclosure on every financial report and borrowing prospectus IV REVENUE POLICY 1 A The Village will try to mamtam a diversified and stable revenue system to shelter it from unforeseeable short run fluctuations in any one revenue source r 38 FINANCIAL POLICY 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 r A The Village will make a cash flow analysis of all funds on a regular basis Disbursement collection and deposit of all funds will be scheduled to insure maximum cash availability B When permitted by law the Village will pool cash from several different funds for investment purposes C The Village will invest 100% of its idle cash on a continuous basis D The Village will obtain the best possible return on all cash investments 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 accountmg The Village will strive to obtain and retain the Certificate of Achievement from the Government Finance Officers Association C Regular monthly and annual financial reports will present a summary of financial activity by major types of funds D Wherever possible the reporting system will provide monthly information on the total cost of specific services by type of expenditure and if necessary by fund I 7 39 FINANCIAL POLICY 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 auditmg program The foregoing financial policy statements define objectives establish rules with parameters and express guidelines for fiscal conduct by the Village of Key Biscayne m connection with both operatmg and capital improvement budget matters ror Misr r 40 CONSOLIDATED BUDGET SUMMARY FISCAL YEARS 1993 1997 ALL FUNDS This schedule includes the General Fund beginning with Fiscal Year 1993 the Stormwater Utthty Fund beginning with Fiscal Year 1994 the Capital Improvement Fund beginning Fiscal Year 1995 and the Solid Waste Fund beginning January 1 1995 Listed are the resources and expenditures/expenses of all Governmental and Proprietary funds within the Village s budget The amounts received by the Stormwater Utility Fund and the Solid Waste Fund represent the revenue activity for these funds tr -err w- r^ Property Taxes (Ad Valorem) Other Taxes Licenses & Permits Intergovernmental Revenues Charges for Services Interest Income Fines & Forfitures Stormwater Fees Sohd Waste Fees Humcane Recovery Miscellaneous Grants Gam on Sale of Investments Impact Fees Other Fmancmg Sources Sub total. Transfers In Begimng Fund Balances Beguuung Reserves Total FUNDING SOURCES ACTUAL .%CLUAL ACTUAL FY'93 FY 494 FY 195 $3 536 480 $6 640 045 $6 820 807 1 837 099 1 936 448 1 910 023 308 676 246 533 351 152 718 366 732 196 788 062 42 074 62 156 60 446 121 676 288 978 590 563 7 983 35 508 12 822 0 0 464 066 0 0 153 933 1 165 864 0 190 687 85,232 18 000 73 200 602 749 265 305 77 931 83 997 0 0 1 100 000 382 713 250 000 1 000 000 9 200 000 0 $€tt61t1,196 _ $19,80708&2 511,743,692 0 325 671 3 037 183 418 061 711 905 263 935 20 237 4 294,250 5 358 994 $11,448,494 5.1397178 S2114ii3,2 4 BUDS BUDGET "EY$96 Ffl7 $6 380 520 $6 376 060 1 974 300 1 947 000 405 000 423 000 728 500 750 500 15 000 29 000 455 000 405 000 35 000 13 000 465 000 465 000 249 347 255 516 0 0 4 500 600 778 900 129 000 0 0 0 0 0 0 Sl1,491,O67 $1OS83,C>7& 500 000 1 000 000 4 423 641 7 903 129' 1 948 875 02 ilitifiaa $19,786',8114 1 Estimated amount 2 Changes in Reserves for FY 1996 and FY 1997 and Undesignated Fund Balance for FY 97 cannot de determined at this time 41 CONSOLIDATED BUDGET SUMMARY FISCAL YEARS 1993-1997 ALL FUNDS The Fiscal Year 1997 Stormwater budget includes the projected balance for construction west of Crandon Boulervard The Public Safety budget includes an increase of $100 000 for two additional police officers under a Federal grant administered by the United States Department of Justice Under the Federal grant the Village must provide approximately 50% of the cost for the two additional officers The Debt Service Budget provides for the principal and interest for the Village Green loan and the interest for the Bond Anticipation Notes for the Stormwater Construction Project r tagt General Goveiuuent Public Works Stormwater Sohd Waste & Recycling Fund Economic Development Building Zoning & Planning Parks & Recreation Public Safety Hurricane Non Departmental Capital Outlay Debt Service Sub fetal Transfers Reserves Endmg Fund Balances • T©fal $495 454 185 b7 141 917 0 36 952 406 055 240 794 2 742 172 1 251 264 421 619 120 155 0 $6,441,'639 0 4 294 950 711 905 841.048494 ACTUAL AC1VAL ACTUAL BUDGET BUDGET FY 93 EY'94 FY t9$ FY '96 trY 497 $620 784 $615 480 $651 620 8651 751 609 932 573 844 491 869 534 237 0 8 259 4 898 175 4 442 080 0 157 204 254 347 260 516 126 460 0 0 0 403 097 467 621 532 494 676 859 272 158 211 159 239 821 186 989 J 918 351 4 294 606 4 916 023 5 200 110 0 0 0 0 227 105 512 331 711 968 736 000 12 758 815 1 752 174 1 041 836 1 000 000 255 106 2 401 427 1 488 169 1 458 100 $I9,191,$48 c$10,994,40s S15,216,327 li5,26S 325 671 3 037 183 02 02 5 358 994 1 948 875 02 02 263 935 4 423 641 7 903 129` 02 825.140 ,388 I2II443884 X623.429.451 "St5.264,511‘ 'Estimated amount 2 Changes in Reserves for Fiscal Year 1996 and Fiscal Year 1997 and Undesignated Fund Balance for Fiscal Year 1997 cannot be determined at this time 42 /W, ORS Ian yn i 2 VILLAGE OF KEY BISCAYNE FISCAL YEAR 1997 GENERAL FUND The General Fund is the principle operating 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 MSSION STATEMENT TO PROVIDE A SAFE, QUALITY COMMUNTIY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 43 GENERAL FUND FISCAL YEAR 1993 1997 The proposed Fiscal Year 1997 Budget allocates $10 611 250 for the General Fund This budget is an increase of $889 530 or 9 1% from the Fiscal Year 1996 Budget of $9 721 720 Below is a breakdown of the General Fund The Ad Valorem (Property) Tax generates 63 3% of the Fiscal Year 1997 Budget It is proposed that $350 000 of the Fiscal Year 1995 undesignated fund balance be designated for inclusion m the FY 1997 Budget All other revenues have been budgeted in accordance with trends and estimates of the State Revenue Estimating Commission. The proposed reduction in franchise fees is based on Fiscal Year 1995 revenue amounts and information from the electric utihty Increased buildmg permit fees are based on the two large developments which began m Fiscal Year 1996 P" p+, r 4, .p L 4 2`e 2 EF *.'"'nar Begmmng Balance REVENUES Ad Valorem Franchise Fees Utility Taxes Licenses & Permits State Shared Revenues Charges for Services Interest Grants & Donations Gam Sale of Investments Pnor Year Fund Balance Sub total Revenues $438 298 $853 822 $80 181 $753 873 $858 873 3 536 480 6 640 045 62) 015 668 020 1,212 084 1,268 428 308 676 246 533 718 366 732 196 113 946 115 664 121 676 288 978 2 889 956 648 018 83 997 0 0 0 9 610 196 10 607 882 Other Funding Sources 1 000 000 :R g ssi e vat lire M1siRUSTa .5g$' EXPENDITURES Village Council 9 312 Administration 187 424 Village Clerk 61 138 Economic Development 36 952 Village Attorney 236 558 Non Departmental 421 619 Debt Service 1 022 Building Zoning & Planning 406 055 Police 2,296,459 6 820 807 652 844 1,257 179 351 152 788 062 146 468 369 540 518 618 0 0 10 904 670 6 380 520 678 500 1 295 800 405 000 728 500 54 500 150 000 28 900 0 0 9 721 720 6 719 150 654 000 1 293 000 423 000 750 500 92 600 200 000 129 000 0 350 000 10 611 250 9 200 000 0 0 0 nee? @F' .. ». �,. sJ -n m re, n°"g% 11 0I9 9292 275 1b 905 126 460 191 585 227 105 255 106 403 097 1,708,405 10100 328 322 110 336 0 166 722 512 331 2 238 101 467 621 1,868,235 10 000 10 600 347 554 359 256 116 066 125 327 0 0 178 000 168 000 711 968 692 000 1 136 089 1 136 100 )32 494 670 116 2,298,080 2,470,316 44 GENERAL FUND FISCAL YEAR 1993 1997 rm r .4» Fire Rescue Public Works Hurricane Recovery Recreation Capital Outlay Rh R0Katt tlit*,N Transfers Out Changes in Reserves $w'ay.'h ass& ss2i. va UNDESIGNATED BALANCE RESERVES & DESIGNATIONS Reserve for Debt Service Reserve for Encumbrances Reserve for Beach Improvements Reserve for Beautification Reserve for Recreation Facilities Reserve for Pohce/Fire/Equi/Fac Reserve for Grant Audits Res for Supplemental Fire Aid Res for Stormwater Project East Res for Legal Audit & Appraisal Desig for Future Personnel Costs Desig for Community Grants ��.,y,����d nE 3 s, kds s ; r�sn•a $443 713 185 257 1251264 240 794 120 155 g9k7 w 0 4 294 950 853,822 $2 209 946 $2 426 371 609 932 573 844 0 0 272 158 211 159 $2 617 943 491 869 0 239 821 $2 790 625 539 237 0 242 173 12 758 815 1 670 772 1 041 836 1 407 500 d C a $+'`45' `^ ry .m 325 671 3 037 183 1 064 044 (J 410 119 AMU y)) ad h 80 181 753,873 1 000 000 1 060 364 0 165 563 27 319 9 482 20 943 21 724 23 027 1 100 000 188 463 179 412 1 100 000 1 323 133 559 562 367 416 318 967 89 101 541024 541024 541024 0 100 000 106 000 0 1 500 000 0 0 0 66 238 0 0 250 000 0 278 000 125 029 s aS.X.^��y����l(�ne.',. 0 *1 :4P aS� x s.�s max„ M. _.��, , 858,873' 7 Bx'tt'snr 0 *1 *1 ww i Changes in Reserves for FY 1996 and FY 1997 and Undesignated Fund Balance for FY 97 cannot be determined at this time 2 Estimated amount 45 PROPOSED BUDGET VS ADOPTED BUDGET FISCAL YEAR 1997 r^ ,wa a $ 343 090 Ad Valorem $6 719 150 $6 376 060 Franchise Fees 654 000 654 000 Utility Taxes 1 293 000 1 293 000 Licenses & Permits 423 000 423 000 State Shared 750 500 750 500 Revenues Charges for Services 92 000 42 000 interest 200 600 200 600 Grants & Donations 129 000 129 000 Prior Year Fund 350 000 375 750 Village Council Administration Village Clerk Village Attorney Non -Departmental Debt Senrice Budding, Zoning & Planning Ponce Fire Rescue Public Works Recreation Capital Outlay $10 600 $13 300 359 256 372 788 125 327 120 527 168 000 168 000 692 000 736 000 1 I36 100 1 136 100 670 116 676 859 50 000 25 750 $2 700 13 532 -4 800 44 000 6 743 2 470 316 2 475 986 5 670 2 790 625 2 823 124 32 499 539 237 534 237 5 000 242 173 186 989 55 184 1 407 500 1 000 000 407 500 46 REVENUES GENERAL FUND FISCAL YEAR 1997 PAN VS, r" L As a matter of general policy Village revenue estimates are budgeted conservatively m order to avoid possible shortfalls due to unanticipated changes on the economy or slowing in the rate of construction activity General Fund revenues are projected to maintain a moderate rate of mcrease m Fiscal Year 1997 The projections are based on five year histoncal trends inflation and real economic growth The next several years Ad -Valorem , Franchise Fees Unity Taxes -Licenses & Permits - State Shared Revenues Charges for Services Interest Grants & bonattons 1 .'nor Year Fund Balance 6 719150 654 000 I 293 000 423 000 750 50€1 92,600 200 000 129,000 350 000 should witness more growth to the assessment roll than this year Projected annual budget increases shall be between $300 000 to $400 000 annually The General Fund s major revenue source is the Ad Valorem (property) tax 62 2% of all revenues The Fiscal Year 1997 revenues increased only 1 5% This budget is balanced by funds from a Fiscal Year 1995 reserve surplus funds from Fiscal Year 1996 totalling $375 750 6 376360 654 000 1,293,000 423 000 750 500 42,,000 200 600 129,000 375,750 62244- 6 38% 12 62% 4 13% 7 33% 041% 1 96% 1 26% 3 67% TOTAL 10 611 250 10 243 910 100 00% r 47 BUDGET COMPARISON PROPOSED FY 1997 AND ADOPTED FY 1996 Proposed Fiscal Year 1997 Budget Adopted Fiscal Year 1996 Budget Difference Percent Changed $10 611 250 $9 721 720 $889 530 9 15% REVENUE CHANGES Nal r 7 General Fund Revenues Proposed Fiscal Year 1997 Budget , Adopted Fiscal Year 1996 Budget Difference Percent Changed Ad valorem $6 719 150 $6 380 520 $338 630 5 31% Franchise Fees 654 000 678 500 24 500 3 61% Utility Taxes 1 293 000 1 295 800 2 800 0 22% Licenses & Permits 423 000 405 000 18 000 4 44% State Shared Revenues 750 500 728 500 22 000 3 02% Charges for Services 92 600 54 500 38 100 69 91% Interest 200 000 150 000 50 000 33 33% Grants 129 000 28 900 100 100 346 37% Pnor Year Fund Balance 350 000 0 350 000 Not Applicable Total Revenue Changes $10 n ' $9721 720 $889 530 9 15% REVENUE CHANGES RATIONALE • Ad Valorem The July 1 1996 estimate of Village property values is $1 861 243 132 an increase of $93 786 127 over 1995 values At the proposed millage rate of $3 80 per thousand the additional revenue is $338 630 or 5 31% • Franchise Fees Approximately 90% of the franchise fee revenue is denved from Florida Power and Light electricity sales The Proposed Fiscal Year 1997 Budget estimates that revenue generated through franchise fees will be $24 500 or 3 61% less than Fiscal Year 1996 The Fiscal Year 1997 estimate is based on the Fiscal Year 1995 actual franchise fee revenue amount 48 BUDGET COMPARISON PROPOSED FY 1997 AND ADOPTED FY 1996 r r ae r 1.0 r • Utility Taxes The Fiscal Budget Utility Tax estimates are $2 800 or 0 22% lower than Fiscal Year 1996 budget and reflect anticipated revenue trends • Licenses and Permits Building permit activity is expected to increase as construction continues on the two Development of Regional Impact Projects (Grand Bay Resort and Residences and Ocean Club) Proceeds due the Village by Dade County from county issued occupational licenses have diminished as a result of a new distribution formula Overall the proposed increase of $18 000 is 4 44% greater than Fiscal Year 1996 • State Shared Revenue Based on Fiscal Year 1995 actual revenues state shared revenues are expected to increase by $22 000 or 3 02% over the Fiscal Year 1996 Budget amount • Charges for Services This category encompasses eight categories of fees and fines involving the Police Department the Building Zoning and Planning Department, the Recreation Department and the Office of the Village Clerk. The Proposed Fiscal Year 1997 Budget includes a new category ambulance fees Most, if not all Village residents have health insurance pohcies which provide benefits for ambulance service The Proposed Fiscal Year 1997 Budget suggests that the Village begin billing insurance carriers for the emergency transporting services being provided This new revenue source provided for an increase of $38 100 or 69 91% for this tine item • Interest The 33 33% increase of $50 000 is based pnmanly on antcipated mterest earnings The Proposed Fiscal Year 1997 Budget for Interest totals $200 000 • Grants & Donations Of the $100 100 increase m grant revenue $50 000 is based on an increase from one to three additional police officers on a shared basis from a federal grant An additional $50 100 is anticipated from grant applications currently being processed • Prior Year Fund Balance A total of $350 000 is proposed to be included in the Fiscal Year 1997 Budget to complete the funding of the proposed expenditure budget and maintam the current 3 80 millage rate 49 REVENUE PROJECTION RATIONALE FISCAL YEAR 1997 r r r L. r L r" D VALOREM Chapter 166 Florida 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 lumts local governments to a maximum of 10 mills of Ad Valorem taxation For Fiscal Year 1997 which begins on October 1 1996 and ends September 30 1997 the assessed values established by the Dade County Property Appraiser are $1 861 243 132 At the recommended millage rate of 3 80 the gross Ad Valorem revenue is $ 7 072 724 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 Property Taxes are assessed and collected by the County and remitted to the Village on a regular basis throughout the year The amount budgeted for this fiscal year is $ 6 719 150 PROPERTY TAX LEVIES AND COLLECTION FISCAL YEAR 1993 THROUGH 1996 Fiscal Year Millage Assessed Value Tax Levy Amount Budgeted Total Collected Percent Collected 1993 2280' $1 617 141 088 $3 687 082 $3 502 728 $3 536 480 95 9% 1994 4 439 $1 560 057 130 $6 925 094 $6 578 768 $6 640 045 95 9% 1995 4 101 $1 741 921 )84 $7 143 620 $6 786 439 $6 820 803 95 5% 1996 3 800 $1 767 457 006 $6 716 337 $6 380 520 N/A N/A Fire Rescue Service provided by Metro Dade 2 344 mills (4 624) THER 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 boundanes 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 The estimated revenues other than property taxes are based on actual Fiscal Year 1995 collections with adjustments as appropnate 50 REVENUE PROJECTION RATIONALE r FISCAL YEAR 1997 7 P1 RANCHISE 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 Village s Fiscal Year is based upon the prior calendar year of Florida Power & Light Company There was $67 696 873 of new construction followmg Hurricane Andrew The estimated revenue from this source for Fiscal Year 1997 is $590 000 b +m FISCAL YEAR AMOUNT' 1993 $570 605 1994 $603 638 1995 $589 031 1996 (Budget) $615 000 1997 (Proposed) $590 000 TELEPHONE The Village Council adopted Ordinance No 92 16 on August 11 1992 which estabhshed a 1% franchise fee on gross revenues for BellSouth The estimated revenue for Fiscal Year 1997 is $20 000 the same as the amount budgeted for Fiscal Year 1996 FISCAL YEAR AMOUNT 1993 $15 389 1994 $20 505 1995 $19 914 1996 (Budget) $20 000 1997 (Proposed) $20 000 r - CARL.E 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 P. se. 51 REVENUE PROJECTION RATIONALE FISCAL YEAR 1997 Dade County The estimated revenue from this source for Fiscal Year 1997 is $44 000 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 which is the same as last year r r L C� L'1IT w ; FISCAL YEAR AMOUNT 1993 $39 821 1994 $43 877 1995 $43 899 1996 (Budget) $43 500 1997 (Proposed) $44 000 TILITY TAXES �* Dade County Ordinance No 70 72 adopted September 21 1970 established utility taxes m 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% Revenues r generated by the Utility Taxes were pledged for the Village Green Debt Service For more information on the debt service please review the Debt Service Section of tins budget FI,RC7RICITY — This revenue line item is denved from a 10% tax levied on the electricity bill of each customer who receives service within the corporate limits of the Village Based on the projected trend, which is not mcreasmg as expected the estimated revenue from this source m Fiscal Year 1997 is $900 000 L r L 3 y FISCAL YEAR AMOUNT 1993 $857 002 1994 $888 752 1995 $875 704 1996 (Budget) $915 000 1997 (Proposed) $900 000 52 REVENUE PROJECTION RATIONALE FISCAL YEAR 1997 7 TELECOMMUNICATIONS This revenue lme item is derived from a 7% tax levied upon every purchase of telecommunication services (telegraph, teletype or computer exchange toll telephone private commumcations cellular phone beepers etc ) that originate withm the corporate limits of the Village and terminate in the State of Florida The estimated revenue for Fiscal Year 1997 is $187 000 within the corporate limits of the Village the same as the Fiscal Year 1995 actual e-� L r" OE, ft FISCAL YEAR AMOUNT 1993 $199 308 1994 $202 702 1995 $186 780 1996 (Budget) $200 000 1997 (Proposed) $187 000 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 in demand the estimated revenue from this source for Fiscal Year 1997 is $160 000 �,.• Y ~'•'Yr Y' i ril `AY FISCAL YEAR AMOUNT 1993 $126 882 1994 $145 719 1995 $152 645 1996 (Budget) $150 000 1997 (Proposed) $160 000 GAS This revenue line item is denved from a 10% tax levied on the gas bill of each customer who receives service within the corporate limits of the Village The estimated revenue for this tax for Fiscal Year 1997 is $42 000 r 53 REVENUE PROJECTION RATIONALE FISCAL YEAR 1997 FISCAL YEAR AMOUNT 1993 $24 184 1994 $26 925 1995 $38 130 1996 (Budget) $26 500 1997 (Proposed) $42 000 OIL_ This revenue lme item is derived from a 10% tax levied on the oil bill of each customer who receives service within the corporate hmits of the Village The estimated revenue from this source for Fiscal Year 1997 is $4 000 Pm' tato Mak Says FISCAL YEAR AMOUNT 1993 $4 708 1994 $4 331 1995 $3 920 1996 (Budget) $4 300 1997 (Proposed) $4 000 ICENSES AND PERMITS VILLAGE OCCTTPA77ONAT, LICENCES 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 June 6 1992 and amended by Ordinance 95 9 on September 26 1995 ORR 54 REVENUE PROJECTION RATIONALE Fir" 7 FISCAL YEAR 1997 COUNTY OCCUPATIONAL LICENSES - All busmesses in the Village must also have an occupational license from the county m order to operate a busmess within the corporate limits of the county A portion of the county revenues are remitted to the Village Total estimated revenues from this source for Fiscal Year 1997 is $23 000 FISCAL YEAR AMOUNT 1993 $35 746 1994 $31365 1995 $22 844 1996 (Budget) $30 000 1997 (Proposed) $23 000 RU 7LDJNCr 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 vanous 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 With major projects under way at Grand Bay and beginning at the Ocean Club of Key Biscayne the building permit fees for Fiscal Year 1997 are estimated at $400 000 FISCAL YEAR AMOUNT 1993 $255 008 1994 $215 168 1995 $328 308 I996 (Budget) $375 000 1997 (Proposed) $400 000 55 REVENUE PROJECTION RATIONALE FISCAL YEAR 1997 aTATE SHARED REVENUES In addition to Ad Valorem taxation communities in Florida rely on revenues that are imposed and collected by the State of Flonda and then shared with municipalities These taxes are distributed accordmg to vanous formulas in State Statutes ktroa C r L. CIGARETTE TAX (Now called the Municipal Financial Assistance Trust Fund) In 1943 Florida levied its first tax on cigarettes at a rate of three 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 two cents per pack tax on cigarettes Chapter 71 364 Laws of Flonda, increased the tax by two cents per pack of cigarettes The share of this fund for an individual municipality is not determmed by the value of cigarettes sold within the boundary each city Instead a formula is used where the primary factor is the ratio of each city s population versus the county wide mumcipal population These funds are considered to be general revenue and can be used for any specific public purpose The estimated revenue from this source for Fiscal Year 1997 is $10 500 s-� TAiCf#LTX 4N$ FISCAL YEAR AMOUNT 1993 $11 501 1994 $10 542 1995 $10 490 1996 (Budget) $10 500 1997 (Proposed) $10 500 STATE REVENUE SHARING Chapter 72 360 Laws of Flonda 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 the one cent municipal gas tax and 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 mcludes its own population, statewide municipal population, county population county sales tax collections total statewide sales tax collections from mumcipahties municipal property valuation statewide municipalities property valuation, and by a factor measurmg 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 56 REVENUE PROJECTION RATIONALE FISCAL YEAR 1997 transportation related public safety activities For Fiscal Year 1997 the estimated revenue from this source is $135 000 A portion of this revenue has been pledged for the repayment of the sanitary sewer state loan as per Ordinance 96 6 adopted June 25 1996 enr 441. 11.9 r pititfa Vixen STATE REVENUE COLISCITONS SHARING FISCAL YEAR. AMOUNT 1993 $134 463 1994 $128 247 1995 $135 380 1996 (Budget) $128 000 1997 (Proposed) $135 000 FTAIFCFNTSAT,F„S TAX Chapter 82-154 Laws ofFlonda, 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 pnmary purpose of the tax was to provide relief from Ad Valorem taxes m addition to providing counties and municipahes with revenues for local programs Current revenues for this fund come from 9 653% of the state sales tax (which is shared by both counties and cities) The distribution formulas are population onented but not directly proportional to population mcrease Municipalities can use these fiords 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 1997 is $430 000 HALF CENT SALES TAX CO < FISCAL YEAR AMOUNT 1993 $454 847 1994 $384 937 1995 $431 067 1996 (Budget) $415 000 1997 (Proposed) $430 000 57 r REVENUE PROJECTION RATIONALE FISCAL YEAR 1997 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 Flonda 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 miles of roadway maintained in each municipality ($20 5 Million) These funds must be used for transportation related expenditures mcluding debt service on transportation related capital projects This tax will yield approximately $115 000 LOCAT, OPTTONCAPTTAT, IMPROVEMENT GA,S TAX - A second local option gas tax was adopted as part of the 1993 1994 budget by the Dade County Commission on September 20 1993 and it was levied at five cents per gallon Following County Commission amendment rn 1996 the levy has been reduced to three 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 1997 is estimated at $60 000 �1.tW� \y'ST� 1, Sfoccl .i.�l Ns. FISCAL YEAR AMOUNT 1993 $117 555 1994 $162 783* 1995 $211 125 1996 (Budget) $175 000 1997 (Proposed) $175 000 * The second local option gas tax was levied m Fiscal Year 1994 arav r� THER REVENUES INTF.RF.,ST INCOME In accordance with the Village financial policy investment practices used are six month and one year Certificate of Deposit, a cash management fund and a municipal surplus fund pool These are mamtained to provide that available finds be invested at all times with minimum risk and maximum liquidity Six month and one year certificates of deposit are invested with Jefferson Bank of 58 REVENUE PROJECTION RATIONALE FISCAL YEAR 1997 Honda and Capital Bank The cash management fund is with SunTnist Bank Also there are funds invested with the State of Flonda Municipal Pool The revenue from the interest income for Fiscal Year 1997 is estimated at $200 000 tr Sas. &a. ter sag I*S rfCOMl RE EN1tS FISCAL YEAR AMOUNT 1993 $120 968 1994 $136 455 1995 $234 673 1996 (Budget) $150 000 1997 (Proposed) $200 000 FINKS & FORFEITURES The Village receives a portion of the revenues resulting from traffic enforcement activities of the Village Police Department, created March 1 1993 The trend for this revenue is uncertam at this time Estimates are based on actual 1995 figures FISCAL YEAR AMOUNT 1993 $7 903 1994 $35 509* 1995 $12 822 1996 (Budget) $35 000 1997 (Proposed) $13 000 * Includes $13 696 in confiscation from Joint operations with other law enforcement agencies 1 59 c- Lv kaw r I Lit DESCRIPTION GENERAL FUND REVENUES R0000 1 311 Ad Valorem Ad Valorem Total Ad Valorem ADOPTED ACTUAL ADOPTED PROPOSED ADOPTED 1994-1995 1994-1995 1995 1996 1996 1997 1996 1997 BUDGET REVENUES BUDGET BUDGET BUDGET $6 786 439 $6 820 807 $6 380 520 $6 719 150 $6 376 060 $6 786 439 $6 820 807 $6 380 520 $6 719 150 $6 376 060 R0000 1 313 Franchise Fees R1000 1 313 Electricity $555 000 $589 030 $615 000 $590 000 $590 000 R2000 1 313 Telephone $20 000 $19 915 $20 000 $20 000 $20 000 R5000 1 313 Cable Television $50 000 $43 899 $43 500 $44 000 $44 000 R0000 1 311 Total Franchise Fees $625 000 $652 844 $678 500 $654 000 $654 000 R0000 1 314 Utility Taxes R1000 1 314 Electncty $840 000 $875 704 $915 000 $900 000 $900 000 R2000 1 314 Telecommunications $200 000 $186 780 $200 000 $187 000 $187 000 R3000 1 314 Water $120 000 $152 645 $150 000 $160 000 $160 000 R4000 1 314 Gas $20 000 $38 130 $26 500 $42 000 $42 000 R7000 1 314 Oil $3 000 $3 920 $4 300 $4 000 $4 000 R0000 1 314 Total Utility Taxes $1 183 000 $1 257 179 $1 295 800 $1 293 000 $1 293 000 R0000 1 321 R0000 1 322 R0000 1 329 R0000 1 335 R1100 1 335 R1200 1 335 R1800 1 335 R4000 1 312 Licenses and Permits Occupational Licenses Building Permits Other Licenses & Permits Total Licenses & Permits State Shared Revenue Cigarette Tax State Revenue Shanng Half Cent Sales Tax Local Option Gas Tax Total Shared Revenue $25 000 $22 844 $30 000 $23 000 $23 000 $225 000 $328 308 $375 000 $400 000 $400 000 $1 000 $0 $0 $0 $0 $251 000 $351 152 $405 000 $423 000 $423 000 $11 000 $10 490 $120 000 $135 380 $400 000 $431 067 $120 000 $211 125 $651 000 $788 062 60 $10 500 $128 000 $415 000 $175 000 $10 500 $135 000 $430 000 $175 000 $10 500 $135 000 $430 000 $175 000 $728 500 $750 500 $750 500 ri -m DESCRIPTION ADOPTED ACTUAL ADOPTED PROPOSED ADOPTED 1994 1996 1994 1995 1995 1996 1996 1997 1996 1997 BUDGET REVENUES BUDGET BUDGET BUDGET Charges for Services R9000 1 343 Zoning Heanng Fees $30 000 $4 063 $1 000 $4 000 $4 000 R9100 1 343 Certificates of Occupancy $5 000 $8 901 $6 000 $9 000 $9 000 R0000 1 354 Code Violation Fines $1 000 $500 $1 000 $500 $500 R2000 1 347 Recreation Fees $10 000 $10 400 $5 000 $3 500 $3 500 R1000 1 350 Fines & Forfeitures $5 000 $12 822 $35 000 $13 000 $13 000 R1200 1 349 Lien Letters $1 000 $1 946 $1 500 $2 000 $2 000 R1000 1 349 Election Qualifying Fees $0 $0 $500 $0 $0 R1100 1 349 Miscellaneous $5 000 $34 637 $4 500 $10 000 $10 000 R6000 1 342 Transportation Fees $0 $0 $0 $50 000 $0 Total Charges for Services $57 000 $73 269 $54 500 $92 000 $42 000 Other Revenues "" R1000 1 361 Interest $100 000 $369 540 $150 000 $200 000 $200 000 81000 1 366 Donations $1 000 $8 000 $0 $0 $0 R1000 1 369 Recovery Litigation Costs $0 $10 000 $0 $0 $0 R0000 1 364 Sale of Fixed Assets $0 $55 200 $0 $0 $0 R2000 1 335 Firefighters Supplement $0 $600 $0 — _ _ $600 a '_ $600 Total Other Revenues $101 000 $443 340 $150 000 $200 600 $200 600 .m, r*� Grants R5000 1 331 Economic Development R9000 1 334 Rebuiding Trust Fund R1004 1 337 SBA Tree Planting Grant R1005 1 337 Urban/Community Forestr R1002 1 337 DARE R1003 1 337 Police (C 0 P S ) R0000 1 331 Grants Other R2000 1 363 $0 $0 $0 $0 $0 $0 $0 Total Grants $0 Impact Fees Impact Fees Total Impact Fees $20 000 $0 $0 $0 $190 688 $0 $0 $0 $31 597 $0 $0 $0 $19 917 $0 $0 $4 296 $3 500 $4 000 $4 000 $0 $25 400 $75 000 $75 000 $2 120 $0 $50 000 $50 000 —__ $268 618 $28 900 $129 000 $129 000 $0 $250 000 $0 $0 $0 $0 $250 000 $0 $0 $0 TOTAL REVENUES $9 654 439 $10 905 271 $9 721 720 $10 261 250 $9 868 160 00001 1 271 Pnor Year Fund Balance $0 $0 $0 $350 000 $375 750 r^^ Total $9 654 439 $10 905 271 $9 721 720 $10 611 250 $10 243 910 PST 61 EXPENDITURES GENERAL FUND FISCAL YEAR 1997 rte, r MP" STOR The $10 243 910 adopted Fiscal Year 1997 Budget allocates funds to twelve departments or sections as listed below The department expenditure budgets itemize the funding which provides for the overall administration and management of all governmental functions and activities of the Village The monies allocated to each department ensure the proper implementation of policies and ordinances adopted by the Village Council in an efficient and effective manner In addition the funds allow Village staff to respond to citizen requests and needs through operational activity - Village Council Administration Village Clerk Village Attorney Non -Departmental Debt Service Building, Zoning & Planning Police Fire Rescue Public `Works Recreation Capital Outlay and programs The Proposed Fiscal Year 1997 Budget expenditures have increased a total of 5 37% over the Fiscal Year 1996 expenditures One of the most significant increases in the expenditures involves the Building Zoning and Planning Department with an mcrease of $144 365 or 2711% This increase is attributed to increased inspection activity related to the two Development of Regional Impact Projects For a more detailed description of the budgetary changes for expenditures please review the Budget Comparison Segment within this section 10 600 359 256 125 327 468 000 692 000 1 136 100 670 116 24703I6 2 790 625 539 237 242 173 1,407 500 13,300 372,788 120 527 168 000 7360300 1 136 100 676 859 2 475,986 2 823 `124 534,237 186 989 1 000 000 0 13% 3 64% 1 18% 164% 7 18% 11 09% 6 61% 24 17% 27 56% 521% 1 83% 9 76% TOTAL 10 611 250 10 243 910 100 00% r IF 62 EXPENDITURES BY OBJECT GENERAL FUND FISCAL YEAR 1997 The Proposed Fiscal Year 1997 Operating Budget totals $10 243 910 The budget is compnsed of six separate objects or categones as both accompanmg charts illustrate The largest is for personnel service costs which are made up of wages and fringe benefits and comprise 52 60% of the total budget Other expenses total 22 24% of the R budget and are primarily used to provide automatic and 7 supplemental aid under the contract with the City of Miami Fire Department, Pim kIrrmr Personnel Other Expenses Contract Professionals Supplies Debt Service Capital Outlay insurance premiums police and fire rescue vehicle maintenance and utility charges as well as other operating expenses Contract Professionals total 3 61% of the budget covenng the Village Attorney Village Engineer Landscape Architects and independent auditor Supplies total 0 70% of the budget Debt service payments for the 10 year bank loan for the Village Green represents 11 09% of the budget Capital Outlay which accounts for major purchases and capital projects represents 9 76% of the budget $5 372 557 $2,240 014 $383 000 $72,079 $1 136100 $1 407 500 35,388 017 $2,277 714 $370 000 $72 079 $1 136 100 $1000 000 52 60% 22 24% 3 61% 0 70% 11 09% 9 76G/a TOTAL $10 611 250 $10 243 910 100 00% 63 BUDGET COMPARISON PROPOSED FY 1997 AND ADOPTED FY 1996 EXPENDITURE CHANGES q L Flat r" r iw General Fund Expenditures Proposed Fiscal Year 1997 Budget Adopted Fiscal Year 1996 Budget Difference Percent Changed Village Council $10 600 $10 000 $600 6% Administration 359 256 347 554 11 702 3 37% Village Clerk 125 327 116 066 9 261 7 98% Village Attorney 168 000 178 000 10 000 -5 62% Non Departmental 692 000 711 968 -19 968 2 8% Debt Service 1 136 100 1 136 089 11 001% Building Zoning & Planning 670 116 532 494 137 622 25 85% Police 2 470 316 2 298 080 172 236 7 49% Fire Rescue 2 790 625 2 617 943 172 682 6 6% Public Works 539 237 491 869 47 368 9 63% Recreation 242 173 239 821 2 352 0 98% Capital Outlay 1 407 500 1 041 836 365 664 35 10% Total Expenditures $10 611 250 $9 771,720 $889 530 9 15% EXPENDITURE CHANGES RATIONALE • Village Council While the Mayor and Village Council receive no compensation for their services as elected officials there are expenditures covered rn the budget Memberships mclude the Dade League of Cities National League of Cities and the U S Conference of Mayors There are also admrmstrative and conference expenditures for the Mayor and the six council members The Proposed Fiscal Year 1997 Budget for Village Council will increase $600 or 6% The Village Council budget represents 0 1% of the budget. • Administration Administration includes the Village Manager s Office the Finance and Administrative Services Department and the Receptions/Switchboard operator At $359 256 the Proposed Fiscal Year 1997 Budget increased 3 37% The $11 702 increase includes a $4 000 increase in operating expenses I 64 BUDGET COMPARISON PROPOSED FY 1997 AND ADOPTED FY 1996 • Village Clerk The Village Clerk s Proposed Fiscal Year 1997 Budget will increase by $9 261 or 7 98% The entire increase covers bi annual election expenses which are budgeted every other year • Village Attorney At $168 000 and 1 58% of the budget the Village Attorney s allocation has been reduced by $10 000 A $5 000 reduction in the professional fees line item will decrease the use of non legal professionals In addition other expenses which relate to court costs fees and other miscellaneous expenses was reduced by $5 000 • Non -Departmental The Proposed Fiscal Year 1997 Budget will decrease $19 968 Professional related expenses such as auditors appraisers and fmancial advisors show a cumulative mcrease of $10 000 A total reduction of $29 968 is attributed to a decrease m the contmgency and unemployment items • Debt Service The Fiscal Year 1997 requirement for debt service is $1 136 100 which is 10 71% of the budget This is an mcrease of $11 over last year s budget The debt service cost is associated with a 10 -year loan for the purchase of the Village Green with prmcipal payments beginning December 1994 Building, Zoning and Planning The Building Zonmg and Planning Department budget of $670 116 represents 6 32% of the budget The