HomeMy Public PortalAbout1998 Adopted Budget.pdfVILLAGE OF KEY BISCAYNE
FLORIDA
ADOPTED
FISCAL YEAR 1998
ANNUAL OPERATING
AND
CAPITAL BUDGET
First Printing August 26, 1997
Final Printing December 15, 1997
MISSION STATEMENT `TO PROVIDE A SAFE, QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT"
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Village Council
John F. Festa, Mayor
Mortimer Fried, Vice Mayor
Martha Fdes-Leon Broucek
Gregory C. Han
Hugh T. O'Reilly
Michele Padovan
Betty Sime
Village Manager
C. Samuel Kissinger
VILLAGE OF KEY BISCAYNE
office of the Village Manager
December 1, 1997
The Honorable Mayor and Members of the Village Council
Village of Key Biscayne
Key Biscayne, Florida 33149
Re: 1998 Budget
Transmittal Letter
Dear Mayor and Members of the Village Council:
On August 26, 1997, the 1998 proposed budget of $10,981,152. was submitted to the Council of the
Village of Key Biscayne.
Two public hearings were held on September 11th and September 26th. The Council approved the
$10,981,152, 1998 Budget on September 26, 1997, which is the same amount as the proposed
budget. Four line items, which total $21,000, were reduced, and two line items were increased for
a $5,080 net reduction of $15,920, which was added to the Contingency Fund.
Enclosed is the budget that was submitted to the Village with changes to several sections, such as
a summary chart showing all of the budget adoption modifications, budget message clarifications
and other refinements. Thank you.
Very truly yours,
C. Samuel K singer
Village Manager
CSK\cpg
85 West McIntyre Street • Key Biscayne, Florida 33149 • (305) 365-5514 • Fax: (305) 365-8936
PROPOSED BUDGET VS. ADOPTED BUDGET
FISCAL YEAR 1998
No revenue changes were made by the Village Council.
REVENUES
Ad -Valorem
Franchise Fees
Utility Taxes
Licenses & Permits
State Shared
Revenues
Charges for Services
Interest
Grants & Donations
Prior Year Fund
Balance
Manager's: Proposed Council Adopted Difference
Budget Budget
$6,861,845 $6,861,845
692,000 692,000
1,311,000 1,311,000
537,000 537,000
763,500 763,500
65,600 65,600
200,000 200,000
141,500 141,500
408,707 408,707
Total
$ 10,981,152 $10,981,152
The proposed budget was amended in three areas: Office of the Village Clerk, Non -Departmental and Building, Zoning
and Planning.
EXPENDITURES
Manager's Proposed
Budget
Council Adopted
Budget
Difference
Village Council
Administration
Village Clerk
Village Attorney
Non -Departmental
Debt Service
Building, Zoning &
Planning
Police
Fire Rescue
Public Works
Recreation
Capital Outlay
$14,500 $18,500
412,050 412,050
112,581 113,661
168,000 168,000
768,500 774,420
1,134,585 1,134,585
806,142 785,142
2,625,244 2,625,244
2,898,289 2,898,289
540,009 540,009
251,252 261,252
1,250,000 1,250,000
$4,000
1,080
5,920
-21,000
10,000
Total
$1.0,981,152 : $1'0,981,152;:
,., VILLAGE OF KEY BISCAYNE, FLORIDA
GUIDE FOR READERS
The Fiscal Year I998 Key Biscayne Budget compiles
- financial and service delivery data in a single source document
for easy reference. This guide explains the budget format and
will assist in locating information which may be of particular
interest. The 1998 budget is intended to serve four purposes.
As a policy
document, the
Budget indicates
what services the
Village will provide
during the twelve
month period beginning October 1, 1997 and reasons for these
services. The Budget Message summarizes the programs the
Village will undertake and how the Budget will address them.
It also outlines accomplishments for Fiscal Year 1997. On a
more detailed level, the Department Budget sections describes
the accomplishments for the current fiscal year. It provide
▪ goals and objectives for each organizational unit in the Village
as well as the performance measures upon which programs
will be indicated, monitored and completed for the
,., forthcoming fiscal year. All Village funds are described in
detail in their respective sections.
Maw
guide, the budget
indicates how
departments and
-. funds are organized to
provide services that
will be delivered to the community. The Departments Budget
sections provide a mission statement, goals and objectives,
organization chart, authorized personnel, activity report,
accomplishments, proposed improvements and summary
appropriations for each Village Department
As an operations
THE BUDGET AS AN
OPERATIONS GUIDE
THE BUDGET AS A
FINANCIAL PLAN
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
including major revenue and expenditure breakdowns and
categories for the General Fund, Capital Improvement Fund,
-. Stormwater Utility Fund and the Solid Waste Fund. In
addition, there is discussion of the Village accounting structure
and budget policies. This section includes projections of the
▪ Village's financial condition at September 30, 1997 and
comparison of financial activity over a four-year period (Fiscal
Year 1995, Fiscal Year 1996, Fiscal Year 1997 and Proposed
Fiscal Year 1998). The budget document includes an
appropriation from the General Fund to the Capital
Improvement Fund.
THE BUDGET AS A
COMMUNICATIONS
DEVICE
The Budget is
designed to be
user friendly
with summary
information in
text, charts,
tables and
graphs. A glossary of budget terms is included for your
reference. In addition to this reader's guide, the table of
contents provides a listing in the order of the sections in this
document. The appendix section includes 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, Florida 33149.
0000000000000000000000000000000000000
The Government
Finance Officers
Association of the
United States and
Canada (GFOA)
presented a
Distinguished
Budget Presentation Award to the Village of Key Biscayne for
its Annual budget for the fiscal year beginning October 1,
1996.
In order to receive this award a governmental unit must
publish a budget document that meets program criteria as a
policy document, as an operations guide, as a financial plan
and a communications device.
The award is valid for a period of one year only. We believe
our current budget continues to conform to program
requirements, and we are submitting it to the GFOA to
determine its eligibility for another award
A
Distinguished
Budget Presentation
Award
PRESENTED TO
Village of Key Biscayne.
Florida
Foe the Fiscal Yea/ BegInnlnq
Oatobee I. 1996
WORM
MISSION STATEMENT: 'TO PROVIDE A SAFE. QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNM T -
CONTENTS
KEY BISCAYNE, FLORIDA
Seta
PAGE #
1-2
3
4
5
6
7-8
9
10
TITLE
INTRODUCTION
Village Government
Independent Consultants
Mission Statements
Mission Statements
Organizational Chart
Authorized Full Time Positions
Annual Budget Procedures
1997 Budget Schedule
BUDGET MESSAGE
11-27 Budget Message
GOALS & OBJECTIVES
28-30 Council Goals & Objectives
31-33
34-36
FINANCIAL POLICY
Financial Policy
Ordinance 97-1
CONSOLIDATED BUDGET
37-38 Consolidated Budget Summary
GENERAL FUND
39-41 General Fund
42 Prop. Budget/Adopted Budget
43 1998 Estimated Property Taxes
44 Property Taxes
45 Percent Distribution of Tax
46 Certification of Taxable Value
47 Appraised Value of Real Prop.
48 Dade Cities Tax Rates
REVENUES
49 General Fund Revenues
50-51 Revenue Budget Detail
52-63 Revenue Projection Rationale
64-65 General Fund Revenues
EXPENDITURES
66 General Fund Expenditures
67-69 Gen. Fund Budget Comparison
70-72
73-86
87-91
92-95
96-99
100-102
DEPARTMENTS
Village Council
Administration
Office of Village Clerk
Office of Village Attorney
Non -Departmental
Debt Service
FISCAL YEAR 1998 BUDGET
DESCRIPTION
Listing of Officials and Administration
Listing of Independent Consultants
Village Mission Statement
Compilation of Village and Departments
Flowchart - Departmental Breakdown
Departmental Breakdown
Narrative Overview of Budget Procedures
Budget Schedule
Narrative Overview of the FY 98 Budget
Narrative Overview of Goals & Objectives
Narrative Summarizing Financial Policy
Debt Cap Ordinance
Summary of FY 1993-1998 - All Funds
Schedule of General Fund
Comparison of Proposed vs. Adopted Budget
Chart of Estimated Property Taxes
Chart depicting 1993-1998 values
Chart of total Assessed Property Value
Setting Proposed Mill Rate
Chart of Appraised Value of Real Property
Chart of Tax Rates
Chart Comparing Budget Revenues
Chart of Revenues
Budget - Revenue Schedule 1993 - 1998
Detail of General Fund Revenues
Chart of Expenditures
Narrative & Charts of Expenditures
Description and Budget
Description and Budget
Description and Budget
Description and Budget
Description and Budget
Description and Budget
CONTENTS
PAGE # TITLE
DEPARTMENTS (CONT.)
103-113 Building, Zoning & Planning
114-129 Police
130-143 Fire Rescue
144-153 Public Works
154-163 Recreation
164-166 Capital Outlay
167-178
179
180
181
182
CAPITAL IMPROVE. FUND
Capital Improvement Fund
Capital Improvement Program
Map of Development/Facilities
Sanitary Sewer Zones
Street Light Improvements
STORMWATER UTILITY
183-193 Stormwater Utility Fund
SOLID WASTE FUND
194-200 Solid Waste Fund
201
202
203-204
205-206
207-209
210
211
212-214
APPENDIX
DRI Projects
Resolutions & Ordinances
About the Key
Important Dates for the Village
Beach Maint. & Nourishment
FIU, ISO & NFIP Survey
Voter Districts
Elected County Officials
GLOSSARY
215-225 Glossary
226
Back
Cover
1Mav
Map of Dade County
Map of Key Biscayne
KEY BISCAYNE, FLORIDA
FISCAL YEAR 1998 BUDGET
DESCRIPTION
Description and Budget
Description and Budget
Description and Budget
Description and Budget
Description and Budget
Description and Budget
Narrative Description
Schedule with Budget
Locations
Map of Zones
Map of Zones
Description and Budget
Description and Budget
Description and Amounts
Res. 97-37, Res. 97-47, Ord.97-24
General Information
List of Dates
Narrative on Beach Maint. & Nourishment
Summary of Studies
Map and Chart of Voter Districts
List of Elected County Officials
Narrative Description of Definitions
Map of Dade County
Map of Key Biscayne
DISCUSSION GUIDE
The following guide has been prepared to assist the reader in finding more information regarding major
project issues discussed in the Budget Message.
1.) Discussion of Budget Process:
2.) Council and Departmental Goals:
3.)
4.)
5.)
6.)
7.)
8.)
Property Tax Revenues and Tax Rate
Revenues and Expenditures Summaries:
Debt
Capital Projects
Stormwater Utility
Refuse Collection
pp. 9-10-42
pp. 28-30, 75-81-89-90-94-
107-120-135-148-158
pp. 43, 45-50, 54
pp. 51-53, 66-69
pp. 100-102
pp. 164-166, 167-182
pp. 183-193
pp. 194-200
VILLAGE OF KEY BISCAYNE, FLORIDA
FISCAL YEAR 1998
Village Council
John F. Festa, Mayor (Term Expires 11/10/1998)
Michele Padovan, Vice Mayor (Term Expires 11/10/1998)
Martha Fdez-Leon Broucek (Term Expires 11/13/2000)
Mortimer Fried (Term Expires 11/13/2000)
Gregory Han (Term Expires 11/13/2000)
Hugh T. O'Reilly (Term Expires 11/10/1998)
Betty Sime (Term Expires 11/10/1998)
C. Samuel Kissinger
Village Manager
Conchita H. Alvarez
Village Clerk
Weiss, Serota & Helfman, P.A.
Village Attorney
Council -Manager Form of Government
Incorporated on June 18, 1991
MISSION STATEMENT: "TO PROVIDE A SAFE. QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT."
VILLAGE OF KEY BISCAYNE, FLORIDA
FISCAL YEAR 1998
The Administrative Team
James D. DeCocq, Assistant to the Village Manager
Office of the Village Manager
John P. Little, Jr., Director
Leo Limos, Building Official
Building, Zoning and Planning Department
Michael J. Flaherty, Director and Chief of Police
John Gilbert, Chief of Fire Rescue
Emergency Services Department
Jack Neustadt, Director
Finance and Administrative Services Department
Armando Nunez, Public Works Supervisor
Public Works Department
Michael Bain, Sport Coordinator
Loren Matthews, Program Coordinator
Recreation Department
Village Council Appointments
Special Masters
Dennis M. O'Hara, (Term Expires on 6/28/98)
Rosemary Sala, (Term Expires on 7/27/98)
Special Council Appointees
Sandra Goldstein, Village Resource Volunteer (December 2, 1994)
Joan Gill Blank, Representative to Miami Centennial (January 9, 1996)
Helen White, Rickenbacker Toll Increase (April 9, 1996)
Sam Houston, Village Beach Resource Volunteer (July 9, 1996)
Fire/Police Retirement Board of Trustees
Barclay E. Cale (September 9, 1997) Michael Haring (September 9, 1997)
Nicholas Ismailoff (September 9, 1997) Servando Parapar (October 28, 1997)
C. Samuel Kissinger (September 9, 1997)
MISSION STATEMENT: "TO PROVIDE A SAFE, QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT."