Proposed Fiscal Year 1997 Budget provides for a total mcrease of $137 622 or 25 85% over last year s allocation for this department The increase is broken down as follows Personnel $41 622 Professional Services $65 000 Other Expenses $28 000 and Supplies $3 000 The Buildmg Zoning and Planning Department is preparing for a substantial increase m permitting and inspection activities due to the up commg construction associated with the two Development of Regional Impact projects (Grand Bay Resort & Residences and Ocean Club) These two developments represent over $800 Million in additional property values Police The Police Department s Proposed Fiscal Year 1997 budget allocation of $2 470 316 is 23 28% of the budget The allocation shows an $172 236 (7 49%) increase from the previous year All but $17 040 of the $172 236 relates to personnel cost increases and the provision of two additional police officers under the COPS Grant a federal program that substantially subsidizes the additional cost of the two positions 65 BUDGET COMPARISON PROPOSED FY 1997 AND ADOPTED FY 1996 rPo r 1 bkar r r L r r r*^ • Fire Rescue At $2 790 625 the Fire Rescue Department s Proposed budget allocation is 26 30% of the total budget The department s allocation provides for an $172 682 (6 6%) increase with $163 352 for personnel expenses attributed to COLA and step increases and $9 330 for other expenses • Public Works The Proposed Fiscal Year 1997 Budget for Public Works totals $539 237 This allocation shows an increase of $47 368 or 9 63% broken down as follows Personnel $29 368 and Other $23 000 In addition the budget has a decrease of $5 000 for Professional Services The increase in Personnel reflects the full time full year provisions for the Public Works Supervisor The increase m Other Expenses includes provision for outside contractors who provide street median and landscape services With the completion of the Ocean Lane Dnve Median Improvements and the planting of over 250 mahogany trees on Harbor Dnve during Fiscal Year 1996 additional maintenance services will be necessary • Recreation At $242 173 the Recreation Department s budget provides for an increase of $4 692 or 5 13% due to costs associated with COLA and step increases and a decrease of $1 840 for other expense and $500 for Supplies • Capital Outlay The Proposed Fiscal Year 1997 Budget for Capital Outlay is $1 407 500 The capital outlay represents 13 26% of the budget The allocation for capital outlay has been increased $365 664 from the pnor year 66 6.1 BUDGET COMPARISON PROPOSED FY 1997 AND ADOPTED FY 1996 Aear rf ITURES BY OBJECT CHANGES General Fund Expenditures by Object Proposed Fiscal Year 1997 Budget Adopted Fiscal Year 1996 Budget Difference Percent Changed Personnel $5 372 557 $4 971 114 $401 443 8 08% Other Expenses 2 240 014 2 185 102 54 912 2 51% Contract Professionals 383 000 318 000 65 000 20 44% Supphes 72 079 69 579 2 500 3 59% Debt Service 1 136 100 1 136 089 11 000009% Capital Outlay 1407,500 1,041,836 365,664 35 10% Total Expenditures by Object 510,611250 $9 721 720 $889,530 9 15% EXPENDITURES BY OBJECT CHANGES RATIONALE • Personnel All full time and part-time employees which support the functions of the Village departments Costs include salanes overtime shift differentials and employee benefits which include commitments for employee fringe benefits The change m costs for personnel relates to increases associated with cost of livmg ment increases and additional personnel • Other Expenses The requirements for a department s work program which are provided by either outside vendors or contractors Examples are the costs of repair and maintenance services the change m costs relate to bi annual election expenses utihties msurance �. mrcrofilmmg computer supplies seminars and printing s Ls • Contract Professionals This item includes but is not hmited to the Village Attorney Village Engineer and Landscape Architects The increase in amounts allocated toward contract professionals is associated with additional inspectors as required for ongoing major developments • Supplies Represents expendable materials and items necessary to carry out a department s work program for the fiscal year Such items as repair and maintenance matenals chemicals office supphes and small tools • Debt Service This represents the amount of pnnciple and interest due to provide the funds to purchase the land for the Village Green • Capital Outlay Expenditures associated with the acquisition or construction of major capital facilities and improvements such as sidewalks underground wiring and landscaping 67 VILLAGE COUNCIL FISCAL YEAR 1997 MISSION I [ To provide a safe quahty community environment for all STATEMENT islanders through responsible government 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 ceremomal head of the Village Key Biscayne operates under the Council Manager form of government in accordance with its charter r - mwi 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 Council member is elected at -large by the electors of the Village The Mayor is elected for a two year term Each Council member 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 August) 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 1995 1996 Meetings 19 12 17 11 9 Special Meetings 40 20 21 17 11 Resolutions 61 60 48 40 38 Ordinances 15 22 10 14 7 Workshops 0 3 13 8 3 The Members of the Village Council also serve as the Local Planning Agency The Local Planning Agency was responsible for the Village s Comprehensive Master Plan r 68 DESCRIPTION ADOPTED ACTUAL ADOPTED PROPOSED ADOPTED 1 19947995 1994 1995 1995 1996 1996 1997 1996 1997 BUDGET EXPENSES BUDGET BUDGET BUDGET X0000 1 511 Village Council X4000 1 511 Administrative Expenses $4 000 $5 757 $4 000 $6 000 $4 000 X5410 1 511 Memberships/Dues/Subsc $4 000 $2 702 $4 000 $2 700 $3 000 X5420 1 511 X0000- 1 511 r Conferences and Seminar $2 000 $1 641 $2 000 $1 900 $6 300 Total Village Council $10 000 $10 100 $10 000 $10 600 $13 300 69 OFFICE OF THE VILLAGE MANAGER FISCAL YEAR 1997 r MISSION STATEMENT To implement Village Council policies and to provide sound leadership and oversee all departmental activities enabhng them to work m the best interests of our community, mstill 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 DEPARTMENTAL ORGANIZATION CHART Voter Village Council Village Manager Assistant to the Village Manager MISSION STATEMENT TO PROVIDE A SAFE, QUALM( COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROLGH RESPONSIBLE GOVERNMENT 70 OFFICE OF THE VILLAGE MANAGER DEPARTMENTAL DESCRIPTION Rtr ram The Village Manager is the chief executive officer and administrative head of the Village with the responsibility for planning organizing directing staffing coordinating and budgeting the widespread programs and services for 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 responsible 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 exercising overall supervision and disciplinary control over the necessary administrative and operating staff to carry out official Council policies The Village Manager assists m adopting a fmancial plan for Village operations by helping to prepare for Council consideration the Annual Operating Budget and Capital Improvements Program The Village Manager develops and recommends alternative solutions to community problems for Council consideration and plans and develops programs to meet the future physical social and cultural needs of the Village In addition, the Village Manager represents the Village m collective bargaining 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 projects include the development of the Village Green the commencement of the Stormwater Construction Project Residential Refuse Collection Program and secunng outside 1 f funding The Village Manager s office is staffed by the Village Manager and a full time assistant Authorized Positions Fiscal Years 1993 1994 1995 1996 1997 Village Manager 1 0 1 0 1 0 1 0 1 0 Assistant 1 0 1 0 1 0 1 0 10 Receptionist/Switchboard 1 0 1 0 1 0 10 1 0 Total 30 30 30 30 30 71 18,1 r t r L r L L r' OFFICE OF THE VILLAGE MANAGER SUMMARY OF FISCAL YEAR 1997 OBJECTIVES 1 To satisfactorily relay Village Council policy decisions to the organization and administer the decisions in day to day operations 2 3 4 5 6 7 8 9 10 11 12 To maintain admuustrattve control of all departments by reports and verbal and written communications and all matters involving daily operation of the Village To conduct any special studies information gathering and reports as may be necessary and/or requested by the Village Council To attend and participate in intergovernmental activities by attending meetings and facilitating the exchange of information within different junsdictions To prepare and submit a Village budget by July 15th of each year To mcrease the level of Village services by increasing the amount of grant m aid revenues To revitalize productivity programs to reduce costs through improved methods and procedures To support and promote State legislation m the Village s mterest while actively opposing legislation that is detrimental to the Village To coordinate plan control and monitor the activities of agencies reporting to the Village Manager to insure that all pohcies and actions of the Council and administration are carried out (a) mcludmg the attainment of budget objectives and (b) adherence to assigned deadlines for completion of projects and studies To communicate all requests for service referral and information to appropnate Village departments and to provide necessary follow up to ensure that a response or resolution to the request is provided To maintain a cooperative working relationship with State agencies and other local governments to resolve problems of mutual concern To continue to emphasize and encourage organization and departmental efforts m identifying and implementing changes to improve efficiency and reduce cost 72 r r L,. FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT FISCAL YEAR 1997 To admuuster the finances and budget of the Village efficiently and report related activities accurately and tamely, and to manage the insurance and employee benefit programs m the best interests of the Village and its employees DEPARTMENTAL ORGANIZATIONAL CHART Village Council Village Manager Director of Finance and Administrative Services Finance Assistant MISSION STATEMENT "TO PROVIDE A SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS TBROLGI3 RESPONSIBLE GOVERNMENT r L 73 FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT DEPARTMENTAL DESCRIPTION The Village s Finance and Administrative Services Department has two main functions Finance which is the central fiscal control and accounting agency of the Village and Administrative Services which coordinates and administers the employee benefits program and the Village auto property and liability insurances The Director of the Finance and Administrative Services Department serves as the chief fiscal officer for the Village and coordinator of the employee benefits program The Department deals with daily finance/accounting activities including payrolls and audits preparation of the operating and capital budgets preparation of comprehensive financial reports investments debt management, cash management, and bank relations In addition the Department is responsible for the workers 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 On January 1 1995 the Village took over from the County the responsibility for providing Sohd Waste and Recycling collection services As of January 1 1996 the Finance and Admimstrative Services Department began bilking the Solid Waste Accounts which were previously billed by the Sohd Waste and Recycling Collection Service provider on behalf of the Village The department is also currently establishing a billing system for the Stormwater utility fee which is presently billed by the Miami Dade Water and Sewer Department on behalf of the Village The Fmance and Administrative Services Department includes a staff of one full time Director a part time Finance Assistant, and a part time Administrative Assistant The part time Administrative Assistant handles billng functions associated with the Solid Waste Fee and the Stormwater Utility Fee L 7 to a+A Po MIN Alen Authonzed Positions Fiscal Years 1993 1994 1995 1996 1997 Director 1 0 1 0 1 0 1 0 1 0 Assistant - Part Time 0 5 0 5 0 5 0 5 0 5 Administrative Assistant Part Time 0 0 0 0 0 0 0 5 0 5 Total l 1 5 1 5 1 5 2 0 2 0 74 FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT ACCOMPLISHMENTS FOR FISCAL YEAR 1996 OBJECTIVE 1 To maintain accurate and up-to-date financial records and to provide timely reports STATUS All receipts deposits mvoices and canceled checks are organized for easy retrieval Current year files are m the appropnate file cabinets and pnor year s files m storage boxes The new computer software installed for Fiscal Year 1995 has increased efficiency and has provided the capability of producing monthly custom reports The procedures for finance activities are developed on an ongoing basis and will be produced m manual form The Comprehensive Annual Financial Report for Fiscal Year 1995 was presented to the Village Council on Apnl 9 1996 All check requests are approved by the Village Manager or his designee The completed disbursement package at a minimum is compnsed of an mvoice or expense statement, an approved check request and the record segment of the check 7 The Fiscal Year 1995 application for the Certificate of Excellence was filed with GFOA on March 28 1996 and was awarded on November 27 1996 The Village Council adopted Resolution 96-1 which recognized staff for their efforts in the preparation of the budget and obtaining the nationally recognized awards 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 been held with all department heads as a group and individually 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 $750 500 Application for the Annual Distinguished Budget Presentation Award from the Govenunental Finance Officers Association for the Fiscal Year 1996 Budget was filed on December 23 1995 The award was granted on May 14 1996 The application for State Shared Revenues has been consistently filed in a timely manner The Village complied with the requirements of TRIM (Truth in Millage Bill) It has been effectively filed and accepted by the Florida Department of Revenue of which the Village was notified November 13 1995 75 FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT ACCOMPLISHMENTS FOR FISCAL YEAR 1996 OBJECTIVE 3 To manage and appropriate the investment portfolzo of the Village for maximum return with minimum risk liquidity and yield STATUS r �.. r L rat Ifrisa Available funds have been invested with the State Board of Admmzstratton Local Government Surplus Trust Fund Investment Pool, several Certificates of Deposits of varying matunties and Cash Management Agreements with Suntrust and Northern Trust Banks The advantage of the Cash Management Agreements is that all significant cash balances m the banks earn interest on a daily basis without havmg to be transferred to other mvestments or recalled when needed These agreements which became affective in March 1996 will be monitored and compared to the other previous investment vehicles OBJECTIVE 4 To administer worker s compensation liability znsurance and employee benefits programs in the best interest of the Village and its employees STATUS Liability and worker s compensation insurance policies are monitored on an ongoing basis The Long Term Disability Plan was authonzed by the Council on March 14 1995 and implemented on May 1 1995 Information is penodically made available to employees on all programs for which they are eligible Also representatives of the various provider organizations have been asked to conduct seminars to discuss their programs with interested employees A representative of AvMed regularly schedules annual personal visits to discuss any aspect of the Health Insurance Program and is available for more visits if so requested by the Village For the third successive year AvMed has lowered health insurance premiums by almost five percent (5%) OBJECTIVE 5 To obtam grants and loans from federal state and local agencies STATUS The FEMA claims for debns removal have been reviewed and accepted by the State Emergency Management Agency on May 12 1995 The Finance Department has completed and filed the 76 "eke gam913", FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT ACCOMPLISHMENTS FOR FISCAL YEAR 1996 tows required documentation with the Flonda Department of Community Affairs related to outstanding claims on a timely basis as required through March of 1996 Application to the State for additional un-reimbursed humcane recovery not previously granted or applied for was completed granted and received OBJECTIVE 6 To obtain annual property Irstings from the County Property Appraiser for use in brllrng for Refuse Collection and RecyclmgFund and the Stormwater Utility Fund STATUS Listmg of properties within the Village of Key Biscayne was obtamed in October 1995 and used for the Solid Waste and Recyclmg Fee collections Lien procedures were established by Village Council on March 12 1996 with the adoption of Ordmance No 96 3 Department has issued notice of lien on delinquent accounts Working with Miami -Dade Water and Sewer Department to achieve on line access to water and sewer bilhng records to ascertain un-billed and delinquent Stormwater accounts so that appropriate action can be taken to recover unrealised fees Presently the Fiscal Year 1994 95 Solid Waste Fee billing is 96% collected and the Fiscal Year 1995 1996 Solid Waste Fee billmg is 92% collected 4,04 r r L.. 77 FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT SUMMARY OF FISCAL YEAR 1997 OBJECTIVES LETS 1 1 2 3 4 5 6 To provide timely accurate and up to date financial reports To prepare at the direction of the Village Manager the Village s Proposed Annual Operatmg Budget and administer the Adopted Annual Operating Budget To utilize cash management options m connection with the Village s investment portfolio for maximum return on mvestments To contmue administration of the employee benefit programs worker s compensation and liability insurance To assist, adnumster and apply for grants and loans from federal state and local agencies To administer billing functions for the Sohd Waste and Recycling Collection fee and the Stormwater Utility fee 78 FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT FISCAL YEAR 1997 OBJECTIVES 1 14.1 OBJECTIVE ONE To provide timely accurate and up -to date financial reports KEY AREA INDICATOR ACTION PLAN Finance Timely and accurate financial reports Organize filing of receipts deposits invoices and canceled checks for easy retneval • Review computer capability as Village services increase • Develop procedures for finance activities • Work with external auditors to compile Comprehensive Annual Financial Report CONTROLS Insure that all mvoices (approximately 1 500 per year) have authorization and back up documentation pnor to issuing payment Obtain the Annual Certificate of Excellence m Fmancial Reporting Award from the Government Finance Officers Association OBJECTIVE TWO To prepare at the direction of the Village Manager the Village s Proposed Annual Operating Budget and administer the adopted Annual Operating Budget KEY AREA INDICATOR Enhance budget preparation and administration for effective management ACTION PLAN Budget • Effective haison between department heads and administration in budget preparation • Timely and up -to date budget reporting to Council Village Manager and Department Heads • Preparation and submission of budget amendments as and when needed • Liaison with appropriate state and county departments for forecasts of shared revenues currently approximately $750 500 annually • File for Annual Distinguished Budget Presentation Award from the Government Finance Officers Association • File the annual application for State Shared Revenues • Comply with the requirements of the TRIM bill to ensure contmued participation m State Revenue Sharing L 79 FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT FISCAL YEAR 1997 OBJECTIVES PERFORMANCE MEASURES • Meet proposed deadlines • Evaluate monthly and annual budget reports for accuracy • Continue to obtain the Annual Distinguished Budget Presentation Award from the Government Finance Officers Association • Obtain approval for State Revenue Sharing r OBJECTIVE THREE To utilize cash management options in connection with the Village s investment portfolio for maxinmm return on investments KEY AREA INDICATOR Identify legal minimum nsk investment opportunities ACTION PLAN Cash Management • Insure that available surplus funds are properly invested with the State Board of Administration Local Government Surplus Trust Funds Investment Pool as per Resolution 92 16 adopted on Apnl 14 1992 or other cash management options depending on market conditions • Maximize interest earnings with minimum nsk • Minimize debt service costs • Manage investment portfolio of the Village for maximum return with minimum risk • Serve as resource to the Village s Financial Advisor and Bond Counsel for bank loan issues and bond issues PERFORMANCE MEASURES • Analyze current available investment opportunities • Analyze market trends as they relate to possible investment activity • Monitor interest mcome OBJECTIVE FOUR To contmue administration of the employee benefit programs worker s compensation and liability insurance KEY AREA Insurance and Employee Benefits INDICATOR Enhance administration for effective management 80 FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT FISCAL YEAR 1997 OBJECTIVES ACTION PLAN t - L. Fn - Manage the liability and worker s compensation insurance policies with the pool administered by the Flonda League of Cities A Managed Care Program designed to reduce premiums by 10% will be implemented during this Fiscal Year Coordinate the Long term Disability Plan, Deferred Compensation Plan Legal Services Plan and Flexible Benefit Programs of the Village Provide adequate information to Village employees so that they may make informed decisions to best benefit their individual situations with available programs Administer the Village Health Insurance Program and review twice annually and act as liaison with the provider when necessary but at least twice annually PERFORMANCE MEASURES • Review individual employees benefits package for possible improvements • Evaluate staff inquiries and reply within two working days • Work with the provider underwntmg staff to review premiums once annually • Provide annual opportunity for enrollment and changes to health and other benefits OBJECTIVE FIVE To assist, administer and apply for grants and loans from federal state and local agencies KEY AREA INDICATOR Identify local state and federal grant programs ACTION PLAN Loans and Grants • Finalize and receive payments for FEMA hurricane related claims • Prepare for meetings with the Public Assistance Officer assigned by DCA when required to justify claims file • Assist in applying for grants and loans from the federal and state agencies for which the Village is eligible PERFORMANCE MEASURES • Review past grant applications for re application procedures • Evaluate pending claims with liEMA 81 FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT FISCAL YEAR 1997 OBJECTIVES 1 Cgs 1 pen OBJECTIVE SIX To administer billing functions for the Solid Waste and Recycling Collection Fee and the Stormwater Utility Fee KEY AREA INDICATOR Real properties to bill ACTION PLAN Utility Billmgs Obtain real property update listings from the Dade County Property Appraiser Update billing list for changes Coordinate with the Office of the Village Clerk to have bills punted and mailed Respond to citizen inquires regarding billing and collection procedures PERFORMANCE MEASURES Review bank collection and receivable reports for follow up Effectiveness of billing and collection procedures 82 FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT ACTIVITY REPORT AC11VITY FY 1994 Actual FY 1995 Actual FY 1996 Actual FY 1997 Estimated Payroll Checks 2 100 2 600 2 340 2 500 Accounts Payable Checks 2 500 3 000 2 580 3 300 Deposits 312 360 350 360 Sohd Waste Bills Not Apphcable 1 287 1 284 1 284 Insurance Prennnms $294 000 $350 000 5363 119 $414 000 Manage Investments $9 600 000 max $7 000 000 max $8 000 000 max $5 000 000 r Ms 83 r 4w DESCRIPTION ADOPTED ACTUAL ADOPTED PROPOSED ADOPTED 1994-1995 4994-1996 1995-1996 19961997 1996 1997 BUDGET EXPENSES BUDGET BUDGET BUDGET X0000 1 512 Administration Total of listed positions $213 300 $199 026 $236 219 $244 465 $257 576 us X1210 1 512 Village Manager $85 000 $87 550 $87 550 $99 000 X1220 1 512 Village Manager Housing $12 000 $12 000 $12 000 $12 000 X1235 1 512 Assistant to the Manager $0 $30 720 $33 224 $34 885 X1230 1 512 Director Finance & Admin $49 508 $53 543 $57 907 $57 907 X1240 1 512 Administrative Assistant $24 139 $8 000 $8 000 $8 000 X1250 1 512 Assistant Director Finance $22 000 $20 000 $20 000 $20 000 X1260 1 512 Receptionist/Switchboard $15 653 $16 906 $18 284 $18 284 X1270 1 512 Secretanal Assistance $5 000 $7 500 $7 500 $7 500 x1280 1 512 Economic Dev Personnel $25 080 $24 577 $0 $0 $0 X2100 1 512 Payroll Taxes $17 254 $13 153 $18 067 $18 702 $17 602 X2200 1 512 Retirement Contributions $24 782 $20 342 $23 079 $22 986 $24 428 nw, X2300 1 512 Life Health Des Insur $22 400 $23 048 $23 259 $22 400 $22 400 X2400 1 512 Workers Comp Ins $1 638 $1 308 $1 770 $1 458 $1 537 fas X2500 1 512 Unemployment Insurance $900 $570 $2 360 $2 445 $2 445 kw X4000 1 512 Administrative Expenses $27 500 $30 712 $27 500 $30 000 $30 000 X5200 1 512 Car Allowance $4 600 $4 800 $4 800 $4 800 $4 800 X5410 1 512 Memberships/Dues/Subsc $3 500 $4 868 $3 500 $5 000 $5 000 1 X5420 1 512 Conferences and Seminar $4 500 $4 383 $4 500 $4 500 $4 500 X5430 1 512 Travel $1 500 $1 535 $2 500 $2 500 $2 500 X0000 1 512 Total Administration $347 154 $328 322 $347 554 $359 256 $372 788 nue 84 OFFICE OF THE VILLAGE CLERK FISCAL YEAR 1997 r L 1 0 MISSION STATEMENT To serve the public of Key Biscayne by pledging to be ever mindful of its neutrality and imparhahty -- rendering equal service to all while upholding the Village s Mission Statement particularly `provide a quality community environment through responsible government ' DEPARTMENTAL ORGANIZATION CHART Voter Village Council Village Clerk Staff Assistant MISSION STATEMENT TO PROVIDE A SAFE. QLALITY COMMUNITY EN4 IRONMENI FOR ALL ISLANDERS THROLGH RESI-VNSTRIF GOVERNMENT 85 OFFICE OF THE VILLAGE CLERK DEPARTMENTAL DESCRIPTION The Office of the Village Clerk was established on June 18 1991 with the adoption of the Village Charter The Charter prescnbes that the Council shall appoint a Village Clerk who shall give notice of Village Council meetings keep a journal of its proceedings and perform such other duties as may be prescribed by the Village Council from time to time 4- e`, The Village Clerk also provides a mynad of other services that are dictated through ordinances state statutes and tradition These services include preparing Council agendas publishing public notices servmg as Supervisor of Elections processing and maintaining custody of agreements contracts ordinances resolutions and proclamations administering publication of the Village Code and Charter and providing information and records research to the Council staff, and public The Office of the Village Clerk has implemented state of -the art technology to enhance the dissemination of information regarding the activities of the Village Council and Village government mcludmg Optical imaging of vital records and frequently requested documents (agenda packets minutes resolutions etc) which provides for quick retrieval time and reduced storage space - Producing and hosting in cooperation with the Recreation Department the Village Voices cable television program affording the citizens of the community the opportunity to voice their opinion on issues affecting the Village Administration of the Village s page on the Internet s World Wide Web which provides a direct link to important information and documents The Clerk s Office is staffed by the Village Clerk and a part time staff assistant Authorized Positions Fiscal Years 1993 1994 1995 1996 1997 Village Clerk 10 10 10 10 10 Staff Assistant Part Time 00 05 05 05 05 Total 10 15 15 15 15 86 OFFICE OF THE VILLAGE CLERK SUMMARY OF FISCAL YEAR 1997 OBJECTIVES r 1 2 3 4 5 6 7 8 9 10 11 To complete and distribute Council meeting agendas to the Council staff and public in a timely manner To maintain accurate minutes of the proceedmgs of the Council To complete and distribute committee meeting agendas to the committee members and pubhc in a timely manner and maintain accurate minutes of committee meetings To publish public notices as required by law To serve as the Supervisor of Elections for municipal elections To process and maintain custody of agreements contracts ordinances proclamations and resolutions To maintain custody of Village records and coordmate the microfilming and storage of said records To provide clencal and research support for members of the Council To administer the publication of the Village Charter code book, supplements and indexing of Council minutes under contract with Municipal Code Corporation To provide mformation and records research to the public and staff To provide notary service and administer oaths of office to committee members police and fire officers and other Village officials 87 OFFICE OF THE VILLAGE CLERK SUMMARY OF FISCAL YEAR 1997 OBJECTIVES 12 13 1 14 15 r r" 1 To compile and maintain the Clerk s Office procedures and information manual To serve as the Financial Disclosure Coordinator with the State of Florida Commission on Ethics and the Records Management Liaison with the State of Flonda Department of State To maintain custody of the Village Seal To serve as haison between the public and Council as directed r- 88 DESCRIPTION ADOPTED ACTUAL. ADOPTED PROPOSED ADOPTED 1994 3995 1994 1995 1995 1996 1996 1997 1996 1997 BUDGET EXPENSES BUDGET BUDGET BUDGET X0001 1 512 Village Clerk r" Total of fisted positions $54 300 $52 993 $56 800 $56 800 $52 000 X1201 1 512 Salary Clerk $36 000 $36 000 $40 000 $40 000 $40 000 X1202 1 512 Bonus Clerk $4 800 $4 800 $4 800 $4 800 $0 X1221 1 512 Salary Other $13 500 $12 193 $12 000 512 000 $12 000 X2101 1 512 Payroll Taxes $4154 $4 139 $4 336 $4 345 $4 345 r X2201 1 512 Retirement Contributions $4 488 $3 808 $4 400 $4 400 $4 400 X2301 1 512 Life Health Dis Insur $4 200 $3 907 $4 200 $4 200 $4 200 X2401 1 512 Workers Comp Insurance 5300 $236 $357 $339 5339 a X2501 1 512 Unemployment Insurance 5215 $191 5548 $568 $568 i X4701 1 512 Imaging Equipment/Suppl $5 000 53 548 $5 000 $5 000 $5 000 Lir X4751 1 512 Ordinance Codification $3 500 $2 057 $3 500 $3 500 53 500 r X4761 1 512 Indexing Minutes $2 000 $1 472 52 000 $2 000 $2 000 X4771 1 512 Elections 59 250 $1 575 $0 $9 250 $9 250 i r X4801 1 512 Legal Advertising $34 000 $34 148 $32 375 $32 375 $32 375 I"' X5411 1 512 Memberships/Dues/Subsc 5300 $358 $300 5300 5300 4 X5421 1 512 Conferences and Seminar 5750 $840 $750 5750 5750 °^ X5431 1 512 Travel 51 500 $1 064 $1 500 $1 500 $1 500 x., Total Village Clerk $123 957 $110 336 5116 066 $125 327 $120 527 89 OFFICE OF THE VILLAGE ATTORNEY FISCAL YEAR 1997 e• MISSION To serve the public of Key Biscayne by providing fair honest STATEMENT and reasonable legal advice to the Village Council and Village Staff and represent the Village m all egal proceedings DEPARTMENTAL ORGANIZATION CHART Voter Village Council Village Attorney SESSION STAN `TO PROVIDE 4 SAFE, QUALM COMMUNITY ENVIRONMENT FOR ALL ISLANDERS incOL GHRESPONSIBLE GOVERNeT 90 OFFICE OF THE VILLAGE ATTORNEY DEPARTMENTAL DESCRIPTION The Office of the Village Attomey was created by Section 3 05 of the Village Charter As the Village s legal counsel the office is committed to serving the public of Key Biscayne by providing legal advice to the Village Council and Village Staff The Village of Key Biscayne receives legal services under contract with the law firm of Weiss Serota and Helfrnan, P A To date Weiss Serota and Helfinan P A has been able to provide all legal needs to the Village without the necessity of retauung 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 Helfivan P A provide legal advice and services to the Village on a regular basis in the following areas r r^ rrea L 44.4 Labor and personnel matters Land use and zoning matters - Sunshme Law - Conflict of interest - Drafting and/or review of contracts Litigation Stormwater Utility advice Real estate and real estate related matters Construction and construction related issues Public Records Law Drafting of resolutions and ordinances Preventive advice relating to contested matters Police related legal advice The Office of the Village Attorney is currently representing the Village in ongoing litigation filed against the County and the owner of the Mianu Seaquanum relatmg to the expansion and renovation of the Seaquanum Previously the Village obtained a court ruling finding that the plan for the expansion of the Seaquanum violated the Dade County Master Plan of Development The owner of the Seaquanum then sought to amend the Master Plan in order to permit the project The Village challenged the amendment to the Master Plan as violating Florida Law A hearing officer and ultimately the Department of Community Affairs ruled that the amendment did comply with Flonda law The Village is now pursuing an appeal of this decision The Village Attorney is also representing the Village m a lawsuit against Dade County challenging _ the settlement agreement between the Matheson family and Dade County relating to the master planning of Crandon Park The Village has alleged that the settlement agreement and recently approved Crandon Park Master Plan constitutes an unlawful delegation of legislative power by the County This litigation is ongoing 91 OFFICE OF THE VILLAGE ATTORNEY SUMMARY OF FISCAL YEAR 1997 OBJECTIVES f 7 l_ 1 2 3 4 To continue to provide the Village with legal advice which helps the Village accomplish its goals while contmumg to avoid costly litigation To continue to approach problems as opportunities for amvmg at creative solutions To continue to provide unbiased legal advice To contmue to work with the administration m order to standardize forms and procedures to reduce the necessity for legal work and associated costs 92 DESCRIPTION X0000 1 514 Village Attorney ADOPTED ACTUAL ADOPTED PROPOSED ADOPTED 1994-1995 1994 1995 19951996 1996 1997 1996 1997 BUDGET EXPENSES BUDGET BUDGET BUDGET X3120 1 514 Professional Fees $100 000 $145 049 $90 000 $140 000 $120 000 X3150 1 314 Prof Services Lawsuits $80 000 $16 164 $70 000 $20 000 $40 000 r' X3190 1 514 Other Professional Fees $12 000 $4 200 $10 000 $5 000 $5 000 i X3300 1 314 Court Cost and Fees $5 000 $566 $5 000 $1 500 $1 500 c X4900 1 315 Other Expenses $3 000 $743 $3 000 $1 500 $1 500 L w�. Total Village Attorney $200 000 $166 722 $178 000 $168 000 $168 000 93 NON -DEPARTMENTAL r r 1,649. r FISCAL YEAR 1997 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 authonzation of the Village Council MISSION STATEMENT 'TO PROVIDE A SAFE, QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 94 DESCRIPTION ADOPTED ACTUAL ADOPTED PROPOSED ADOPTED 1994 95 19941995 1995/996 1996 1997 7996 1997 BUDGET EXPENSES BUDGET BUDGET BUDGET X0000 1 513 Non Departmental X2400 1 513 Workers Compensation $0 $0 $2 000 $2 000 $2 000 X2500 1 513 Unemployment $0 $444 $1000 $500 $500 X3200 1 513 Auditors $23 500 $23 500 $23 500 $25 500 $25 500 X3100 1 513 Appraisers $2 000 $0 $0 $0 $0 X3120 1 513 Committee Expenses $1 000 $39 $500 $500 X3130 1 513 Financial Advisor $12 000 $12 519 $4 500 5125550000 $4 500 X3300 1 513 Tuition Reimbursement $0 $0 $10 000 $10 000 $10 000 X4100 1 513 Telephone $27 500 $30 747 $30 000 $30 000 $30 000 X4120 1 513 Postage $10 000 57 635 $10 000 $8 500 $8 500 X4300 1 513 Electricity $13 000 $17 612 $15 000 $18 000 $3 000 X4320 1 513 Water & Sewer $40 000 $42 968 $55 000 $55 000 $55 000 X4400 1 513 Rent Village Hall $60 000 $49 464 $74 000 $76 500 $76 500 X4420 1 513 Leased Equipment 5500 50 $0 $0 $0 X4500 1 513 Insurance $50 000 $51 921 $50 000 $55 000 $55 000 X4600 1 513 Maintenance and Repairs $10 000 $12 867 $10 000 $10 000 $20 000 X4700 1 513 Newsletter/Annual Report $10 000 $10 $10 000 $10 000 $10 000 X5100 1 513 Office Supplies $25 000 $28 323 $25 000 $25 000 $25 000 X8200 1 513 Community Grants $50 000 $32 749 $50 000 550 000 $50 000 x8205 1 513 Chamber of Commerce $0 $0 $75 000 $75 000 $75 000 7 X8205 1 513 Fireworks $0 $0 $0 $0 $57000 X8207 1 513 Lighthouse Run $0 $0 $10 000 $10 000 $10 000 X8209 1 513 Jackson Mem Foundation $0 $0 $5 000 $5 000 $5 000 X6430- 1 513 Furniture and Fixtures $5 000 $5 532 $3 000 $3 000 $3 000 X6450 1 513 Equipment $15 000 $13 528 $10 000 $10 000 $10 000 lY X9910 1 513 Contingency $200 000 $0 $238 468 $200 000 $200 000 C TSPO X0000 1 513 Total Non Departmental $554 500 $307 859 $711 968 $692 000 $736 000 Note The Jackson Memorial Foundation allocation in the amount of $25 000 wasauthonzed at the April 26 1994 Village Council meeting to be paid over 5 years 95 DEBT SERVICE FISCAL YEAR 1997 r- rWik Authorization 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 ending December 15 2003 The bonds were purchased by Northern Trust Bank of Florida N A The bonds are secured by the pledged revenues generated from the utility taxes from the General Fund The annual fixed interest rate is 4 36 percent per year The principal and mterest payment for Fiscal Year 1997 will be $1 136 100 This is the only outstandi g general fund debt The stormwater construction project is partially financed from the Stormwater Utility Fund A $700 000 grant from the Flonda Communities Trust was authonzed by Resolution 95 15 adopted May 9 1995 and received January 26 1996 A $91 480 grant from the Flonda Land and Water Conservation Program for the park acquisition was dated November 11 1996 Description of Improvement The 9 5 acres that compnse the Village Green are centrally located within the Village along Crandon Boulevard The Village Green has been significantly developed into a passive recreational area The primary facihties existmg on the site mclude an ADA approved tot lot/playground an ADA approved promenade an one half mile jogging path an informal soccer and flag football field three flag poles bicycle racks litter receptacles and lightmg The Village Council has approved and/or reviewed the possibility of several improvements m concept which to date remam m the design phase These include picnic pavilions one larger pavilion restrooms signage entrance features for the promenade a centerpiece m the promenade and a boccie court Funrlmg for improvements 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 Restnctions on debt Revenue bonds which can be issued only by authonzation of the Village Council must be secured by pledge of an appropnate 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 municipahty may incur The legal authority for borrowing monies is provided to the Village by Sections 166 021 and 166 111 Flonda Statutes The Master Plan requires that the Village pursue a prudent policy of borrowing for capital improvements or other purposes The Financial Policy Statement has six (6) guidelines regarding debt The Charter requires five (5) affirmative votes for any borrowing and the budget must be balanced 96 DEBT SERVICE PAYMENT SCHEDULE VILLAGE GREEN S4 r E DATE LOAN BALANCE PRINCIPAL INTEREST DEBT SERVICE FISCAL TOTAL 6/15/1994 $9 200 000 00 $194 988 89 $194 988 89 FY 1994 $194 988 89 12/13/1994 6/13/1995 $8 443 000 00 $755 000 00 $200 560 00 $955 360 00 $184 101 00 $184 101 00 FY 1995 $1 139 661 00 12/15/1993 6/15/1996 $7 660 000 00 $785 000 00 $184 10100 $969 101 00 $166 98800 $166 988 00 FY 1996 $1 136 089 00 12/15/1996 6/15/1997 $6 840 000 00 $820 000 00 $166 988 00 $986 988 00 $149 112 00 $149 112 00 8y N 12/15/1997 6/15/1998 $5 985 000 00 $855 000 00 $149 112 00 $1 004 112 00 $130 473 00 $130 473 00 FY 1998 $1 134 585 00 12/15/1998 6/13/1999 $5 090 000 00 $893 000 00 $130 473 00 $1 025 473 00 $110 962 00 $110 962 00 FY 1999 $1 136 435 00 12/15/1999 6/15/2000 $4 155 000 00 $935 000 00 $110 962 00 $1043 962.00 $90 57900 890 57900 FY 2000 $1 136 341 00 12/15/2000 6/15/2001 $3 180 000 00 $975 000 00 $90 579 00 $1 065 579 00 $69 324 00 $69 324 00 FY 2001 $1 134 903 00 12/13/2001 6/1312002 $2 165 000 00 $1 015 000 00 $69 324 00 $1 084 324 00 $47 197 00 $47 197 00 FY 2002 $1 131 521 00 22/15/2002 6/15/2003 $1 105 000 00 $1 060 000 00 $47 197 00 $1 107 197 00 $24 089 00 $24 089 00 FY 2003 $1 131,286 00 12/13/2003 0 $1 105 000 00 $24 089 00 $1 129 089 00 FY 2004 $1 129 089 00 Total $9,200 000 00 $2,341 198 89 $11,541 198 89 $11,541 198 89 Coupon 4 36000°/ per annum $9,200 000 Land Acquisition Revenue Bonds Senes 1993 Northern Trust Bank of Flonda, NA 97 DESCRIPTION ADOPTED ACTUAL. ADOPTED PROPOSED ADOPTED 1994 1995 1994-1995 1995 1996 1996 1997 1996 1997 BUDGET EXPENSES BUDGET BUDGET BUDGET cu X0000 1 519 Debt Service `" X7210 1 519 Interest Fema Loan $56 800 $98 531 $0 $0 $0 X7200 1 519 Interest Payment $384 661 $384 570 $351 089 $316 100 $316 100 X7100 1 519 Principal Payment $755 000 $755 000 $785 000 $820 000 $820 000 X0000 1 519 gAtlq Total Debt Service $1 196 461 $1 238 101 $1 136 089 $1 136 100 $1 136 100 98 rA L BUILDING, ZONING AND PLANNING DEPARTMENT FISCAL YEAR 1997 To provide the residents of the Village, their architects, engmeers and contractors a friendly, courteous and expeditious turnaround of their information and permit requests To assist the Village Council in its development adoption implementation and enforcement of the land use, concurrency zoning, the Master Plan and other village regulations To provide a thorough inspection process that assures the residents of a well constructed addition, home or commercial structure MISSION STATEMENT -L DEPARTMENTAL ORGANIZATION CHART Receptionist Director of Building Zoning and Planning Adman Assistant Building Official Structural Engineer Building Inspector Mechanical Inspector Electrical Inspector Plumbing Inspector Permit Clerk Planner Community Development Code Assistance MISSION STATEMENT 'TO PROVIDE A SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 99 BUILDING, ZONING AND PLANNING DEPARTMENT DEPARTMENTAL DESCRIPTION L7 PEE, The Building Zoning and Planning Department is charged with the review processing and implementation of three related but distinctly different functions The Planning division reviews existing uses and physical conditions and how the Village currently responds to those conditions The review responsibility for this division covers Florida Statutes 163 and 380 and the Florida Administrative Code Section 9J5 as they pertain to the development and implementation of Master Plan which mcludes Development Regulations Concurrency Regulations Development of Regional 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 disseminatmg information pertaining to legislation adopted by the Village and other agencies which regulate the Village s land development The zoning section is the land development enforcement body It reviews occupational licenses liquor licenses permitting of residences commercial offices apartments and condominiums and the accompanying auxiliary structures and uses This section also enforces regulations by the physical momtonng 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 vanance requests prosecution of violators before the special master Dade County Construction Regulation Board or Flonda Department of Busmess Regulations Division of Construction The Building division is charged with the review processing issuance and mspections of building permits for the Village The pnmary focus of this section is to provide for the orderly processing of permits the assurance that inspections are being performed m a timely and safe manner and that construction complies with the provisions of all applicable codes Authorized Positions Fiscal Years 1993 1994 1995 1996 1997 Director 1 0 1 0 1 0 1 0 1 0 Administrative Assistant 0 0 1 0 1 0 1 0 1 0 Building Official/Structural Engineer 0 0 0 0 0 0 1 0 1 0 Planner 0 0 1 0 1 0 1 0 1 0 Code Enforcement 0 0 1 0 1 0 1 0 1 0 Permit Clerk 1 0 1 0 1 0 1 0 1 0 Inspectors (4) Part Time 0 0 0 0 0 0 2 0 2 0 Total 20 50 50 80 80 100 BUILDING, ZONING AND PLANNING DEPARTMENT ACCOMPLISHMENTS FOR FISCAL YEAR 1996 OBJECTIVE I To provide governmental services that enhance community pnde in its Building Zoning and Planning Department while ensuring above standard construction STATUS Enhanced written inspection and processing standards to accommodate the transition from C A P Engineering Consultants Inc to Village staff All required State and County certifications have been maintamed for staff The process by which the permits are handled and responses to inspections are conducted and continuously monitored Performance standards for staff have { been established The Department has undergone several physical improvements such as added cabinets for more efficient operation The development and implementation of Development •A Regulations for Single Family homes was completed in April 1996 It is expected that the Development Regulations for Commercial and Apartment properties will be completed by November 1996 and December 1996 respectively The development and implementation of Concurrency Regulations have been rescheduled for December 1996 The Department continues to record and monitor Certificates of Occupancy building permits and other permits forty year certificates housing violations code enforcement violations and construction regulation ® violations OBJECTIVE 2 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 STATUS L sz On April 9 1996 the Building Zoning and Planning Department was authorized by the Village Council to enter into an agreement with a private company to begin the processes of scanning plans onto computer diskettes This will significantly improve the time spent m retrieving documents At the same meetmg a revised fee schedule for the department was adopted by the Village Council In order to improve mtra-departmental communication an average of one staff meeting is held a month The results of the Building Zoning and Plannmg citizen survey were published m January 1996 OBJECTIVE 3 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 101 BUILDING, ZONING AND PLANNING DEPARTMENT ACCOMPLISHMENTS FOR FISCAL YEAR 1996 STATUS All Department employees are required to fulfill trammg requirements The Buildmg Zoning and Planning Department was given a rating of 3 the highest rate given to a Dade County mumcipality by the Insurance Services Office (ISO) In January 1996 this national organization published the results of a study which rated building departments m South Florida The findings affect how much homeowners pay for property insurance The better the rating the bigger the discount recommended by the ISO to insurance providers OBJECTIVE 4 Provide the needed physical improvements and equipment to carry out the goals and objectives of the Department ra STATUS Mapmfo a geographic mappmg system which allows for the mapping of the Key with various layers showing the tree plan crime fire and accident locations special event locations and times shoreline conditions soil conditions zoning land use public works data variance locations and any other data desired by the Village has been installed into the computer system On April 9 1996 the Building Zoning and Planning Department was authonzed by the Village Council to enter into an agreement with a private company to begin the processes of scanning plans onto computer diskettes This will significantly improve the time spent in retrieving documents OBJECTIVE 5 Increase the quality of service through the level of professionalism that each member of the Department exhibits STATUS Staff has attended a total of five seminars to increase the overall level of professionalism within the department In addition the Department continuously reviews all suggestions received from customers to identify possible improvements in service Over the last year the staff has provided the Village with services that have met or exceeded those expected The Department received high ratmg s m a recent survey by F 1 U and also received a high rank by the ISO Additionally the Department conducted a local survey which provided results which reflected positively on the Building Zoning and Planning Division 102 BUILDING, ZONING AND PLANNING DEPARTMENT ACCOMPLISHMENTS FOR FISCAL YEAR 1996 OBJECTIVE 6 Increase the efficiency of the Department and reduce the tune spent on vanous tasks by providing and maintaining a measurable Departmental Operational Plan STATUS The Department is in the process of obtaining national and local measurable standards for its Departmental Operational Plan Staff has been provided with necessary information to assist them m better understandmg their benefits and tasks This element has proceeded m an orderly fashion and the employees have not only continued their professional education process but have taken a personal interest m improvmg their work environment rto dz rVreI PON fat 103 BUILDING, ZONING AND PLANNING DEPARTMENT SUMMARY OF FISCAL YEAR 1997 OBJECTIVES 415, r 1 2 3 4 5 b To provide governmental services which enhance community pride m the Building Zoning and Planning Department and ensure continued above average standards as reflected in a recent Village survey Insurance Services Office (ISO) ratmg and the Flonda International University Dade County Citizen Survey To develop a consistent and logical approach to the organization of the Building Zoning and Planning Department that will provide for a managed growth process of the two Development of Regional Impact projects and the concurrent infrastructure improvements through the use of an aggressive community outreach program To interact with and provide services for the newly created Public Works Supervisor position m order to map and allocate current and future infrastructure demands To increase the graphic and textural forms of tracking infrastructure and mcreased construction projects over the next four to five years m order to ensure a safe pedestrian and vehicular thorou • hfare system To increase the quahty of service by focusing on the two types of Department clientele the construction trade representatives and Village residents To increase the level of professionalism demonstrated by the Department personnel m order to increase efficiency within a courteous environment 104 BUILDING, ZONING AND PLANNING DEPARTMENT FISCAL YEAR 1997 OBJECTIVES ra r r^ v r OBJECTIVE ONE To provide governmental services which enhance community pride m the Building Zoning and Planning Department and ensure continued above average standards as reflected m a recent Village survey Insurance Services Office (ISO) rating and the Florida International University Dade County Citizen Survey KEY AREA Building and Zoning Growth and Development INDICATOR With increased construction there is a need to assure that inspections are being performed m a timely and safe manner and that construction complies with the provisions of all applicable codes ACTION PLAN • Provide enhanced wntten inspection and processmg standards • Mamtam required State and County certifications for staff • Expedite the processing of permits and responses to inspections for citizens by settmg tighter time frames and performance standards for the inspectors to meet • Obtam additional records from Dade County relative to the Village of Key Biscayne that will provide the Village staff with mformation to quickly and accurately respond to Village residents PERFORMANCE MEASURES • Adhere to target dates • Contmue to provide a means for public input and suggestions to be absorbed into the system • Venfy staff certification on a semi annual basis OBJECTIVE TWO To develop a consistent and logical approach to the organization of the Building Zoning and Planning Department that will provide for a managed growth process of the two Development of Regional Impact Projects and the concurrent infrastructure improvements through the use of an aggressive community outreach program KEY AREA Efficiency and Communication INDICATOR Exceptional growth and construction created by infrastructure upgrades and the development of the Development of Regional Impact Projects may create construction and thoroughfare conflicts Afal 105 BUILDING, ZONING AND PLANNING DEPARTMENT FISCAL YEAR 1997 OBJECTIVES ACTION PLAN Complete the plans and document scanning program Update and enhance inspection and processing procedural manuals Continue staff meetings for communication purposes and provide tighter control on follow up items Contmue 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 Continue to provide a senes of textural and graphic educational documents for public distribution Staff members should have sufficient training to man any of the computer systems as well as the ability to modify the specific program for report purposes PERFORMANCE MEASURES 7 Monitor progress at weekly meeting for feedback on various issues Monitor newsletters and legislative bnefs OBJECTIVE THREE To mteract with and provide services for the newly created Public Works Supervisor position m order to map and allocate current and future infrastructure demands KEY AREA INDICATOR ACTION PLAN Planning growth and development The inclusion of Public Works review by Building Zoning and Planning Department staff requires additional time and expertise to provide for the future growth of the community Provide specific job duties that allow lateral movement for specific tasks cross tram staff Provide required on job training for all employees Encourage interaction with various Universities for assistance m ongoing projects PERFORMANCE MEASURES • Establish performance standards for each position by March I996 • Adhere to established deadlines • Create staff evaluation of Bulldmg Zoning and Planning Department management and programs by January 1997 106 BUILDING, ZONING AND PLANNING DEPARTMENT FISCAL YEAR 1997 OBJECTIVES OA, I r L OBJECTIVE FOUR To increase the graphic and textural forms of tracking infrastructure and increased construction projects over the next four to five years m order to ensure a safe pedestrian and vehicular thoroughfare system KEY AREA Physical improvements INDICATOR Previous thoroughfare confusion on construction projects be they public or private ACTION PLAN Set up a network computer system linking the various departments with a common database system Link computer access to office via modem or other method Continue Mapmfo a geographic mapping system usage Proceed with South Miami Blueprint scanning building permit applications for installation on hard dnve server for access to computer network PERFORMANCE MEASURES Establish target dates for construction and purchases Adhere to budgeted amounts for purchase of department enhancements OBJECTIVE FIVE To increase the quality of service by focusing on the two types of Department clientele the construction trade representatives and Village residents KEY AREA Customer Service INDICATOR Address the potential that staff may not be able to respond effectively to a combined citizen and contractor customer service base with the mcreased activity ACTION PLAN Identify customer service related seminars available for staff to attend Review all suggestions received from customer comments to identify possible improvements m service Develop wntten procedures for building permit processing activities Provide control point for construction related activities within the office 107 BUILDING, ZONING AND PLANNING DEPARTMENT FISCAL YEAR 1997 OBJECTIVES PERFORMANCE MEASURES • Establish target dates for construction and purchases I m� Pin • Adhere to budgeted amounts for purchase of department OBJECTIVE SIX To increase the level of professionalism demonstrated by the Department personnel m order to increase efficiency wztlun a courteous environment KEY AREA INDICATOR ACTION PLAN Department Operations Recent high Department rating show that increased education levels would further reduce the community insurance ratmgs and assist in over all performance • Staff to attend semmars • Review all suggested conflict areas within the Department • Develop procedures for annual personnel review • Provide additional studies to reduce employee overtime and or non compensated compensatory time CONTROLS • Establish target dates for studies • Adhere to budgeted amounts for purchase of equipment while adhenng to weekly work schedule 108 BUILDING, ZONING AND PLANNING DEPARTMENT ACTIVITY REPORT ✓M r4+ 1 ACTIVITY FY 1993 Actual FY 1994 Actual FY 199 , Actual FY 1996 Actual FY 1997 Estimated Commercial Permits 33 289 260 200 250 Master Permits 86 1 507 1 707 1 629 1600 Construction tion Value $34 632 7,4 $28 319 778 $30 137 936 8,7 387 223 $55 000 000 Village of Key Biscayne Fee $413 435 $230 222 $445 850 $362 000 $350 000 Enforcement Activity Not Available 960 800 D31 500 Occupational Licenses Not Available Not Available 455 ,69 550 Certificates of Use Not Available Not Available 77 92 85 Inspections Made Not Available +3 400 3 500 4 500 4 500 109 DESCRIPTION ADOPTED ACTUAL ADOPTED PROPOSED ADOPTED 1994 1995 19941995 1995-1996 1996 1997 1996 1997 BUDGET EXPENSES BUDGET BUDGET BUDGET X0000 1 515 Building. Zoning & Planning X1200 1 515 Salaries $163 310 $219 451 $365 112 $384 134 $389 480 X1210 1 515 Director $60 615 $65 535 $70 876 $70 876 x1215 1 515 Building Official $0 557 500 $62 186 $62 186 X1220 1 515 Permit Clerk $21 294 $22 434 $24 262 $24 262 X1230 1 515 Planner $34 443 $37 233 $40 267 $44 394 X1240 1 515 Code Enforcement Officer 526 093 $28 170 $30 466 $30 466 X1250 1 515 Administrative Assistant $20 865 $22 540 $24 377 $25 596 Inspectors (4 Part Time) $0 $131 700 $131 700 $131 700 X2100 1 515 Payroll Taxes $12 494 517 378 $27 882 $28 948 $29 357 X2200 1 515 Retirement Contnbutions $17 974 $17 896 $25 621 $27 768 $528 356 r X2300 1 515 Life Health Dis Ins $21 000 $21 653 $25 200 $25 200 $25 200 X2400 1 515 Workers Comp Ins $600 $481 $10 030 $29 225 529 625 X2500 1 515 Unemployment Insurance $500 $977 $3 649 $3 841 $3 841 l X3180 1 515 Master Plan $25 000 5524359114:767 243 146 $25 000 $25 000 $25 000 L. X3190 1 515 Professional Services $10 000 $3 117 $10 000 $40 000 $40 000 X3300 1 515 Contractual Services $0 $10 000 545 000 $45 000 X3301 1 515 Building Official $48 000 $42 315 $0 $0 $0 X3302 1 515 Building & Zoning Inspect $138 000 $95 951 50 50 $0 6- X3450 1 515 Special Masters 51 000 $1 000 $2 000 $2 000 X4700 1 515 Printing/Postage/Photog $9 000 $4 134 $5 000 $10 000 $10 000 1 X4701 1 515 Microfilming $3 000 $5 000 $15 000 $15 000 ( X5100 1 515 Computer Supplies $3 000 510 507 $10 000 $13 000 $13 000 X5410 1 515 Memberships/Dues/Subsc $2 000 $723 $1 000 $3 000 $3 000 X5420 1 515 Travel &Seminars $3 000 $3 506 $3 000 $10 000 $10 D00 X5760 1 515 Mileage $2 000 $893 52 000 $3 000 $3 000 X5950 1 515 Miscellaneous $7 000 $4 493 $3 000 55 000 $5 000 X0000 1 515 Tot Budding Zoning & Pla I� $466 878 $467 621 $532 494 5670 116 $676 859 110 POLICE DEPARTMENT r rat AiZAI r e.. MISSION STATEMENT FISCAL YEAR 1997 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 DEPARTMENTAL ORGANIZATION CHART Chief of Police Deputy Chief PATROL SUPPORT SERVICES Day Shift Lieutenan (1) Officers (5) Dispatch (1) Afternoon Shift Lieutenant (1) Officers (5) Dispatch (1) * Positions Federally Funded $Th 000 Midnight Shift Lieutenant (1) Officers (5) Dispatch (1) Relief Dispatch (1) DARE/School Resource Officer (1) School Crossing Guards/PT (2) Investigator (2) Community Policing/ Crime Prevention Officer (3) Records Manager (1) Adminis Aide (1) L Public Service Aides (4) MISSION STATEMENT `TO PROVIDE A SAFE QL ALTTY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 111 POLICE DEPARTMENT DEPARTMENTAL DESCRIPTION The Village of Key Biscayne Police Department is a full service police agency which initiated service in March of 1993 Its structure is divided into two divisions the Patrol Division consisting of 15 patrol officers 3 Lieutenants and 4 dispatchers is divided into 3 shifts that work Midnight to 8 A M 8 00 A M to 4 00 P M and 4 00 P M to Midnight This division responds to initial calls for service and is supported by the Support Services Division, consisting of one School Resources/D ARE Officer two Criminal Investigators one Records Manager one Administrative Aide four Pubhc Service Aides and two part time Crossing Guards RRMO The Department operates as a community -oriented police agency with the philosophy that the community and pohce should be interrelated as one and to work together to resolve problems that negatively affect the community This partnership is most desirable because by working together we can minimize cruninal activity and maximize our efforts to provide a safe environment and enhance the quality of life within our community T ralk r L._ Authonzed Positions Fiscal Years 1993 1994 1995 1996 1997 Sworn Police Chief 1 0 1 0 1 0 1 0 1 0 Deputy Police Chief 10 1 0 1 0 10 1 0 Pohce Lieutenants 4 0 4 0 3 0 3 0 3 0 Police Officers 16 0 17 0 18 0 19 0* 21 0* Civilian Administrative Assistant 1 0 1 0 1 0 1 0 1 0 Dispatcher 3 0 3 0 4 0 4 0 4 0 Public Service Aide 3 0 3 0 4 0 4 0 4 0 Admimstrative Aide 0 0 0 0 1 0 1 0 1 0 Civilian Part -tune Dispatchers 1 0 (Qty' 2) 1 0 (Qty 2) 0 0 0 0 0 0 Public Service Aide 1 0 (Qty 2) 1 0 (Qty 2) 0 0 0 0 0 0 Crossing Guard 0 5 (Qty 1) 0 5 (Qty 1) 1 0 (Qty 2) 1 0 (Qty 2) 1 0 (Qty 2) Total 31 5 32 5 34 0 35 0 37 0 * One COPS grant officer 1996 and two COPS grant officers 1997 total $7D 000 in grant funds U S Dept of Justice 112 POLICE DEPARTMENT ACCOMPLISHMENTS FOR FISCAL YEAR 1996 OBJECTIVE 1 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 STATUS Enforcement of traffic violations continue with over 609 citations issued for the first six months of FY 96 Radar enforcement concentrated on the primary thoroughfares of Crandon Boulevard Harbor Dnve West Mashta Drive and West Wood Road. Selective enforcement of traffic and a 11 turn study was requested by Council at a number of locations including the intersection of Key Colony Dnve and Crandon Boulevard The SMART trailer was used on West Mashta and West Wood to provide traffic counts for additional information for the Council during their deliberations on sidewalks for that area Articles were written and given to The Islander News for the distribution of educational articles regardmg speeding accidents pedestrian and bicycle safety Also the D A RE Officer addressed these topics with our children m both elementary schools m the Village The SMART trailer is very useful for reminding our residents of their speed and helpmg to keep their focus on compliance of our speed limits OBJECTIVE 7 2 To establish an automated program to assist citizens to better secure their homes and busznesses recover stolen bicycles and assist in prosecution determine special needs and a means to locate residents during the hurricane preparation and the recovery processes STATUS Door -to door visits by Officer Jorge Mora, have been well received by residents This program is part of the C 0 P S (Community Oriented Policing Services) grant funded by the U S Department of Justice Officer Mora and other officers have visited homes performmg on -site security surveys bicycle registrations providing crime prevention and hurricane preparedness materials and updating our emergency notification files m the departmental data base for future information and assistance Officer Mora frequently patrols by bicycle m the residential areas while accomplishing the door to door visits In April the COPS Officer began to concentrate his efforts m the commercial areas visiting and providing these same services to all the businesses serving Key Biscayne Over 480 addresses have been visited and information on cnme prevention hurricane preparedness etc has been distnbuted since the program began in Fiscal Year 1995 Through these efforts 71 bicycles were registered with the Police Department and 30 car owners jomed the C A.T (Combat Auto Theft) Program Approximately 40 formal home or busmess surveys were completed In addition to the bicycle and foot patrol, and time spent assisting regular patrol officers Officer 113 POLICE DEPARTMENT ACCOMPLISHMENTS FOR FISCAL YEAR 1996 Mora works with the Cub Scouts m the Village servmg as their Scout Master The C 0 P S Officer also helped in the local production of in house videos and lead ins for videos in cnme prevention and traffic safety working in conjunction with our D ARE Officer and patrol personnel OBJECTIVE 3 To Implement the newly ordered 800 MHZ radio system in conjunction with Metro -Dade County police operations STATUS This objective is stalled with technical and contractual problems being experienced by the Metro Dade County Government The Village Government and Police Department have exceeded our objectives at this point m the program Equipment was purchased and received m a timely manner after approval from Council therefore the Village is waitmg for Dade County to complete their end of the program OBJECTIVE 4 To allow all departments of government to share a government wide radio system to enhance communications and coordination of services zn a cost efficient and effective manner This system would be greatly beneficial in the event of a hurricane evacuation and during the recovery process loas r test STATUS The Police Department s radio system has been inspected and mamtamed periodically and is m excellent condition Once the Metro Dade Police Department goes operational on the new 800 MHZ system the Village police will implement their new system At that tune the Manager will re -allocate portions of the current UHF radio system to other departments of government This will create a government -wide system for more efficient and effective communications on a daily basis and provide an emergency system for the Village for hurricane and other non -emergency situations The Pohce Department will maintain the overall system and provide a 24 hour dispatcher operation to assist all departments with their approved communications needs This objective will be completed once Metro -Dade government overcomes the technical contractual r* problems for the new county 800 MHZ radio system OBJECTIVE 5 To make young people aware of the dangers involved with improperly skating or bicycling and instruct them about courtesy in properly sharing the sidewalks shoppzng centers private parking lots and park areas in and around the Village 114 -61 POLICE DEPARTMENT ACCOMPLISHMENTS FOR FISCAL YEAR 1996 STATUS Officer Cathy McElhaney visits both our elementary schools as their D A RE (Drug Abuse Resistance Education) Officer She also visits the pre school programs offered by a number of the Village churches Dunng these educational sessions she specifically addresses the problems and ffi dangers associated with bicyclmg and skating as well as basic courtesy and respect for other residents especially our elderly citizens This program will continue as part of our overall School Resource Program These topics are also covered for those attending middle school at St Agnes this year A 4th grade program was held at the Key Biscayne Elementary School in conjunction with the Metro School System on bicycle/helmet safety and proper behavior while operating a bicycle Grant funds were used to finance the creation of a number of public safety/crime prevention brochures under our D ARE /School Resource Programs One of these brochures produced within the Police Department deals with Bicycle Safety and cycling traffic laws This information was also distributed to The Islander News for publication for all residents OBJECTIVE 6 To reinforce the police department s commitment to work with our mizzens hand -m -hand together to resolve problems and cnmznal issues facing the community STATUS 0.1 The key area of this objective was to reinforce the Community Policing style of service to our citizens This would be done through training and application for State and Federal grants for assistance We were successful in obtaining over $253 250 in grants We placed a COPS (Community Onented Pohcmg Services) Officer on the street as an additional police officer The C 0 P S officer provides direct assistance to more citizens and police officers m a cooperative approach to resolve problems within the community Additional training and conferences have been provided for Community Policing and all police officers have attended Cultural Diversity Courses as part of their on -going training Additional reinforcement and on going trammg will follow to further our commitment of working m partnership with our community to improve the quality of life and resolve problems Although graffiti isn t generally viewed as a pnonty in traditional police services it became clear in working with our citizens that there was a growing concern about the increasing numbers of vandahsm involving graffiti, throughout Key Biscayne Officers and investigators spoke to a large number of residents and business people and with their help and involvement put together a program to deal with the graffiti problem Aspects of the program deal with prevention literature and education the schools the local newspapers the business commumty the State Attorney s Office victims violators and their parents This community based program has resulted m a number of arrests It will put mto place a mechanism to have the guilty parties clean up vandalism (graffiti) and provide hundreds of hours of community service resulting in enhanced appearance for affecred properties The involved youth will be supervised by a uniform patrol officer in cleaning up the problems they caused and any hopes of a driver s license will be suspended until their community service is completed This is a simple example of working together to resolve problems A simple arrest under the traditional pohcmg approach does not resolve the problem or necessarily improve the community 115 POLICE DEPARTMENT ACCOMPLISHMENTS FOR FISCAL YEAR 1996 atal OBJECTIVE 7 To reduce the possibility of m.p.h.)) or accidental death of children especially while in the care of a baby sitter by teaching adolescents what to expect when dealing with children how to avoid difficult situations and how to solve problems if they occur STATUS Throughout this semester the D ARE /School Resource Officer Cathy McElhaney will advertise m the school newsletters that Safe Sitter classes will be held for youngsters 11 13 years of age The 12 hour classes will provide mstruction on how to safely babysit younger children The program also provides the sitters with emergency skills and techniques m the event that a young