2
William A. O'Leary, FASLA, President
O'Leary Design Associates, P.A.
8525 Southwest 92nd Street, C11
Miami, Florida 33156
Williams, Hatfield and Stoner, Inc.
3191 Coral Way, Suite 804
Miami, Florida 33145
Barton - Aschman Associates, Inc.
5310 Northwest 33rd Avenue, Suite
Ft. Lauderdale, Florida 33309
VILLAGE OF KEY BISCAYNE
FISCAL YEAR 1998 INDEPENDENT CONSULTANTS
Village Engineer
Carlos A. Penin, P.E., President
C.A.P. Engineering Consultants, Inc.
100 Miracle Mile, Suite 300
Coral Gables, Florida 33134
Independent Auditor
Rachlin, Cohen & Holtz
Certified Public Accountants & Consultants
One Southeast 3rd Avenue, Tenth Floor
Miami, Florida 33131
Bond Counsel
Jeffrey D. DeCarlo
Adorn & Zeder, P.A.
2601 South Bayshore Drive, Suite 1600
Miami, Florida 33133
Financial Advisor
Percy R. Aguila, Jr., Vice President
Rauscher, Pierce, Refsnes, Inc.
201 South Biscayne Boulevard, Suite 830
Miami, Florida 33131
Coastal Engineer
Coastal Systems International, Inc.
464 South Dixie Highway
Coral Gables, Florida 33146
Village Landscape Architects
A. Gail B. Pettey, ASLA, President
A. Gail Boorman & Associates
849 Seventh Avenue, Suite 204
Naples, Florida 33940
Storm water Engineers
PBS&J Construction Services, Inc.
2001 Northwest 107th Avenue
Miami, Florida 33172
Traffic Engineers
Glatting, Jackson, Kercher, Anglin, Lopez & Rinehart
206 33 East Pine Street
Orlando, Florida 32801
"TO PROVIDE A SAFE, QUALITY COMMUNITY ENVIRONMENTFOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT."
VILLAGE OF KEY BISCAYNE, FLORIDA
MISSION STATEMENT
MISSION STATEMENT:
"TO PROVIDE A SAFE,
QUALITY COMMUNITY
ENVIRONMENT FOR ALL
ISLANDERS THROUGH
RESPONSIBLE GOVERNMENT."
VILLAGE OF KEY BISCAYNE, FLORIDA
MEM
MISSION STATEMENTS
TO PROVIDE A SAFE, QUALITY COMMUNITY
—, VILLAGE MISSION ENVIRONMENT FOR ALL ISLANDERS THROUGH
MINOR
AMER
RESPONSIBLE GOVERNMENT.
DEPARTMENTAL MISSION STATEMENTS
Building,. Zoning and
Planning Department
Finance and Administrative
Services Department
Fire Rescue Department
Police Department
Recreation Department
Public Works Department
To provide the residents of the Village, their architects,
engineers and contractors a friendly, courteous and expeditious
turnaround of their information and permit requests. To assist
the Council in its development, adoption, implementation and
enforcement of the land use, concurrency, zoning and other
Village regulations. To provide a thorough inspection process
that assures the residents of a well constructed residence or
commercial structure.
To administer the finances and budget of the Village of Key
Biscayne efficiently and report related activities accurately and
timely, and to manage the insurance and employee benefit
programs in the best of interests of the Village and its
employees.
To contribute to a safe, 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
providing 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 continue providing citizens with quality of life opportunities
for positive recreational experiences.
To promote beautification through maintenance of public right-
of-ways, streets, trees, library and school 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 policies should protect residential
character. Future residential development should be at the lowest densities consistent with
protection of reasonable property rights. Hotels should be permitted in order to provide ocean access
opportunities and respect an established land use pattern; however, they should be modest in size so
as not to overpower the community's residential character. Other commercial development should
be sized to meet the needs of residents and hotel guests. Office development should be limited to
the minimum amount practical in light of existing development patterns.
VILLAGE OF KEY BISCAYNE, FLORIDA
ORGANIZATIONAL CHART
The Village of Key Biscayne day-to-day operations are managed by the Visage Manager who
reports directly to the Village Council. The Village Manager appoints the department heads of
the five departments.
VOTERS
of
KEY BISCAYNE
1
VILLAGE
COUNCIL
(7)
LOCAL
PLANNING
AGENCY
VII /_AGE
CLERK
(1.5)
DEPARTMENT
OF BUILDING,
ZONING AND
}LAMING
(8)
BUILDING
ZONING
PLANNING
SPECIAL
MASTERS
(2)
VILLAGE
MANAGER
(2)
ASSISTANT
TO
MANAGER
(I)
,I=1•111111 .11111111=11111i111111
VILLAGE POLICE/
ATTORNEY FIRE
RETIREMENT
BOARD (5)
CODE
ASSISTANCE;
DEPAITIETT
OF HvIERGENCY
SERVIC
(70)
FIRE
RESCUE
POLICE
DEPARTMENT
OF
RECREATION'
(3)
SPECIAL
EVENTS
SPORTS &
ATHLETICS
PROGRAMS/
TOURS
i
DEPARTMENT
OF
PUBLIC WORKS
(2)
J VU1AGE
ENGINEER
CONTRACT
SUPERVISOR
STORMWA TER
MANAGEMENT
REFUSE
COLLECTION
RECYCLING
DEPARTMENT
OF FINANCE
AND
ADMEN. SERVICES
(2)
FINANCE/
AC COUNIINC
PERSONNEL
BENEFITS
Adopted by Ordinance 93-6 on April 27, 19'"
Amended by Ordinance 93-20 on November i
6
MAINTENANCE
Assistant to the Manager
Administrative Assistant
Receptionist/Switchboard
Total Villa e Man • er's Office
Director
Assistant -Part Time
Administrative Assistant -Part Time
Total Finance De s artment
%i�: '•:'./:.,,tr 3:�J.,:c:: `:o:i<';�.:.�1:' ��,A^t7.:Yni:G;!/ti:;.�uy';'yl/,!:
:?iCm .. �;'%' vf'r'�..::\:::iySr: :f•,:.u�?.. ::,G.a:S/;..:wio:X
a::Fr+"r,.?%}:.xy.:,%G«> �K.�;•H^^uN.:.c�:!j �_�?v...,;i;:•;� �:-�'�±�:n�3 ` 6,,biy;,(i.:c;
3'•".;"`>:•i:•;:^^.:7.x..�,.. m:"'v"•`":i S'�:: s',.' >'•ivY•ri,E:�%i;:�li�j,�7 �i3:�:4'r.� :: r%:r :i?:i i•<%:i2�.`�:J"r:f>�wn
..�e'.,',r';a, �y;fir,:, r,... n.. 5 x,,,..;.....4'.,•1.,.:::::: ?,:;F�; �•r.¢%� ;,,,a: .>
' .:i!:;. .' .,,.nc.;,..;�.Z .'�>•':•>.'r>'�:.;:,�:G,yv:. {...'�:^:. l' u.Lt: c'S:�Snu
. . ::4i is ny • `i.:.. . . .. .::th4;}w i>.l .:ni:yGiy,Y•:n� � �: ' �... ... � \�
Director
Administrative Assistant
Building Official/Structural Engineer
Planner
Code Enforcement
Permit Clerk
Inspectors (4)- Part Time
Total Building, Zoning &
Plannin
Director
Total Economic Development
De+t.
AUTHORIZED FULL-TIME POSITIONS
Dispatcher
Public Service Aide
Administrative Aide
Civilian Part -Time:
Dispatchers
Public Service Aide
Crossing Guard
Total Police De s artment
Public Works Supervisor
Maintenance Laborer
Total Public Works De + artment
Fire Chief
Deputy Fire Chief
Administrative Assistant
Fire Captain
Fire Lieutenant
Firefighter/Paramedic
Firefighter/EMT
Total Fire Rescue
Director
Program Coordinator
Sports Coordinator
Program Assistants -(2) Part Time
Total Recreation Department
SUMMARY
1 1 1
1 1 1
0 1
3 4 3
4
4
4
4
0
1
37
1
2
I
I
3
3
24
0
33
1 1
1 1
1 1
3 3
0
1
37
1
2
I
1
3
3
24
33
yy^ `:tl!%>:-fY;?::c£zi%'.?<j r;.;•,xv-i^`-..aS.G:<:•: o:,ac+. wwy.s: n;.y<z.�,:.....; ,c. ,v+'�"9•'c' •ti ..! �•+i.-`;: v•:.+u
;Y.,t�-�j<g;•.ii#;;: !�C �. .iy� �,'>��. i'fi� < ti w � �:� :• hat:V .�
-:N.�::::.`,:w+i?./( v�:!^ _1:. vW,, :::., . : �._Y ::i: �. /:+ jy�bii.�?;:.-H,.: •-+ • n +� h • :I F •�: :. }•
C. 4:. ;y,r fi '-{•�,' i� �•C:�s;,:::�:dry<..�?�.b�....�.+?'r..;v:sC.y� ,.
Office of the Village Manager
Finance and Administrative Services
1
1
1
3
3
3
3
3 3 4
1.5
1.5
2
Office of the Village Clerk
1
1.5
1.5
1.5
1.5
1.5
Building, Zoning and Planning
Economic Development Department
2
5
5
8
8
8
1
1
1
0
0
0
Police Department
31.5.
32.5
34
35
37
37
Public Works Department
1
1
1
1.5
2
Fire Rescue Department
33
33
33
33
33
Recreation Department
3
4
3
3
3
3
Total Authorized Positions
44
82.5
83
87
89.5
90.5
8
ANNUAL BUDGET PROCEDURES
FISCAL YEAR 1998
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 in accordance with the Village of Key Biscayne Charter, Article IV, (Section 4.05a).
onatsa
ANSIm
OMEN
(b)
(c)
BUDGET ADOPTION. The Council shall by ordinance adopt the annual budget on or
before the last day of September of each year. If it fails to adopt the annual budget by this
date, the Council may by resolution direct that the amount appropriated for current
operations for the then ending fiscal year be deemed appropriate for the ensuing fiscal year
for a period of fifteen (15) days and may be renewed by resolution each fifteen (15) days,
with all items in it prorated accordingly, until such time as the Council adopts an annual
budget for the ensuing fiscal year. An ordinance adopting an annual budget shall constitute
appropriations of the amounts specified therein.
SPECIFIC APPROPRIATION
. The budget shall be specific as to the nature of each
category of appropriations therein. Reasonable appropriations may be made for
contingencies, but not within defined spending categories.
(d) BUDGET AMENDMENTS. The annual budget is adopted by ordinance and may only be
changed by ordinance. Further changes such as transferring of available funds within a
specific department, may be authorized by the Village Manager. Contingency funds may
only be transferred by the budget amendment process.
(e) BUDGET BASIS. The General or Operating Fund, Budget of the Village of Key Biscayne
is prepared on a modified accrual basis. Briefly, this means that obligations of the Village,
such as outstanding purchase orders, are considered as encumbrances and are budgeted as
expenses, but revenues are recognized only when they are actually received. The Village
follows guidelines established by the Florida Department of Banking and Finance, the
Government Finance Officers Association in 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 Florida.
The Comprehensive Annual Financial Report (CAFR) shows the status of the Village's
finances on the basis of "Generally Accepted Accounting Principles" (GAAP). In most cases
this conforms to the method by which the Village prepares its budget. The Comprehensive
Annual Financial Report shows fund expenditures and revenues on both a (GAAP) basis and
budget basis for comparison purposes. Except the (GAAP) does not take encumbrances into
account until they become payable.
(f) THE ENTERPRISE FUNDS. Solid 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.
MISSION STATEMENT: "TO PROVIDE A SAFE, QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT."
VILLAGE OF KEY BISCAYNE
BUDGET SCHEDULE
The Council adopted millage rate, Resolution 97-37, in July for use on the Notice of Proposed Taxes
to be mailed to all property owners on August 22, 1997. 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.
1. Staff meeting to begin
preparation of 1998
Annual Budget
2. Departmental Review
3. Village Council sets
Budget Schedule
4. Certification of Taxable
Values by Dade County
Property Appraiser. Tax
revenues finalized.
5. Resolution #97-37
setting proposed millage
rate for 1998 and setting
public hearing dates.
6. Notice of proposed tax
bill and Public Hearing
dates.
7. Proposed FY 1998
Budget presented by
Village Manager to
Village Council.
8. First Public Hearing on
the 1998 Budget.
9. Final Budget Hearing and
adoption of the 1998
Budget.