child m their care needs C P R or accident management, and how to get emergency help If sufficient interest is shown the program may also be offered during the summer vacation period OBJECTIVE 8 To re-evaluate and update our Emergency Plan STATUS 00. Both Pohce and Fire Rescue Chiefs attended last year s Cntical Incident Management Course offered by the International Association of Chiefs of Police In addition, all police lieutenants the Deputy Fire Chief and several Fire Captains also attended this training program in emergency management dung February and March of 1996 r , Local training put on by the Metro Dade County Office of Emergency Management was also attended by members of the Pohce Fire and Building, Zonmg and Planning Departments m dealmg with vanous stages of emergency management for hurricane situations and other scenanos On an annual basis the Police and Fire Rescue Department Heads review and update the Village s Humcane Plans analyzing training needs and inventory and checking equipment and supplies m the event of a hurricane or other major disaster OBJECTIVE 9 To obtain grant funds for additional police support personnel and equipment STATUS Beginning January 1 1996 the Police Department officially received funding from the C 0 P S Fast grant from the U S Department of Justice for an additional C 0 P S officer to further the department s Community Pohcrg philosophy This grant provides for $75 000 in funding for an extra officer over a 3 year period Tens of thousands of grant requests were submitted and the Village indeed fortunate to receive this fundmg as the ongmal grant submission was not awarded A great deal of additional work and contacts had to be made to obtain this grant The Police Department has applied for virtually every Federal and State grant that has come to thier 116 POLICE DEPARTMENT ACCOMPLISHMENTS FOR FISCAL YEAR 1996 attention and has been rejected for over a dozen such requests Serious determination and a great deal of work solicited a $22 393 C 0 P S More grant for technical equipment and assistance With these two grants and a State block grant for Community Drug Control and Crime Prevention in the amount of $5 867 the total grant package approved during the first six month penod is $103 260 As recently as June 1996 a third COPS grant for $150 000 was awarded for second and third additional COPS officer positions bringing the total grant funding to $253 260 this fiscal year Since Federal grant funding is basically at a standstill due to the political issues between the Admmistration and Congress the Village is very fortunate to have obtained this guaranteed funding w 64.1 9 7 117 L POLICE DEPARTMENT SUMMARY OF FISCAL YEAR 1997 OBJECTIVES 1 2 3 4 5 6 7 To develop in house pamphlets on issues such as bicycle safety roller bladmg safety crime prevention and condomuuum security to further Drug Abuse Resistance Education (D A RE ) and community-onented policing grants To implement a series of steps to combat the growing problem of graffiti within the Village To develop and implement a Welcome Wagon program for new residents and businesses to assist them with secunng their property and provide them with relevant information on issues such as hurricane preparedness To prepare and disseminate information on issues such as crime traffic law hurricane preparedness public safety and came prevention through newspaper articles m the Islander News and through the community access channel to keep citizens from being injured or vrctimi7ed To contmue the community-onented police program of door to door visits to offer home and business secunty surveys and update emergency notification information to help locate residents following a hurricane for other family members and concerned friends To continue providmg programs uutiated over the last one and one half years such as the Bicycle Registration Program the Safe Sitter s Program, the Vehicle Replacement Program the Traffic Study and Accident Analysis To review the Emergency Plan and adjust it as necessary 118 POLICE DEPARTMENT FISCAL YEAR 1997 OBJECTIVES OBJECTIVE ONE To develop m house pamphlets on issues such as bicycle safety roller- bladmg safety crime prevention and condominium security to further Drug Abuse Resistance Education (D A RE) and community oriented policing grants KEY AREA Personal safety cnme prevention and property protection INDICATOR There are numerous violations of traffic law by people on bicycles and on roller blades that create dangerous situations where injury or death could result Also personal safety can be unproved and property theft can be reduced with the education of residents This addresses Council goals regarding public relations/communication and pedestrian/bicycles ACTION PLAN Research and evaluate current information on certain traffic violations and then create and lay out educational and corrective measures through m -house pamphlets • Develop m house educational pamphlets on matters such as crime prevention, condominium n secunty and personal protection Distribute matenals to appropriate individuals and groups Attend community meetings condo meetings and work with businesses and condo secunty 7 personnel to assist in the distribution of appropnate matenals aro emn 4.19 PERFORMANCE MEASURES • Monthly report of activities to the Police Chief from the D ARE /School Resource Officer • Quarterly review of grant progress and approval of quarterly report for grant mcludes work product review of materials produced OBJECTIVE TWO To implement a senes of steps to combat the growing problem of graffiti withm the Village KEY AREA Graffiti and keepmg up the appearance of the community INDICATOR A noticeable increase m incidents of vandalism such as graffiti on signs and burldmgs throughout the community Addresses the Council goals regarding resident concerns and communication/public relations ACTION PLAN • DARE /School Resource Officer to discuss graffiti problems the law and punishable issues m the schools • Identify Incidents and offenders and arrange for the cleanup of graffiti and vandalism 119 POLICE DEPARTMENT FISCAL YEAR 1997 OBJECTIVES essa r - L. Produce brochures on graffiti as educational and instructional tools Catalog all incidents of graffiti to capture the repeat offenders through similarity of graffiti writing Catalog areas which are prone to vandahsm and maintain records on dates and time of occurrences Encourage merchants to refram from selling spray paint to juveniles or at least, to obtain name address and color of paints sold to juveniles Contact the State Attorney s Office requesting that juvenile offenders involved m graffiti incidents be assigned to the police department for cleanup and community service • Maintain photo history of graffiti incidents Mamtam a list of juvenile suspects and those previously arrested for graffiti crimes Contact the Chamber of Commerce and the Council to arrange for a reward for information on graffiti offenders Use violators to clean graffiti and the Island in general as part of their public service requirement from the court Use the D ARE Club kids when necessary to volunteer their time under police supervision to remove/paint over graffiti Work with the Islander News to do a feature article about graffiti, the law and consequences for offenders including the loss of a driver s license now or m the future for violators not old enough to dnve PERFORMANCE MEASURES • Daily review of all police reports by the Chief includmg those involvmg graffiti and other forms of vandalism • Weekly bnefing with mvestigators and D ARE officer regarding juvenile related activities including graffiti • Continual patrol of the Village to monitor the general appearance and condition of the community OBJECTIVE THREE To develop and implement a Welcome Wagon program for new residents and busmesses to assist them with securing their property and provide them with relevant information on issues such as hurricane preparedness KEY AREA Police Community relations personal safety security of property crime prevention and hurricane preparedness INDICATOR Several hundred new residents and business people move to the Village yearly Addresses Council goals regarding resident concerns hurricane preparedness and communication/public relations 120 POLICE DEPARTMENT FISCAL YEAR 1997 OBJECTIVES ACTION PLAN rrn 4.70 • Contact Village realtors association to get support of program and information on new amvals • Contact the Chamber of Commerce to gather their support and information on new businesses opening on the Key • Assign the Community Oriented Pohce Officer a grant position, to welcome new amvals provide the opportunity for a security survey of their home or business gather emergency contact mformation, and distribute crone prevention and hurricane preparedness mformation • Dissemmate mformation on hurncane preparedness to new residents and businesses • Provide security advice and distribute came prevention materials to new residents and businesses PERFORMANCE MEASURES • Routme contacts and meetmgs with both the Chamber of Commerce and the realtors on the island • Weekly bnefings and monthly reports by the federally funded COPS officers who will be conducting the program. OBJECTIVE FOUR To prepare and disseminate information on issues such as cnme traffic law humcane preparedness public safety and creme prevention through newspaper articles m the Islander News and through the community access channel, to keep citizens from being injured or victimized KEY AREA INDICATOR ACTION PLAN Humcane preparedness crime prevention, home/busmess pohce security surveys Residents and busmess people who take steps to protect themselves from bemg victmuzed by crone or prepare property for a hurricane can greatly reduce their chances of injury loss of hfe or property Addresses the Council goals regardnig resident concerns, hurricane preparedness communication/pubhc relations and the Village s mission statement • Continue to work with the Islander News by providing them with addrnonaI articles on crune prevention, traffic law hurricane mformation, and pubhc safety articles in general The COPS Officer and the D ARE Officer will work with the Chief of Pohce to create gather and provide pubhc safety mformation for articles m the newspapers • The Chief Deputy Cluef, and the investigators will ensure that the pubhc is mformed of senous mcidents of came and other pubhc safety information. 121 POLICE DEPARTMENT FISCAL YEAR 1997 OBJECTIVES PERFORMANCE MEASURES • Both the COPS Officer and the D A RE Officer provide weekly bnefing and monthly reports on their activities which include articles previously approved by the Pohce Chief for pubhcation. • These articles and pubhcations are necessary for furtherance of several grants which mandate quarterly reviews and approval of the Pohce Chief 7 r OBJECTIVE FIVE To continue the community onented pohce program of door to -door visits to offer home and busmess secunty surveys and update emergency notification information to help locate residents following a hurricane for other family members and concerned friends KEY AREA INDICATOR ACTION PLAN Door to door visits by pohce officers/personnel to offer on site home security surveys bicycle registration, update emergency notification mformation, and determme special needs in the event of an evacuation A computer software program has been developed to capture the above mformation which addressees the Council goals regardmg commumcation/pubhc relations and resident concerns Continue to have the School Resource Officer and the Community -Oriented Pohce Officer (grant) to go door to door m the single family homes and busmess areas and also request assistance from condo managers and secunty directors to take this program to all condominium residents Dehver crone prevention matenals • Offer residents on site home/busmess security surveys • Offer on site bicycle registration • Request ` emergency information for each residence m the event of an emergency such as a burglary medical emergency or to allow pohce/fire to locate the owners followmg a hurricane, for inquiring relatives etc • Advise special needs individuals such as handicap or bedridden persons to contact the Metro Dade County Office of Emergency Management to register for special evacuation assistance m the event of a hurricane This objective may take several years to accomplish all aspects for the entire community PERFORMANCE MEASURES Personnel workmg on this project will vary according to staffing and work loads which will be monitored by the Deputy Chuef to ensure the goal is furthered on a contmumg schedule • Weekly bnefings and approval for finalized security surveys and scheduled work assignments by the Pohce Chief and the Deputy Pohce Chief • Weekly and monthly reports for grant review 122 POLICE DEPARTMENT FISCAL YEAR 1997 OBJECTIVES OBJECTIVE SIX To continue providing programs uutiated over the last one and one- half years such as the Bicycle Registration Program, the Safe Sitter s Program, the Vehicle Replacement Program, the Traffic Study and Accident Analysis KEY AREA Pubhc safety security of property traffic analysis humcane preparedness and recovery INDICATOR A number of pohce programs developed over the past year and a half are very valuable and should continue as part of tins year s goals and objectives for the benefit of the community ACTION PLAN • The COPS Officer (grant) will contmue the door to door canvass to provide security surveys register bicycles provide crone prevention and humcane preparedness materials • The D A KB officer will also register bicycles at special events and at the school and continue to teach the ` Safe Sitter s Program to baby sitters Both of the above officers will continue the video tape pubhc safety senes on the cable network An officer will continue analysis of speed traffic and accidents on the Key to direct traffic and radar enforcement as well as recommend signage or other traffic improvement measures to the Village Manager and Council. (� Continue the Vehicle Replacement Program which began in Fiscal Year 1995 pat 7'" PERFORMANCE MEASURES • Both the D A.RE /School Resource Officer and the COPS Officer provide weekly briefing and monthly reports to the Pohce Chief and Deputy Pohce Chief to monitor the progress • Monthly and annual reports and analysis are done on traffic citations accidents and radar enforcement and SMART trailer assignments OBJECTIVE SEVEN To review the Emergency Plan and adjust it as necessary KEY AREA. Hurricane Preparedness INDICATOR Addresses the Council goal concerning hurricane preparedness r 123 POLICE DEPARTMENT FISCAL YEAR 1997 OBJECTIVES r taw 70, ismt sraa r L ACTION PLAN Review the Village Emergency Plan twice a year • Run a hurncane drill pnor to hurricane season to identify any adjustments which must be made to the plan • Assign department staff to attend seminars on hurricane emergency preparedness Update employee contact hst on a bi annual basis PERFORMANCE MEASURES The Pohce Chief and the Fire Rescue Chief will meet annually to review and penodically update the Emergency Plan prior to the beginning of the hurricane season (June 1) • The Village Manager will hold an annual meeting of all department heads pnor to the start of the humcane season to review overall readiness and assignments 124 POLICE DEPARTMENT ACTIVITY REPORT r r- 4 ACTIVITY FY 1994 Actual FY 1995 Actual FY 1996 Actual FY 1997 Estimated Part I Mandatory Murder 0 0 0 0 Sex Offenses 1 1 1 1 Robbery 5 1 1 1 Aggravated AscmMlt 10 1 6 6 Burglary 53 22 41 41 Larceny/Theft 311 307 342 342 Motor Vehicle Theft 24 15 25 25 Arson 0 1 0 0 Part II Mandatory Krdnapmg/ Abduction 0 0 0 0 Simple Assault 30 20 47 47 Drug/Narcotic Offenses 2 6 6 6 Bribery 0 0 0 0 Embezzlement 0 2 1 1 Fraud Offenses 8 11 8 8 Other Calls for Service Traffic Citations 903 I 193 1 365 1 365 Parking Citations 1 106 412 591 591 Traffic Accidents 164 116 203 203 Resident Alarms 730 649 742 742 Busmess Alarms 236 197 316 316 Medical Assists 195 224 293 293 Disturbance 110 233 450 450 Vandalism to property 72 76 228 228 Apparent Natural Death 21 9 8 8 Fire Assists 50 80 61 61 125 ACTIVITY FY 1994 Actual FY 1995 Actual FY 1996 Actual FY 1997 Estimated Residential/Bus Security Checks 5 541 6 929 9 552 9 »2 Miscellaneous Calls 1 833 1 17, 5 098 , 098 Total Service Calls 11 405 11 680 19 385 19,385 I ttrottd 126 DESCRIPTION Police Swom Police as listed ADOPTED ACTUAL ADOPTED PROPOSED ADOPTED 1994-1996 1994 1995 1995 1996 1996 1997 19961997 BUDGET EXPENSES BUDGET BUDGET BUDGET X1200 1 521 X1201 1 521 X1202 1 521 X1203 1 521 X1204 1 521 X1205 1 521 X1207 1 521 L— X1210 1 521 X1220 1 521 r""' X1250 1 521 X1260 1 521 r Ly .064 r' +*.. ** Chief of Police Cheif Housing Allowance Deputy Chief of Police Police Lieutenants (3) Police Officers (19)1(21) Acting Supervisor Pay Salaries Overtime Village Off Duty Emp Holiday Pay Court Time X1300- 1 521 Other Salanes as listed *** X1231 1 521 Administrative Assistant X1232 1 521 Dispatchers (4) X1233 1 521 Public Service Aides (4) X1234 1 521 Administrative Aide X1235 1 521 Clerical Assistance P/T X1236- 1 521 Crossing Guards (2) $927 026 $902 862 $1 030 038 $1 142 402 $1 142 402 $75 905 $82 091 $88 781 $88 781 $14 013 $15 136 $16 370 $16 370 553 103 $60 216 $63 421 $63 421 $154 056 $182 802 $184 140 $184 140 $629 950 $689 793 5789 690 5789 690 $6 215 $2 721 $6215 56 000 $6 000 540 000 $47 620 $56 000 $52 000 $52 000 $10 250 $9 697 $8 000 $0 50 518 068 $31 385 $44 000 $42 000 542 000 $2 000 $7 983 $10 000 $10 000 $10 000 $240 636 $220 768 $252 962 $271 367 $271 367 $24 600 593 952 $78 787 $20 837 $6 440 $16 020 .. ** $26 258 $102 041 $85 039 $22 604 $3 875 $6 000 $11 020 528 398 528 398 $111 136 $111 136 $91 970 $91 970 $22 843 $22 843 $6 000 $6 000 $11020 $11020 X1500 1 521 Police Incentive Pay $18 000 $15 455 $18 000 $18 000 $18 000 X1800 1 521 Police Consulting $5 460 $8 971 $5 460 $9 000 $9 000 X2110 1 521 Fnnge Benefits $0 $682 $0 $0 $0 X2100 1 521 Payroll Taxes $104 505 $95 058 $109 710 $116 656 $114 826 X2220 1 521 Retirement Contributions $130 100 $105 581 $139 258 $151 942 5151 942 X2300 1 521 Health Life Disability 5142 800 $129 847 $159 079 $168 400 $168 400 X2400- 1 521 Workers Compensation $70 000 $58 165 $88 928 $98 395 $98 395 X2500 1 521 Unemployment Taxes $7 500 $4 051 $14 330 $14 554 $14 554 X2600 1 521 Recruiting/Hiring Expense 58 000 $3 791 $5 800 $5 800 $5 800 X2650 1 521 Employee Wellness Prog $2 000 $1 779 $2 000 52 000 $2 000 X4000 1 521 Investigation Expense $3 000 $1 603 $2 000 $2 000 $2 000 X4100 1 521 Tel Dedicated Lines $5 000 $4 731 $5 000 55 000 $5 000 x4300 1 521 Electncity $0 $0 $0 $0 $7 500 X4500 1 521 Law Enforce Insurance $42 500 $42 988 $42 500 $45 000 $45 000 X4900 1 521 Confidential Informants $1 000 $0 $1 000 $1 000 $1 000 X5100 1 521 Supplies $19 500 $22 702 $19 500 $19 500 $19 500 X5105 (520 DARE $0 $0 50 $8 000 $8 000 X5200 1 521 Car allowance $4 800 $4 827 $4 800 $4 800 $4 800 X5240 1 521 Uniforms $47 500 541 714 $45 000 $45 000 $45 000 X5250 1 521 Vehicle Maintenance $29 640 $19 950 $19 000 519 000 $19 000 X5260 1 521 Vehicle Fuel $17 000 $14 028 $15 000 $16 000 $16 000 X5270 1 521 Photography $5 000 $3 911 $5 000 55 000 $5 000 X5280 1 521 Ammunition $6 000 $3 924 $6 000 $6 000 $6 000 X5290- 1 521 Maint Computers/Radios $8 000 $6 689 $8 000 $8 000 $8 000 X5410 1 521 Memberships/Dues/Sub $3 500 $3 550 $3 500 $3 500 $3 500 X5420 1 521 Training $42 000 $43 467 $40 000 $42 000 $42 000 X6300 1 521 Police Facilities $18 000 5341 463 $17 000 $17 000 $17 000 X6400 1 521 Police Vehicles $70 000 $69 842 $70 000 $70 000 $70 000 X6450 1 521 Police Equipment $45 000 541 648 $45 000 $45 000 $45 000 ^ X0000 1 521 Total Police $2 100 000 $2 317 328 $2 298 080 $2 470 316 $2 475 986 127 FIRE RESCUE DEPARTMENT FISCAL YEAR. 1997 nn 1. Bts r� MISSION STATEMENT To contribute to a safe, quality community environment for all Islanders through responsible Fire Rescue Services DEPARTMENTAL ORGANIZATION CHART Fire Chief Deputy Fire Chief Administrative Assistant 'A" Shift Fire Captain (1) Fire Lieutenant (1) Firefighter/ Paramedics (8) 'B Shift Fire Captain (1) Fire Lieutenant (1) Firefighter/ Paramedics (8) "C" Shaft Fire Captain (1) Fire Lieutenant (1) Firefighter/ Paramedics (8) MISSION S[kTEMENT TO PROVIDE k SAFE, QUALITY COMMUNITY ENVIRONMENT FORALL ISLANDERS THROUGH RESPONSIBLE GOVERTMENT 128 FIRE RESCUE DEPARTMENT DEPARTMENTAL DESCRIPTION The Fire Rescue Department which became operational and took over fire rescue service from Metro Dade on October 1 1993 is a full service department This means that Fire Rescue personnel perform a number of functions in addition to the traditional fire suppression the most obvious being emergency medical response This function involves employing paramedics skilled not only in determining the seventy of patient injury or illness using sophisticated tools and methods but also admmistenng the required life savmg techniques such as cardiac pacing intubating and defibrillating until the patient can be admitted to the appropriate medical facility Additionally Fire Rescue personnel perform the inspection function which gives the Department an opportunity to be proactive in dealing with emergencies All of the buildings within the Village are inspected three times a year to assure compliance with appropriate codes and to provide needed familiarization for the Fire Rescue crews who may be required to fight a fire in any one of them Twenty firefighters are currently State certified as Fire Inspectors Inter -governmental support from the City of Miami is an essential component of the Village Fire Rescue Department Through an Automatic Aid and Ancillary Services Agreement, the City of Miami provides emergency back up services and several key support functions for Village fire fighters This partnership has also led to the establishment of the Switch With Another Paramedic program (SWAP) which allows Village paramedics to nde on City of Miami rescue calls in order to enhance and maintain their skills The five year agreement became effective on October 1 1993 at a cost of $402 000 per year authonzed by Resolution 93 21 adopted on May 11 1993 Other functions that build on the full service designation include the provision of citizen blood pressure momtonng citizen CPR classes dive rescue capability and community fire and accident prevention public education programs The Department consists of a Fire Chief a Deputy Fire Chief an Administrative Assistant three Fire Captains three Fire Lieutenants and twenty four I° Firefighters/Paramedics All of the sworn personnel under the rank of Fire Captain are State Certified Paramedics This is the only Fire Rescue Department in Dade County with this distinction L. Authorized Positions Fiscal Years 1993 1994 1995 1996 1997 Fire Chief 0 0 1 0 1 0 1 0 1 0 Deputy Fire Chief 0 0 1 0 1 0 1 0 1 0 Administrative Assistant 0 0 1 0 1 0 1 0 1 0 Fire Captain 0 0 3 0 3 0 3 0 3 0 Fire Lieutenant 0 0 3 0 3 0 3 0 3 0 Firefighter/Paramedic 0 0 15 0 19 0 24 0 24 0 Firefighter/EMT 0 0 9 0 5 0 0 0 0 0 Total 0 0 33 0 33 0 33 0 33 0 r 129 FIRE RESCUE DEPARTMENT ACCOMPLISHMENTS FOR FISCAL YEAR. 1996 OBJECTIVES 1 To deliver an emergency service which safeguards the lives and property of all islanders and mitigates the ravages of fire and disaster through effective and efficient incident management and operations and 2 To reduce the incidence of death and disability for all islanders through the provision of prompt and effective Advanced Life Support pre -hospital emergency medical service STATUS Minimum staffing was maintained at seven Firefighter/Paramedics In fact, this staffmg 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 awce Ism Schooling of eight hours per month for each firefighter was met and in many instances exceeded A portion of this schooling occurred through a contract with the City of Miami for recertification training Company Officers and a vanety of other sources provided the remainder of our basic training needs Advanced and specialized framing consisted of Cntical Incident Management and Advanced Critical Incident Management courses provided by the International Association of Chiefs of Police (IACP) and attended by the Deputy Fire Chief and Captains The Deputy Fire Chief also attended training on Urban Search and Rescue techniques Three EMTs completed their Paramedic training and seven other personnel completed training for their State Fire Inspector Certification Two of the Urban Search and Rescue Team members attended Confined Space Rescue trammg and all personnel attended trench rescue training Five of the USAR Team members responded to Hurricane Opal where their skills were utilized m assisting the panhandle of Florida m recovery efforts Drill of eight hours per month for each firefighter was met and in many instances exceeded through combined dells with City of Miami units and individual dells conducted by Company Officers The Switch With Another Paramedic (SWAP) program contmues to be very successful and our Paramedics are receiving excellent expenence ndmg Miami units Alarm activity mcreased from 516 alarms during the first six months of Fiscal Year 1995 to 576 alarms for the first six months of this Fiscal Year Last but not least the average response time for the first six months of the Fiscal Year was 2 mmutes and 48 seconds This response time continues to exceed expectations and is excellent by any standard 130 FIRE RESCUE DEPARTMENT ACCOMPLISHMENTS FOR FISCAL YEAR 1996 OBJECTIVE 3 To reduce the incidence of injury death and property loss for all islanders as a result of hostile fire or other catastrophic events through public fire prevention education plan review building zspectzons and enforcement of State and local Fire and Building Codes STATUS The Fire Rescue Department contmued the inspection process conducting 383 inspections of multi residential and commercial properties Through the contract with the City of Miami the plans for the first phase of the Ocean Club have been reviewed by the Miami Plans Examiners In addition they have assisted us on several occasions with plan reviews of less complex projects Staff has reviewed plans for several multi residential properties undergomg renovation within the Village 14 r Through routine temtory familiarization the Department has kept abreast of excavations and new construction as it progresses m the Village All 342 fire hydrants within the Village were inspected and flushed to insure proper operation The Department completed the second annual residential home safety survey of all single family and duplex occupancies This program was conducted m October durmg Fire Prevention Week and will be repeated annually A video entitled Fire Spnklers The Twenty Four Hour Firefighters was produced This video was produced to educate the occupants of high nse buildmgs on the benefit of sprinklers m combatmg fires and the process the Village uses m enforcmg the Life Safety Code The Hurricane Preparedness Manual was reviewed and revised to reflect changes at the County level concerning staffing of the Dade County Emergency Operations Center The Statewide Mutual Aid Plan was recommended for adoption after review and mmor modification by the Village law firm A donation from Miller & Soloman General Contractors Inc was accepted in the amount of $5 289 84 for the purchase of a Fire Rescue Trailer used to carry trench rescue equipment Delivery of this trailer is expected by the end of the fiscal year OBJECTIVE 4 To improve the safety and quailty of hfe for all islanders through continuous blood pressure monitoring CPR instruction and accident prevention education STATUS For the first six months of the year the Fire Rescue Department has conducted 19 CPR classes riP 131 FIRE RESCUE DEPARTMENT ACCOMPLISHMENTS FOR FISCAL YEAR 1996 instructing 140 citizens These classes have been well received by our citizens and as part of our full service concept they are provided free of charge The number of people enrolled in blood pressure testing has increased by 50 to a total enrollment of 192 411, The community accident prevention effort has involved working with the Police Department within the schools and being involved m the Bicycle Rodeo and Village Health & Fitness Fair This year the Department displayed the FEMA fire sprinkler as part of our Health Fair Exhibit Upon identified need or request, the Department has provided training for family members of high nsk medical patients This has not occurred often but is a service that personnel are ready to provide when necessary OBJECTIVE r- L 4.41 5 To improve the safety and effectiveness of fire rescue personnel through a comprehensive wellness program STATUS Physical training equipment m the Fire Rescue facility if used daily as part of the Department commitment to keep personnel in top physical condition One of the firefighters is a certified physical fitness trainer and is available to assist firefighters needing special training based on deficiencies identified through the Combat Challenge test One of the Firefighter/Paramedics Enc Lang placed third m the National Combat Challenge Competition which is an mdication of the high quality of personnel employed All firefighters take an annual physical exam which are randomly scheduled and staggered throughout the year Additionally all personnel have had the necessary inoculations ttus year and records are monitored on a continuous basis OBJECTIVE 6 To improve the water distribution system by encouraging Miami Dade Water and Sewer Department to implement the Proposed Hydrant and Main Plan STATUS A plan was submitted to Miami Dade Water and Sewer Department (MDW SD) and installation of the first phase of hydrant and main improvement which has been scheduled Further 132 r FIRE RESCUE DEPARTMENT ACCOMPLISHMENTS FOR FISCAL YEAR 1996 improvements will be scheduled as MDWSD funding becomes available In a letter from MDWSD dated August 9 1996 the Village was informed that the request for additional fire hydrants will be evaluated durmg the upcoming Fiscal Year 1997 along with other similar areas of Dade County For the first six months of the Fiscal Year the Department inspected all of the hydrants within the Village including the newly installed hydrants on the Grand Bay Resort and Residences property r r" r 133 FIRE RESCUE DEPARTMENT 1 2 3 4 5 6 1 *a To deliver an emergency service which safeguards the lives and property of all islanders and mitigates the ravages of fire and disaster through effective and efficient incident management and operations To reduce the incidence of death and disability for all islanders through the provision of prompt and effective Advanced Life Support pre hospital emergency medical service To reduce the incidence of injury and property loss for all islanders as a result of fire or other catastrophic events through public fire prevention education, plans review building inspections and enforcement of State and Local Fire and Building Codes To improve the safety and quality of life for all islanders through contmuous blood pressure monitormg, CPR instruction, and accident prevention education To improve the safety and effectiveness of fire rescue personnel through a comprehensive wellness program To improve the water distribution system within the Village by encouraging Miami Dade Water and Sewer Department to implement the proposed hydrant addition and water main replacement plan r 134 FIRE RESCUE DEPARTMENT FISCAL YEAR 1997 OBJECTIVES leav sr- rin OBJECTIVE ONE To deliver an emergency service which safeguards the lives and property of all islanders and mitigates the ravages of fire and disaster through effective and efficient incident management and operations KEY AREA INDICATOR ACTION PLAN Fire Suppression Hazardous Matenals Incident Mitigation and Disaster Preparedness Addresses Council Goals pertaining to Responsiveness/Evaluation and Communications/Public Relations • To provide an appropnate on duty force of skilled personnel (seven) and operational equipment (one ALS Rescue Unit and one ALS Firefighting Unit) to respond to all fire and hazardous material emergency mcidents within the Village • To increase the skill, knowledge and abilities of all personnel through a comprehensive training program (eight hours per month) • To increase the skill knowledge and abilities of all personnel through fire ground dells (eight hours per month) conducted where possible m conjunction with the Miami Fire Rescue Department • To mcrease 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 expenence m fire tactics and operations • To participate in the nationally recognl7ed Combat Challenge process whereby Village Firefighters compete with other Departments m physically demanding job related activities to test their strength and endurance • To mcrease the skill knowledge and abihties of selected personnel through attendance at advanced framing courses and the National Fire Academy • To increase the skill, knowledge and abilities of selected personnel through participation in the Flonda Task Force 2 Urban Search and Rescue Team PERFORMANCE MEASURES • Analysis of attendance and daily staffing levels based on mrnrmum staffing requirements • Continuous feedback from the public served through quality assurance telephone surveys L. • Analysis of trammg records (8 hours x 12 months = 96 hours per firefighter per year) reflecting individual dull time school time and class hours toward recertification • Continuous evaluation of the exchange program with the City of Miami • Analysis of monthly activity schedules rncludrng fire ground tactical surveys hose evolution drills fire hydrant inspection and flow testing fire hose inspection and testmg fire equipment mamtenance and testing • Feedback from State and National Combat Challenge competition results 135 FIRE RESCUE DEPARTMENT 0 r hr - FISCAL YEAR 1997 OBJECTIVES Feedback from FEMA audits concerning USAR Team activity Analysis of response time data Analysis of fire loss data OBJECTIVE TWO To reduce the incidence of death and disability for all islanders through the provision of prompt and effective Advanced Life Support pre hospital emergency medical service KEY AREA INDICATOR ACTION PLAN Pre hospital emergency medical care mass casualty mcident response and mitigation, and rescue activities Addresses Council Goals pertaining to Responsiveness/Evaluation and Communications/Public Relations To provide an appropnate on duty force of skilled personnel (at least seven) and operational equipment (one ALS Rescue Umt and one ALS Firefighting Umt) to respond to all emergency medical and rescue mcidents within the Village To mcrease the skill knowledge and abilities of all personnel through an aggressive taming program including both Paramedic certification and recertification of all appropnate personnel To mamtam and mcrease the skill knowledge and abilities of all personnel through medical protocol testing, as required by the Medical Director • To mcrease the skills knowledge and abilities of all personnel through a Switch With Another Paramedic (SWAP) program whereby a Village paramedic rides with City of Miami paramedics each tour of duty to gam expenence m medical protocols and Paramedic skills To participate m the nationally recognized Clmcon process whereby Village Paramedics compete with other Departments m medical protocols to test their ability to recognize and properly treat a variety of simulated patient symptoms PERFORMANCE MEASURES Analysis of attendance and daily staffing levels based on minimum staffing requirements Contmuous feedback from the public served through quality assurance telephone surveys Analysis of training records (8 hours x 12 months = 96 hours per firefighter per year) reflecting individual protocol testing and class hours toward Paramedic certification and recertification Contmuous evaluation of the SWAP program with the City of Miami reflecting a minimum of six (6) EMS alarms per tour of duty Analysis of monthly activity schedules including medical equipment maintenance and testing mass casualty drills and extrication dnlls Feedback from State and National Clmcon competition results t" 136 Yet FIRE RESCUE DEPARTMENT FISCAL YEAR 1997 OBJECTIVES r L r OBJECTIVE THREE To reduce the incidence of injury death and property loss for all islanders as a result of hostile fire or other catastrophic event through public fire prevention education plans review buildmg inspections and enforcement of State and Local Fire and Building Codes KEY AREA INDICATOR ACTION PLAN Fire prevention code enforcement and building inspection Addresses Council Goals pertaining to Community Involvement and Communications/Public Relations To inspect and enforce the applicable fire and life safety codes (three times per year) m all existing commercial and multi residential occupancies within the Village To increase the skill knowledge and abilities of all personnel through an aggressive training program mcludmg both Fire Inspector certification and recertification of all appropnate personnel To continue reviewing all new major construction and renovation plans for Village occupancies To mspect all buildings under construction within the Village To provide evacuation planning and building staff training in high nse residential office and hotel occupancies within the Village as requested To provide a residential safety survey (one time each year) of all single family/duplex occupancies within the Village To provide a residential safety survey (one time each year) of all condo and apartment occupancies within the Village To provide video programs suitable for the Government access channel that address current fire and accident prevention issues within the Village • To review and update the Hurricane Plan in conjunction with the Village Police Department the City of Miami and Metro Dade County PERFORMANCE MEASURES Analysis of building inspection folders reflecting violations and code compliance • Continuous evaluation of the Village building permit, certificate of occupancy and certificate of use process Analysis of Department monthly building inspection activity Analysis of Department tactical building inspection activity Analysis of monthly reports reflecting home safety inspection activity Analysis of monthly reports reflecting condo and apartment inspection activity Analysis of training records reflecting class hours toward Fire Inspector certification and recertification 137 FIRE RESCUE DEPARTMENT FISCAL YEAR 1997 OBJECTIVES Feedback from citizens on the value of fire prevention video programing LLip- 01, OBJECTIVE FOUR To improve the safety and quality of life for all islanders through continuous blood pressure monitormg CPR instruction and accident prevention education KEY AREA INDICATOR ACTION PLAN Resident wellness safety and quality of life activities Addresses Council goal pertaining to Community Involvement To provide CPR classes for all age groups as often as necessary to meet Village demand for all age groups To provide blood pressure monitoring at the fire station, 24 hours a day 365 days a year To provide selective training for family members of high risk medical patients as necessary To provide fire prevention and accident prevention mformation as part of our home condo and apartment inspection program PERFORMANCE MEASURES Continuous evaluation of blood pressure visit activity based on the number of citizens taking advantage of this service Analysis of monthly CPR class records reflecting number of classes held and the number of people completing the course Continuous feedback from class attendees on effectiveness of course through post course survey Review of medical reports to identify high nsk patients whose family may require specialized training and assistance in case of evacuation OBJECTIVE FIVE To improve the safety and effectiveness of fire rescue personnel through a comprehensive wellness program KEY AREA INDICATOR ACTION PLAN Firefighter health and safety Firefighter accident injury and illness data To provide and maintain appropriate physical training equipment as part of the fire rescue facility To provide a specialized individual physical fitness schedule for each firefighter based on need 138 FIRE RESCUE DEPARTMENT FISCAL YEAR 1997 OBJECTIVES • To provide annual medical exams for all firefighters • To provide necessary inoculations for all firefighters PERFORMANCE MEASURES Analysis of illness and injury reports Analysis of annual medical exam schedules Analysis of physical fitness testmg including Combat Challenge results Analysis of inoculation and exposure records pan OBJECTIVE SIX To improve the water distribution system by encouraging Miami Dade Water and Sewer Department to implement the proposed hydrant addition and water main replacement plan KEY AREA INDICATOR ACTION PLAN Water distribution fire suppression and incident mitigation Addresses a need to increase the amount of available fire hydrants To provide a water distribution plan to Miami Dade Water and Sewer Department To request funds for the plan be identified m the Miami Dade Water and Sewer Department budget To review this request semi annually To mspect all fire hydrants (3 times per year) within the Village PERFORMANCE MEASURES Feedback from Miami Dade Water and Sewer Department concerning fundmg Contact with Miami Dade Water and Sewer Department concemmg related proposed projects within the Village Analysis of hydrant inspection activity 139 FIRE RESCUE DEPARTMENT ACTIVITY REPORT ra r� L rtrr tkefr Ina sSZT ACTIVITY FY 1994 Actual FY 199 Actual FY 1996 Actual FY 1997 Estimated Response Tine 3 minutes 12 secs 3 minutes 2 secs 2 minutes 47 secs 3 minutes 12 secs Staffing Minimum staffing of 3 on a rescue unit and 4 on a firefighting unit Mmimum staffing of 3 on a Rescue unit and 4 on a firefighting umt Minimum staffing of 3 on a Rescue unit and 4 on a firefightmg unit Minimum staffing of 3 on a Rescue unit and 4 on a firefighting unit SWAP Program 365 Exchanges 332 Exchanges 295 Exchanges 36, Exchanges Building Inspections 105 Building Inspections 177 Building Inspections 638 Building Inspections 531 Building Inspections Home Inspection 0 Homes 1296 Homes 1296 Homes 1296 Homes Hydrant Inspections 338 Hydrant Inspections 342 Hydrant Inspections 485 Hydrant Inspections 394 Hydrant Inspections Hose Tests 2 Complete Fire Hose Tests 2 Complete Fire Hose Tests 2 Complete Fire Hose Tests 2 Complete Fire Hose Tests Citizen Blood Pressure Tests ,6 People Enrolled 86 People Enrolled 88 People Fnrolled 60 People Enrolled CPR and Accident Prevention Classes 22 Cfizen CPR and Accident Prevention Classes reachmg 117 residents 25 Citizen CPR and Accident Prevention Classes reaching 147 residents 43 Citizen CPR and Accident Prevention Classes reachmg 323 residents 24 Citizen CPR and Accident Prevention Classes reachmg 166 residents Physical Fitness Testmg 3 Combat Challenge Tests for each firefighter 2 Combat Challenge Tests for each firefighter 2 Combat Challenge Tests for each firefighter 2 Combat Challenges Test for each firefighter Company Drill 3072 hrs of drill 3072 hrs of drill 3072 hrs of drill 3072 hrs of drill Company School 3072 hrs of school 3072 hrs of school 3072 hrs of school 3072 hrs of school Fire Calls* 143 419 533 500 Rescue Calls ,04 670 652 650 Rescue Transports 327 37, 361 3,0 *Fire Calls mclude a variety of situations mcludmg response to structure fires v chicle fires automotive alarms smoke scares and all other incidents other than medical situations 140 12, WI DESCRIPTION ADOPTED ACTUAL 1994-1995 1994-1996 BUDGET EXPENSES ADOPTED 1995 1996 BUDGET PROPOSED 19961997 BUDGET ADOPTED 1996 1997 BUDGET X1200 1 522 X1201 X1202 X1203 X1204 X1205 - k X1206 X1207 X1210 X1220 X1320 X1500 X2100 X2220 x2300 x2400 x2500 x2650 x3400 x4010 x4040 1 522 x4100 1 522 X4200 1 522 X4300 1 522 X4301 1 522 X4500 1 522 X2600 1 522 X4900 1 522 X5100 1 522 x5110 1 522 X5130 1 522 X5200 1 522 X5240 1 522 X5250 1 522 X5260 1 522 X5280 1 522 X5290 1 522 X5410 1 522 X5420 1 522 X5270 1 522 X6300 1 522 X6400- 1 522 X6450 1 522 r I r- 1 522 1 522 1 522 1 522 1 522 1 522 1 522 1 522 1 522 1 522 1 522 1 522 1 522 1 522 1 522 1 522 1 522 1 522 1 522 Fire Rescue Salanes Fire Chief Deputy Fire Chief Fire Captains (3) Fire Lieutenants (3) Firfightrs/Paramedics (24) Firefighters/EMT (0) Administrative Assistant Salaries Overtime Sal OT Off duty Empl Holiday Pay Incentive Pay Payroll Taxes Retirement Health Life & Disability Workers Compensation Unemployment Employee Wellness Progr Automatic Aid Fire Rescue Safety Matls ALS Licences Fire Safety Communications Postage Utilities Electncity Insurance Recruiting & Physicals Pnntmg Office Supplies Computer Supplies Linen Supplies Car Allowance Uniforms Vehicle Maintenance Fuel Small Tools/Consumables Miscellaneous Mein berships/Dues/Su bsc Training Photography Fire Rescue Facilities Fire Rescue Vehicles Fire Rescue Equipment Total Fire Rescue $1 307 194 $1 285 144 $73 422 $55 646 $151 057 $134 146 5508 630 $363 456 $20 837 $248 541 000 $64 197 $5 125 (52 606 $38 376 $33 538 $3 600 $978 $106 935 $106 316 $143 792 $136 959 $138 600 $139 327 $92 000 $76 900 $7 500 $3 999 $2 000 $1 152 $402 000 $402 000 $1 966 $1 802 $1 850 $2 432 $4 300 $9 384 $500 $89 $11200 $11920 $0 $0 $39 484 540 420 $9 800 $4 267 $1 000 $615 $9140 $9 125 $0 $128 $1 200 $0 $4 800 $4 800 $36 425 $40 177 $5 000 $2 635 $1 000 $159 $2 000 $1 320 $2 000 $2 987 $2140 $1 604 $34 100 $44 466 $2 127 $421 $8 300 $9 990 $7 000 $147 $9 427 $9 350 $1 406 014 $79 375 $64 641 $166 612 5142 104 $929 760 $0 $23 522 $43 200 $5 000 $47 520 $7 200 $115 433 $154 662 $139 400 $117 107 $15 089 $500 $402 000 $2 000 $2 100 $3 700 $500 $13 361 $0 $40 000 $8 800 $500 $7 579 $0 $1 000 $4 800 $28 720 $5 000 5500 $2 000 $2 000 $2 140 $28 475 $600 $5 800 $4 000 $1 243 $2 482 881 $2 446 390 $2 617 943 $1 520 603 $85 844 $69 909 $180 191 $153 685 $1 005 535 $0 $25 439 $52 920 55 400 $56 448 $7 300 $125 943 $167 156 $139 400 $123 105 $16 432 $500 $402 000 $5 000 $2 500 $3 700 $500 $13 361 $0 $42 500 00 $8 800 00 $500 00 $7 579 00 50 00 $1 000 00 54 800 00 $28 720 00 $5 000 00 $500 00 $2 000 00 $2 000 00 $2 140 00 $29 818 00 $1 000 00 $6 000 00 $4 000 00 $2 000 $2 790 625 $1 521 876 $85 844 $69 909 $180 191 5153 685 $1 005 535 $0 $26 712 $52 920 $5 400 $56 448 $7 300 $124 521 $167 296 $139 400 $123 113 $16 432 $500 $402 000 $5 000 $2 500 $3 700 5500 $13 361 $7 500 $42 500 00 $8 800 00 5500 00 $7 579 00 $0 00 $1 000 00 $4 800 00 $28 720 00 $5 000 00 $500 00 $2 000 00 $2 000 00 $2 140 00 $29 818 00 $1 000 00 $6 000 00 $4 000 00 $27 000 $2 823 124 141 PUBLIC WORKS DEPARTMENT FISCAL YEAR 1997 MISSION To promote beautification through maintenance of public STATEMENT rights -of -way streets hbrary grounds and providing for a quahty community environment DEPARTMENTAL ORGANIZATION CHART Village Manager L. r Landscape Supervisor Landscape Maintenance Contractor Street Repair Contractor Irrigation Contractor Village Engineer Contractors Stormwater Utility Landscape Architect Beach Consultant Beach Cleaning Contract Laborer °®" MISSION STATEMENT TO PROVIDE A SAFE QUAIIY COMMUNITY ENVIRONMENT FOR AIL ISLANDERS TFIROLffiRESPONSJBLE GOVERNMENT L Refuse Collect 142 PUBLIC WORKS DEPARTMENT DEPARTMENTAL DESCRIPTION The Department of Public Works functions under the direction of the Village Manager There are two full-time Village employees One is responsible for general fitter control along both residential and commercial streets and the park The Landscape Supervisor oversees the landscape mamtenance and beach contracts In addition the Village contracts with several companies which provide consulting and maintenance services The consultants who are currently providing the Village their services are the Village Engineer Village Landscape Architects and Beach Consultants The Village Engineer is responsible for all general engineering services such as plans for paving curb and sidewalks storm sewers or bridge repairs The Village Landscape Architect consults the Village on all landscape related projects such as the Crandon Boulevard median street trees and parks Finally the Beach Consultant, specializes on coastal issues The Beach Consultants have been used to manage the dunes and oversee the beach cleaning project and develop a plan for the Beach Nourishment Program 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 brief description of their responsibilities a Beach Cleaning Contractor Responsible for maintaining the beach free of litter and debris In addition, the beach cleanmg contractor prepares the dunes for upcoming dune vegetation projects (Contract approved on July 27 1993 and extended on Apnl 9 1996 until August, 1998) b Landscape Maintenance Contractor Responsible for maintaining all landscape projects such as Crandon Boulevard Median, Neighborhood Public Landscaping Program and Street Tree Planting Program Also responsible for seasonal planting of flowers along Crandon Boulevard and withm Calusa Park The Landscape Maintenance Contractor must maintain the playing fields at St Agnes and Key Biscayne Elementary School In accordance with a ten year agreement with Dade County School Board dated September 14 1994 the Village is responsible for the maintenance of the athletic fields at the Key Biscayne Elementary School (authorized by Resolution 93-39) In accordance with a two year agreement with Metro Dade County the Village must also maintain the Key Biscayne Library grounds (authorized by Resolution 94-7) c Landscape Contractor Responsible for planting a specific project within the Village The landscape contractor may vary from project to project d City of Miami The City is under a letter agreement dated September 30 1994 which provides stormwater drainage maintenance and street maintenance on an as need basis fra lapla r {SIN Authonzed Positions Fiscal Years 1993 1994 1995 1996 1997 Public Works Supervisor 0 0 0 0 0 0 0 5 1 0 Maintenance Laborer 1 0 1 0 1 0 1 0 1 0 Total 1 0 1 0 1 0 1 5 2 0 blow 143 PUBLIC WORKS DEPARTMENT ACCOMPLISHMENTS FOR FISCAL YEAR 1996 OBJECTIVE r PRR ,z, lemc easa igftr 1 To mazntazn public areas and zmgatzon systems and preserve recent plantings and trees STATUS The Village landscape mamtenance contractor is responsible for mamtammg municipal landscape projects such as Crandon Boulevard median, Neighborhood Public Landscaping Program and Street Trees This contract is currently supervised by the Village Landscape Maintenance Supervisor In addition, the Department of Agriculture and Consumer Services have provided inspection services of the plantings due to grant moneys received m the past for vegetation projects All mspections have received 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 in May of 1995 This contractor has been maintaining the hbrary grounds as well as the Key Biscayne Elementary School and St Agnes School ballfields OBJECTIVE 3 To maintain on a daily/perzodic basis portions of Crandon Boulevard East Drive and selected areas as 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 OBJECTIVE 4 To maintain beach area located within the limits of the Village STATUS The beach is marntamed by the Beach Cleaning Contractor who provides debris pick up services twice a week This work is monitored by the Landscape Maintenance Supervisor Contract was initiated on July 27 1993 and extended on April 9 1996 for two additional years by the Village 144 PUBLIC WORKS DEPARTMENT ACCOMPLISHMENTS FOR FISCAL YEAR 1996 Council until August, 1998 In addition, the waste cans located on the beach are emptied approximately three tunes 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 This project was completed on February 29 1996 The curbing trees and irrigation are being studied by the Beautification Foundation Inc and the Village staff OBJECTIVE 6 To collect garbage trash and recycling material from single family dwellings STATUS The second year of the collection will be completed on December 31 1996 The contractor is performing above average in terms of the contract r OBJECTIVE 7 To clean at least annually all stormwater drains STATUS All stormwater drains have been cleaned twice during Fiscal Year 1996 by the City of Miami through a service agreement with the Village OBJECTIVE 8 To repair all Village roads on an ongoing basis STATUS Repairs to the streets are made by the City of Miami crews on an as needed basis 145 PUBLIC WORKS DEPARTMENT SUMMARY OF FISCAL YEAR 1997 OBJECTIVES 1 2 3 4 5 6 7 8 r L To mamtnin public areas and irrigation systems and preserve recent plantings and trees To mamtam parks play fields library grounds and public areas that will instill pride m the community To mamtam on a daily/periodic basis portions of Crandon Boulevard East Dnve and selected areas as litter free To maintain the Village beach by cleaning gradmg and contouring To continue the Crandon Boulevard Beautification Project by installing curbmg irrigation and trees along nght of -ways To collect garbage trash and recyclmg material from smgle family dwellings To clean, at least annually all stormwater drams To repair all Village roads on an ongoing basis r 146 PUBLIC WORKS DEPARTMENT FISCAL YEAR 1997 OBJECTIVES r- 7 kfra OBJECTIVE ONE To maintain public areas irrigation systems and preserve recent plantings and trees KEY AREA INDICATOR ACTION PLAN Landscape maintenance of cul de -sacs medians and swale areas and trees by pnvate contractor Review work by periodic checks and constant review of contractual obligations of U S Lawns of South Florida, Inc Enforce all provisions of Landscape Mamtenance contract approved by Village Council on June 14 1994 executed June 22 1994 Contractor began work July 5 1994 Contract extended for two additional years on Apnl 9 1996 Service complamts resolved within seventy two (72) hours PERFORMANCE MEASURES • Landscape Maintenance Supervisor Meet as often as necessary with contractor to review work Have landscape architects review public areas semi annually Analyze public comments OBJECTIVE TWO To mamtam parks play fields hbrary grounds and pubhc areas that will instill pnde m the community KEY AREA Maintenance of Calusa Park area, Key Biscayne Library Village Green 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 Flonda, Inc ACTION PLAN Enforce all provisions of the two year Landscape Maintenance contract approved by Village Council on June 14 1994 executed June 22 1994 The contract was extended for one additional year by the Village Council Service complaints resolved within seventy two (72) hours 147 PUBLIC WORKS DEPARTMENT FISCAL YEAR 1997 OBJECTIVES Dade County extended the library landscape maintenance contract for two additional years Resolution 94 7 March 8 1994 effective October 1 1994 PERFORMANCE MEASURES Landscape Maintenance Supervisor Meet as often as necessary with contractor to review work Have Landscape Architect review public areas on a semi-annual basis Analyze public comments r bees OBJECTIVE THREE To mamtam on a daily/periodic basis portions of Crandon Boulevard East Drive and selected areas fitter free KEY AREA INDICATOR ACTION PLAN Litter and Debns Patrol Penodic checks and citizen comments Monitor clean up activities of Public Works employee as per work schedule Service complaints resolved within twenty four (24) hours except during weekends PERFORMANCE MEASURES Review work schedule four (4) times per year Inspect work areas penodically to determme if areas are litter free Adjust work scheduled if required OBJECTIVE FOUR To mamtam the Village beach by cleaning grading and contounng KEY AREA INDICATOR ACTION PLAN Maintenance of Atlantic Ocean Beach Review work by periodic checks and meetings with contractor Enforce all provisions of the Beach Maintenance contract approved by the Village Council on July 27 1993 for a three (3) year penod Universal Beach Service Corporation began work on August 10 1993 Contract extended by Village Council for two additional years on Apn19 1996 148 PUBLIC WORKS DEPARTMENT FISCAL YEAR 1997 OBJECTIVES Service complaints resolved within a seventy two (72) hour period except during weekends PERFORMANCE MEASURES Inspect beach on a weekly basis Meet quarterly with representative from Universal Beach Service Corp Brmg beach contour and condition up to even and stabilize profile at this elevation Analysis of public comments Meet with Dade County Department of Environmental Resources Management once per year to review beach restoration n hfsm r +, OBJECTIVE FIVE To contmue the Crandon Boulevard Beautification project by installing new hghtmg, curb imgation and trees along nght-of way areas KEY AREA Crandon Boulevard Improvements INDICATOR Monitor work of Metro Dade Pubhc Works Department Metro Dade Parks and Recreation and consulting engmeers ACTION PLAN Prepare plans and specifications for the installation of curbmg along both sides of Crandon Boulevard Prepare plans and specifications for the installation of an imgation system and trees and other beautification installation projects Receive bids for projects to be undertaken PERFORMANCE MEASURES Curbing, irrigation system and trees shall be mstalled by late 1996 or mid 1997 OBJECTIVE SIX To collect garbage trash and recycling matenal from smgle family dwellings KEY AREA Solid Waste Management INDICATOR Review contract with Browning Ferns Industries of Florida, Inc 149 PUBLIC WORKS DEPARTMENT FISCAL YEAR 1997 OBJECTIVES tusi ACTION PLAN • Enforce all provisions of the five (5) year contract with Brownmg Ferns of Flonda, Inc dated December 30 1995 • Respond to service misses m accordance with contract section 17 3 which specifies that complaints received before 12 00 noon will be resolved prior to 5 00 p m that day When a complaint is received after 12 00 noon on the day preceding a Hohday or on a weekend it shall be resolved no later than the next working day PERFORMANCE MEASURES • Spot checks by Staff • Quarterly meetmgs with contractor • Review complamts on a monthly basis Rig ttas OBJECTIVE SEVEN To clean, at least annually all stormwater drams KEY AREA INDICATOR ACTION PLAN Stormwater Management Check stormwater drains annually • Continue to contract with the City of Miami, to clean drains as per the mter local agreement dated September 30 1994 • Review service complaints monthly PERFORMANCE MEASURES • Physical inspection • Complaints received • Analyze maintenance log on a monthly basis OBJECTIVE EIGHT To repair all Village roads on an ongoing basis KEY AREA INDICATOR Street Maintenance Check roads on an ongoing basis r'" 150 PUBLIC WORKS DEPARTMENT FISCAL YEAR 1997 OBJECTIVES ACTION PLAN • Continue to contract with the City of Miami, as per the inter local agreement dated September 30 1994 to repair streets • Review service complaints monthly PERFORMANCE MEASURES • Physical inspection. Complamts received Analyze maintenance log on a monthly basis 151 L. DESCRIPTION ADOPTED ACTUAL ADOPTED PROPOSED ADOPTED /9941995 1994 1995 1995 1996 1996 1997 19961997 BUDGET EXPENSES BUDGET BUDGET BUDGET X0000 1 539 X1200 1 539 X1210 1 539 X1220 1 539 Public Works Salaries Public Works Supervisor Maintenance Laborer $0 $0 50 $59 026 $59 026 $0 $0 $20 000 $36 950 $36 950 $18 900 $18 829 $20 412 $22 076 $22 076 r- X2100 1 539 Payroll Taxes $1 450 $1 419 $3 062 $4 515 $4 515 X2220 1 539 Retirement Contnbutions $2 100 52 071 $3 345 $6 493 $6 493 F"° X2300 1 539 Life Health Dis Ins $4 200 $4 229 $6 300 $8 400 $8 400 X2400 1 539 Workers Comp Ins $1 275 $1 019 $1 625 $5 223 $5 223 X2500 1 539 Unemployment Ins $75 $90 $125 $580 $580 X3180 1 539 Village Engineer $60 000 $60 127 $60 000 $60 000 $60 000 r" t X3210 1 539 Landscape Architect $40 000 $5 988 $15 000 $10 000 $5 000 X3400 1 539 Contractual Services $265 000 5310 528 $265 000 $300 000 $300 000 ra. L x3420 1 539 Village Green Constructro $0 570 551 $0 $0 $0 x3430 1 539 Beautification Project 50 520 359 $0 $0 $0 i X3450 1 539 Consulting Services $15 000 $2 987 $15 000 $5 000 $5 000 X4600 1 539 Maintenance and Repairs $31 000 $22 444 $31 000 $30 000 $30 000 X5000 1 539 Maintenance Contracts $31 000 $39 567 $31 000 $40 000 $40 000 7 X6000 1 539 Hurricane Expenditures $0 518 864 50 $0 $0 i X6450 1 539 Equipment $5 000 $4 265 $20 000 $10 000 $10 000 mm FRR Total Public Works $475 000 $583 337 $491 869 $539 237 $534 237 152 RECREATION DEPARTMENT FISCAL YEAR 1997 e r To provide and promote a creative and balanced system of leisure programs which are sensitive and responsive to citizen needs and continue providing citizens with quality of life opportunities for positive recreational expenences DEPARTMENTAL ORGANIZATION CHART village Manager Program Coordinator Tennis Contractor Contracted Instructors Sports Coordinator MISSION STkTEMENf 'TO PROVIDEA S 4FE QU 4LITY COMMUNITY ENVIRONMENT FOR 4LL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT r„,, 153 1.16.0 RECREATION DEPARTMENT DEPARTMENTAL DESCRIPTION The Recreation Department caters to nearly 10 000 participants a year by offenng a variety of programs One challenge this Department has faced is attempting to establish and develop a quality balanced program with limited 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 Staff is capable of working m each division when necessary The Athletic Division is administered by the Sports Coordinator The Athletic division is responsible for the administration of the Key Biscayne Athletic Club which organizes athletic programs for approximately 850 children Programs available include flag football youth soccer leagues baseball seasonal sports camps and the Chief Harmon Memorial Fishing Tournament Additional programs have been added to the athletics division such as the spring and summer adult basketball adult soccer tournament and the fall and spnng youth tennis leagues The Programs Division provides vanous activities for people of all ages Whether it be summer and spnng camps for the island s youth or excursions to area attractions professional sporting events and cultural plays for the more mature participants Through this division the department strives to provide quality leisure opportunities for all sectors of the population The Tennis Division is operated by a Tennis Instructor through an independent contract under the direction of the Program Coordinator The Tennis division caters to over 4 500 people who utilize the four pubhc tenors courts located at Calusa Park A Tennis Instructor organizes classes on an appointment basis The tennis courts are available to the public free of charge The Parks Division administers both the Village Green and Calusa Park, msurmg that the grounds are maintained properly An additional park related function includes the issuance of permits which are required for parties organized sports and special events held by any person or organization m accordance with park rules adopted by Village Council on November 14 1995 Ordmance 95 14 r - pap The Special Events Division is responsible for the coordination of several special events which are sponsored by the Village such as the Health and Fitness Safety Fair the Sprmg Egg Hunt, Memorial Day Ceremonies Government Day St Valentine Day Celebration Arbor Day Ceremonies Flag Day Ceremonies Wmterfest and the Fourth of July Fireworks Celebration In addition the Division serves as a liaison to local community and civic groups organizmg special events at the public parks Authorized Positions Fiscal Years 1993 1994 1995 1996 1997 Director 1 0 10 0 0 0 0 0 0 Program Coordinator 1 0 10 1 0 1 0 10 Sports Coordinator 10 10 1 0 1 0 10 Program Assistants (2) Part Time 0 5 0 5 0 5 0 5 0 5 Total 3 5 3 2 5 2, 2 5 154 RECREATION DEPARTMENT ACCOMPLISHMENTS FOR FISCAL YEAR 1996 OBJECTIVE 1 Promote programs that will increase participation in Recreation Department activities STATUS r r E imed Through the use of the Quahty Assurance Response Card" and analysis of enrollment numbers and repeat customers the Recreation Department has been able to establish which events and activities are the most popular and provide a better service to satisfy the pubhc s wants needs and recreational desires The Department designed a brochure that highlights the Recreation Departments activities and a return survey card The brochure was mailed to over 600 residents and is available at Recreation Department activities The comments and suggestions from the residents are analyzed and programs/activities are planned accordingly OBJECTIVE 2 Coordznate and provide programs and acttvztzes for teenagers ages 13-18 STATUS The Recreation Department scheduled several open meetings for this age group through Teens of the Key The meetings were held at the Village Council Chamber and attendance was mmimal The Council Chamber is a difficult facihty to hold these meetings This age group needs larger space and a durable facility The lack of facilities has had an impact to where this age group meets or hangs out This age group prefers to have Fnday night dances video games and a general area to meet The department has given mcentives to this age group to help off set the costs of fee based activities For example teenager who volunteer to help or assist with special events basic office work or other recreational activities would receive a discount on any of the fee based activities the Recreation Department has scheduled such as professional sportmg events Teenagers are also encouraged to complete mandatory community service hours with the Department Program surveys are being analyzed OBJECTIVE 3 Coordinate and promote recreational activities that would utilize the Village Green STATUS The following events are hosted and co -hosted by the Recreation Department • Valentme on the Green Fourth Annual Health Fitness & Safety Fair Fourth Annual Spring Egg Hunt Pin Arbor Day Flag Day & Village of Key Biscayne Fifth Year Anniversary • Fourth of July Fireworks & Celebration 155 RECREATION DEPARTMENT ACCOMPLISHMENTS FOR FISCAL YEAR 1996 • 19th Annual Key Biscayne Lighthouse Run & Walk • WinterFest The arrival of Santa Claus & Annual Tree Lighting OBJECTIVE 4 Increase adult activities and programs fpinia STATUS The Recreation Department hosted adult basketball leagues twice dunng the Fiscal Year 1996 Our Spnng and Summer leagues continue to be successful with 53 participants between the two leagues The Department also hosted for the first time an adult soccer tournament on the Village Green This all day event brought 80 participants and their families to Key Biscayne for the day Involvement m the Flonda Parks and Recreation Association increased for Key Biscayne by participation m officiating and administrating for adult flag football State Qualifying tournaments and the State Championslups held m St Petersburg OBJECTIVE t� o Increase activities with the Key Biscayne Athletic Club programs STATUS In Fiscal Year 1994 the Key Biscayne Athletic Club provided football, soccer and baseball In Fiscal Year 1995 the activities were increased to mclude the Chief Harmon Memorial Fishmg Tournament and a Summer soccer camp as well as football soccer and baseball In the Fiscal Year 1996 Key Biscayne Athletic Club activities have been increased with the addition of a tennis program twice a year and seasonal soccer camps occurring m the wmter and spring as well as summer The followmg is a comparison of the athletic programs offered through the Department of Recreation smce 1992 r - r" 1992/1993/1994 1995 1996 Youth flag football Youth flag football Youth flag football Youth soccer Youth soccer Youth soccer Youth baseball Youth baseball Youth baseball Youth fishing tournament Youth fishing tournament Youth Summer Soccer Camp Youth Summer Soccer Camp Adult Spnng and Summer Basketball Adult Spnng and Summer Basketball Adult Soccer Tournament 156 RECREATION DEPARTMENT SUMMARY OF FISCAL YEAR 1997 OBJECTIVES 1 2 3 4 5 6 1/4,00 r r^ To increase Departmental mvolvement with national and state professional associations such as the National Recreation & Parks Association and the Flonda Recreation & Parks Association To provide additional recreational opportunities for the teenage population rangmg ages thirteen through eighteen To develop a comprehensive playground and park safety program To provide certification clinics and workshops for coaches and referees for each organized sport m cooperation with the Key Biscayne Athletic Club To increase the number of programs offered through the Athletic Division associated with the Key Biscayne Athletic Club To increase awareness of the Recreation Department through sports and other activities 157 RECREATION DEPARTMENT FISCAL YEAR 1997 OBJECTIVES 1 OBJECTIVE ONE To increase Departmental mvolvement with national and state professional associations such as the National Recreation & Parks Association and the Florida Recreation & Parks Association KEY AREA INDICATOR Memberships with National and State Associations ACTION PLAN Professional Recreation Associations • Continue annual membership of national and state organizations • Attend local Flonda Recreation & Parks Association district meetmgs workshops and Annual State Conference • Volunteer to participate on committees PERFORMANCE MEASURES • Focus on workshops and committees that relate to the recreational needs of the community • Volunteer to sit on boards and committees OBJECTIVE TWO To provide additional recreational opportunities for the teenage population ranging ages thirteen through eighteen KEY AREA INDICATOR Attendance and level of participation by teenagers ACTION PLAN Recreational activities for teenager • Encourage teens to volunteer time helping with youth camps sports activities and special events • Continue to subscribe to publications and attend related forums concerning at risk youth programs • Research other recreation departments approach to teenage programs PERFORMANCE MEASURES • Analyze program attendance • Offer program surveys to attendees to improve service and develop new programs 158 w* RECREATION DEPARTMENT FISCAL YEAR 1997 OBJECTIVES Pras 4- t g fre tel r A- 1 OBJECTIVE THREE Develop a comprehensive playground and park safety program KEY AREA INDICATOR Playground safety inspection system ACTION PLAN Village Green playground and surroundmg open park space • Complete the National Recreation and Parks Association Playground Safety Inspector Certification Course and Exam Continue monthly Playground Inspection Program/check list Attend local workshops focusing 011 playground safety and risk management PERFORMANCE MEASURES Certification for Playground Safety Inspector Monthly tracking system for playground equipment status OBJECTIVE FOUR To provide certification clinics and workshops for coaches and referees of each organized sport m cooperation with the Key Biscayne Athletic Club KEY AREA INDICATOR Havmg certified coaches and sports personnel conducting sporting events ACTION PLAN Sports and Athletic Programs The Recreation Department to host climes or workshop to certify coaching personnel Provide fundmg assistance for coaching certification PERFORMANCE MEASURES Tracking the number of certified coaches that continue coaching each season