10. Start of new Fiscal Year
March 12, 1997
April through June, 1997
April 8, 1997
July 1, 1997
July 1, 1997
August 22, 1997
August 26, 1997
September 11, 1997
September 30, 1997
October 1, 1997
10
NMI
Village Council
John F. Festa, Mayor
Michele Padovan, Vice Mayor
Mortimer Fried
Gregory C. Han
Hugh T. O'Reilly
Martha Fdez-Leon Broucek
Betty Sime
Village Manager
C. Samuel Kissinger
VILLAGE OF KEY BISCAYNE
Office of the Village Manager
August 26, 1997
The Honorable Mayor and Members of the Village Council
Village of Key Biscayne
Key Biscayne, Florida 33149
RE: BUDGET MESSAGE
Dear Mayor, Councilmembers and Citizens of Key Biscayne:
On behalf of the more than 8,800 citizens, I am pleased to present the Proposed Fiscal Year 1998
Budget for the Village of Key Biscayne: A Program and Financial Plan beginning October 1, 1997
and closing September 30, 1998 for your review and consideration. This Budget is presented in
accordance with the requirements of the Village Charter, State laws, the Village Comprehensive
Master Plan and the Goals and Objectives of the Village Council. The Budget is balanced. No new
fees or increase in current fees or taxes are recommended.
The 1998 Budget totals $12,291,668. The Budget is broken down into three funds:
$10,593,540 $10,981,152
6,573,283 1,050;000
260,516 260,516
$17,427,339 $12,291,668
$387,612
-5,523,283
0
$-5,135,671
The substantial Budget decrease from 1997 to 1998 is due to the completion of the installation of
the Stormwater System that was included in the 1997 Budget. The Project is now substantially
completed.
This Budget allocates the resources of the Village to a variety of programs to provide for the basic
needs of the community and to enhance the quality of life for its citizens. It addresses the Mission
Statement of the Village which is "TO PROVIDE A SAFE, QUALITY COMMUNITY
ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT."
85 West McIntyre Street • Key Biscayne, Florida 33149 • (305) 365-5514 • Fax: (305) 365-8936
BUDGET MESSAGE
FISCAL YEAR 1998
Proposed Ad -Valorem Rate for General Fund
For Fiscal Year 1998, I am recommending a millage rate of 3.606 mills of $1000 per assessed
valuation which is the same mill rate as the previous Budget. Since 1993, the mill rate has been
reduced over one (1) mill, from 4.724 to 3.606, and is the lowest in Miami -Dade County. This is
the sixth year the rate has been reduced or remained at the same level. The proposed mill rate is the
lowest in Dade County.
The Roll -Back Rate, which is the rate that would raise the same amount of the Ad -Valorem Revenue
as the previous year, excluding taxes from new construction, would be 3.563 mills. By keeping the
mill rate the same there is no tax increase except in those instances where the Miami -Dade Assessor
has increased the property assessment. I do not recommend the Roll -Back Rate of 3.563 mills. The
difference is $0.043 or 1.21 % of the total tax bill. The Roll -Back Rate would raise $81,825 less
revenue.
The past three (3) fiscal years I recommended that the mill rate remain the same. Each year the
Council lowered the mill rate to the Roll -Back Rate. This savings amounted to an average of
approximately $21 or approximately 5% each year per $100,000 of assessed valuation.
I am concerned that this practice does not become a trend because of the following facts:
1.) Property tax reductions in the amount of $1,130,480 reduced the Village portion of the tax
by an average of 5.19% which was less than 1% of the total bill. These funds could have
financed needed Capital Improvements and unfunded Capital Projects contained in the
Capital Improvement Fund;
2.) Ordinance 97-1, adopted January 16, 1997, provides limits on long-term debt and the recent
Charter Amendments now mandate that Council regulate debt by ordinance. By October 1,
2001 the Ordinance requires a $2 million Undesignated Fund Reserve. This goal has not
been furthered;
3.) The Five -Year Budget Plan was prepared with the assumption that the mill rate remains the
same of that period. The Plan provides for an increase in the Contingency Fund and the
Capital Outlay account. This Plan funds the Capital Projects outlined in the Goals and
Objectives, the Capital Improvement Program and the Village Master Plan. Reduction of
the mill rate will delay the implementation of these approved Council Projects;
4.) The Capital Improvement Program calls for improvements of approximately $8 million over
the next five (5) years;
5.) Land acquisition costs are estimated very conservatively at around $1 million per acre. A
20 year bond issue for each one -million dollars borrowed will cost an estimated $85,000
annually at an interest rate of 5.5%;
12
BUDGET MESSAGE
FISCAL YEAR 1998
MOO
6.) A constant mill rate is the equivalent of a tax reduction when one considers inflation;
7.) Amendment 10 (Save our Homes) to the Florida Constitution provides that the County
Assessor cannot increase your assessment by more than three (3) percent or the consumer
price index, whichever is lower. This year the increase is set at three (3) percent;
8.) Based on proper Property Tax administration, those properties more highly valued should
have their assessments increased accordingly. Not all assessments are increased at the same
-- time. Only those that have increased in value are increased. When the Roll -Back Rate is
adopted, residents whose assessments were not increased (i.e. 9839% of Village taxpayers)
are in essence receiving a benefit;
4111111.
9.) Property Taxes are among the few deductible items for your Federal Income Taxes;
10.) A Debt Cap generally implies a pay as you go Financial Policy if improvement projects are
to go forward. The present Debt Cap is restrictive in my opinion. It is also restrictive when
compared to other Florida communities and other State debt restrictions;
11.) The Beach Nourishment Plan will require additional funding even if the sand is obtained
from Bill Baggs Cape Florida State Recreation Area for our beach; and
12.) No funds are included in the Capital Improvement Program to replace the Emergency Service
Complex which shall be required within the next five (5) years.
Goals and Objectives of the Village Council for 1998-2002
The fifth set of Council Goals and Objectives were drafted by the Council at a workshop and a
Special Council Meeting in early 1997. At the April 1, 1997 regular Council Meeting the program
was unanimously adopted. They were reviewed once again at the May 13, 1997 meeting. At the
same meeting, Councilmembers agreed to report on specific programs of the Adopted Goals and
Objectives. The Council Goals and Objectives set the tone for development of the Budget.
In addition to the Council Goals and Objectives, all Departments are required to set their own Goals
and Objectives and an Action Plan for the forthcoming Fiscal Year. The purpose of the
Departmental Goals and Objectives and Action Plan is to focus attention not only on the cost of
providing services but also upon level of service being achieved. These Departmental Goals address
the Council Goals and Objectives. Efforts continue to be directed to the 1997 Goals of
responsiveness, evaluation, communications and public relation activities by each Department.
1998 Annual Budget Considerations
Since effective fiscal planning is carried out on a multi -year basis, this Budget needs to be viewed
in the context of past and future budgets. Current revenue levels allow the Village to support a
BUDGET MESSAGE
FISCAL YEAR 1998
General Fund Budget which can continue services at present levels. I believe the same quality of
services shall be continued at present levels. This level is currently well received by our citizens as
attested to in the 1995 Florida International University Survey, the Insurance Service Office
evaluation of the Building and Zoning department, departmental citizen surveys and local citizen
comments and suggestions. The commitment of providing outstanding services by the Council
should be continued. A basic purpose of this budget is to implement the goals and objectives of the
Village Council. It should be considered along with the Master Plan, the Five Year Budget Plan and
future needs.
Review of General Fund
The proposed Fiscal Year 1998 Budget allocates $10,981,152 for the General Fund. This budget is
an increase of $387,612 or 3.7% from the amended Fiscal Year 1997 Budget of $10,593,540.
REVIEW OF REVENUES
Below is a breakdown of the General Fund Revenues.
General Fund Revenues
Proposed
Fiscal Year
1998 Budget
Amended
Fiscal Year
1997 Budget
Difference
Percent
Changed
Ad -valorem
$6,861,845
$6,376,060
$485,785
7.6%
Franchise Fees
692,000
654,000
38,000
5.8%
Utility Taxes
1,311,000
1,293,000
18,000
1.4%
Licenses & Permits
537,000
523,000
14,000
2.7%
State Shared Revenues
763,500
750,500
13,000
1.7%
Charges for Services
65,600
42,600
23,000
54%
Interest
200,000
200,000
0
0%
Grants & Donations
141,500
129,000
12,500
9.7%
Prior Year Fund Balance
$408,707
$625,380
$-216,673
-34.6%
Total Revenues
$10,981,152
$10,593,540
$387,612
3.7%
The Fiscal Year 1998 revenues increased a total of $387,612 over the Fiscal Year 1997 revenues.
The increase primarily resulting from $485,785 of additional revenues generated by the increase in
total assessed property values. The $408,707 from the reserves off -set a shortfall in the revenue
budget. This number is less than the 1997 budget fund balance. It is expected that any increases in
future fiscal year expenditures would be sufficiently off -set by revenues generated from future
14
BUDGET MESSAGE
a
FISCAL YEAR 1998
NMI
...
MIMM
growth in the total assessed property value as a result of construction completion from the two
Development of Regional Impact Projects. 1997 budget includes amendments during the current
fiscal year.
Property Taxes as a Percentage of Budget
1993 1994 1995 1996 1991 1991
n
ID
44
!0
611%
.
.zmn
p
623%
1736,410 16,660.045 16,120.601 11110,52 16,919,110 16.161245
The primary revenue source for the General
Fund is the property tax. The property tax
provides over 62.5% of the revenue for the
general operating budget. The 1997 total
assessed property value is $2,003,049,342.
This amount is an increase of $141,806,210 or
7.6% over 1996 values which will generate an
additional $485,785 in ad -valorem revenues
based on the proposed 3.606 mill rate.
The Prior Year Fund Balance as of September 30, 1996 was $937,943. The 1997 budget
appropriated $375,750 as a budget revenue to balance the budget. During the 1997 fiscal year
$249,630 was appropriated by the Council or unanticipated projects, i.e., school grant, police salary
benefits and West Mashta/Fernwood Roads, for a total of $249,630, leaving a 1996 Fund Balance
of $312,563. This balance was appropriated in the 1998 budget along with $96,144 from the 1997
anticipated surplus of $800,000. This unaudited 1997 fund balance is estimated at $700,000.
Amendment 10 (Save Our Homes) to the Florida 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 price index, whichever is lower. The increase for this year is 3.0%. This has slowed the
. _ growth of the assessed valuation of the Village. The limitations are on the property valuations until
the property changes hands.
The property tax share of the budget has decreased since our first budget. The Fiscal Year 1998
Budget is funded approximately sixty-two and one-half percent by ad -valorem (property) tax, down
from over 70% in 1994.
For a more detailed analysis of the general fund revenues, please review the General Fund Revenue
Sections of the Budget.
REVIEW OF EXPENDITURES
Below is a breakdown of the Proposed Fiscal Year 1998 General Fund Expenditures as compared
to the amended Fiscal Year 1997 Expenditures Budget.
15
BUDGET MESSAGE
FISCAL YEAR 1998
General Fund
Expenditures
Proposed
Fiscal Year
1998 Budget
Amended
Fiscal Year
1997 Budget
Difference
Percent
Changed
%
Village Council
$14,500
$13,300
$1,200
9%
Administration
412,050
372,788
39,262
10.5
Village Clerk
112,581
120,527
-7,946
-6.6
Village Attorney
168,000
168,000
0
0
Non -Departmental
768,500
704,000
64,500
9.2
Debt Service
1,134,585
1,136,100
-1,515
-0,13
Building, Zoning &
Planning
806,142
776,859
29,283
3.8
,
Police
2,625,244
2,533,316
91,928
3.6
Fire Rescue
2,898,289
2,823,124
75,165
2.7
Public Works
540,009
701,537
-161,528
-23
Recreation
251,252
243,989
7,263
3
Capital Outlay
1,250,000
1,000,000
250,000
25
Total Expenditures
$10,981,152
$10,593,540
$387,612
3.7%
The Proposed Fiscal Year 1998 Expenditures have increased by $387,612 over the Fiscal Year 1997
budget for a total of $10,981,152. This increase is due to salary and wage benefit increases and
accompanying fringe benefits increases caused by the higher wages, one additional police officer
which is 50% funded by federal grants, higher cost for additional construction trade inspectors and
increased Capital outlay projects. The proposed budget includes a 3% cost -of -living adjustment and
step increases for all employees amounting to $250,940 or approximately 62% of the budget
increase. For additional information, please review the General Fund and Expenditure Sections of
the Budget for a more detailed explanation of the expenditures.
Review of The Capital Improvement Fund
The Capital Improvement Fund for Fiscal Year 1998 is $1,250,000. After 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. Projects for this year continue contributions
to the reserve funds for fire equipment and Village facilities, improvements to Crandon Boulevard
and Harbor Drive, construction of the West Mashta Bridge and sidewalks, street signs replacements
and beach improvement. A detailed description of the projects can be reviewed in the Capital
Improvement Fund section of this budget.
16
BUDGET MESSAGE
AMER
FISCAL YEAR 1998
Review of The Stormwater Utility Fund
The Stormwater Utility Fund was created in 1993 and is financed by a separate rate. The rate
generates approximately $450,000 annually. Billing began August, 1994. The fund will have a
balance of approximately $1.25 million as of September 30, 1998. This fund shall pay for a portion
of the cost of the construction program. This $10 million program began May, 1995 and was
substantially completed by August, 1997. The utility rate has remained the same for the past four
(4) years. No fee increase is recommended for the 1998 fiscal year. For additional information on
this fund, please consult the Stormwater Utility section of this document.
Review of The Solid Waste and Recycling Collection and Disposal Fund
The Solid Waste Fund was established in 1995 to provide, collect and dispose of solid waste and
recyclables for residents. The service is financed through a user fee of $199.00 per year which has
been in effect for the past three years. Refuse is collected in accordance with a five year contract
which terminates December 31, 1999. The fee shall raise approximately $255,000. Contractor
expenditures total $212,000. The contractor's rate increased on June 1, 1997 according to the five
year contract which provides for an annual cost -of -living adjustment. The 1997 monthly increase
of 20¢ increased the monthly fee to $14.11 from $13.91.The annual contract cost is $169.32 for the
next twelve months effective June 1. The remaining funds are utilized for public information
material to our residents, billing and collection of the invoices, postage, special collections, other
miscellaneous administrative expenditures and =collectible fee write-off. No fee increase is
recommended. For additional information on this Fund, please consult the Solid Waste Fund Section
of this document.
Personnel: Salary and Wage Benefits
The proposed budget includes total personnel costs of $5,804,287, an increase of $250,940 over the
Fiscal Year 1997 amended budget of $5,553,347. This is a 4.52% increase and provides for the
COLA and step increases authorized by the Village Council January 14, 1997, amending the five
step pay plan to provide two additional steps, thereby creating a seven step plan. Actuarial and
-- pension consultants employed by the Village are reviewing a proposed Fire/Police defined benefits
retirement plan. The plan will be considered if there is no obligation to the Village. A decision
should be known by the end of the year. No additional fringe benefits are recommended for
consideration by the Village Council at this time. The budget maintains a competitive compensation
and benefit package for our work force which is one of the finest anywhere.
Budget Amendments
The 1997 Budget was amended five times during the fiscal year increasing the budget to $10,593,540
from $10,243,910 an increase of $349,630. The amendments were for retroactive salaries and
benefits for police officers, additional building inspectors, Capital projects and a grant for the
elementary school.
BUDGET MESSAGE
FISCAL YEAR 1998
The following is a breakdown of activities programs and projects this government has undertaken
during Fiscal Year 1997. For the 1997 fiscal year, the mill rate was reduced for the fifth consecutive
year, completion of the stormwater construction program was realized, the sidewalk construction
program was completed and traffic calming projects were initiated, the charter was further refined
with the passage of 24 amendments by the electorate and additional grants were secured for the
development of the Village Green, police personnel, fire equipment, and the development of a
Heritage Trail.
General Fund Operating and Capital Budget
The 1997 General Fund Budget totals $10,593,540. The ad valorem tax of 3.606 mills per
$1,000 of assessed valuation finances over 62% of the General Fund and raises $6,376,060.
This ad -valorem rate is a 5.1% decrease from the prior year. This is the fifth consecutive
year the mill rate has been decreased. 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 3.606 mills from 4.624 mills or over 22 percent
reduction. This reduction has saved the taxpayers over $6 million.
2. Stormwater Sewer Construction Program
The $10 million stormwater construction will be completed by the fall of 1997. The
construction program started May 1, 1995. Project substantial completion was in August.
3. Sidewalk Construction Program
Sidewalk construction for Fernwood Road and Harbor Drive started on April 29, 1996 and
were completed in June, 1997 at a cost of approximately $800,000.
4. HarborfMashta Drives Turn -Around Project
After a lengthy planning and design process, the plans and specifications for the round -about
at the aforementioned intersection are complete. This improvement shall permit the Village
to relocate the bus route to Harbor Drive from West Wood Drive. Project should be under
construction by October of this year. This project shall permit the County to eliminate the
current bus route on West Wood Drive.
5. Traffic Calming Projects
A traffic study of Harbor Drive, Fernwood Road and West Mashta Drive was presented
September 12, 1995, to the Village Council by Barton-Aschman Associates. On February
27, 1996 the Council retained the traffic engineering firm of Glatting, Jackson, Kercher,
Anglin, Lopez and Rinehart to study traffic calming on the same streets. A workshop was
held on March 19, 1996 by the Building, Zoning and Planning Department for public
comment. A final report was submitted to the Village Council at the September 5, 1996
workshop. Council authorized the project to proceed for West Mashta Drive and portions of
18
BUDGET MESSAGE
AMR
MINN
.111111.
FISCAL YEAR 1998
Fernwood Road at the September 10, 1996 Council meeting. A contract authorized
engineering firm to prepare plans and specifications for the Mashta Drive and Fernwood
Road was granted at the same meeting.
A change order to the sidewalk contract was approved March 11, 1997 (Resolution 97-3)
by the Village Council in the amount of $160,000 to install three (3) roundabouts and traffic
calming devices along West Mashta Drive and portions of Fernwood Road. The cost for the
interlocking brick pavers which delineate the traffic calming treatment is $70,000; making
the total cost for this phase of the Fernwood Road/W. Mashta Drive traffic calming project
approximately $230,000. The brick paver contract was awarded by the Village Council on
April 8, 1997 (Resolution 97-21). Construction began April 19, 1997 on West Mashta Drive.
West Mashta Drive was completed July 26, 1997. Public comments regarding this project
have been extraordinarily complimentary.
6. Fernwood Road Improvement Program
Fernwood Road improvements include the construction of traffic calming devices, including
two (2) speed tables and one (1) lane reduction, installation of stormwater drainage system,
on street -parking spaces and landscaping. Projects commenced in August and shall be
completed by early 1998.
7. Community Assistance Grants
Funds are budgeted for the fourth consecutive year for community grants to be awarded to
local organizations. The 1997 budget was $50,000. Applications shall be received,
reviewed and awarded before the close of the fiscal year. In addition, a $25,000 donation
was authorized to be paid to Jackson Memorial Hospital at the April 26, 1994 meeting,
payable over a 5 year period. The 1997 payment was the fourth installment. An agreement
among the Key Biscayne Technology Trust Foundation, Dade County School Board and the
Village was executed on June 18, 1997 and $75,000 was appropriated to purchase computers
for the Key Biscayne Elementary School. Council also appropriated $2,000 to Crime
Stoppers of Dade County. A $25,000 1996 Grant assisted with the re -lighting ceremony for
the Cape Florida Lighthouse held July 27, 1997.
8. Second Charter Revision Commission
In accordance with Section 7.06 of the Village Council Charter, a five member Revision
— Commission was appointed by the Village Council on December 10, 1996. The Commission
held six (6) meetings. Their final report was submitted to the Village Council March 7, 1997
which proposed 25 charter amendments. The Commission made formal presentation to the
Village Council March 11, 1997. The Village Council reviewed the proposed charter
amendments and added three additional amendments bringing the total to 28 amendments.
At the same meeting, the Council voted to conduct the Special Election June 10, 1997 by
mail ballot. Voters approved 24 of the 28 proposed amendments.
.., 9. Open Space Dedication and Development
Last year the Ocean Club of Key Biscayne deeded 3 acres of park land to the Village. Lake
Park (1 acre) has been improved and final acceptance shall be this summer. Ocean Park (2
BUDGET MESSAGE
FISCAL YEAR 1998
acres) will be accepted pending title clarifications. Development of the Ocean Park shall
be started in 1998. Administration of the Ocean Park is being discussed with the Key
Biscayne Beach Club.
The East Heather Drive walkway and access to the beach is complete. The East Enid beach
access is open to the public but the walkway leading to this access shall be improved next
year. The proposed beach walkway, a Council goal, that connects these two public access
points will be constructed after the beach nourishment project is completed.
10. Five Year Progress Report and 1996 Annual Report Video
A Five Year Progress report was prepared and distributed to all residents in June. The
Report received the Grand Award from the City Hall Public Information Contest. The Report
was further recognized by the City -County Communications Marketing Association and the
Florida Government Communications Association that granted Silver Awards. A video of
last year's highlights was presented at the Annual Town Meeting held March 18, 1997.
Copies are available for the public at the Key Biscayne Library. The 1996 Annual Report
was mailed to residents in July.
11. Grants from other Governments
The following grants funds were either received or approved this fiscal year: Community
Oriented Policing, $100,000; Heritage Trail, $18,000; $200,000 State Grant for Village
Green and Community Center; State Grant for Floodplain Management, $45,000; Safe
Neighborhood Parks Bond Program, $588,000; Florida Land and Water Conservation
Program $91,480, Paramedic Training Equipment and Recycling & Education Grant,
$17,500.
12. Key Biscayne Heritage Trail
A January 3, 1996 letter awarding matching historic preservation grant in the amount of
$18,000 from the Florida Department of State, Historic Preservation Trust Fund was
received. This was the largest state grant awarded that year. The purpose of the grant is to
construct a historic footpath beginning at the Village Green. Resolution 96-3, adopted March
12, 1996 authorized the Village Manager to accept the grant, execute the appropriate
agreements and appropriate matching funds of $18,000. The self -guided tour continues
throughout the island including the Beach Club to the state park from the Ocean to the Bay.
A presentation of the trail was made July 1st to the Village Council. Each site is designated
with a plaque describing its historical significance and will also be numbered to correspond
with a location map. The monuments were installed in September and the Trail was
dedicated on November 11, 1997.
13. Dune Improvement Program
The Village held three (3) educational programs concerning dunes this year. An overall dune
plan was developed to supplement the approximately $40,000 County sponsored dune
vegetation program completed November, 1994. The Village Dune Plan concentrates on
planting areas that are presently devoid of vegetation, and enhancing areas that were
previously planted through regular maintenance, exotic and weed eradication, and increased
20
BUDGET MESSAGE
FISCAL YEAR 1998
unlit
bio-diversity with dune species native to, but not present on Key Biscayne.
14. Long Range Beach Nourishment Plan
The Village Council adopted Resolution 96-36 on November 14, 1996 authorizing the
preparation of the Long -Range Beach Renourishment Plan for the Village of Key Biscayne.
Contracts were signed on February 14, 1997 with the draft copy of the plan submitted to the
Village on June 5, 1997. This plan identified the Village beach nourishment needs for the
next five, 10, and 50 years, including fill requirements, budget guidelines, and design
profiles. A formal presentation was be made to the Council on August 26, 1997. A public
information session was held September 16, 1997. Final plan adopted by Council on October
28, 1997, Resolution 97-55. A summary of the plan shall be mailed to all residents before
the close of the fiscal year.
The following is a breakdown of upcoming activities or projects this government will undertake
during Fiscal Year 1998. The proposed budget provides increased funds to continue Capital
improvements. The budget continues projects and contracts for municipal services begun in
previous years and initiates new community improvements and programs.
1. 1998 Budget
The 1998 Budget is $12,291,668 and is comprised of three funds. The General Fund is
$10,981,152; the Stormwater Utility Fund is $1,050,000 and the Solid Waste Fund is
$260,516. The General Fund is financed 62.5% by $3.606 mills per $1,000 of assessed
value. The recommended rate remains the same as last year at 3.606 mills per $1,000 of
assessed value.
2. General Fund Debt
Funds are included in the amount of $ 1,134,585 to pay the fourth of 10 payments to retire
— the outstanding debt for the purchase of the $9.2 million Village Green bank loan. The
outstanding debt at the end of the fiscal year will be $5,985,000. The interest rate is fixed
at 4.36% per annum. No additional funds are required to fund debt service requirements for
the 1998 budget.
3. Stormwater Utility Fund Debt
The $7.2 million bank loan obtained in 1995 to finance a portion of the stormwater
construction project was extended to March 31, 1998 from April 1, 1997 at annual rate
of 4.52%. Prior to this date a financing plan must be considered by the Council. The
previous rate was 4.89%.
4. Solid Waste and Recycling Collection and Disposal Services Fund
On January 1st, the fourth year of a five year contract begins with Browning -Ferris Industries
of Florida, Inc. to collect and dispose of refuse and recyclables. The 1998 fee is $199
21.
BUDGET MESSAGE
FISCAL YEAR 1998
annually which is the same as the past three years.
5. 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 and study proposed amendments to the
Comprehensive Plan. The Department staff shall continue its professional certifications and
regulations in many cases will continue to exceed the levels of required training. The
department continues to strive to provide faster services and easy accessible information.
The department received a rating of three (3) from the Insurance Service Organization which
is one of the highest in the County. In addition, the Floodplain management program is
being properly managed by the Department according to the Federal Emergency Management
Agency recent evaluation.
6. Fire Rescue Department
The Fire Rescue Department will continue to provide an excellent response time at or near
2 minutes and 50 seconds while maintaining the minimum on duty staffing of seven or more
Firefighter/Paramedics 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, such as citizen CPR classes, blood pressure testing and fire prevention inspections.
Blood pressure testing is available at most times at the Fire Station. All members of the
Department below the rank of Captain are State Certified Paramedics, and the Department
currently has twenty-two (22) State Certified Fire Inspectors. The department shall continue
the high -quality emergency medical services to all residents through training programs,
patient satisfaction surveys and quality assurance audits of the medical care delivery system.