OBJECTIVE FIVE To increase the number of programs offered through the Athletic Division associated with the Key Biscayne Athletic Club KEY AREA INDICATOR Sports Athletic Programs Department participation and assistance with sports programs 159 RECREATION DEPARTMENT I f - fR fen toff FISCAL YEAR 1997 OBJECTIVES ACTION PLAN • Host community activities to increase participation • Promote combmed athletics for children and adults PERFORMANCE MEASURES • Analyze program attendance records • Program surveys OBJECTIVE SIX To increase awareness of the Recreation Department through sports and other activities KEY AREA INDICATOR. Department participation and assistance with sports programs ACTION PLAN Sports and Athletic Programs • Promote youth sports through camps and mini seasons for various activities • Promote the Key Biscayne Athletic Club by increasmg publicity through various sources of communication PERFORMANCE MEASURES • • Tn-annual newsletter informing participants of final standings for each sports program Contmual analysis of enrollment reports rt. 160 RECREATION DEPARTMENT r tx r ACTIVITY REPORT ACTIVITY FY 1993 Actual FY 1994 Actual FY 1995 Actual FY 1996 Actual FY 1997 Estimated Special EN eats Halloween Face Pamtmg 75 Halloween in Homestead 25 Lighthouse Run 800 1 500 1 300 +1 500 +1 500 Health Fair 500 +350 +350 +300 +500 Spring Egg Hunt +800 +800 +800 +800 1 000 Big Top Performance 200 45 Summerfest +500 800 Cyclefest 200 Wmterfest 1 000 +1000 Valentines on the Green 200 +330 National/Local Celebrations Earth Day 100 +200 +200 National Trails Day 100 Arbor Day +750 +750 MeuonalDay 250 +230 Government Day Flag Day 600 July 4 +5 000 15 000 +b 000 +15 000 12 000 Key Biscayne FFrstonans 75 Cultural Entertamment Plays/Performances 110 145 110 126 SemmarslLectures Coaching Mature Dnver 22 59 68 75 Eating Healthy Seminar 28 Seniors 16 22 23 Adults 12 17 161 RECREATION DEPARTMENT «*a pAa w ACTIVITY REPORT ACTIVITY FY 1993 Actual FY 1994 Actual FY 1995 Actual FY 1996 Actual FY 1997 Estimated Sports Games Football 220 20 150 Hockey 89 69 75 120 Baseball 576 98 +100 100 Basketball 22 +100 Polo 20 18 10 18 20 Classes Tumblebees Gymnastics 112 37 Karate 56 Yoga 23 Feldenkrais 20 Boat Safety 12 I7 +20 Art 9 Scuba 2 Traps and Tours Youth Day Tours 41 127 73 106 Local Attractions 145 216 125 170 200 Athletics Flag Football 82 107 +110 112 105 Soccer 280 257 270 310 300 Baseball 260 240 160 167 170 Softball 27 Basketball 30 Adult Basketball 35 60 78 53 60 Fishing 99 108 110 Tennis 94 110 Lifetime Sports Tennis (Court Use) Not Available 4 0,9 4 000 Walkmg ,8 10 r 4 162 DESCRIPTION ADOPTED ACTUAL ADOPTED PROPOSED ADOPTED 19941995 19941995 19951996 19961997 19961997 BUDGET EXPENSES BUDGET BUDGET BUDGET Cr X0000 1 572 Recreation X1200 1 572 Salaries .x $59 635 $57 695 $67 534 $72 223 $73 685 X1220 1 572 Sports Coordinator $28 110 $30 401 $32 879 $32 879 X1230 1 572 Program Coordinator $21 525 $27 133 $29 244 $30 706 X1240 1 572 Part Time Employees (2) $10 000 $1D 000 $10 000 $10 000 X2100 1 572 Payroll Taxes $4 562 $4 752 $5 166 $5 525 $5 622 X2220 1 572 Retirement Contributions $5 460 $5 410 $6 329 $6 845 $6 985 X2300 1 572 Life Health Dis Inc $8 400 $8 478 $8 400 $8 400 $8 400 X2400 1 572 Workers Compensation $7 000 $5 585 $5 402 $4 558 $4 675 X2500 1 572 Unemployment Insurance $300 $287 $650 $722 $722 F.. 1 572 Key Bisc Athletic Club $35 000 5355020807 535 000 $35 000 $35 000 X5430 1 572 Travel $2 250 $1 321 $2 000 $1 500 $1 500 - X4500 1 572 Insurance $7 500 $6 889 $7 500 $7 500 $7 500 op, X4800 1 572 Advertising $5 000 $4 064 $5 340 $5 000 $5 000 X4900 1 572 Vehicle Expense $4 000 $2 173 $4 000 $3 000 $3 000 • X5100 1 572 Office Supplies $2 500 $1 885 $2 500 $2 000 $2 000 X5220 1 572 Program Supplies $4 000 $3 816 $4 000 $4 000 $4 000 X5240 1 572 Uniforms $1 000 $908 $1000 $1000 $1000 X5410 1 572 Memberships/Dues/Subsc $600 $1217 $1 000 $1250 $1 250 tom- X5420 1 572 Conferences and Seminar 51 000 $605 $1 000 $750 $750 X5740 1 572 Special Events $75 000 $73 620 $75 000 $75 000 $18 000 '� X6300 1 572 Park Improvements $2 000 $1 038 606 $2 000 $2 000 $2 000 s X6430 1 572 Program Equipment $9 500 $6180 $fi 000 $6 000 $6 000 n r^ L L 0 Total Recreation $234 707 $1 258 491 $239 821 $242 173 $186 989 Note The park improvements were funded by the Impact fees received from Dade County Ocean Club and the Grand Bay developers 163 L CAPITAL OUTLAY FISCAL YEAR 1997 lev rbe 7 I L This section accounts for financial resources to be used for acquisition or construction of major capital facilities and improvements Upon adoption of the Annual Budget momes allocated to Capital Outlay Budget are transferred from the General Fund to the Capital Improvement Fund For more mformation on the Capital Improvement Program please review the Capital Improvement Fund Section of this budget MISSION STATEMENT "TOPROVIDE A SAFE, QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT r G 164 CAPITAL FUND FISCAL YEAR 1995 1997 1 r -a yaoffilf Fiscal Year 1995 Fiscal Year 1996 Fiscal Year 1997 Total Crandon Boulevard Beautification $0 $250 0002 $100 0002 $350 000 Underground Utility Wires 0 2) 0002 40 0002 65 000 West Mashta Dnve Bndge Replacement 100 0003 200 000' 150 0002 450 000 Harbor Dnve Impro\ements 25 0002 120 000 100 0002 24) 000 Femwood Road Landscaping 50 0002 50 0002 0 100 000 Samtary Sewer Reserve 100 0004 0 0 100 000 Village Facihties 250 0004 300 0004 300 000 850 000 Fire Vehicle ReplacementReser 100 0004 100 0004 100 000 300 000 Fire Equipment 0 25 000 0 25 000 Calusa Park Improvements 0 25 0002 0 25 000 Enhance Sign Up grade 25 0004 0 0 25 000 E Enid Dnve Off Street Parking Lot 35 000 0 35 000 0 Ocean Lane Dnve 100 0004 0 0 100 000 West Mashta Sidewalk 85 0003 0 100 000 185 000 Harbor Dnve Sidewalk 260 0003 0 0 260 000 Harbor Drive Trees 35 0004 0 0 35 000 Femwood Road Sidewalk 100 0004 0 0 100 000 Bus Shelters 24 0002 0 0 24 000 Street Name Signs 0 0 10 000 10 000 Beach Renounshment 0 0 135 000 135 000 Sub -total $1,2$9 000 $1 095 000 $1,000 000 , 13,384 000 Contingency 173 9013 116 836 0 290 737 Reserve 170 000' 170 0001 TOTAL $1462907` $1 041436 $1 000 000 $3,504,737 *� Reserve for Beautification of Crandon Boulevard Planning On Going Completed 165 DESCRIPTION P" X0000 1 519 Capital Outlay X6200 1 519 Capital Outlay ADOPTED ACTUAL ADOPTED PROPOSED ADOPTED 1994 1995 1994 1995 19951996 1996 1997 1996 1997 BUDGET EXPENSES BUDGET BUDGET BUDGET Capital $1 462 901 $1 462 901 $1 041 836 $1 407 500 $1 000 000 Total Capital Outlay $1 462 901 $1 462 901 $1 041 836 $1 407 500 $1 000 000 TOTAL EXPENDITURES $9 654 439 $10 697 508 $9 721 720 $10 611 250 $10 243 910 n a, 166 t 4.44 VILLAGE OF KEY BISCAYNE FISCAL YEAR 1997 CAPITAL IMPROVEMENT FUND The Capital Improvement Fund accounts for financial resources to be used for acquisition or construction of major capital facilities and improvements This fund was created by Village Council Resolution No 95 26 adopted on July 25 1995 Upon adoption of the Annual Budget momes allocated to Capital Outlay are transferred from the General Fund to the Capital Improvement Fund MISSION STATEMENT '70 PROVIDE A SAFE, QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 167 CAPITAL IMPROVEMENT FUND A. Pursuant to Village Charter Section 3 03 (5) a capital program is developed and updated annually The Master Plan defines capital improvements as non recurring financed physical improvement projects costing at least $25 000 The Village Master Plan establishes the guidelines for the annual Capital Improvement Program process as follows CAPITAL IMPROVEMENTS Goal 1 To undertake capital improvements necessary to provide adequate infrastructure and a high quality of life, within sound fiscal practices Objective 1 1 The Annual Capital Improvement Program Process Achieve annual Village Council use of thzs Element as the framework to monitor public facility needs as a basis for annual capital budget and fzve- year program preparation Policy 1 1 1 As part of the annual budget process staff and engmeenng 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 drainage facility improvement/replacement program based upon the 1993 Drainage Master plan Policy 1 13 In setting pnonties the following kinds of' cntena shall be used by the Village Council m all cases financial feasibility or budget impact will be assessed • Public safety projects any project to ameliorate a threat to public health or safety • Quality of life projects any project that would enhance the quality of life such as a pubhc streetscape improvement project • Level of service or capacity projects any project needed to maintain an adopted or otherwise desirable Level of Service 168 CAPITAL IMPROVEMENT FUND • 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 14 The Village shall use designated fundmg mechanisms such as the dramage 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 m the policies of other Master Plan elements L .W4 r a�. CAPITAL IMPROVEMENT ELEMENT IMPLEMENTATION SYSTEMS A Five -Year Schedule of Capital Improvements 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 of every year and including the use of the project selection cntena contained in Policy 1 1 3 related thereto will be the annual review of this Element 2 Completion of a Master Drainage Plan and fmal approval of a drainage utility funding mechanism Master Plan adopted by Village Council on September 14 1993 3 Preliminary financial and engmeermg 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 timmg as outlmed m (C) below 5 Exploration of park impact fees 6 Evaluate the need for and efficacy of financing mechanisms to pay for beach renounshment and dune development 169 CAPITAL IMPROVEMENT FUND 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 cntena shall be used m 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 annual budget process D Concurrency Management Concurrency management shall be implemented as articulated in Land Use Element Policy 2 14 and Capital Improvement Element Policy 1 4 1 RELATIONSHIP BETWEEN OPERATING AND CAPITAL BUDGETS The Village of Key Biscayne prepares a separate Capital Improvement Budget from the Operating Budget, however the two budgets are linked The Capital Improvement Budget as distinguished from the Operatmg Budget is a multi year financial plan for the acquisition expansion or rehabilitation of infrastructure capital assets or productive capacity of Village services The Capital Outlay along with the Capital Improvement Program is developed along with the operating budget All projects are adopted goals of the Village Council 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 Capital Projects typically apply to the following Expenditures which take place over two or more years requiring continuing appropnations beyond a smgle fiscal year Systematic acquisition over an extended period of time and Scheduled replacement or maintenance of specific elements of physical assets Revenues for the Capital Budget denve pnmanly from current revenues The Capital Improvement Budget unlike the Operating Budget, is a five year plan which is updated annually Only those projects scheduled during the first year of the plan are financed and adopted as part of the Village s Annual Operating Budget The Capital Outlay upon adoption of the budget, is transferred to the Capital Improvement Fund Funds remain m this account until the project is completed or closed L and do not need to be re appropnated every year No property tax increase has been required to fund Debt Service requirements since the Village s inception The Fiscal Year 1997 proposed property tax rate of $3 80 per $1 000 assessed valuation, is the same as the Fiscal Year 1996 property tax rate The long term debt plan, favorable revenue structure economic diversity and fund balances have allowed for continuous capital improvements throughout the Village over the last five years I 170 CAPITAL IMPROVEMENT PROGRAM FISCAL YEARS 1997 2001 The following list of projects and schedule will be used as a framework to guide the future capital improvements that will enhance and replace existing infrastructure m order to improve the character of our community Crandon Boulevard $100 000 West Mastita Bridge 150 000 Improvements Harbor Drive Improvements I00 000 Underground Utility 40 000 Traffic Calming/Sidewalks 100000 Beach Renounshment 105 000 Street Signs and Entrance 10 000 Signs Land Acquisition Reserve 300 000 r r L East Enid Parking (Deleted) Fire Rescue Equipment -35 000 100 000 Total $1 000 000 The Crandon Boulevard Improvement Program shall continue over the next several years as per the Council s Goals and Objectives The Median Improvement Project which included the planting of 127 mature green malayan coconut palms and ground cover was completed in May 1994 The cost for the Median Improvement Project was approximately $400 000 On February 29 1996 the replacement of the streetlights along the boulevard was completed The Streetlight 171 CAPITAL IMPROVEMENT PROGRAM FISCAL YEARS 1997 2001 7 r - Improvement Project mvolved the installation of 125 fight assemblies on both sides of the boulevard with decorative 18 ± foot high poles conduit conductors pull boxes and load centers to enhance the appearance of the roadway within the Village limits for a distance of approximately 1 3 miles The Streetlighting Improvement Project was a joint project with the Florida Department of Transportation The cost of the Streetlight Improvement Project for the Village was $171 000 Fiscal Years 1997 - 2001 The Fiscal Year 1997 Capital Improvement Fund budget appropnates $200 000 for additional improvements along Crandon Boulevard 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 Florida State Recreation Area Other possible future improvements to the boulevard mclude the plantmg of trees along the swale areas and installation of irrigation Following recommendations by the Buildmg, Zoning and Planning Department m a Comprehensive Plan for Crandon Boulevard P"' expected to be completed by 1997 the Council will determine how the $200 000 will be spent as well as future year appropnations 0.4 r L - Li Y 1997 FY 1998 'Total 5 -teat 'Program $100 000 $250 000 $225 000 $200 000 $200 000 $975 000 H:ghl:ghts from Prior Fiscal Years The West Mashta Bndge Construction Program will replace an old 48 pipe which is no longer N operating subsequently creatmg a problem T around the area due to stagnant water and debns In addition, due to Humcane Andrew m 1992 the banks eroded drastically and are m Aflame can need of replacement The new bndge design will have an out -to out width of 53 The structure includes a prefabncated culvert unit, 4 wide The new roadway width will meet current highway standard widths and improve the existing 20 width, with two 10 traffic lanes Construction will be m two phases to allow traffic to flow m and out of Mashta Island at all times Funds from the Fiscal Year 1995 and Fiscal Year 1996 Budgets m the amount of $300 000 have been appropriated for this project Currently plans have been submitted to both appropriate Federal and State permitting agencies for approval 172 CAPITAL IMPROVEMENT PROGRAM FISCAL YEARS 1997 2001 r. Fiscal Years 7997- 2007 Once the Village receives the necessary construction pennits the West Mashta Dnve Bndge Construction Program will be bid The project is expected to commence m 1997 and be completed by 1998 The Fiscal Year 1997 Capital Improvement Budget allocates an additional $150 000 for this project r 997 `ems 0 Tot-, ;, Pre- -{ F 99 ue. " $150 000 0 0 0 0 $150 000 A total of 256 mahogany trees were installed along the swale areas of Harbor Drive Work commenced on May 20 1996 and was completed on May 24 1996 The tree planting project is partially funded by a Small Busmess Administration grant for $35 000 received by the Village in 1994 The Fiscal Year 1996 Capital Improvement Budget appropriated $120 000 toward this project Fiscal Years 1997- 2001 A total of $100 000 has been allocated for the Fiscal Year 1997 capital improvements to Harbor Dnve The total $1 070 000 allocated over the next five years will fund improvements such as the reconstruction of the first block of Harbor Dnve between Crandon Boulevard and Femwood Road construction of the circle at the West Mashta Dnve intersection drainage traffic calming and landscaping FY 1997 FY 8 _; FY 1999 FY 2000 .FY.24101 h total 5 -Year= $100 000 $200 000 $200 000 $250 000 $270 000 $1 020 000 173 L„� CAPITAL IMPROVEMENT PROGRAM FISCAL YEARS 1997 2001 5.151, I" Fiscal Years 1997 - 2001 For the past several years the Village Council have been discussing the conversion of the overhead utility distribution system which includes electnc 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 FY 1997 ' FY -1998 FY 1999 - FY 2000 FY 2001 To 5 -Year Pn ain $40 000 $215 000 $350 000 $255 000 $375 000 $1 235 000 Sidewalks/ Traffic Calming Ilighhghts from Prior Fiscal Years The Sidewalk Improvement Program addresses the public safety and quality of life issues reflected m the 1993 Master Plan N Survey in which 77% of respondents ranked A sidewalks as a high pnority and desirable improvement The program involves the construction of sidewalks and related nght-of way improvements necessary to accommodate oce. both pedestrians and bicyclists on Harbor Drive Femwood Road and West Mashta Drive Construction of the sidewalk along Fernwood Road commenced on Apnl 29 1996 The sidewalk is bemg installed on the east side of the street as close to the edge of pavement as practical at a width of five feet It will provide pedestrian access from Harbor Drive to West Mashta Drive the Village Green, and existing sidewalks adjacent to Key Biscayne Elementary School Sidewalks installed along West Mashta Dnve from Crandon Boulevard to Harbor Dnve and along the west side of Harbor Drive, from Crandon Boulevard to West Mashta Drive will provide essential links to the center of the community 174 CAPITAL IMPROVEMENT PROGRAM FISCAL YEARS 1997 - 2001 k Fiscal Years 1997 2001 The Village contracted a traffic engineer who was directed to prepare traffic calming techniques for selected streets within the Village in conjunction with the Sidewalk Improvement Program Funds totaling $100 000 has been appropriated for sidewalks/traffic calming in the Fiscal Year 1997 A total of $800 000 have been funded over the five year penod beginning Fiscal Year 1997 through 2001 FY 1997 FY 1998 FY 1999 FY 2000 FY 2001 Total 5 -Year Program $100 000 $150 000 $100 000 $250 000 $200 000 $800 000 r 9- 1 a=* Beach r N A Atet1 Ott Fiscal Yeats 1997- 2001 Funds allocated in the Capital Improvement Budget toward the Village s beach will be used to enhance the dune system along the Atlantic Ocean plant palm trees at selected locations and for the Renounshmnet Project The Dune Revegetation Project may be undertaken in cooperation with Metropolitan Dade County In addition other possible future projects mvolve the installation of a limestone walkway along the beach to link both the East Heather Drive and East Enid Dnve beach accesses and beach nourishment to 3 000 linear feet of beach This project is included m the Village Master Plan and Council Goals and Objectives FY 1997 FY 1998 FY 1999 FY 2000 FY 2001 Total 5 -Year Program $135 000 0 0 $200 000 $350 000 $685 000 175 CAPITAL IMPROVEMENT PROGRAM FISCAL YEARS 1997 - 2001 00, L fl Fiscal Years 1997 2001 The Street Sign Replacement Project involves the replacement of the standard County street name signage with an attractive new model sign The style for the sign will be determined by the Village Council - FY 1997 FY 1998 - EY' 1999 FY 2000 FY 2041 t Total 5 -Year Program'v $10 000 $50 000 $140 000 $100 000 $150 000 $450 000 Prior Fiscal Years In February 1994 the Village of Key Biscayne purchased a 9 5 acre parcel of land centrally located within the Village lmuts This parcel as developed into the Village s first mumcipal park, the Village Green Fiscal Years 1997- 2001 The Land Acquisition allocation m the Fiscal Year 1997 Capital Improvement Budget totals $350 000 The total 5 Year program totals $2 000 000 This amount is set aside for any future land acquisitions to be determined by the Village Council FY 1997 FY 1998 FY 1999 FY 2000 FY 2001 , otai S, -Year Fi - $350 000 $375 000 $400 000 $425 000 $450 000 $2 000 000 Ca 176 CAPITAL IMPROVEMENT PROGRAM FISCAL YEARS 1997 - 2001 E 164 r tton kex 111 lit C;r1 Ainni sr —'k t li�i n years Fiscal Years 1997- 2001 The Fiscal Year I997 Capital Improvement Budget allocates $175 000 for Fire Rescue Equipment The funds will be used to purchase fire fightmg equipment as required This appropriation forms a reserve for Fire Rescue vehicle replacement m accordance with a definite replacement policy The policy provides for the replacement of command and rescue vehicles every three years the pumper every six years and the quint every nine . n :g�. �`a"h��%"� �E•h�.`-�'� v^.c. �'�c=`x^.£',a�"ic�`.u�t�+Y"Yd'�P✓ "E, '""a"Zs�' d����'"�- �W ���e'fi ��' ,�� $175 000 $225 000 $225 000 $230 000 $275 000 $1 130 000 Parks ant Recreation x A Atlantic ()ens Highlights from Prior Fiscal Years On April 22 1995 the Village Green was dedicated and officially opened to the public The Village Green was developed into a passive recreational area The pnmary facilities existmg on the site include an ADA approved tot lot/playground an ADA approved promenade an one half mile jogging path lighting an informal soccer field and an informal flag football field A total of eighteen (18) decorative light poles were installed along the promenade and the walking path k addition three flag poles with accent lighting were installed at the Crandon Boulevard entrance of the promenade and provisions for future up-hghtmg of the trees along the promenade were installed Architects Fulerton and Diaz were retained to prepare plans for restrooms and a pavilion Project improvements to date have cost approximately $ 1 1 million The improvements were paid for from a Dade County contnbution of $600 000 $1 milhon from the two Developments of Regional Impact projects a grant for $100 000 from the Flonda Recreation Development Assistance Program a $35 000 grant from the Small Business Administration for trees and interest income generated from these funds 177 CA PITAL IMPROVEMENT PROGRAM FISCAL YEARS 1997 2001 Fiscal Years 1997 - 2001 The Village Council has approved and/or reviewed the possibility of several improvements in concept which to date remain m the design phase These include picnic pavilions one larger pavilion restrooms signage entrance features for the promenade a centerpiece in the promenade a boccie court, additional hghtmg curbing and parking on Femwood Road and trees The Fiscal Year 1997 Capital Improvement Budget allocation for the Village Green totals $200 000 This money will be used to fund improvements to the Village Green as they are approved by the Village Council FY 1997 FY 1998 FY 1999 FY 2000 FY2001 ` Tote 5 -Year , $200 000 $200 000 $200 000 $100 000 $250 000 $950 000 prom 178 6 r V 1/40 CAPITAL IMPROVEMENT PROGR AM Listed below and on the foll owing pages are the projects for the 1997 2001 Capital Impro veme nt Program inaludmg c ontinui ng projects with m ulti year appi o priations General Fund appropriations f or the Fiscal Year 1997 Capital Projects are $1 000 000 from the General Fu nd Capital Outlay O nce the Budget is adopted, this amount is tranferred into the Capital Improvement Fund In addition the Fiscal Year 1997 General Fund Reserves has set aside $200,000 for continued development of the Village Green Finally the Fiscal Year 1997 Stormwater Utility Fund has set aside $4 020 000 for the Stormwater Sewer Construction Program The complete Capital Impro veme nt Program for Fiscal Year 1997 is $5 220 000 Prpject General Fund Capitfll Outlay F acal Year 1997 Fiscal Year 199$ Fiscal Year 1999 Fiscal Year 2000 Fiscal Year 2001 Total 5 Year Frdgt'yrit Crandon Boulevard Impro vements $200 000 $250 000 $225 000 $200 000 $200 000 $1 275 000 West Mashta Bridge Replacement $150 000 0 0 0 0 $150 000 Harbor Drive Improvements $150 000 $200 000 $200 000 $250 000 $270 000 $l 070 000 Undergroun d Wiring $40 000 $215 000 $350 000 $255 000 $375 000 $1 235 000 J I -' C 1 7_1 a a CAPITAL IMPROVEME NT P ROGR AM (Continued) 6toct Stormwater Utdrty rand Stormwater Sewer Construction Subtotal focal Year 194$ i?scal Year 8000 111444V.dY b'F i? B.IDLHI'° .i� �3 "'t ' 4iS 4'a �fh'* i:�� d 5'A9#i-�r14E9 i9$4 '."`s .. dii(i�$.iR. I C.c .£n . f$ci*{ ,.'2M1 'tt`3- ?'fp"`Y'�.�$9" ?e l GRANO TOTAL * Fast Enid Parking (Deleted) $35 000 Total • 'Or Program $4 020 000 1 VILLAGE OF KEY BISCAYNE FISCAL YEAR 1997 SOLID WASTE AND RECYCLING COLLECTION FUND The Sohd Waste and Recyclmg Collection Fund is utilized to account for the revenues and expenditures associated with the curbside collection and disposal of solid waste and recycling matenals pnmanly from single family residential units The Sohd Waste and Recycling Collection Fund is an enterpnse fund Enterpnse Funds are used to account for operations that are financed and operated in a manner similar to private busmess enterprises where the intent is that the costs of providing goods or services be financed or recovered pnmanly through user charges MISSION STATEMENT TOPROVIDE A SAFE, QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIRT P GOVERNMENT 181 SOLID WASTE AND RECYCLING COLLECTION FUND BACKGROUND The Village Council first reviewed the sohd waste and recyclmg collection and disposal services for single family residences provided by Metro -Dade County at the March 25 1993 Council meeting The intent to transfer the service from Dade County was included m Goals and Objectives established by the Village Council on two separate occasions The transfer was permitted by the Metro Dade mter-local agreement, executed on December 30 1992 In accordance with Council Goals and Objectives a proposal to study the single family residential solid waste and recyclmg collection services dated October 19 1993 from CAP Engmeermg Consultants Inc was executed on the October 22 1993 The contract was approved on October 26th by the Council The study analyzed the then current annual fee ($399) per annum levied by Mao Dade County as compared to an undetermined fee if the Village contracted privatelyfor the solid waste and recycling collection service In anticipation of providmg this service the Village presented the county a transfer notice with respect to the service on Apnl 1 1994 m accordance with the mter local agreement between the County and the Village Council discussed the collection program over the next several months AWARD OF CONTRACT The Council authonzed the drafting of a Request for Proposal at their May 10 1994 meetmg The Request for Proposal was advertised in the Miami Daily Business Review on June 29 and 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 mterviewed 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 Services Inc on September 1 1994 at a cost of $13 73 per month or $164 76 per year for every single family home account Resolution 94 46 adopted December 22 1994 authonzed the Mayor to execute the contract with Industrial Waste Services Inc The five year contract was executed by all parties on December 30 1994 Services were transferred and began on January 2 1995 The contractor provides the following services for approximately 1 284 single family homes within the Village • Pick up garbage two times per week includmg yard trash, • Pick up recyclable matenals once a week, • Provide bulk waste pick up services once a month • Provide a residential dumpster available to residents 24 hours a day and • Provide special pick up services when requested for $12 00 a cubic yard The services outlined above are an improvement over the service previously provided by Dade County at a rate that is 50% lower than the county's rate 182 SOLID WASTE AND RECYCLING COLLECTION FUND On January 6 1995 the Village was notified m a letter that Industrial Waste Services Inc was acquired by Brownmg Ferns Industries The company shall be known as Industrial Waste Services Inc a BFI Company d/b/a Community Recyclmg The Village consented to another assignment in a letter dated Apnl 18 1996 from Browning -Ferns Industries of Flonda, Inc The contract shall be automatically renewed for two two year terms unless either party gives written notification objecting to the renewal TRANSFER OF SERVICE A Letter of Understandmg 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 explained 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 Fiscal Year 1995 The refund was for the nine (9) months or $299 25 I ilta i L At the request of the Village the County mamtamed the Trash and Recyclmg Center on Virginia Key until January 15 1995 at a cost of $6 258 00 In Apnl of 1995 the Village made available through the agreement with the solid waste contractor a trash receptacle at a site across from the SunTrust Bank Building (then known as the Key Biscayne Bank and Trust Co ) for residential use In addition to this service the Village negotiated with the City of Miami to allow commercial entities within the Village to use the Virginia Key Yard Trash Management Facility This inter govemmental arrangement allows local landscape contractors to dispose of yard trash at the Virginia Key site at a lower cost than disposmg of the materials at a Dade County fill Landscape contractors are eligible to utilize the facility subject to obtaining a free permit from the Village The disposal fee is $25 00 per ton paid to the City of Miami The facility operates week days from 7 15 a m to 3 00 p m and accepts clean yard trash only Yard trash is vegetative matter resulting from normal yard and mamtenance such as trees grass shrub trimmings fronds and branches The Village solid waste collection contractor distributed an information pack detailing all services to every single family home during May of 1995 The transition of the services from the County to the Village contractor was accomplished with a minimum of inconvenience to our residents RATE SCIJN.DULE AND BILLING Ordmance 95 4 adopted Apnl 11 1995 authorized the Village Council to set fees for the collection of solid waste and for providmg recyclmg services Resolution 95-9 set the annual fee at $199 per year on April 11 1995 This translates to $123 84 for the nme month penod the tur Village provided the service This is one of the lowest annual solid waste and recyclmg fees in Dade . - County The fee reduction translated into a $200 per year savings for Village residents The 1995 183 SOLID WAS I L AND RECYCLING COLLECTION FUND bills were mailed in June The 1996 bills were mailed January 2 1996 Ordinance 96 3 adopted on April 1996 estabhshed a 5% late fee 0 5% monthly mterest charge and a hen fee of 10% for unpaid bills The company mcreased the rate to $13 91 per month effective June 1 1996 an increase of $0 18 Monthly Annual Increase 1 1995 $13 73 $164 76 2 1996 $1391 $16692 $018 MULTI FAMILY AND COMIIIERCIAL Multi family and commercial properties are currently served by a number of private haulers as well as the Dade County Sohd Waste Department The feasibility of providing 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 pnonty goal of the Village Council A survey dated November 29 1995 was sent to all apartment complexes cooperatives and condominiums withm the Village The survey helped estabhsh if there is an mterest among the t multi -family umts and commercial properties for the Village to provide the collection service The results of the survey were summarized in a report dated January 10 1996 The Council reviewed the report at their February 27 1996 meeting The Council requested further mput from the condominium managers The report was mailed on March 1 1996 to all condominium owners and managers Another summary report was prepared and submitted to Council at the September 10 1996 meetmg L DISPOSAL OF MATERIALS The contract provides for the contractor to dispose of the solid waste matenals The Village has the authority by contract to direct the contractor to dispose at a specific site At the November 14 1995 Council meeting the Council opted not to execute an Inter local agreement with the County to dispose of refuse at a County site Subsequently the location for disposal contmued to be at the contractor s discretion. 