7. 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 service requests around the clock. The Department
continues to conduct door-to-door visits with residents, providing home/business security
surveys of their properties, registering bicycles, providing crime prevention and hurricane
preparedness information. Several new programs are being implemented to include etching
of car windows with the vehicle identification number to prevent theft and assist in recovery
if stolen. A partnership with the Chamber of Commerce shall continue to deliver "Welcome
Baskets" to new residents and businesses along with continued crime prevention, fire safety,
hurricane preparedness, maps and helpful merchant information. The Department continues
to operate as a streamlined, no frills organization in an efficient and cost-effective manner.
The staffing ratio of officers to resident population is one of the lowest staffing levels in
Dade County. We continue to have one of the safest communities with one of the lowest
crime rates of the many municipal governments in this "Miami Metropolitan Statistical Area"
which unfortunately has the nation's highest crime rate. In a recent citizen survey, 89% of
people surveyed who had contact with the Department ranked the service provided by the
Department good to excellent.
22
BUDGET MESSAGE
FISCAL YEAR 1998
S. Recreation Department
The Recreation Department will continue to serve the community and strive to accommodate
the recreational and leisure demands of the residents. These programs and activities
sponsored by the department include seminars, tours, sporting events, trips to cultural and
theater performances, youth day tours, spring and summer camps for children and sport
clinics. The Department will continue to use the Recreation Bus to provide transportation
for the programs. Funds are included in the amount of $35,000 for the Village to contract
with the Key Biscayne Athletic Club to operate numerous activities for the Village. The
Athletic Club continues to increase participation and programs such as the youth tennis
programs at the Lipton Tennis Center, adult soccer tournaments and the adult 3 on 3
basketball tournament. The department will also continue to host the following special
events; Spring Egg Hunt, Fourth of July Fireworks and related activities include the concert
on the Green and the Taste of the Key, Winterfest, Key Biscayne Lighthouse Run & Walk
and Party in the Park. The Recreation Department will continue to assist civic groups with
their special events and activities that the residents have expressed interest in having
available. The Department shall continue its efforts for the planning of a community center.
9. Public Works Department
The Public Works Department is the maintenance and construction coordinator for the
community. It is responsible for preserving and enhancing the infrastructure and amenities
of the Village. The department also provides personal response to the needs of the citizens
to maintain Key Biscayne as a unique, satisfying and liveable Island Paradise. Major projects
for 1998 include continuation of the traffic calming and drainage project for Fernwood Road,
Capital Improvements to the Village Green, and answering citizen's request for service.
Grounds keeping and maintenance of our right-of-ways, trees and other public properties
,., and maintaining the newly constructed stormwater system are the major responsibilities
of this department.
._ 10. Village Green Improvements
Village Green planned amenities shall include a new park pavilion and restrooms, picnic
shelters, entrance features , and parking along Fernwood Road; that shall be funded by the
recreation reserve account and county and state grants. Sanitary sewer lines, pavilion,
restrooms and picnic shelters plans are complete. An on -street parking construction contract
was awarded. Construction to start in August. The development plan was accepted by the
Council in concept on January 9, 1996.
NINO
11. Proposed Sanitary Sewer Construction Program
One of the early Council goals was the extension of the county sanitary sewage system to the
766 homes not serviced. Ordinance 96- 6 adopted June 25, 1996 authorized the $693,000
loan application and loan agreement for engineering and planning, be executed and returned
to the State. The rate is fixed at 2.56% for 20 years. State Revenue Funds are the pledged
source of revenues to re -pay the planning loan. If construction proceeds, the same rate shall
be available for the construction loans. Plans are underway for a referendum on whether
440.4
sanitary sewer service should be extended to the areas not being provided with sanitary
sewers. On June 12, 1997, Village representatives appeared before the Dade County
23
BUDGET MESSAGE
FISCAL YEAR 1998
Environmental Quality Control Board to request an exemption from the 90 day mandatory
connection rule to a sanitary sewer line when available. The Board unanimously granted
the Village a 10 year waiver from the 90 day requirement with the option of five additional
years on an individual basis. The tentative referendum date is October 1997. The Master
Plan calls for a sanitary sewer Master Plan by the year 1998 and installation by the year 2006.
12. Community Center Planning Project
Planning for the Community Center is being coordinated by a local citizens committee.
Since submitting the initial report September 10, 1996, the committee and the Village
Council have held two (2) workshops directed by an outside facilitator. At the workshops,
approximately 53 people expressed their opinions with overwhelming support for a
center. The committee prepared, distributed and compiled a community center questionnaire
which was sent to all residents. This was the third community -wide survey undertaken. The
results, which were supportive, were submitted to the Village Council at their May 13th
Council Meeting. At the May 27, 1997 meeting, the Council authorized a planning design
session to be held this fall at a cost not to exceed $15,000. A local newspaper poll, reported
June 12, 1997, indicated a two to one majority for the construction of a community center.
A planning design session shall be conducted by the Village on December 11, 13 and 14,
1997.
13. Short Term Beach Nourishment and Maintenance Programs
A beach nourishment program was discussed with county and state officials. It is anticipated
that sand from the Bill Baggs Cape Florida Recreation Area Restoration project may be
utilized for nourishment of the beach. This is a goal established by the Master Plan. The
beach shall be continued to be maintained three times each week. In 1998 county and state
grant requests shall be made for additional nourishment funds in the amount of $2.67
million. The Village share may be over $800,000.
14. Chamber of Commerce Contract
Funds are included in this budget to continue the $75,000 contract with the Chamber of
Commerce. Under the terms and conditions of this contract, the Chamber has assumed the
business and tourism promotional activities for the community. This shall be the third year
for this private -public partnership.
15. Key Biscayne Elementary School Plan (K-8)
The Dade County School Board at their May 8, 1997 meeting gave the go-ahead to create
a combination elementary and middle school in Key Biscayne, with hopes that others like
it could be duplicated around the county if successful. The goal is to add the middle school
for the 1998-99 school year. Construction for the addition continues. Tentative opening is
scheduled for the 1998-1999 school year.
The four million dollar, 27,000 square foot expansion of the school began November, 1996
and is expected to be completed in May of 1998. The main entrance will be on Glenridge
Road and is handicap accessible. The first floor to the building contains the music suite,
media room, administrative offices and art and science labs. The second floor includes eight
24
BUDGET MESSAGE
AMR
FISCAL YEAR 1998
classrooms, four for elementary grades and four for intermediate grades (4 through 6).
Changes to the grounds include removal of the existing physical education shelter. The area
shall be converted into green space. It will be replaced by a 500 square foot shelter next to
the school. Village representatives toured the site on September 8, 1997.
01111 .
•
16. Fire Agreement for Automatic Aid Renewal
In accordance with our automatic aid agreement with the City of Miami, the Village is
afforded all ancillary services needed to operate our Fire Rescue Department, including the
E911 Emergency Dispatch, Miami's emergency medical priority dispatch system and
Medical Director, in-service apparatus maintenance, supplies and fuel, plan review and other
cost items. Also included are training programs through the Miami Fire Rescue Training
Facility with Video Capabilities and computer familiarization. Additionally, a state-of-the-
art Breathing Air Program including the repair and static testing of our breathing apparatus
is provided. Finally, the provision of Miami's Bio-hazardous Waste Program providing for
regular pick-up of contaminated items is part of this agreement. The automatic aid portion
of this agreement provides for simultaneous dispatch of additional fire rescue units from the
City of Miami. This year will be the last year of the five year agreement with the City.
Consideration should be given to extending this agreement provided the City is in agreement
at this time.
17. Community Oriented Policing
In 1996, the U.S. Department of Justice awarded one C.O.P.S. Grant to fund one-half the
cost of a police officer. In 1997, the department funded two additional officers. Over the
next two years, two additional officers positions shall be funded, one position in 1998 and
an additional officer in 1999. Five police officer positions shall be funded over the next 6
years at a cost of $125,000 federal grant.
18. Floodplain Management Plan
n— A Floodplain Management Plan is being prepared to address the problem of repetitive loss
properties; to improve the Village's ability to cope with flood hazards and problems; and to
gain further points in the Community Rating System. The plan is being prepared with a
$45,000 State of Florida Department of Community Affairs Emergency Management
Preparedness and Assistance Trust Fund (EMPATF) grant which the Village secured
competitively in March 1997. The Council authorized the appropriate contracts enabling
work to start at the May 27, 1997 meeting. Completion of the Plan and submission to the
Council is scheduled for April 1998. In the meantime, a local citizen Advisory Committee
is incrementally reviewing planning proposals and will make recommendations to the Village
Manager.
19. Hurricane Preparedness and Recovery Procedures Plan
ENZA
The Emergency Response Plan for the Village has been reviewed and updated for the
forthcoming hurricane season. Selected Village Staff and all departmental heads attended
courses on Critical Incident Management, Urban Search and Rescue techniques, hurricane
preparedness and disaster recovery operations. Information on the Plan has been
disseminated to condominium managers. In the past, staff has participated in statewide
25
BUDGET MESSAGE
FISCAL YEAR 1998
hurricane preparedness drills along with other Florida Communities. All condominiums have
been invited to share our radio frequency for emergency purposes. All supplier list have
been updated. Resolution No. 96-8 adopted on April 9, 1996 authorized the Village's
participation in the Statewide Mutual Aid Agreement fort Catastrophic Disaster Response
and Recovery between the Florida Division of Emergency Management and the Village.
This agreement allows for reciprocal emergency aid and assistance in time of emergencies.
An executed copy of this agreement, signed by the Director of Emergency Management was
received by the Village on October 29, 1996. A locally produced video is available for
viewing concerning hurricane procedures. Various public information materials such as the
Hurricane video, community workshops and other videos are shown on channel 29. Staff
meetings are held periodically to refine the plan. An emergency generator was authorized
by Council. On June 1, 1997, this generator was load tested and certified to run the two
pump stations currently operational and the entire Emergency Services Complex, ie., Police
Station, Fire Station and Emergency Operations Center. A voice mail information system
became operational on July 1, 1997 that enables village residents to dial 365 -NEWS, to
obtain current governmental information. This system enhances the Village's ability to keep
residents informed of pre -incident and post -incident actions to be taken.
20. Safe Neighborhood Parks Bond Program
The citizens of Dade County passed a $200 million parks bond referendum on November 5,
1996. Village Council Resolution 96-18 adopted May 14, 1996, supported this referendum.
The referendum awarded $588,000 for the Village. Representatives from the Village
appeared before the Dade County Oversight Committee on August 11, 1997, to request
approval for funds to improve the Village Green and the Lake Linear/Ocean Park.
Resolution 97-49, October 21, 1997, authorized the Village Manager to prepare an
application for the grant funds_ Village Green improvements include restrooms, drainage and
various features. The Park features include lake fountain, lighting and walkway extension.
Conclusions and 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 shall expand the tax base of 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, continued renovation of both single family homes and
condominiums shall continue well into the twenty first century. The tax base is expected to continue
growing making the Village's future forecast one that is exciting and challenging_ Revenues shall
continue to increase over the next five years.
As in the Fiscal Year 1995, 1996, and 1997 budget messages, I recommend the Council strive to
have a $2 million undesignated fund balance, an annual Capital Budget of approximately $2 million
and contingency fund of approximately 5% of the annual operating budget. Additionally, Council
26
BUDGET MESSAGE
FISCAL YEAR 1998
should consider reviewing the five year financial plan submitted separately from this budget.
Ordinance 97-1 adopted, January 16, 1997, requires $2 million non-restrictive reserve fund by
October 1, 2001. I once again recommend the other two fiscal policies:
1.) A $2 million Annual Capital Budget; and
2.) A $500,000 Annual Contingency Fund Budget.
1997 Award for Distinguished Budget Preparation
The Government Finance Officers Association (GFOA) presented the award for distinguished budget
presentation to the Village of Key Biscayne for its annual budget for Fiscal Year 1997. In order to
receive this award, a government unit must publish a budget document that meets program criteria
as a policy document, an operations guide, a financial plan and as a communications medium. The
award is only valid for a period of one year. We believe our current budget continues to conform
to the program requirements, therefore, we will submit the 1998 Budget to GFOA to determine its
eligibility for the Village's fifth consecutive award.
Acknowledgments
•
In closing, I thank you for providing the positive leadership and direction which has assisted in the
preparation of this document. Thank you also to the Village staff and department directors for their
direction and effort, not only in the preparation of this budget, but in their commitment to providing
quality services that meet the needs of the residents of our community in a cost effective and
efficient manner. Special recognition is deserved for the work of the Village's budget team - Jack
Neustadt, Finance Director and Ana de Varona, Administrative Assistant for their substantial
contributions in developing this document. Thank you again for your support, and I look forward
to working with you this coming year. I respectfully recommend this proposed 1998 Fiscal year
Annual Operating and Capital Budget for your consideration. Thank you.
CSK/adv
Respectfully submitted,
c
C. Samuel Kissin -r
Village Manager
27
SUMMARY OF VILLAGE COUNCIL GOALS
FISCAL YEAR 1997-2002
AMEN
The Key Biscayne Village Council engages in goal setting each year. The Village Goals determine the overall
direction for the Village and as such focus on priorities of program support and development. The 1998
Budget allocates a portion of the fiscal resources to implement these goals through a Village -wide work
program. Many of the projects are funded over several years. The information contained below is a synopsis
report on the fifth set of Goals and Objectives of the Village Council approved by the Council at their April
— 13, 1997 meeting. The issues aggressively address a variety of issues identified by our residents. The
following is a summary of the priorities established by the Village Council. The Council ranked their
priorities one (1), two (2), or three (3). Each of the issues and actions taken to date, Council assignments, and
year or years a project is funded are summarized below.
Arno
PRIORITY #1 (LESS THAN ONE YEAR)
ACTION TAKEN
COUNCIL
MEMBER
YEAR FUNDED
I.
Crandon Boulevard:
Michele Padovan
• Planting Trees
•
Planning
Martha Fdez-Leon
1995-1997
• Bus Shelters
underway
Broucek
$350,000
• Planting Sod
• Curbing
•
November 1,
1997
1998-2002
• Extending/Widening
Sidewalk to State Park
•
December I,
1997
$675,000
II.
Harbor Drive Improvements:
1995 - 1997
• Bus Circle
•
October
$245,000
Construction
• Traffic calming
•
January 1998
1998 - 2002
construction
$575,000
III.
Sanitary Sewer:
Hugh O'Reilly
1995 - $100,000
• Planning
• Vote on Special Taxing
•
August 1,
1997
Special Taxing
District
a. Femwood/Rest of
•
October,
1997
Disctrict
Island
b. Holiday Colony
IV.
Village Facilities:
Michele Padovan
1995-1997
• Acquire Land
a. Public Safety Building
b. Village Center
•
Offer made
April 29,
1997
Martha Fdez-Leon
Broucek
$850,000 .
1998-2002
including a
$1.5 M
Community Center
c. Playing fields
V.
Ocean Lane Drive Planning
•
August 1,
1997
VI.
Sidewalks:
• West Heather and West
•
$500,000
Mortimer Fried
1998— $200,000
Wood
Martha Fdez-Leon
1999-- $250,000
a. Planning
•
June -
Broucek
2000— $300,000
September
2001-- $250,000
b. Workshop
•
October 1,
2002— $275,000
c. Construction
1997
$1,275,000
•
January 1,
1998
MISSION STATEMENT: "TO PROVIDE A SAFE, QUALITY COMMUNITY ENVIRONMENT FOR AU. ISLANDERS THROUGH RESPONSIBLE GOVERNMENT "
SUMMARY OF VILLAGE COUNCIL GOALS
FISCAL YEAR 1997-2002
PRIORITY #1 (LESS THAN ONE YEAR)
ACTION TAKEN
COUNCIL
MEMBER
YEAR FUNDED
VII. Beach Preservation:
• Implement plan to nourish
beach
• Build walkway
Completion and
Maintenance of Dunes
•
December 1,
1997
After Beach
nourishment
Ongoing
Betty Sime
Martha Fdez-Leon
Broucek
1997
$135,000
1998-2002
$780,000
VIII. Development of Ocean Park:
• Development
• Beach Parking
• Grand Bay Access
•
•
•
July 1, 1998
July 1998
Completed
Gregory Han
1998-1999
$250,000
2000-2002
$575,000
IX.
Public Relations/Communications:
Review
• Village Voices
• City Clerk
Martha Fdez-Leon
Broucek
A
X. Environmental Awareness:
• Remove invasive exotics
from right-of-way
• Program to remove exotics
from private property
XI. Schools:
Assist community in study of
charter school
Middle School
October 1,
1997
• March, 1998
•
City Council
City Council
Betty Sime
Michele Padovan
XII. Virginia Key:
Mayor John Festa
• Work with County and City
•
City Council
XIII. Community Center:
• Survey Results/Focus
Groups
• Planning process
•
June 1997
October 1997
XIV_ Residential Street Lighting
• Replacing existing lights
with village character lights
• Village -wide street light
study
• Develop policy for swale
study
•
•
No action
October 1,
1997
Betty Sime
XV. Inventory uses of swale (Policy)
• Parking non conforming
• Planting
• Paving
• Grading
• Driveways (approaches)
• Inventory Street Corners
radius —possible
reconfiguration
Gregory Han
SUMMARY OF VILLAGE COUNCIL GOALS
FISCAL YEAR 1997-2002
PRIORITY #1 (LESS THAN ONE YEAR)
ACTION TAKEN
COUNCIL
MEMBER
YEAR
FUNDED
XVI.
Construction Policy:
• Begin development of
policies
•
March 1,
1998
Gregory Han
XVII. Crandon Blvd./Planning:
• Harbor Drive Intersection
Entrance Sign
XVIII. Ocean Lane Drive:
• Improvements
XIX. Police/Fire Pennanent Facilities
XX. Re-evaluate Grant Program
XXI. Replace Street Identification Signs
• Vill. Le character si ti s
• October 1, 1998
COUNCIL
MEMBER
Michele Padovan
Michele Padovan
Bety Sime
YEAR
FUNDED
1995-2002
1997
1997-2002
PRIORITY #3 (THREE TO FIVE
YEARS)
ACTION TAKEN
COUNCIL
MEMBER
YEAR
FUNDED
XXII.
Crandon/Planning:
1996-1997
• Underground Utility Wires
$65,000
1998-2002
$345,000
XXIII.
Sidewalks:
Mortimer Fried
1998-2002
• Major streets (both sides)
•
$700,000 Harbor
$1,275,000
• Other streets (interior)
Drive &
Fernwood Road
(1997)
XXIV.
Beach Preservation:
Betty Sime
1997-1998
• Long Term Plan
•
October 1, 1997
2001-2002
XXV.
Bay Access
1. Above Goals and Objectives were discussed at a Workshop held January 11, 1997 and at a Special Council Meeting held February 18, 1997.
2. Above Goals and Objectives were unanimously adopted at Regular Council Meeting, April 1, 1997.
3. Above Goals and Objectives were reviewed at Council Meeting, May 13, 1997.
4. Council progress assignments authorized May 13, 1997.
VILLAGE OF KEY BISCAYNE, FLORIDA
FINANCIAL POLICY
The following financial policy statements are included as an integral part of the Budget to declare
those policies which will guide the Village's day-to-day operations. This commitment to sound
financial management and integrity should, in turn, increase the confidence of the credit rating
agencies which assign municipal bond ratings and the confidence of the general public. The Village
Financial Policy was adopted on August 10, 1993.
I. OPERATING BUDGET POLICY
A. The Village will pay for all current expenditures with current revenues. The Village
will avoid budgetary procedures that balance current expenditures at the expense of
meeting future years' expenses, such as postponing expenditures or accruing future
year's revenues.
B. The budget will provide for adequate maintenance of capital plant and equipment and
for their orderly replacement.
C. The Village will maintain a continuing budgetary control system to insure that it adheres to
the budget.
D. The Village Administration will prepare monthly reports comparing actual revenues and
expenditures with budgeted amounts.
_ E. Wherever possible, the Village will integrate performance measurement and productivity
indicators with the budget.
A. The Village will make all capital improvements in accordance with the Capital Improvement
Program.
B. The Village will develop a multi -year plan for capital improvements and update it annually.
C. The Village will enact an annual capital budget based on the multi -year Capital Improvement
Plan.
D. The Village will coordinate development of the capital improvement budget with
development of the operating budget. Future operating costs associated with new capital
improvement will be projected and included in operating budget forecasts.
E. The Village will use intergovernmental assistance to finance only those capital improvements
that are consistent with the Capital Improvement Plan and Village priorities, and whose
operating and maintenance costs have been included in operating budget forecasts.
koccrr, CTerPMFNT TO PROVIDE A SAFE. OIMAI.ITY COMMIJNFFY FNVIRONMRNT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT."
VILLAGE OF KEY BISCAYNE, FLORIDA
FINANCIAL POLICY
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.
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.
HI. DEBT POLICY
A. The Village will confine long-term borrowing to capital improvements or projects that
cannot be financed from current revenues.
B. When the Village finances capital projects by issuing bonds, it will pay back the bonds
within a period not to exceed the estimated useful life of the project.
C. The Village will strive to have the final maturity of general obligation bonds at, or below,
thirty (30) years.
D. Whenever possible, the Village will use special assessment, revenue, or other self-supporting
bonds instead of general obligation bonds.
E. The Village will not use long-term debt for current operations.
F. The Village will maintain good communications with bond rating agencies regarding its
financial condition. The Village will follow a policy of full disclosure on every financial
report and borrowing prospectus.
A. The Village will try to maintain a diversified and stable revenue system to shelter it
from unforeseeable short -run fluctuations in any single revenue source.
B. The Village will estimate its annual revenues by an objective, analytical process, wherever
practical.
C. The Village will project revenues for the next year. 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
VILLAGE OF KEY BISCAYNE, FLORIDA
FINANCIAL POLICY
identify the impact of inflation and other cost increases.
E. The Village will automatically revise user fees, subject to review by the Village Council, to
adjust for the effects of inflation.
V. INVESTMENT POLICY
A. The Village will make a cash flow analysis of all funds on a regular basis. Disbursement,
collection, and deposit of all funds will be scheduled to insure maximum cash availability.
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 accounting. The Village will strive to obtain and retain the Certificate
of Achievement from the Government Finance Officers Association (GFOA).
C. Regular monthly and annual fmancial 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.
E. An independent public accounting firm will perform an annual audit and will publicly issue
a financial opinion.
F. The Village will operate an active and fully documented internal auditing program.
The foregoing financial policy statements define objectives, establish rules with parameters and
express guidelines for fiscal conduct by the Village of Key Biscayne in connection with both
operating and capital improvement budget matters_
..,..,. r,.+., . CAC. nr.Airry nrunnrkrrry cwnnonwnmcwrr crap STI icy evncoc.rsmnxrrw occonuciur c rnvcrt narc rr^
ORDINANCE NO. 97-i
AN ORDINANCE OF THE VILLAGE OF KEY BISCAYNE,
FLORIDA, AMENDING CHAPTER 25 OF THE VILLAGE
CODE "TAXATION"; PROVIDING DEFINITIONS;
PROVIDING LIMITS ON LONG TERM DEBT OF THE
VILLAGE; PROVIDING LIMITS ON RESERVE FUNDS;
REQUIRING SURPLUS FUNDS TO BE USED EITHER TO
REDUCE DEBT OR TAXES; PROVIDING THAT LONG TERM
DEBT LIMITS MAY BE EXCEEDED WITH VOTER
APPROVAL; PROVIDING FOR SEVERABILITY,
INCLUSION IN THE CODE AND AN EFFECTIVE DATE.
WHEREAS, on April 9, 1996, the Financial Policy Committee was
established for the purpose of reviewing all aspects of the
proposed Charter Amendments as well as the Village's existing
financial policies; and
WHEREAS, on June 18, 1996, a report was issued by the
Financial Policy Committee which contained a series of
recommendations; and
WHEREAS, this Council wants to formally adopt those
recommendations and to make them part of the Code of the Village of
Key Biscayne.
NOW, THEREFORE, BE IT ORDAINED BY THE COUNCIL OF THE VILLAGE OF KEY
BISCAYNE, FLORIDA, as follows:
Section 1. That Chapter 25 of the Village Code is hereby
amended to read as follows:1
Sec. 25-1. Definitions:
(a) Debt. Any financial obligation of the Village which is
not required to be repaid within one year of its incurrence,
excluding Debt payable from an Enterprise Fund. If a
financial obligation is payable from an Enterprise Fund and
from other sources, that portion payable from the Enterprise
Fund shall not be included in the calculation of Debt.
1/
Underlined text has been added.
34
(b) Enterprise Fund. A fund established to account for
operations which are financed and operated in an independent
and self-liquidating manner, including depreciation. To
constitute an Enterprise Fund, the expense of providing goods
or services to the public on a continuing basis must be
financed or recovered entirely through user fees and charges.
Sec. 25-2. Limits on Debt.
The total principal of Debt of the Village shall be
limited to the greater of the following:
(a) 1% of the total assessed value of all property within the
Village, as certified to the Village by the Dade County
Property Appraiser, for the current fiscal year; or
(b) That amount which would require annual principal and
interest payments on Debt during any fiscal year to exceed 15%
of general fund expenditures for the previous full fiscal
year.
Sec. 25-3. Reserve Funds.
To provide for emergencies, the Village shall maintain
non -restricted reserve funds in an amount not less than
$2,000,000 or in an amount greater than $2,000,000 but not
greater than 20% of general fund expenditures for the
previous full fiscal year.
Sec. 25-4. Surplus Funds
surplus funds in the general fund at the end of each
fiscal year not placed by the Council in a restricted reserve
fund shall be used either to reduce Debt or to reduce taxes in
the next fiscal year. The allocation of surplus funds between
restricted reserve funds, Debt reduction and tax reduction
shall be at the discretion of the Village Council.