184 SOLID WASTE AND RECYCLING COLLECTION FUND SOLID WASTE COLLECTION AND RECYCLING SERVICE Garbag - 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 Recychng Collection. Residents north of West McIntyre Street are collected on Tuesday Residents south of West McIntyre Street are collected on Thursday Yard Trash. Residents north of West McIntyre Street are collected on Tuesday and Fndav Residents south of West McIntyre Street are collected on Monday and Thursday r 4 tams lWra MAW Rulky 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 00 a m of the date cited however BFI may require more than one day to collect all the material In no event will it take more than three days to collect the matenaL If garbage is picked up Monday and Thursday then bulky waste collection day is Monday If garbage is picked up Tuesday and Fnday then bulky waste collection day is Thursday WEST MCINTYRE STREET M T W Th F North GRY GY South GY G R Y Cr Garbage R Recychng Y Yard Trash DFFINTTIONS Garbage Every refuse accumulation of animal fruit vegetable or organic matter that attends the preparation use cooking and dealmg m, or storage of meats fish fowl fruit or vegetables and decay putrefaction and the generation of noxious or offensive gases or odors or which during or after decay may serve as breeding or feeding material for flies or other germ carrying insects Recychng Shall mean those matenals which are capable of bemg recycled and which would otherwise be processed or disposed of as Solid Waste such as a) newspapers mcludmg the normal percentage of rotogravure and colored sections phone books magazines and any paper other than newspaper are not acceptable b) aluminum beverage cans commingled with ferrous food containers (cans should be clean and dry) c) high density polyethylene terephthalate plastics (PET) (beverage containers only clean and dry with lids removed) d) clear glass (beverage and food contamers only clean and dry with lids removed) e) brown glass (beverage and food containers only clean and dry with hds removed) r 185 SOLID WAS Ili AND RECYCLING COLLECTION FUND green glass (beverage and food containers only clean and dry with lids removed) and g) any other material agreed to by the Village Manager and B F I PPS Yard Trash Vegetative matter resulting from normal yard and landscaping maintenance and shall include materials such as tree and shrub trimmings grass clippmgs palm fronds or small tree branches which shall not exceed four feet m length and four inches m diameter Yard trash shall include Christmas Trees regardless of size Yard trash shall be bundled or tied Grass clippings shall be placed m a garbage container plastic trash bag or bundled No bundle or filled container shall exceed 50 pounds m weight Bulk Trash Large items of various types which cannot be cut for placement in a garbage container or which exceeds the weight and/or size restrictions for yard trash Bulk trash shall be of a type as to be readily handled by the mechanical equipment of B F I and shall not exceed six feet in length and ten inches m diameter per item Bulk trash does not mclude automobiles and automotive components mtemal combustion engines or construction debns Bulk trash shall mclude carpeting of any diameter if folded tied and rolled or bundled In addition the bulk trash includes white goods such as stoves refngerators and other house hold appliances Battery Recycling BFI/Community Recycling provides household battery recycling Battenes acceptable for recycling must fit inside the battery bag Only dry cell battenes including AA AAA, C and D cells 9 volt battenes and button battenes are accepted Every household receives four battery bags per year Battery collection is the first recycling day of the month Home Chemical Collection Safe disposal of such home chemical wastes as oil based pamt solvents bug and weed killers is available through the HC2 Program administered by Metro -Dade County For more information please call 594-1400 Special Collection Residents who require a special pickup of yard trash or bulk trash (outside of and m addition to the regularly scheduled pickups) may call Browning Fems Inc at 638 3800 BFI will bill a special pickup directly to the resident at a rate of $12 per cubic yard After calking to schedule the pick-up and pnor to actual collection a BFI Supervisor will provide the resident with a written proposal for the cost of the Special Collection 186 SOLID WAS I E, AND RECYCLING COLLECTION FUND a MISSION STATEMENT. To provide a comprehensive management service FISCAL YEARS 1995 1997 service onented solid waste GOAT. To provide residential solid waste collection from curbside pick up and deliver to an approved disposal site to prevent health and safety hazards R0000 5 3 R1000 5 3 X3400 5 5 R4000 5 5 Q0001 )-2 Contractual Services Administrative Expenses Estimated Fund Balance b4 833 119 46) 339 3 607 25) 516 5 000 206 444 223 705 10 000 25 000 37 903 11 811 �. Fiscal Year 1995 covered a nine month portion of the year from January 1 1995 through September 30 1995 Fiscal Year 1996 and Fiscal Year 1997 cover two complete twelve month periods beginning October 1 through September 30 The Fiscal Year 1997 hne item for contractual services includes both the solid waste and recycling collection service and the racoon trapping service 4,4 IFFR L The line item for administrative expenses covers in house personnel costs billing and collection costs supply costs and uncollectible fees The remauung funds generated are utilized for public information material to our residents billing and collection of the invoices postage special collections other miscellaneous administrative expenditures and uncollectible fees In addition the animal control services is charged to this account Durmg Fiscal Year 1996 the Village of Key Biscayne received a total of $8 319 through the Recycling and Education grant administered by Metropolitan Dade County 187 7 4 VILLAGE OF KEY BISCAYNE FISCAL YEAR 1997 STORMWATER UTILITY FUND The Stormwater Utility Fund is utilized to account for the revenues and expenditures in connection with the planning construction, operation and mamtenance of the Village s stormwater utility system The Stormwater Utility Fund is an enterpnse fund Enterpnse Funds are used to account for operations that are financed and operated in a manner smular to pnvate business enterpnses where the mtent is that the costs of providing goods or services be financed or recovered prnnanly through user fees yummy STATEMENT `TO PROVIDE A SAFE. QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT PPR 188 STORMWATER UTILITY FUND x 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 into the waters of the United States of Amenca. Dade County enacted a county wide stormwater utihty ordinance (91 66) in 1991 The Village Council of Key Biscayne passed Resolution 92 23 011 June 9 1992 which authorized the Village to withdraw from the Metro Dade Stormwater Utility Village Ordmance 93 11 created the Key Biscayne Stormwater Utility Fund effective June 22 1993 STORMWATER UTILITY RATE AND BILLING PROCESS The Village Council, at the October 13 1992 meeting authonzed the Village Engmeer at a fee of $35 000 to undertake a study to determine a stormwater utihty 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 Umt (E R U) per month A condominium unit was assigned one (1) E R U or $5 00 per month and a single family residential unit was assigned one and one half (1 IA) E R.0 s or $7 50 per month The commercial rate is based on the actual impervious area of the property The Council also authonzed 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 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 1994 Income from the stormwater billing was 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 m a lawsuit filed m Dade County Circuit Court Key Colony challenged the rate charged by the Ordinance, claiming G . that it was in violation of the apphcable Flonda 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 Judge David Tobin entered a fmal judgment denying the relief sought by Key Colony and declaring the Ordinance to be vand and enforceable Key Colony appealed the final judgment to the Court of Appeal Third District On March 8 1995 the appellate court issued its opinion affirming the trial court and findmg 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 u 7 189 STORMWATER UTILITY FUND NATIONAL POLLUTION DISCHARGE ELIMINATION SYSTEM (NPDES) The Village executed an Inter local Agreement as per Resolution 92 31 passed on July 14 1992 with Metro Dade County for the Department of Environmental Resource Management to perform the necessary tasks associated with the compliance of the National Pollution Discharge Elimination System (NPDES) A two part permit apphcation 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 authonzed the Village to continue with DERM as a jomt 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 determmed 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 m order to comply with the regulations These regulations require that the Village conduct management programs through Dade County 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 appropnate m obtaining the objectives of this program PLANNING FOR THE COMPREHENSIVE STORMWATER DRAINAGE IMPROVEMENT PLAN fle r 7 The stormwater dramage problems were discussed in early 1992 by the Village Council This community improvement program which will take several years to complete will alleviate the Village s number one problem flooding of the local streets for up to three days resulting from madequate or no sub surface piped drainage system Establishing 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 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 dramage At the July 14 1992 meeting the Village Manager was authonzed to begin the selection process for retaining an engmeermg firm to prepare the Stormwater Master Plan A Request for Proposals (RFP) document was prepared and advertised in area newspapers and mailed to eleven engmeermg firms Four (4) proposals were received and opened December 18 1992 All firms were interviewed The firm of Williams Hatfield and Stoner was retamed to prepare the Stormwater Master Plan at the Apnl I3 1993 Council Meeting at a cost not to exceed $65 000 for the area west of Crandon Boulevard The area east of Crandon Boulevard was considered separately and not included m the Master Plan Specific engineering plans and specifications were prepared for this area The Plan was adopted five (5) months later on September 14 1993 190 STORMWATER UTILITY FUND LEVEL OF SERVICE One of the major conditions affecting the proposed design of the stormwater system is the low elevation of the area to be drained combined with tidally controlled groundwater This combined with the intense existmg 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 rainfall that will fall on a given area within a specific time penod This is the intensity of rainfall 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 m a fixed number of years per occurrence such as a five 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 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 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 _AR Drainage Area Assumption Flooding Duration Hours Minor Runoff Private Property 4+ Major Runoff Private Property 8± Full Runoff Private Property I1± This is to say that the design storm will be evacuated from the streets within a 4 to 11 hour penod 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 outfall dischargmg directly into 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 191 STORMWA IER UTILITY FUND Although the design storm is based on a once m a five year average the intensity of lesser occurring storms does not cause major reduction m the rainfall intensity Therefore these conditions could occur with minor 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 mcreased one size the floodmg issue would reduce from 4 to 11 hours to 1 to 4 hours and the cost of the system would mcrease by over $2 5 million AREA WEST OF CRANDON BOULEVARD FIT At the September 28 1993 Council Meeting Williams Hatfield and Stoner was authorized to proceed to prepare fmal plans and specifications to implement the Stormwater Master Plan at a fee of $189 600 Resolution 93-48 adopted October 12 1993 authonzed the execution of the agreement with Williams Hatfield and Stoner by the Village Manager The firm presented their final plans and specifications to the Village Council at the April 19 1994 Council Meetmg A meeting 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 Imes A value engineering proposal was received from the contractor on July 24 1995 and after review by the design engineer Williams Hatfield and Stoner Inc the inspection firm P B S& J Construction Services Inc and the Village Engineer the proposal was unanimously rejected The storm drainage system will consist of 19 dramage wells catch basins and weirs with connections to the existing 11 outfalls to Biscayne Bay Five (5) bids were received and opened on November 15 1994 At the March 14 1995 meeting of the Village Council, Resolution 95-8 was adopted, awarding 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 re issued to the contractor on November 13 1995 Construction began January 9 1996 At the April 27 1995 Council meetmg the Village Manager was instructed to receive letters of mterest from engmeermg firms to provide inspection services for the west side of the Village s Stormwater Project The public notice appeared in the Daily Busmess Review Twelve (12) engineering companies were notified of the letter of interest for the project Seven proposals were received reviewed and ranked The top four were mterviewed At the June 22 1995 Council meeting, the Manager was authonzed to negotiate an agreement with P B S& J Construction Services Inc The Council approved the agreement on September 12 1995 and it was executed on September 14 1995 The project includes funds to resurface all streets from edge of pavement to edge of pavement rather than just the trench The project should take almost two (2) years to complete 192 STORMWATER UTILITY FUND AREA EAST OF CRANDON BOULEVARD Requests for Proposals (RFPs) were received on February 28 1994 from four (4) engineering firms to prepare plans and specification for the Holiday Colony Area Interviews were held on March 3 1994 At the March 8 1994 Council Meeting Resolution 94-9 was adopted authorizing the Village Manager to execute a contract with Wilhams Hatfield and Stoner to prepare final plans and specifications for the Stormwater system for the Hohday Colony area at a cost not to exceed $28 000 At the July 12 1994 meetmg, the Council authonzed the engineer based on his recommendation to proceed with the addition of and design for the pump station for this project The Holiday Colony project will be funded in part by a $750 000 grant from the U S Department of Commerce Econormc Development Administration The Village was invited to subnut the initial apphcation on July 23 1993 This application was submitted on August 16 1993 and approved by the agency on January 12 1994 At the July 26 1994 meeting the engineer s agreement was amended to include plans and specifications for Ocean J ane Drive and Sunrise Drive Five (5) bids were opened for 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 five (5) bids were received and opened December 15 1994 The project east of Crandon Boulevard (Holiday Colony Ocean Lane Drive and Sunnse Drive) was awarded to Lanzo Construction Co Flonda, in the amount of approximately $2 3 milhon at the February 9 1995 meeting The E D A approved the construction contract February 24 1995 A pre construction meeting was held on March 30 1995 The Village Council authonzed the contractor to proceed at the Apnl 27 1995 meeting At the same meeting 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 was substantially completed February 29 1996 Construction of stormwater improvements took place m eight (8) streets in the Holiday Colony area Ocean Lane and Sunrise Dnves Work includes approximately 7 700 linear 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 4e� 7 Patt E WATER DISTRIBUTION IMPROVEMENT PROGRAM (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 certainly occur adding to the project As previously mentioned at the May 31 193 STORMWA TER U IILI TY FUND 1994 Council meetmg 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 mains with approximately 10 000 feet of 12 8 and 6 mch portable water mains They also agreed to install eight (8) additional fire hydrants install tapping sleeves and valves and make service connections along with all other pertment 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 to replace the sod along the side of the road where a portion of the water lme is constructed Other reasons for a jomt project mclude shared cost of trenching and minunal disturbance to the Village residents The road would not be dug twice over a penod of time As part of the construction contract all streets shall be paved from edge of pavement to edge of pavement This improvement will also brmg the deficient fire protection system up to code standards New water Imes and the additional hydrants shall be installed on the followmg streets m si r L. mon At their March 7 1995 meetmg the Metro Dade County Board of Commissioners waived competitive bidding and the County Board authonzed 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 Anotice to proceed was issued November 13 1995 and construction began on January 9 1996 FINANCIAL SUMMARY OF CONSTRUCTION PROJECT REVENUES AND EXPENDITURES At the February 9 1995 Council meeting a motion was adopted to finance the Hohday Colony area s construction expenditures from the Village General Fund surpluses generated over the last 4 years Fiscal Year 1992 1995 $1 500 000 and an E D A. grant $750 000 At the same meetmg a motion authorized the Village Manager to sohcrt financing proposals for the project on the west side of Crandon Boulevard with a two year bond anticipation note m the amount of $7 2 milhon, with the nght to extend for an additional two years 194 STORMWATER UTILITY FUND An application for a cost share agreement m the amount of $166 681 was submitted to the South Flonda Water Management District for Cape Florida on May 11 1994 The Village was notified m late September that the application was approved by the District for funding Resolution 94-41 adopted November 15 1994 by the Village Council accepted the cost share This cost share will cover a portion of construction cost of Island Dnve Knollwood Dnve Cape Flonda Drive and Mariner Dnve 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 that were authonzed by Resolutions 95 7 and 95 18 $236 000 and administrative costs for the bond anticipation note $90 000 These are estimates based on unit prices and quantities prepared by our engineer The project expenditures may deviate depending on the actual costs for the project. ESTIMATED SUMMARY OF EXPENDITURES West Crandon (Project One) East -Crandon (Project Two-) Thal Construction $5 867 750 $1 975 104 $7 842 854 Contingency 586 775 197 510 784 285 Inspection, Supervision 403 000 60 000 463 000 Design/Bid 193 500 62 300 245 800 Stormwater Permit Fees 181 000 55 000 236 000 Bond Issue Costs 90 000 0 90 000 Total $7 312,025 $2.349,914 $9,661 939 eztr Resolution 95 4 adopted on February 28 1995 authonzed and designated the appropnate security for the bond anticipation note This security was later elnnmated with the adoption of a subsequent Resolution (Resolution 95 11 adopted on April 11 1995) On March 13 1995 four bids were received m response to the Village request All the bids were rejected at the March 28 1995 meeting The Council mstructed a revised proposal be '— re -advertised A second round of bids were received on Apnl 6th Resolution 95-11 adopted on Apnl 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 and fourth years the rate must be negotiated if Council wishes to extend the loan The closmg was held on Apnl 17 1995 195 STORMWATER UTILITY FUND Funds to pay the interest payment of $ 687 534 for the two year $7 2 million loan will be derived from the mterest income received from the mvestment of the idle funds spread over the two year period and from the stormwater utility fee Interest mcome is estimated at over $421 942 INSTALLATION OF STORMWATER SYSTEM The Stormwater Master Plan calls for the installation of catch basms drainage pipes pollution control devices and dramage wells All of these facilities will be underground Only the grated tops of the catch basms and dramage wells will be visible from ground level The contractors will be working within the street nght of -ways Within any one area the contractor will lmut construction per crew to 600 feet or one block at a tune whichever is less All of the construction work will occur within the street rights -of way and should not affect pnvate property The mconvemences during construction will generally fall into four categones (1) traffic disruption (2) dust (3) blocked dnve access and (4) noise Traffic disruption will be mnumized by the requirement that the contractor keep one lane open for traffic and only work 600 feet or one block at a time All disturbed areas must be repaved within one week Dust will be controlled by spnnkhng the streets with water and sweeping Dnveway access to individual homes may be blocked for up to one day while the contractor digs the trench and lays the pipe withm the street right -of way Homeowners will be notified m advance so that cars can be moved to avoid bemg blocked m Noise will occur during construction and from the de watering pumps required to lower the water table to permit construction The contractor 1s required to comply with the Village s noise ordmance which limits them to hours from 7 a m to 7 p m Monday through Fnday and from 8 a m to 12 noon on Saturday No work is permitted on Sunday 196 STORMWATER UTILITY FUND FISCAL YEAR 1995 1997 L 7 roo 4 � ViC.L�.L1ES, w, r '^ .- r yy�y���;` fl I9 5 +� 1�ypG 1 Y"1. 1995' 4 fl$ge4 ^ � '1Jmo R9000 4 311 Stormwater Fees 465 000 464 066 465 000 475 000 R1000 4 361 Interest 33 000 221 023 300 000 200 000 Sig, TotalRev Thp< -500000 658,08 45 @t 675 0 R0000 4 381 Interfund Transfer In 1 300 000 1 709 450 500 000 0 R3900 4 331 Economic Development Grant 0 0 750 000 0 R0000 4 384 Debt Proceeds BANS 7 200 000 7 200 000 0 0 R0001-4 384 Debt Proceeds Bonds 0 0 0 0 Construction Fund Estimated Balance 0 0 5 296 674 5 898 283 , dal"I�nu 200 ""n x'` ry FV c. ✓^ q fit.. 6 �'W .+. r K S s F f u �'NLtL's, ; X4000 4 512 Admrmstrative Expense 25 000 8 259 23 000 15 000 X5100-4 512 Supphes 5 000 0 5 000 5 000 X4600 4 539 Maintenance & Repair 0 0 30 000 50 000 X6100 4 539 Construction Project Hohday Colony 1 610 000 786 471 643 173 0 X6300 4-539 Construction Project West Side 2 100 000 143 261 4 175 000 4 020 000 X7200 1 5I9 Interest Expense BANS 163 326 163 326 352 080 332 080 X7201 1 519 Interest Expense Bonds 0 0 0 0 X7220 1 519 Pnncipal Bans 0 0 0 0 Total ENrpense 3,903, 26 ` 1 10T,337'E 5250 255. X4442 080 Construction Fund Estimated Balance 5 296 674 8 493 222 2 826 419 2 131 203 Total Expense & Est Balance 9,2%000 ' 9594 539 _ 8 076674. 6, 3,2a3 197 cm) VILLAGE OF KEY BISCAYNE Ash snwn 4, 1 4,4 Local Plannmg Agency Betty Sime Chairman John F Festa Raul Llorente Hugh T 0 Reilly Michele Padovan Raymond P Sullivan John Wald The Local Planning Agency was created by Ordinance 92-08 on February 2> 1992 Master Plan Consultant Robert K Swarthout Incorporated City Planning Consultants 400 South Dixie Highway Suite 121 Boca Raton Florida 33432 FUTURE LAND USE ACHIEVE THE FOLLOWING COMMUNITY CHARACTER 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 nghts Hotels should be permitted m order to provide ocean access opportunities and respect an estabhshed 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 m hght of existing development patterns MISSION STATEMENT TO PROVIDE A SAFE, QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 198 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 mclude the school system roads police and recreational open space A DRI project, once completed may significantly increase the amount of housing units and population m a particular region The increase of population will result m an increase in the use of area mfrastructure The impact fees collected from a DRI project are utilized m infrastructure improvements necessary due to the increased population • 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 include a 250 room Resort Hotel a 175 unit Apartment Hotel one 14 story 143 unit condominium building, one 14 story 90 unit condominium buildmg, 57 single family homes a 25 000 square foot spa, pnvate beach club cabanas restaurant, twelve lighted tenors courts swimming pool and various water features The units will sell m the range of $600 000 to $3 5 million Ground was broken for the first of the luxury ocean front condominiums Completion is estimated m 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 Marjorie Stoneman Douglas Nature Center Dade County School Board $250 000 $132 713 $135 000 $ 50 000 $300,000 Total $8122,311 • 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 in a range of $250 000 to over $2 million, with an average of approximately $700 000 The project, once complete will also include a private beach club and a pnvate bath and tennis club The approval hearing was held on July 27 1995 The following is a breakdown of the impact fees to be paid by the developer Roadway Improvements Monetary Fire Service Contnbution ' Bill Baggs Cape Fl State Rec Area "" Variable Message Signage Contribution Local Park Monetary School Contributions ham Village Beach Park (2 acres) Village Lake Park Beach Access Promenade Obligation Paid Outstanding $ 23 553 $ 23 553 $ 239 470 $ 239 470 $ 140 000 $ 140 000 $ 65 000 $ 65 000 $ 500 000 $ 500 000 $3 200 000 $3 200 000 $4 250 000 $4 250 000 $ 880 000 $ 880 000 $ 250,000 $ 250,000 Total $9.54&021 $4.168.023 $5180_000 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 199 3 CERTIFICATION OF TAXABLE VALUE r DR -420 0.01126 (Name f Taxi g Authority) $ 1,837,939.078 $ ^3,304,054 signature at Liam., Dade County Florida this the 1st day of ((4& X SECTION 1 (1) (2) (3) (4) (5) (6) (7) 199„ Year DADF County To ITT .,Gi On -Y nTS AYniA Current Year Taxable Value of Real Property for Operating Purposes Current Year Taxable Value of Personal Property for Operating Purposes Current Year Taxable Value of Centrally Assessed Property for Operating Purposes $ Current Year Gross Taxable Value for Operating Purposes (1) + (2) + (3) Current Year Net New Taxable Value (New Construction + Additions Rehabilitative Improvements Increasing Assessed Value By At Least 100% + Annexations Deletions) Current Year Adjusted Taxable Value (4) (5) Prior Year Final Gross Taxable Value (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 19 96 $ 1,0o1,243.132 $ 9,237,140 $ 1 4S'.id1S997 $ 1,757,613.141 July 1 Sig to f Prop rty Appraie TAXING AUTHORITY If this portion of the form is not completed in FULL your Authority will be denied TRIM certification and possibly lose its mdlage levy privilege for the tax year If anynest enter WA or -0- SECTION H fttE��C (8) Pnor Year Operating Millage Levy $ 3.80 (9) (10) Current Year Rolled -Back Rate (9) - (6) (11) (12) (13) (14) (15) 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 millage (The sum of Line (9) from each District s Form DR -420) (17) Total Prior Year Proceeds (9) + (16) (18) The Current Year Aggregate Rolled -back Rate (17) - (6) (19) Current Year Aggregate Rolled back Taxes (4) x (18) (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 Millage Rate (20) - (4) (22) Current Year Proposed Rate as a PERCENT CHANGE of Rolled -back Rate [(Line 21 - Line 18) 1 001 x 100 �zd teic� la Lyb r Date Time and Place of the first Public Budget Hearing 91 West McIntyre Street Suite 201 lcf Biscayne FL (30 1 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 sign �tu(Q t Key Biscayne Dade County Florida this the 12th day of July Prior Year Ad Valorem Proceeds (7) x (8) Current Year Proposed Operating Millage Rate Check one (1) TYPE of Taxing Authority County Municipality Independent Dependent Municipal Service Special District Special District Taxing Unit IF DEPENDENT SPECIAL DISTRICT OR MSTU IS MARKED PLEASE SEE REVERSE SIDE. Current Year Millage Levy for VOTED DEBT SERVICE $ ItlA Current Year OTHER VOTED MILLAGE $ Is/ A J U L 12 1996 NIETROPOLIMI CUE CC miry DEPT PROPERTY AP RAISAL c'y3Lsy � $ €.678.933 $ 3_606 $ 3 80 X per $1 000 per$1 000 per $1 000 Multi -County per $1 000 per $1 000 $ $ :4,67&930 $ 3 606 $ 6,711,643 $ 7,11.72,7-24 $ 3 80 5 3d0 Sept* m „er 12. 5) 355-5511 per $1 000 per $1 000 % 1996. 7 00 PH Vt11a E,e serer 91 Jest nclntvre Street. Su to 201 L, nd Sig t and Ttie f hbl Adel try Ott se Add iPhY 'cal Lxat on 85 West Mein t Street Jack Neustadt Masi g Add es Key Biscayne a 33149 emit City State Nam of Contact P mon (305) 365-8903 Zip Phan N mbe SEE INSTRUCTIONS ON REVERSE SIDE (3.15) 365-8936 FaxN mb 19 96 200 txt RESOLUTION NO 96-21 6 re' r^^ 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 BUDGET HEARINGS AS REQUIRED BY LAW DIRECTING THE CLERK AND MANAGER TO FILE SAID RESOLUTION WITH THE PROPERTY APPRAISER OF METROPOLITAN DADE COUNTY PURSUANT TO THE REQUIREMENTS OF FLORIDA STATUTES AND THE RULES AND REGULATIONS OF THE DEPARTMENT OF REVENUE OF THE STATE OF FLORIDA PROVIDING FOR AN EFFECTIVE DATE WHEREAS on July 1 1996 the Honorable Joel Robbins Property Appraiser of Metropolitan Dade County Florida, served upon the Village of Key Biscayne A' Certification of Taxable Value cernfymg to the Village of Key Biscayne its 1995 taxable value and WHEREAS the provisions of Flonda Statutes Section 200 065 require that within thirty-five (35) days of service of the Certification of Taxable Value upon a municipality said municipality shall be required to furnish to the Property Appraiser of Metropolitan Dade County the proposed millage rate the current year rolled back rate and the date time and place at which a first public heanng 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 AS FOLLOWS Section 1 That the proposed millage for the first public hearing is hereby declared to be 00380 nulls which is $3 80 per $1 000 00 of assessed property within the Village of Key Biscayne Section 2 That the current year rolled back rate computed pursuant to Section 200 065 F S is S3 606 per $1 000 00 201 Section 3 That the date time and place of the first and second public heanngs is hereby set by the Village Council as follows Date Time Place September 12 1996 7 00 pm Key Biscayne Village Hall Council Chamber (Second Floor) 85 West McIntyre Street Key Biscayne Flonda 33149 r - ,195, September 19 1996 7 00 pm Key Biscayne Village Hall Council Chamber (Second Floor) 85 West McIntyre Street Key Biscayne Florida 33149 Section 4 That the Village Clerk and Village Manager are directed to attach the ongnal 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 5 1996 Section 5 This resolution shall be effective immediately upon its adoption PASSED AND ADOPTED this 9th day of _July 1996 &ate MRtOR JOHN F FESTA GUIDO INGUANZO JR CMC VILLAGE CLERK APPR ED AS TO LEGAL SUFFICIENCY j. ,2A crc VILLAGE ATTORNEY 202 RESOLUTION NO 96 27 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 1996 THROUGH SEPTEMBER 30 1997 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 and r• r t- ins WHEREAS on September 12 1996 the Village Council adopted the Tentative Millage Rate of 3 606 mills (Resolution 96 24) for the fiscal year commencing October 1 1996 and further scheduled the final public heanng required by Section 200 065 of the Florida Statutes to be held on September 26 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 26 1995 commencing at 7 00 p m as previously advertised and the public and all interested parties having had the opportunity to address their comments to the Village Council and the Village Council having considered the comments of the public regarding the millage rate and having complied with the TRIM requirements of the Flonda Statutes NOW THEREFORE BE IT RESOLVED BY THE VILLAGE COUNCIL OF KEY BISCAYNE FLORIDA AS FOLLOWS Section 1 That the millage rate for the Village of Key Biscayne for the fiscal year commencing October 1 1995 through September 30 1996 be and is hereby fixed at the rate of 003606 mills which is $3 606 per thousand dollars of assessed property within the Village of Key Biscayne Section 2 That the roll back rate is 003606 mils and the final millage rate is 003606 - which is 0% percent under the roll back rate Section 3 This resolution shall be effective immediately upon its adoption by the Village Council I 203 PASSED AND ADOPTED this 2SIh day of September , 1996 ATTEST (A. re MAYOR JOHN F FESTA 44.7 YOCELYN GALIANO GALIANO ACTING VILLAGE CLERK to - APPROVED AS TO FORM AND LEGAL SUFFICIENCY .PM RICHARD J WEISS VILLAGE ATTORNEY CERTIFICATION STATE OF FLORIDA COUNTY OF DADE rA I Conchna H Alvarez duly appointed Village Clerk of the Village of Key Biscayne Flonda do hereby certify that the attached is a true and correct copy of Resolution No 96 27 of the Village of Key Biscayne adopted on September 26 1996 IN WITNESS WHEREOF I Hereunto set my hand and affix the Seal of the Village of Key Biscayne Florida this 4th day of November 1996 c one H Alvarez Village Clerk Village of Key Biscayne Honda dis 204 ORDINANCE NO 96 7 AN ORDINANCE OF THE VILLAGE OF KEY BISCAYNE FLORIDA ADOPTING A TENTATIVE GENERAL FUND OPERATING BUDGET FOR THE FISCAL YEAR COMMENCING OCTOBER 1 1995 THROUGH SEPTEMBER 30 1996 IN THE AMOUNT OF $10 243 910 PURSUANT TO FLORIDA STATUTE 200 065 (TRIM BILL) SETTING A DATE FOR A FINAL PUBLIC HEARING TO ADOPT THE BUDGET PROVIDING FOR AN EFFECTIVE DATE WHEREAS the Village Manager presented to the Village Council a Tentative General Fund Operatmg Budget for the fiscal year commencing October 1 1996 and the Village Council scheduled the public hearing required by Section 200 065 of the Flonda Statutes to be held on September 12 1995 at 7 00 p m and WHEREAS the Property Appraiser has properly noticed the public heanng scheduled for September 12 1995 at 7 00 p m in the Council Chamber located at 85 West McIntyre Street Second Floor Key Biscayne Flonda as required by Chapter 200 of the Flonda Statutes and 01171, h Ivvri WHEREAS said public heanng as required by Section 200 065 (2)(c) was held by the Village Council on September 12 1995 commencmg at 7 00 p m as previously noticed and the public and all mterested parties having had an opportunity to address their comments to the Village Council and the Village Council havmg had an opportunity to amend the tentative budget as it deemed appropnate and having considered the comments of the public regarding the tentative budget and havmg complied with the TRIM' requirements of the Flonda 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 heanng to adopt a budget for the fiscal year commencing October I 1995 through September 30 1996 be and is hereby set for Thursday September 26 1996 7 00 p m in the Council Chamber located at 85 West McIntyre Street Second Floor Key Biscayne Flonda 205 Section 3 That the Village Clerk be and is hereby directed to advertise said public heanng as required by law PASSED AND ADOPTED on the first reading this 12111 day of September 1996 PASSED AND ADOPTED on the second reading this 2kth day of September 1996 ATTEST t La /YOCELYN ALIAN° YOR JOHN F FESTA yLLi/ OMEZ' ACTING VILLAGE CLERK APPROVED AS TO FORM AND LEGAL SUFFICIENCY RICHARD J WEISS VILLAGE ATTORNEY CERTIFICATION STATE OF FLORIDA COUNTY OF DADE I, Conchita H Alvarez, duly appomted Village Clerk of the Village of Key Biscayne Honda do hereby certify that the attached is a true and correct copy of Resolution No 96 7 of the Village of Key Biscayne adopted on September 26 1996 IN WITNESS WHEREOF I Hereunto set my hand and affix the Seal of the Village of Key Biscayne Fl. • +a dus 4th day of November 1996 1 H Alvarez Village Clerk Village of Key Biscayne Flonda 206 AUTHORIZED FULL-TIME POSITIONS FISCAL YEARS 1993 1997 rigala ffn r I Authorized Positions Fiscal Years 1993 1994 1995 1996 1997 Office of the Village Manager Village Manager 1 0 1 0 1 0 1 0 1 0 Assistant 1 0 1 0 1 0 1 0 1 0 Receptionist/Switchboard 1 0 1 0 1 0 1 0 1 0 Total Village Manager s Office 3 0 3 0 3 0 3 0 3 0 Finance and Administrative Services Department Director 1 0 1 0 1 0 1 0 1 0 Assistant - Part Time 0 5 0 5 0 5 0 5 0 5 Administrative Assistant Part Time 0 0 0 0 0 0 0 5 0 5 Total Finance Department 1 5 1 5 1 5 2 0 2 0 Office of the Village Clerk Village Clerk 1 0 1 0 1 0 1 0 1 0 Staff Assistant Part Time 0 0 0 5 0 5 0 5 0 5 Total Village Clerks Office 1 0 1 5 15 1 5 1 5 Building, Zoning & Planning Department Director 1 0 1 0 1 0 1 0 1 0 Administrative Assistant 0 0 1 0 1 0 1 0 1 0 Building Official/Structural Engineer 0 0 0 0 0 0 1 0 1 0 Planner 0 0 1 0 1 0 1 0 1 0 Code Enforcement 0 0 1 0 1 0 1 0 1 0 Permit Clerk 1 0 1 0 1 0 1 0 1 0 Inspectors (4) - Part Time 0 0 0 0 0 0 2 0 2 0 Total Building Zoning & Planning Department 2 0 5 0 5 0 8 0 8 0 207 AUTHORIZED FULL-TIME POSITIONS FISCAL YEARS 1993 1997 r r iw Authorized Positions Fiscal Years 1993 1994 1995 1996 1997 Economic Development Department Director 1 0 1 0 1 0 0 0 0 0 Total Economic Development Dept 1 0 1 0 1 0 0 0 0 0 Police Department Sworn Police Chief 1 0 1 0 1 0 1 0 1 0 Deputy Police Chief 1 0 1 0 1 0 1 0 1 0 Police Lieutenants 4 0 4 0 3 0 3 0 3 0 Police Officers 16 0 17 0 18 0 19 0 21 0 Civihan Administrative Assistant 1 0 1 0 1 0 1 0 1 0 Dispatcher 3 0 3 0 4 0 4 0 4 0 Public Service Aide 3 0 3 0 4 0 4 0 4 0 Administrative Aide 0 0 0 0 1 0 1 0 1 0 Civilian Part-time Dispatchers 1 0 (Qty 2) 1 0 (Qty 2) 0 0 0 0 0 0 Public Service Aide 1 0 (Qty 2) 1 0 (Qty 2) 0 0 0 0 0 0 Crossing Guard 0 5 (Qty 1) 0 5 (Qty 1) 1 0 (Qty 2) 1 0 (Qty 2) 1 0 (Qty 2) Total Police Department 31 5 32 5 34 0 35 0 37 0 Public Works Department Public Works Supervisor 0 0 0 0 0 0 0 5 1 0 Maintenance Laborer 1 0 1 0 1 0 1 0 1 0 Total Public Works Department 1 0 1 0 1 0 1 5 2 0 I 208 AUTHORIZED FULL-TIME POSITIONS FISCAL YEARS 1993 1997 t r /r" Authorized Positions Fiscal Years 1993 1994 1995 1996 1997 Fire Rescue Department Fire Chief 0 0 1 0 1 0 1 0 1 0 Deputy Fire Chief 0 0 1 0 1 0 1 0 1 0 Administrative Assistant 0 0 1 0 1 0 1 0 1 0 Fire Captain 0 0 3 0 3 0 3 0 3 0 Fire Lieutenant 0 0 3 0 3 0 3 0 3 0 Firefighter/Paramedic 0 0 15 0 19 0 24 0 24 0 Firefighter/EMT 0 0 9 0 5 0 0 0 0 0 Total Fire Rescue 0 0 33 0 33 0 33 0 33 0 Recreation Department Director 1 0 1 0 0 0 0 0 0 0 Program Coordinator 1 0 1 0 1 0 1 0 1 0 Sports Coordmator 1 0 1 0 1 0 1 0 1 0 Program Assistants (2) Part Time 0 0 1 0 1 0 1 0 1 0 Total Recreation Department 3 0 4 0 3 0 3 0 3 0 Total Authorized Positions 44 0 82 5 83 0 87 0 89 5 1993 1994 199n 1996 1997 Office ofth Village Mango 3 0 3 0 3 0 3 0 3 0 Firma a and 4dm m stratrve Sery es Department 1 5 1 5 1 5 2 0 2 0 Offi of the Villag Clerk 10 15 15 15 15 Bmldmg, Zoning and Planning 2 0 5 0 5 0 8 0 8 0 Economic Devel pment Department 1 0 1 0 10 0 0 0 0 PolceD partment 315 325 340 350 370 Public Works Department 1 0 1 0 10 1 5 2 0 Fire Re cu Department 0 0 33 0 33 0 33 0 33 0 Recreate n Department 311 AIL as 34 10 TOTAL 449 R7 5 R3 0 &Z 1 89 5 209 Bus Shelters Landscape Projects Water Lines W Mashta Bridge Sidewalks Library Village Hall Beach Access Public Parks Boardwalk Emergency Services Complex Post Office SANITARY SEWER ZONES Biscayne Bay TT By 5--�,.J __ S a_ r l L — ss ora— Atlantic Ocean _ r North This map was prepared by THE VILLAGE OF KEY BISCAYNE BUILDING ZONING AND PLANNING DEPT LEGEND OZONE1 ZONE 2 d ZONE 3 ZONE 4 211 ABOUT KEY BISCAYNE Key Biscayne is a seven mile long two mile wide banner island only minutes from downtown Miami and is in Dade County It is the southern most bamer island m the United States of America .