Sec. 25-5. Policy Exceptions.
The Debt limits established by Sec. 25-2 may not be
exceeded by the Village unless and until approved by a
majority of the qualified electors of the Village voting in a
referendum election.
Section 2. Severability. The provisions of this Ordinance
are declared to be severable and if any section, sentence, clause
or phrase of this Ordinance shall for any reason be held to be
2
invalid or unconstitutional, such decision shall not affect the
validity of the remaining sections, sentences, clauses, and phrases
of this Ordinance but they shall remain in effect, it being the
legislative intent that this Ordinance shall stand notwithstanding
the invalidity of any part.
Section 3. Inclusion in the Code. It is the intention of the
Village Council, and it is hereby ordained that the provisions of
this Ordinance shall become and made a part of the Code of Key
Biscayne, Florida; that the sections of this Ordinance may be
renumbered or relettered to accomplish such intentions; and that
the word "Ordinance" shall be changed to "Section" or other
appropriate word.
Section 4. Effective Date. Section 25-1, 25-2, 25-4, and
25-5 of this Ordinance shall be effective upon adoption on second
reading. Section 25-3 shall be effective October 1, 2001.
PASSED AND ADOPTED on first reading this 10th day of
December , 1996
PASSED AND ADOPTED on second reading this 16th day of
January , 1997. ^,
JOHN
VILLAGE CLERK
. FESTA, MAYOR
APPROVED AS TO FORM AND LEGAL SUFFICIENCY:
JAY WEISS, VILLAGE ATTORNEY
103001\ordinance\L.T.Debt.12
3
"r s•:z-�"���~ice,
36
CONSOLIDATED BUDGET SUMMARY
FISCAL YEARS 1993-1998 - ALL FUNDS
- This schedule includes the General Fund beginning with Fiscal Year 1993, the Stormwater Utility 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 budget. The amounts received by the Stormwater Utility Fund and the Solid
Waste Fund represent the revenue activity for these funds.
Property Taxes $3,536,480 $6,640,045 $6,820,807 $6,486,019 $6,376,060 $6,86I,845
(Ad Valorem)
Other Taxes 1,837,099 1,936,448 1,910,023 1,932,581 1,947,000 2,003,000
Licenses and Permits 308,676 246,533 351,152 430,208 523,000 537,000
Intergovernmental 718,366 732,196 788,062 790,403 750,500 763,500
Revenues
Charges for Services 42,074 62,156 60,446 140,489 19,000 27,600
Interest Income 12I,676 288,978 590,563 736,267 405,000 280,000
Fines and Forfitures 7,983 35,508 12,822 28,311 13,000 28,000
Stormwater Fees 0 0 464,066 456,515 475,000 475,000
Solid Waste Fees 0 0 153,933 241,491 255,516 255,516
Hurricane Recovery 1,165,864 0 190,687 267,682 0 0
Miscellaneous 85,232 18,000 73,200 83,532 10,600 10,000
Grants 602,749 265,305 77,931 779,639 129,000 141,500
Gain on Sale of Investments 83,997 0 0 0 0 0
Impact Fees 1,100,000 382,713 250,000 0 0 0
Other Financing Sources 1,000,000 9 200,000 0 0 0 0
Prior Year Fund Balance 0 0 0 0 6,523,663 908,707
>..` "471.34,...71,- � T''� ! +t %i9�'�L 3'^7
{ if 7
t�.y+a ..�* ?� ,,:� C �r�"•�-'.1st>> �''�':. „dl:er.w�*nf.�:s�re:�.d �Y�t �xW
,i.. �.ra.f.. .1.14M_r $N• Mi ...u._ .. _ .- � .W WrY�MA.;. �k..::��Ye.n 2: /�.'..'�iFS (�
xn g�'�r'.`.''-+t., t(.. ;:,, �„"r:.:�.,. r�n':.i .. .> „..::�'�.X3.,..•s:... }� "l ,. s tt: ,r,v..;. fir; r i ,. ;:Z : n +p.y, ,'''..ts.. i A. r. rt^n ,..i
Transfers In 0 325,671 3,037,183 1,863,620 NA NA
Begining Fund Balances 418,061 711,905 263,935 3,157,310 2,196,891 NA
Beginning Reserves 20,237 4,294,250 5,358,994 1,948,875 2,570,742 NA
+rr aY 1, e ;f �h vr�,yy r '�"^Ifft. "� tr.�M� ,x '" F" C`
� ��F
���'
Changes in Reserves for FY 1997 and FY 1998 and Undesignated Fund Balance for FY 1997 cannot be determined at this
time.
37
CONSOLIDATED BUDGET SUMMARY
FISCAL YEARS 1993-1998 - ALL FUNDS
The Fiscal Year 1997 Stormwater budget includes the projected balance for construction west of Crandon
Boulervard. 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.
General Government $495,454 $620,784 $615,480 $605,713 $674,615 $712,211
Public Works 185,257 609,932 573,844 544,965 701,537 540,009
Stormwater2 I41,917 0 8,259 32,371 70,000 70,000
Solid Waste & Recycling 0 0 157,204 212,610 248,705 237,000
Fund
Economic Development 36,952 126,460 0 0 0 0
Building, Zoning & Planning 406,055 403,097 467,621 593,635 776,859 785,142
Parks & Recreation 240,794 272,158 211,159 237,776 243,989 261,252
Public Safety 2,742,172 3,918,351 4,294,606 4,821,253 5,356,440 5,523,533
Hurricane 1,251,264 0 0 0 0 0
Non -Departmental 421,619 227,105 512,331 425,256 704,000 774,420
Capital Outlay 120,155 12,758,815 1,752,174 1,041,836 1,000,000 1,250,000
Debt Service 0 255,!06 2,401,427 1,488,169 1,488,180 1,460,025
3"' •<„F: ^3ff�4 n'"R', ''e`Iw �. ,m s' 'fk�t rr'Sf�f.'` .,. ?'. `{'.�.i *N4�MrJ,wr;Mk�' 7,�n Ns .,"'{, �''iry
�"�rrxrY �.5 f.t at�a F ,.c :. gad a .. �� .. Yi r i ,. "" `�"z`7'�'f':i%: �'�•, i,f,N �„�7... ,. • ...:' , . �:^ `.�.. >? . ...i , ..; w ,yx m �.. PM..r. �. x . ., .. a.541. A".n`.:.Sf „,�t�,rl1' 2::,..:,. <*2�': ' . ,. � Kh, ,., N,.*,.
Transfers 0 325,671 3,037,183 1,863,620 NA' NA'
Reserves 4,294,950 5,358,994 1,948,875 2,820,372 NA' NA'
Ending Fund Balances 711,905 263,935 4,423,641 1,631,930 NA' NA'
3, * a! K7q 7 a K n SMt Fp y F pa ^ N {n�tin . * w * ? �Yvs y ,y :' ,, ry *v Y y :[.rµ fi �` r F 7 Y F i :/4 yz.
.. .. ...,..:_. .w.bc.xl-w , ,..... ,...., ,n..:_5 4 ?ash^+,,..• ";' +;A:,.,.«+a? : .IdYNLS:iiY6«"5..w....v^� is'.<.� 4:d "iWvu.r.`3sW,.,,a.' .d.<:kf�''�' K'tYuF,.C6>kF: d�s<.
ix
Changes in Reserves for Fiscal Year 1997 and Fiscal Year 1998 and Undesignated Fund Balance
for Fiscal Year 1997 cannot be determined at this time.
2 Stormwater construction costs are carried as fixed assets.
38
VILLAGE OF KEY BISCAYNE
FISCAL YEAR 1998
GENERAL FUND
The General Fund is the principal 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.
MISSION STATEMENT: "TO PROVIDE A SAFE, QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT.
39
GENERAL FUND
FISCAL YEAR 1993 -1998
The proposed Fiscal Year 1998 Budget allocates $10,981,152 for the General Fund. This budget is
an increase of $387,612 or 3.7% from the Fiscal Year 1997 Budget of $10,593,540. Below is a
breakdown of the General Fund. The Ad -Valorem (Property) Tax generates 62.5% of the Fiscal
Year 1998 Budget. It is proposed that $408,707 of the Fiscal Year 1996 undesignated fund balance
be designated for inclusion in the FY 1998 Budget. State shared revenues have been budgeted i1
accordance with trends and estimates of the State Revenue Estimating Commission. The increase
in electric franchise fees is based on Fiscal Year 1997 revenue amounts and information from tie
electric utility. Building permit fees are based on the two large developments which began in fiscal
Year 1996.
Beginning Balance $ 438,298 $ 853,822 $ 80,181 $ 753,873 S 937,943 5 $
REVENUES
Ad -Valorem 3,536,480 6,640,045 6,820,807 6,486,019 6,376,060 6,861,845 6,861,845
Franchise Fees 625,015 668,020 652,844 638,096 654,000 692,000 692,00C
Utility Taxes 1,212,084 1,268,428 1,257,179 1,294,485 1,293,000 1,311,000 1,311,000
Licenses & Permits 308,676 246,533 351,152 430,208 523,000 537,000 537,00C
State Shared 718,366 732,1% 788,062 790.403 750,500 763,500 763,50C
Charges for Services 113,946 115,664 146,468 171,344 42,600 65,600 65,600
Interest 121,676 288,978 369,540 280,570 200,000 200,000 200,00C
Grants & Donations 2,889,956 648,018 518,618 1,325,177 129,000 141,500 141,50(
Sale of Investments 83,997 0 0 0 0 0 0
Prior Year Fund 0 0 0 0 625,380 408,707 408,701
Sub -total 9,610,196 10,607,882 10,904.670 11 416 10,593.540 10.981,152 10.981.152
Other Funding 1,000,000 9,200,000 0 0 0.,_ 0 _,a W C
' :'•:, 1 r -xn `--:..,,,,-.
if
F
EXPENDITURES
General Government $494,432 $620,784 $615,480 $643,165 $674,615 $707,131 $712,211
Economic 36,952 126,460 0 0 0 0 C
Village Attorney 236,558 191,585 166,722 151,834 168,000 168,000 168,00C
Non -Departmental 421,619 227,105 512.331 536,054 704,000 768,500 774,42C
Debt Service 1,022 255,106 2,238,101 1,136,089 1,136,100 1,134,585 1,134,585
Build, Zone & Plan 406,055 403,097 467,621 593,635 776,859 806,142 785,142
Public safety 2,742,172 3,918,351 4,314,606 4,634,385 5,356,440 5,523,533 5,523,533
Public Works 185,257 609,932 573,844 753,826 701,537 540,009 540,009
Hurricane Recovery 1,251,264 0 0 0 0 0 C
Recreation 240,794 272,158 211,159 234,154 243,989 251,252 261,252
GENERAL FUND
FISCAL YEAR 1993 - 1998
OREN
AMOY
•
Capital Outlay
Transfers Out
Changes in Reserves
rz„'9
UNDESIGNATED $853,822 580,1$1 $753,873 $937,943
120,155 12,758,815 1,670,772 1,257,277 1,000,000 1,250,000 1,250,00
•
J"M"iif�: 'Ttux'::JYN. 4. i... isx, x'.F.,i .'W(:`Y. if; 4�. d�Tbr'>`?r viiG{ZS'. '.a*l,".a„' ':J'-Za''">..':W"M1ddNv.ri"'iM•k,.T. .. r. «Y,.Mrv..N,,,[...t.
0 325,671 3,037,183 821,784 N/A N/A N
4,294,950 1,064,044 (3,410,119) 621,867 N/A N/A N
a x +�vp �,,•._;
N§�� �rw a;.,,fiti' x ✓». rr: Wb:_-
RESERVES
Debt Service 1,000,000 1,060,364 0 0
Encumbrances 165,565 27,319 9,482 5,877
Beach Improvements 20,945 21,724 23,027 24,355
Beautification 1,100,000 188,463 179,412 189,048
Recreation Facilities 1,100,000 1,323,133 559,562 408,448
Pol/Fire/Equi/Facility 367,416 318,967 89,101 73,298
Grant Audits 541,024 541,024 541,024 541,024
Supplemental Fire 0 100,000 106,000 112,095
Stormwater Project 0 1,500,000 0 0
Leg Audit & Appraisl 0 0 66,238 87,138
Commty Center 0 0 0 28,453
Beach Park 0 0 0 250,000
Comp. Abscence 0 0 0 146,227
Heritage Trail 0 0 0 4,500
Subseq. Yrs. Bud 0 0 0 375,750
Future Pers Cost 0 0 250,000 264,375
0 278,000 125,029 60,154
Desig. Community
. �^*». a�-`7+:4A �a 5cc rc+,�'U rli: ^n$ a'w,v t'rt,�.:,•
••
Note: Changes in Reserves for FY 1997 and 1998 and Undesignated Fund Balance for FY 1998 cannot be determined
at this time.
PROPOSED BUDGET VS. ADOPTED BUDGET
FISCAL YEAR 1998
No revenue changes were made by the Village Council.