-n 8 F"8 f 8.. ekilAa t $ Sil ^A y E 4y'"3r l'.5 <'kk S w £ y)\`'''S.0 . #�t. til 2313. . ., °3 %V ; ) 3�`3V$R Et �....R ".n 3V �8. »Afr `fr.� £e <y\ , S. 5� . �.;%..SF a »„ .. 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 1995 8 892 April 1 1996 estimate University of Honda 1996 8 886 April 1 1996 estmiat University of Honda 2000 9 559 April 1 1996 estimate University of Flonda 2005 10 165 Apnl 1 1996 estimate Umvers ty of Honda 2010 10 759 Apn1 i 1996 estvn t University of Flonda Village Services Full Service including Police Fire Rescue Recreation, Building, Zoning and Planning refuse collection and stormwater management Services provided by other governmental agencies Water sewer and hbrary by Metro Dade County tx3%'Ary> $' a ky `ii. �'3S SyS8wt.8 �S �.t /�� �y. Za E.9'9\iA .Y 8 #g54 $i)v SiVik n,vai,. w3. fic�9 G a..��'• fi3tw vwlm° .., ryA t $R,SR'YaYc�89�e o b.r4i £ ;v's." A �. 8 rp ,j `' ro A9 `�` 'SFk 3+ fiRiS3 V �y^vF �3 n: $Er&b(° Area 1 25 Square Miles Latitude 25 42 North Longitude 80 16 West Miles of Streets 7 850 ft »Ak •y..y 4.. .<8k "»F GAmY�aa paCt��»t°<o'd qi „.its. .*V E k tY6 §3<9 yy��Y ) °' f3' A "^ xt d �, <,w u 9fi 32 MZ 3''':� �] t <° f .,.\ t3 Aw'��$'n8`Max.�§z�kafA'..'�"°�i"-<<9s✓5j,5<;'$S'L;pb`8 pR S C °' 6 3 3 . i^ A t �% A <o b G , c » Number of Stations 1 Fire Hydrants 169 Emergency Response Time 3 12 minutes Number of Rescue Trucks (Ambulances) 2 3 n^G..k, u.F t<F a,G . *.£ze.. r , &., y,43e^a !v�°' 'fr i8 >3 9 9"kC \G .��ny.�+F'�`� ,�,<�. l i Y „?». G;i�"f[:.ca``�ta�=..i�Eii'li; Q` 3o r .�.S 5.y.. S ` ^ ,b, � $ .SS .,. s3i 8 x< S A. 8a i^6m 2k `F Sn Sow@` /.firsi. �. k S. 4..:�.5.<G.'.�.A.r .S........F<,E,S,R:�A.0 Number of Stations 1 212 ABOUT KEY BISCAYNE d.q 44444 Pa K,aoP � t R �a'yy2$ `pyw+ 8 ,.�yyc>an`v <)�s`r1n'ech Y""aEByey ��� o,44 ' 053> , YE B2�E `F # #`s.S 33ka E 353 �3a4 s .. 8. 1 Attendance Centers Number of Students 279 Number of Teachers 32 8M8t yF ng „r a�,.s ;%, a.3),r s yS 3m;o`. S. `tiatittatty 'Yaa+'t '�+. `h23.' h }<,68 E Fr.\si $ E`s' o,u F40<„1 3a8 of r< 1 725 Number of Customers Average Daily Consumption 2 500 000 Sewers 807 4 >A b iP „ <" . �..,��yy<� 3 by z,° E e M asks gyp, 3A " ) • �mxsr�`4+ '1''. £'i�"IiY y�<,�.' �+ ....s ..,,S,�, ,,, ... i. F SS ae bS•k & Wpb l( F`' %3e `S Yok %ur°r, 'c o b F 4rb\bE w, �' S b w `i >orcFa„b<" ,'fk..{..,.:io> )wM . ..,..,,,.W...3 £ �`r Single Family Homes Participants Customers 1 243 C 's F,.. .3. , . �a�mss.,}. ,.. >.>„y ,... , . <q o d'b\: a 4i A F £F9 f r F r" %�y<o .So-eYY:,..yw xkr�t .{s W °'. a 4 '61 "i 1'�i ` ' i1i�iL' d' FEC"a ,.0 .mac ,o k<`4.o"�,Q . .. > �„e..,,,,,..a a w> <aa 9Wf 5if>a g<S�.., p Err gr>ar > p8F � f`KrS^ aa a ,#� E#t$ ia'k QS E tab cg Fu < 4 6 $ v 5 3 rrt M Single Family Home Rate $7 50 per month Multi Family Unit Rate $5 00 per month Commercial Rate Varies according to impervious area e A•Ww ) 3)C K$� �y�'mm (6,`a'3 a # Re 1iiE'd:� E{ 'ie� aPrw < n "AG'n ,a 5b}w 5. KM M nWi`. n 5 �'In> n >O a SYn o'waa btn. gy VYW Number of Parks 2 Number of Lrbranes 1 Number of Public Tennis Counrts 4 Number of Public Recreation Centers 1 'Su s w# F' E s\ a 8w �"k tit $ > a^ES $xB QB>w'r?? W $ Fh > <- a'� ,-„ 4ii5 i is rE c.x k F\, x s" Qs` eyi s' s sM a #azh 3 '=\a` iSrs �'w< �x �F i` s^{$ ., r xeS$ $ '�,�ati i'S` e o S r s`�K3 gT, $ $8�a E a '<} as< .s04a> z�l, 4 Churches # S ^O'yay�R! O: '+` C p yiS „rte JS Fn n` sx` jbp >„OS e. wE R ki Y' Y Wig>',� "' b. -0eb Jk'UF'rtr�"\�FS `6'3,{e ,�Ji�)sf. y yydd b c`C kA` o `r3 PC � `'?`� # s�"3 r y �➢ '<� Units 5 724 Smgle Family Homes 1 527 Mult Family Umts 4,157 r 213 5 � arF,£'u, �j�4 ° 'is � '.s. q.?". 4$3 Ndi >d5 P„ e >s „�aF°' $ AYw « 7r " ,,8 ." a a < s �,.. ,� e 5 s V s#.'. ^F Y Shopping Centers 232 682 square feet 7 Centers ss Fs"vsyra. FL s- %a`h �S 4v' 2��yy}�.�Yya F yyaR" # "�` ki�tih * a F��((o-�� Ri »Y �> 2 yi t"A § .Ad y * ei b a." c ys�sr` c.„, .. k 1 $ 3 (55 4 Newspaper Islander News (Weekly) Local Cable Channel Channel 29 World Wide Web Site http //vkh key-hiscayne fl us E r L wttti E 214 IMPORTANT DATES FOR THE VILLAGE L. L 429 r^ Incorporation - Charter Adoption Date of First Council Election First Council Meetmg LPA created by Ordinance 92-8 Village Manager Hired Finance Department Director Hired Building, Zoning and Planning Director Hired Beautification Program Initiated Mission Statement Adopted Special Master estabhshed by Ordinance 92 14 Village Offices Dedicated Recreation Department Operational & Director Hired Pohce Chief Hired Hurricane Andrew Buildmg Zomng and Planning Department Operational Village Clerk Hired Calusa Park Exchange Unofficially Given to Village Village Government Recognized by ICMA Pohce Department Operational June 18 1991 September 3 1991 September 23 1991 February 25 1992 March 2 1992 Apnl 15 1992 May 11 1992 May 12 1992 June 6 1992 June 23 1992 June 25 1992 July 20 1992 August 17 1992 August 24 1992 September 1 1992 October 1 1992 October 20 1992 January 28 1993 March 1 1993 215 IMPORTANT DALES FOR THE VILLAGE Opted out of Fire Distract Resolution 93-08 Fire Referendum Orgam7ational Chart Fire Rescue Chief Hired Village Seal Adopted Police Station at 85 West Enid Dnve Operational Stormwater Master Plan Adopted Fire Department Operational Grand Bay Project Approved Tree Farm Acquisition (Village Green) Master Plan Adopted by Ordmance No 94 6 Emergency Complex Dedication - Temporary Facilities Solid Waste & Recyclmg Collection Transferred Stormwater Sewer Project Commenced Ocean Club Project Approved March 9 1993 Apri127 1993 Apn127 1993 May 17 1993 June 8 1993 August 25 1993 September 14 1993 October 1 1993 November 11 1993 February 10 1994 August 16 1994 November 30 1994 January 1 1995 June 19 1995 July 27 1995 216 COMMUNITY ASSISTANCE GRANT PROGRAM The Community Assistance Grant Program was established on March 8 1994 by the Village Council The purpose of the Community Assistance Grant Program is to provide grants to not -for profit organizations to be used for community projects The objective of this program is to support and encourage organization participation through cooperative funding of commumty projects Not -for profit Key Biscayne orgam 7ations may apply for a maximum of $10 000 to fund projects which will benefit the citizens of the Village of Key Biscayne L During Fiscal Year 1994 a total of $50 055 was awarded to vanous community organizations The Boy Scouts of Amencan were awarded a $4 000 grant to fund the purchase of a scout trailer The Island Garden Club was awarded $8 580 to fund landscaping materials for a project at the Key Biscayne Elementary School Cub Scout Pack #322 was awarded $2 500 for the purchase of a trailer and hitch The Key Biscayne Chamber of Commerce was awarded $10 000 to be used for the pubhshmg and mailmg of a newsletter and equipment rental The Key Biscayne Music and Drama Club was awarded $9 975 for miscellaneous production costs The Key Biscayne Lighthouse Run and Walk Inc was awarded $10 000 to be used on the 17th Annual Lighthouse Run and Walk event expenditures The Key Biscayne Nature Center was awarded $5 000 to be used for the production of a sea turtle brochure During Fiscal Year 1995 a total of $32 100 was awarded to community organizations The (� Rotary Club of Key Biscayne received $10 000 for costs associated with the art festival The Cub Scouts of Key Biscayne were awarded $2 100 for education and awareness of endangered species The Key Biscayne Music and Drama Club received $10 000 for costs associated to a Fund Raismg Gala production The Dade Hentage Trust was awarded $10 000 for the production of a brochure and models of the Cape Florida Lighthouse In addition to the above detailed Community Assistance Grants awarded by the Village Council, the Council has authonzed donations to several organizations since incorporation_ Jackson Memonal Hospital was given $25 000 as a chantable donation The Key Biscayne Music and Drama Club was given a donation of $19 500 to be used for the renovation of the Calusa Playhouse And Dade Hentage Trust was given $25 000 for Village sponsorship of the Cape Honda Lighthouse Gala event during the Miami Centennial celebrations 217 COMMUNITY ASSISTANCE GRANT PROGRAM r - w 1994 1995 1996 TOTAL Boy Scouts $ 4 000 $ 4 000 Cub Scouts $ 2 500 $ 2 100 $ 4 368 $ 8 968 Dade Heritage Trust $ 10 000 $ 10 000 Island Garden Club $ 8 580 $ 8 580 Key Biscayne Chamber of Commerce $ 10 000 $ 10 000 Key Biscayne Library Beautification $ 9 100 $ 9 100 Key Biscayne Lighthouse Run $ 10 000 $ 10 000 Key Biscayne Music & Drama Club $ 9 975 $ 10 000 $ 19 975 Key Biscayne Nature Center $ 5 000 $ 5 000 Rotary Club of Key Biscayne $ 10 000 $ 10 000 The Villager Inc $ 10 000 $ 10 000 TOTAL $ 50,055 $ 32,100 $ 23,468 5105,623 As of No ember 25 1996 Special Contnburions Organization 1 K B.P TA 2 Jackson Memonal Hosp 3 KBTT.F Approval June S 1993 Apnl26 1994 October 15 1996 Amount $ 42 000 $ 25 000 $ 75 000 5142,000 218 BEACH Beach preservation, maintenance and dune vegetation have been short term and long term goals of the Village Council smce incorporation The beach was restored m 1987 at a cost of $2 701 million The funds were obtained from the followmg sources $1 million from the federal government $529 000 from the State of Flonda and $1 172 million from local sources - of which $1 063 million came from eight of the eleven private beachfront property owners with the remaining $109 000 from Dade County The restoration involved a total of 360 000 cubic yards of sand added to the beach front area from the southern border of Crandon Park to the southern point of Bill Baggs Cape Florida State Recreation Area The village beach along the Atlantic Ocean is approximately 1 2 miles long with a design bean width varying between 65 and 155 feet, to provide a 25 foot bean seaward of the Erosion Control Lme Since the incorporation of the Village the followmg improvements have been accomplished A three year beach maintenance constraint was authorized by the Village Council at the July 27 1993 meeting executed August 2 The contract was extended by the Council until August, 1998 at their Apnl 9 1996 meeting The beach is maintained three tunes per week by Universal Beach Service Corporation On January 23 1995 the beach dune vegetation project commenced and was completed by the end of February The project cost was $48 000 and was paid for by the Flonda Department of Environmental Protection and Dade County Seven native species of dune vegetation were planted The purpose of this dune is to help stabilize the beach and keep the sand from eroding Six poles and 18 signs were installed 300 feet off -shore during February 1995 to designate No Boatmg" along our beach The derehct grom structures were removed from m front of the Ocean Club property by the County during the first week of February 1996 r'^ • On Apnl 13 1996 a Beach Awareness Day was sponsored by the Village the Department of Environmental Resource Management (DERM) and Grand Bay Resort and Residences This program was designed to estabhsh a small section of dune on the Village beach while educating Village residents as to the importance of dunes for beach stabilization This program was also used as a tool to guage how effectively the Village imght complete their dune vegetation project using Village volunteers Additional beach improvements shall be studied The Village Resource Volunteer has assembled a Task Force to develop a comprehensive plan with suggestions for consideration by the Village Council At the June 11 1996 Council meeting the Village Manager reported beach quality sand might be available for a beach nourishment project from the Bill Baggs Cape Flonda State Recreation Area. The firm of Coastal Systems International INC was retained to perform a survey of the loss of matenal from our beach The study revealed a 36 000 cubic yard loss occurred since 1987 The firm specializes in the coastal and marine environment The Council retained the firm at their June 25 1996 meeting (Resolution 96 20) to prepare the necessary coastal emergency services for the beach improvement project An application shall then be submitted to the regulatory agencies m the very near fixture 219 DADE COUNTY CITIZEN SURVEY AND INSURANCE SERVICES OFFICE RATING 1 r n a survey of residents m various Dade County mumcipahties dated May 1995 the Village of Key Biscayne ranked highest m quality of services and deliverance to its citizens The survey was conducted by the Institute of Public Opinion Research (IPOR) of the School of Mass Journahsm and Communication and the Institute of Government at Flonda International University Respondents were selected through random -digit -dialed telephone sampling technology and were asked their opinion on eight categones of community services pohce fire and rescue parks and recreation road and street maintenance trash and garbage collection hbranes code enforcement, planning and zoning The comparison involved a total of eleven mumcipahties m Dade County N (including the Village of Key Biscayne) four areas of Dade 4 County currently attempting to incorporate and the remammg area of unincorporated Dade County y' n The Key Biscayne residents who were called gave five of the eight categones the highest ratmg c — c Those categones rated the ' t ,, highest were police (64 8 } percent) fire and rescue (71 9 1, percent) parks and recreation (46 2 percent) road and street DADE COUNTY mamtenance (34 8 percent) and hbranes (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 ratmg at 40 1 percent Key Biscayne had a higher excellent rating than unincorporated Dade County m all eight categones For further information on the Dade County Citizen Survey contact Dr Hugh Gladwm Director of the Institute for Public Opimon Research School of Mass Journalism and Conunumcations Flonda International Umversity at (305) 940-5778 A copy of the survey results are available at the Office of the Village Clerk Village of Key Biscayne 85 West McIntyre Street Key Biscayne Flonda 33149 tel (305) 365-5506 0000000000 The Building, Zoning and Planning Department boasts a rating of 3 the highest rating given to a Dade County mumcipahty by the Insurance Services Office(ISO) In January 1996 this national organization published the results of a study which rated buildmg departments m South Flonda The findings affect how much homeowners pay for property msurance The better the rating the greater the discount recommended by the ISO for insurance providers to homeowners 220 FISCAL YEAR 1995, 1996 & 1997 FUND BALANCES GENERAL FUND ACCOUNT Actual Actual Estunated FY 1995 FY 1996 FY 1997 Total Total Total L0001 1 247 L0003 1 247 L0005 1 247 L0006 1 247 L0004 1 247 Reserve Beach Improvement' Established on June 12 1992 by donation from Beach Preservation Committee Reserve Recreational Facilities' Interlocal Agreement July 23 1992 supplemented by flvlS & Grand Bay $1 6 million Resen e Supplemental Fire' Established in 1995 Annual Budget by Village Council Reserve Grant Audits' Hurricane Recovery and Rebuilding Trust Fund Grants $23 027 $18 268 $19 364 559 562 408 448 432 955 106 000 112 095 118 820 541024 541024 541024 Reserve Pohce/Fire Buildmg 89 101 73 298 77 696 Equipment' Ordinance 94 1 January 25 1994 $400 000 L0002 1 247 Reserve for Beautification 179 412 18 048 19 131 Ordinance 94 1 January 25 1994 $1 1 million L0007 1 247 Reserve for Legal Audit & 66 238 34 969 37 067 Appraisal' 1995 Audit report 7 Q0000 1 243 Encumbrances' 9 482 0 0 1995 Audit Report L1000 1 247 Designation for Community Grants 125 029 5 126 3 I26 Mamtenance and Authorized Studies2 1995 Audit Report L1006 1 247 0 267 682 283 743 Reserve for Stormwater L0008 1 247 0 247 364 266,206 Reserve for Ocean Club r, L1001 1 247 Designation for Future Personnel $250000 264 375 314 375 Expenses2 1995 AuduReport Sub Total $1.948)175 Si 990,Li97 c2-115,507 221 GENERAL FUND ACCOUNT Actual Actual Estimated FY 1995 FY 1996 FY 1997 Total Total Total Sub -Total 51,948875 $1990697 $7,11-,507 Unreserved Fund Balance' 753 873 1 153 873 N/A Ft - Sub -Total $7,702,74R $3,144370 $7,115,507 Reserve Community Center' 0 78 453 29,107 Resolution 95 33 Total $2 707 748 $3 17107'I $2.144 814 CAPITAL IMPROVEMENT FUND - Unscheduled Reserves ACCOUNT Actual ,Actual Estimated FY 1995 FY 1996 FY 1997 Total Total Total Sanitary Sewer Reserve' 100 000 100 000 100 000 1995 Budget Fire Vehicle Reserve' 0 100 000 200 000 1996 Budget Land Acquisition/Community 250 000 '50 000 850 000 Center Reserve2 1995 & 1996 Budgets Village Green Grant/Recreation/Land Acquisition Total Grand Total r^ ' Restricted Reserve Cannot be changed 2 Designated Reserve Village Council so designated 3 Available Reserve Must be designated by Village Council 4 Village Council may appropriate to Stormwater Account N/A Not available at this time twel 0 700 000 700 000 $350000 $1,450000 Si 850000 $'; fii7. jog S46/3 in 3 53,994,814 NOTE SUBJECT TO YEAR END AND AUDIT ADJUSTMENTS 222 pattA PROPERTY TAXES Dade County Pubhc Schools Dade County South Flonda Water Management Distract Dade County Library Distract Flonda Inland Navigation District SUB -TOTAL Village of Key Biscayne TOTAL Mill Rates 10 366 7 243 672 339 .038 18 658 3 606 22.264 Percent Amount Paid 46 56% $ 5 183 00 3253% $ 3 621 50 302% $ 33600 1 52% $ 169 50 .17% $ 19 00 83 80% $ 9,329.00 16 20% $ 1803 00 100.00% $11.132.00 PROPERTY TAXES THAT GO OVER 1HL BRIDGE AND THE VILLAGE OF KEY BISCAYNE HAS NO CONTROL OVER TOTAL $9,511 00 OR 83 35% Village of Key Biscayne Mill Rates 3 606 Percent Amount 16 20% $1 803 00 Service Fire Rescue Department Pohce Department General Government* Debt Service Capital Outlay Building Zoning and Plannmg Pubhc Works Percent of Budg-t 27 56% 24 17% 15 59% 11 09% 9 76% 6 61% 5 22% Amount per Year $ 496 91 $ 435 79 $ 281 09 $ 199 95 $ 175 97 $ 119 17 $ 94 12 $1.803.00 HAD THE VILLAGE NOT INCORPORATED, REAL ESTATE TAXES WOULD HAVE BEEN $2,392 50 *Note General Government Village Council Office of the Village Manager Office of the Village Clerk, Office of the Village Attorney Department of Recreation, Department of Finance and Aduumstral<ve Services and Non departmental TOTAL 1996 GENERAL FUND BUDGET FOR THE VILLAGE IS $10 243 910 223 To' pont VOTER DISTRICTS 1 N T Atlantic Ocean i*;P ?h111 ,aWL__,.$k VOTER PRECINCT BREAKDOWN Precmct Democrat Repubhcan IVfinor Party No Party Total Registered 0049 321 692 7 257 1277 0050 372 678 2 266 13I8 0051 524 965 10 283 1 782 Total 1 217 2 335 19 806 4 377 As of November 13 1996 224 S GLOSSARY The Village of Key Biscayne Annual Budget is structured to be understandable and meaningful to both the general public and the organization This glossary is provided to assist those unfamiliar with budgeting terms and a few terms specific to the Village s financial planning process r A Account. A term used to identify an mdividual asset liability expenditure control revenue control encumbrance control or fund balance AceountingSystems The total structure of records and procedures which discover record classify summanze and report mformation on the financial position and results of operations of a government or any of its funds 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) r L Appropriation. The authonzation by the govermng body to make payments or incur obligations for specific purposes Appropnated 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 Honda it is a requirement that the budget submitted to the Village Council be balanced Balance Sheet. The basic financial statement which discloses the assets liabilities and equities 227 GLOSSARY of an entity at a specified date m conformity with GAAP Boa, A wntten promise to pay a designated sum of money (the principal) at a specific date in the future along with penodic mterest at a specific rate The payment on bonds are identified as Debt Service Bonds are generally used to obtain long-term financing for capital Improvements Bond Funds. Resources denved 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 indicating the probability of timely repayment of principal and mterest on bonds issued r r^ L. 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 authonzed expenditure ceilings under which a government and its departments operate Budget Dumont (Program and Fznancrnl PIan1 The official written statement prepared by the Village staff reflecting the decisions made by the Council m thee- budget deliberations z 4et Ordznansa The schedule of revenues and expenditures for the upcoming fiscal year which is adopted by the Village Council each year Budgetary Basis. This refers to the basis of accounting used to estimate financing sources and uses in 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 in the preparation and adoption of the budget Budget Message. A general discussion of the proposed budget wntten by the Village Manager to the Village Council c Captallinprovemartfin2gratik A projection of capital (long-lived and significant) expenditures over the coming five years The method of financing is also indicated Gapztaih provement 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 228 GLOSSARY 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 C zap tal Prnjectc Budget. A fiscal year budget for capital expenditures 1 e items or projects of significant value with a probable life of one or more years and the means of financing them Cash Bags. The accounting method which records revenues when they are received in cash and records expenditures when they are paid Certiorari. A judicial proceeding to review an assessment of real property A statistical descnption of pnce levels provided by the U S Department of labor The codex is used as a measure of the increase m the cost of living (i e economic inflation) Contingency Account. An appropriation of money set aside for unexpected expenses The amount needed is transferred by Village Council action to supplement the appropnate expenditure account C.'ontractualServtces. Services rendered to a government by pnvate firms individuals or other governmental agencies Examples include utilities rent maintenance agreements and professional consulting services County Wide Service Area. As the area -wide government, Metro Dade has the responsibility to provide certain services to all residents The 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 intergovernmental aid fines and forfeitures transfers and interest earnings D Debt Service Eon 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 pnncipal and mterest on borrowed funds oift Delinquent Tiix,es Taxes remaining unpaid on or after the date on which a penalty for 229 GLOSSARY 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 Thoinguished 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 FY94 and 95 budgets E 1 Employee (or Fringe) Benefits. Contributions made by a government to meet commitments or obligations for employee frmge 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 appropnations are correspondingly reduced r - Rnteaprcce_ Fund Funds established to account for operations which are fmanced and operated m a manner similar to private enterprises The intent is that the expense of providmg services to the public on a continuing basis (including depreciation) be financed or recovered pnmanly 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 matenais electricity water and gas and making long term debt payments F Final Budget. Term used to describe revenues and expenditures for the upcoming year beginning October lst, and endmg September 30th Financial Pokey. A government s policies with respect to revenues spending and debt management as these relate to government services programs and capital mvestments Fiscal policy provides an agreed upon set of principles for the planning and programming of government budgets and their funding 230 GLOSSARY Fiscal Year. The 12 month period to which the annual budget applies The Village s fiscal year begins October 1st and ends on September 30th Fixed Assets. Assets of long-term character that are intended to contmue to be held or used such as land buildmgs machinery furniture and other equipment Franchise. A special privilege granted by a government permitting the contmumg use of public property such as city streets and usually involving the elements of monopoly and regulation Franchise Fees. Fees levied by the Village m return for granting a privilege which permits the continual use of pubhc property such as city streets and usually involves the elements of monopoly and regulation 46. r Fund. An independent 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 Recycling Fund and the Stormwater Utility Fund Fund Balance. The excess of assets over liabilities for a fund A negative fund balance is sometimes called a deficit G GAAP. Generally Accepted Accounting Prmcrples Uniform mmunum standards for financial accounting and recording, encompassmg the conventions rules and procedures that define accepted accounting principles General Fund The fund that is available for any legal authorized purpose and which is therefore used to account for all revenues and all activities except those required to be accounted for m another fund Note. The General Fund is used to finance the ordinary 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 bookkeeping, the debits and credits in the general ledger are equal therefore the debit balances equal the credit balances General ObhgattonA3onds. 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 Obligation Bonds cannot be issued without voter approval and are usually issued with matunties of between 15 and 30 years 231 GLOSSARY Goal. A long term attainable target for an organization An organization s vision of the future Goals and Objectives. A narrative in each department which establishes a program of non-routme or especially emphasvM intentions and tasks for each Village department or subdepartment during a one year period It is not necessarily a fiscal period Grant. A contribution by one governmental unit to another The contribution is usually made to aid in the support of a specified function (for example education) but it is sometimes also for general purposes -49 ro- AI 4. 1 r^ L 1 Infrastructure. The physical assets of a government (e g streets water sewer public buildmgs and parks) Inter fund Transfer. Equity transferred from one fund to another Intergovernmental Revenue. Funds received from federal state and other local governmental sources m the form of grants and shared revenues L Liabilities. Debts or other legal obligation arising out of transactions m the past, which must be hquidated renewed, or refunded at some future date This term does not include encumbrances Line Item A specific item defined by detail in a separate account in the financial records Revenue and expenditure Justifications are reviewed anticipated and appropriated at this level M Millage rate. One mill equals $1 of tax for each $1 000 of property value The millage rate is the total number of mills of tax assessed against this value Mill of Tine A rate of tax equal to $1 for each $1 000 of assessed property value If a house has a taxable value of $50 000 and the millage rate is 1 then $50 m taxes are assessed and if the millage rate is 10 then $500 intaxes are assessed Modified Accrual Accounting. A basis of accounting m 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 232 GLOSSARY N Non -Departmental Appropriations (Expenditures). The costs of government services or operations which are not directly attributable to Village Departments O Objective. A specific measurable and observable result of an organization s activity which advances the orgamzation 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 insurance) 300 Professional and Other Contracted Services 400 insurance rentals utilities postage advertising printing, maintenance 500 Supplies Publications Dues & subscriptions 600 Capital outlay (land buildings improvements equipment construction in progress) 700 Debt Service (Principal and Interest) 800 Grants to Other Governmental Units and/or Pnvate Organvations 900 Interfund Transfers Contingency Obkgations. 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. r i Operating Budget The Village s financial plan which outlines proposed expenditures for the commg fiscal year and estimates the revenues which will be used to finance them OperatingRevenue. Funds that the government receives as income to pay for ongoing operations It includes such items as taxes fees from specific services interest earning and grant revenues Operatmg 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 Occupation Safety & Health Administration P ➢erconal Services. Expenditures for salanes wages and related employee benefits 233 GLOSSARY Pokey. A plan, course of action, or guiding prmciple designed to set parameters for decisions and actions Productivity. A measure of the service output of Village programs compared to the per unit of resource input invested Programs and Objectives. The descnptions of the structure purposes activities tasks and volumes or frequencies of each organizational unit shown m the budget The period spans the fiscal year Pmperty 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 If a house has a taxable value of $300 000 and the millage rate is 1 then $300 m taxes are assessed and if the millage rate is 10 then $3 000 m taxes are assessed Property Tax Calculations. If the taxable value of a property after taking all exemptions is $300 000 and the millage rate used to determine taxes is 4 101 then assessed taxes would be $1 230 30 The calculation is performed by taking the taxable value ($300 000) divided by 1 000 and multiplying it by the millage rate (4 101) the 1995 Fiscal Year rate R L Reserve An account used either to set aside budgeted revenues that are not required for expenditure in the current budget year or to earmark revenues for a specific future purpose 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 nsk and liabilities incurred by a local government to conserve resources from accidental loss Rollback Mifage Rate. The millage necessary to raise the same amount of Ad Valorem tax revenue as the previous year excluding taxes from new construction It represents the millage rate level for no tax increase S ,Special Assresment. A compulsory levy made against certain properties to defray part or all of the cost of a specific improvement or service deemed to primarily benefit those properties A1I tax- exempt property in the affected area will also have to pay the special assessment 234 GLOSSARY Surplus. The use of the term surplus in governmental accountmg is generally discouraged because it creates a potential for misleading inference Undesignated fund balance is used instead The concept of net worth m commercial accounting is comparable to "fund balance in government accountmg 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 Tax Base. Total assessed valuation of real property within the Village r- Tax Levy. The total amount to be raised by general property taxes for purposes specified in the Tax Levy Ordinance Tax Rate. The amount of tax levied for each $1 000 of assessed valuation Tag 7am3t. The maximum rate at which the Village may levy a tax which for Florida municipalities is 10 mills or $10 per thousand dollars of assessed value TRIM. Truth in millage (section 200 065 Flonda 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 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 stonnwater utility and refuse collection disposal and recycling 2Miity TaY ., 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 mdication of the output of a department It may consist of transactions products events services or persons served 235 - - - ELECTED COUNTY OFFICIALS I County Commissioner The Honorable Jimmy Morales Metropolitan Dade County Board of County Commissioners Distract 7 111 Northwest 1 Street Suite 220 Miami Flonda 33128 1963 Tel (30D) 375 5680 Fax (305) 372 6103 II Team Metro Office III Dade County School Board Suzanne Sahchs Regional Coordinator Kendall office Kendall Town & Country 11820 Shem Lane Miami Flonda 33183 Tel (305) 270 4979 HttpPubd metro co dale fl us The Honorable Manty Sabates Morse (District Six) Antonio Cotarelo Administrative Aide 1450 N E 2nd Avenue Room 700 Miami FL 33130 Tel (305) 995 1334 Fax (305) 995 1572 ELECTED STATE OFFICIALS IV Governor The Honorable Lawton Chiles Tallahassee Office Executive Office of the Govemor The Capitol Tallahassee Flonda 32399 0001 Tel (904) 488 4441 Fax (904) 487 0801 V Senate The Honorable Ronald Silver (D) Distnct 38 Tallahassee Office 246 Senate Office Building Tallahassee Flonda 32399 1100 Tel (904) 487 5121 Miami Office 11 Northwest 167 Street 2nd Floor North Miami Beach, Florida 3D169 Tel (305) 655 1701 Fax (305) 623 3646 MISSION STATEMENT "TO PROVIDE A SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 225 r� VI House of Representatives The Honorable Bruno A Barreiro (R) Distnct 107 r r 4 Tallahassee Office 325 The Capitol Tallahassee Flonda 32399 1300 Tel (904) 488 9930 Miami Office 1454 Southwest 1st Street Ste 100 Miami Flonda 33135 Tel (305) 643 7324 Fax (305) 643 7326 ELECTED FEDERAL OFFICIALS VII Senate The Honorable Bob Graham (D) Washington Aide & Address Buddy Shorstem Administrative Assistant 524 Hart Senate Office Building Washington D C 20510 Tel (202) 224 3041 Fax (202) 224 2237 Distnct Representative Ellen Roth Distract Director 44 W Flagler Street Ste 1715 Miami Flonda 333 (3 0 Tel (305) 536 7293 Fax (305) 536-6949 The Honorable Connie Mack (R) Washington Aide & Address Mitch Bamwal Administrative Assistant 517 Hart Senate Office Building Washington 1) C 20510 Tel (202) 224 5274 Fax (202)224 8022 VIII House of Representatives Miami Aide & Address Javier Vasquez Regional Director 777 Bnckell Avenue Ste 704 Miami Flonda 33131 Tel (305) 530 7100 Fax (305) 372 3740 The Honorable Deana Ros-Lehtrnen (R) District 18 Washington Aide & Address Arturo A Estopman Chief of Staff 2440 Raybom Buildmg Washmgton D C 20515 Tel (202) 225 3931 Fax (202) 225 5620 Miami Aide & Address Debra Musgrove Distract Director 5757 Blue Lagoon Dnve Ste 204 Miami Flonda 33126 Tel (305) 262 1800 Fax (305) 262 0756 MISSION STATEMENT 'TO PROVIDEA SArE QUALITY COMMUNITYENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 226