REVENUES
Manager's' Proposed Council Adopted Difference
Budget Budget
Ad -Valorem $6,861,845 $6,861,845
Franchise Fees 692,000 692,000
Utility Taxes 1,311,000 1,311,000
Licenses & Permits 537,000 537,000
State Shared 763,500 763,500
Revenues
Charges for Services 65,600 65,600
Interest 200,000 200.000
Grants & Donations 141,500 141,500
Prior Year Fund 408,707 408,707
Balance
Total $10,981,152 $10,981,152 0
The proposed budget was amended in three areas: Office of the Village Clerk, Non -Departmental and Building, Zoning
and Planning_
EXPENDITURES Manager's Proposed Council Adopted Difference
Budget .. Budget
Village Council
Administration
Village Clerk
Village Attorney
Non -Departmental
Debt Service
Building, Zoning &
Planning
Police
Fire Rescue
Public Works
Recreation
Capital Outlay
$14,500 $18,500 $4,000
412,050 412,050
112,581 113,661 1,080
168,000 168,000
768,500 774,420 5,920
1,134,585 1,134,585
806,142 785,142 -21,000
2,625,244
2,898,289
540,009
251,252
1,250,000
2,625,244
2,898,289
540,009
261,252
1,250,000
10,000
Total
$10,981;152 $1:0,981,152 `<
199R FSTTMATF.T) PROPPRTY TAXES
FISCAL YEAR 1998
For a Key Biscayne property having a net taxable value averaging $289,812, the 1997 Property
Tax Bill (including Key Biscayne Taxes) will resemble the following:
Mill Rates Percent Amount Paid
Dade County Public Schools 10.462 47.38% $ 3,032.02
Dade County 6.952 31.48% $ 2,014.77
South Florida Water Management District .597 2.70% $ 173.02
Dade County Library District .316 1.43% $ 91.58
Environmental Project (Everglades) .100 .45% $ 28.98
Florida Inland Navigation District .038 .23% $ 14.49
SUB -TOTAL 18.477 83.67% $ 5,354.86
Village of Key Biscayne
3.606 16.33% $ 1,045.06
TOTAL 22.083 100.00% $ 6399.92
PROPERTY TAXES THAT GO OVER THE BRIDGE AND iHE WHICH 1'HE VILLAGE
OF KEY BISCAYNE HAS NO CONTROL OVER TOTAL $5,354.86 OR 83.67%.
Real Estate Taxes that Stay on the Island to be used by the Village
Village of Key Biscayne
Mill Rates
3.606
Percent Amount
16.33% $1,045.06
How are those monies presently allocated? ($289,812 property value)
SP -vice
Fire Rescue Department
Police Department
General Government*
Capital Outlay
Debt Service
Building, Zoning and Planning
Public Works
Percent of Budget
26.47%
23.97%
15.50%
11.41%
10.36%
7.36%
4.93%
100.00%
Amount per Year
$ 276.63
$ 250.50
$ 161.98
$ 119.24
$ 108.27
$ 76.92
$ 51.52.
$1,045.06
HAD lift VILLAGE NOT INCORPORATED, THE VILLAGE PORTION OF REAL
ESTATE TAXES WOULD HAVE BEEN $1,340.09 ON KEY BISCAYNE PROPERTY,
NOT $1,045.06.
—. *Note: General Government Village Council, Office of the Village Manager, Office of the Village Clerk, Office of the Village
Attorney, D►.ptinent of Recreation, Department of Finance and Administrative Services, and Non -Departmental.
TOTAL 1998 GENERAL FUND BUDGET FOR THE VILLAGE IS :
$10,981,152
PROPERTY TAXES
FISCAL YEARS 1993 - 1998
The millage rate determines the amount a homeowner will pay in taxes per
$1,000 of assessed property value. Village homeowners have experienced a
23.7% total reduction in 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 $9,674,100 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 District 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
Millage
Village
Tax
Percent
Reduction
Annual
Savings to
Taxpayer
Cumulative
Savings to
Taxpayer
1993
$1,617,141,088
4.724
$ 7,639,374
4.624'
$7,477,660
2.12%
$ 161,714
$ 161,714
1994
1,560,057,130
4.714
7,354,109
4.439
6,925,094
5.83
429,015
590,729_
1995
1,741,921,584
4.731
8,241,031
4.101
7,143,620
13.32
1,097,411
1,688,140
1996
,
1,767,457,006
4.785
8,457,282
,
3.800
6,716,337
20.59
1,740,945
2,635,520
3,429,085
6,064,605
59,674,100
1997
1,861,243,132
5.022
9,347,163
3.606
6,711,643
28.20
1998
$2,003,049,232
5.408
10,832,490
3.606
_
7,222,995
33.32
3,609.495
Total
29.384
$51,871,449
24.176
542,197,349
$9,674,100
1. Fire Rescue Service provided by Metro -Dade 2.344 mills (2.280)
The Village boasts the lowest millage rate in the County. The graph below reflects the range of the
proposed 1997 total millage rates of all Dade County municipalities and unincorporated areas. Key
Biscayne's proposed 1997 rate of 22.083 the lowest in the County. The Fire District millage is 2.695
mills per $1,000 and represents $5,398,218 if Key Biscayne were still in the Fire District.
30
s25
Iz 20
a
:15
210
5
Proposed 1997 Millage Rates
11111111111111111111111
11111111111111111111111111111
11111111111111111111111111111
I 11111 1111
1111111111111111111111111111
1 I I I 1 I I I I 1 1 I I I ' l l
Opa-La N. lila Homeat Mia Ski,' Bb Prk Hie Gdn • Mla Bch Fl City Mi Sprg Surfel I Bay Her Virg Gar I Cor Gab Avant
Ind Crk Mia GId Bch W. Mia N. Ilia Bch Medl El P111 laaan S. Mia N. Bay VB ilia Sweetw Bal liar Dade Key Elite
Municipal ty
PERCENTAGE DISTRIBUTION OF THE PROPERTY TAX
FISCAL YEAR 1998
OMR
r
The following chart shows, the percentage of each tax dollar that the respective
governmental jurisdiction receives from the Key Biscayne taxpayer:
1 .w
1998
47.38%
31.48%
16.33%
4.81%
1997
46.56%
32.53%
16.20%
4.71%
1996
45.52% 33.38%
16.65%
4.45%
1995
44.01% 34.33%
17.45% 4.21%
1994
40.93% 33.55%
18.31% 7.21%
1993
39.22% 34.75%
19.03% 7.000/0
For the average Village residential property assessed in 1997 at $314,812 the breakdown of property
tax is as follows:
Assessed Value $314,812
Homestead Exemption - 25,000
Taxable Assessed Value $289,812
Jurisdiction
Dade County Public Schools
Dade County Wide
VILLAGE OF KEY BISCAYNE
So. Fl. Water Management District
Dade County Library District
Environmental Project (Everglades)
Florida Inland Navigation District
Total
Total Millage: $22.083 per $1,000 of Taxable Value
Total Property Tax: $6,399.92
Millagg 1997-98 Tax Percent
10.462 $3,032.02 47.38%
6.952 $2,014.77 31.48%
3.606 $1,045.06 16.33%
0.597 $ 73.02 2.71%
0.316 $ 91.58 1.43%
0.100 $ 28.98 0.45%
0.050 $ 14.49 0.22%
,-
22,083 $6,399.92 100.00°10
TAXING AUTT i SIgnatur. a ttiowKr Abw.k«
ORRY: If this ion of the form is n r will
e; TRIM
and possibly lose its mlilage 1 P not completed any
in is in your Authority wilt be dented [R certification
y levy privilege for the tax year. If any line is in G
SECTION
ON If Inapplicable. enter N/A or ..p
(8) Prior Year Operating Miltage Levy
(9) Prior Year Ad Valorem Proceeds- (7) x (8)
(10) Current Year Rolled -Back Rate (9) �- (6)
(1 1) Current Year Proposed Operating Mifage Rate
(12) Check one (1) TYPE of Taxing Authority.
Ocounty Municipality a Independent.
Special District . SpecialDepen<
Di Takient ng U Barytes
_ Special District Taking Unit
9 Levy for VOTED DEBT SERVICE
(15) Current Year OTHER VOTED MILEAGE
DEPENDENT SPECIAL DISTRICTS SKIP lines (16) through (22)
(16) Enter Total Prior Year Ad Valorem Proceeds of ALL. DEPENDENT Special Districts
& MSTU's levying a mlltage. (The sum of Line (9) from each Districts 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 Une (4)
(21) Current Year Proposed Aggregate Miltage Rate: (20) _ (4)
,(22) Current Year Proposed Rate as a PERCENT CHANGE of Rolled -back Rate:
((Line 21; Une 18) - 1.00► x 100
"Date. Time and Place of the first Public Budget Hearing: -rj to 1
h number:
S -0_
i 2 003 049 232,
(6) Current Year Adjusted Taxable Value 4 - y east 100% + Annexations - Deletions) 129 667 931
(7) Prior Year Final Gross Taxable Value
(From Prior Year Applicable Form DR -403 Series) I do hereby cent
a 1 873 381 301 -
fy the values shown herein to be correct to the best of my knowledge and belief. Witness my hand and official
signature a Miami Dade Count
Rorkia. this the • Is _ day of July
19 g7..
SECTION 1
1997
CERTIFICATION OF TAXABLE VALUE 1
Year
oE� •z,
Ro tto6
ad County •
To Villa e of Ke Sisca e
hodM
(1) Current Year Taxable Value of Real Property for Operating Purposes NAM* �r,,dRonl.a978
s i 978 219 125,
1(2) Current Year Taxable Value of Personal Property for Operating Purposes
(3) Current Year Taxable Value of Centrally � 24 � 830, 107•
Assessed Property for Operating Purposes
(4) Current Year Gross Taxable Value for Operating Purposes (1) + (2) (3)
(5) Current Year Net New Taxable Value (New Construction + Additions r Rehabilitative
Improvements increasing Assessed Value B At L
3_606
per $1.000.
S
-3.563. ���
per 51.000
Per $1.000
(13) iF DEPENDENT SPECIAL DISTRICT OR MSTU iS MARKED.
(14) Current Year Mille a PLEASE SEE REVERSE SIDE
ea one
Council Chamber 2ad Floor 91 blest McInt re St_, Ke
do
hereb
y certify the millages and rates shown herein to be correct to the best of my knowledge and belief. FURTHER.
certify that all millages comply with the provisions of Section 200.071 or 200.081, F.S. WITNESS my hand and official
sigma( ire a e B%sca e , Florida. this the sign
�( day of July i997
91. West r(cxut re Street, Ke Bisca e FL 33149
/.ea,... ,„ POr.k.f
.tack Neus tad t
Village Manager
Jrpn.tvr..nd rw• of cni.r ,.d,n,c„ I•v.dv.
on:c•r
91 West Helot re Street
� �^0 �edr.•.
September 11., 1997, 7:00 p_m_,
l3isca•.e, FL 33149 Tel.:(305)365-5511
S
$
S 1 850 883 94,3
$ 6,674,287
3.563
Mufti -County
per $1,000/�/
per $ 1,000
per $1.000
S
7,222,996
S 3.606
1_21
per $1.000
Om. of Contact P...on
.Key Bi.scu tic. Florida
rt. 33149 365-8903
Lin •non. NumO.,
SEE INSTRUCT,nn,c Ciro
365-8936
I JI ILLAI E or kin IsiSCA x
1992 -1997 APPRAISED VALUE OF REAL PROPERTY
I I ) I I
Code
Description
1992
Value
Average
Value
(in 000's)
Parcels
1993
Value
Average
Value
(in 000's)
Parcels
1994
Value
Average .
Value
(in 000's)
atcels
1995
Value
Average
Value
(in 000's)
Parcels
1996
Value
Average
Value
(in 000's)
Parcels
1997
Value
Average
Value
(in 000'st
Parcels
00
Vacant
Residential
$32,985
201
164
$31,784
196
,
162
$38,988
215
181
$39,058
217
180
_
127,382
692
184
120,961
720
168
01
Single
Family
$472,852
375
1,261
$446,641
370
1,262
$520,034
418
1,243
$536,802
432
1,244
569,441
453
1,256
621,981
467
1.331
03
Multi-
Family
>10 units
$7,977
1,330
6
$7,885
1,314
6
$7,878
1,313
6
$8,221
1,370
6
7,987
1,331
6
7,982
1,330
6
08
Multi-
Family
<10 units
$2,296
230
10
$1,645
183
9
$1,785
198
9
$1,711
214
8
2,403
240
10
2,458
246
10
04
Condo
$918,229
215
4,279
$868,648
210
4,146
$950,013
229
4,144
$979,914
236
4,146
993,088
240
4,145
1,106,177
256
4,318
05
Co-op
$65
65
_
I
-
$22,556
172
131
$22,699
173
131
$23,982
183
131
23,447
179
131
23,467
179
131
10
Vacant
Commercial
$3,764
753
5
$4,256
709
6
$3,182
795
4
$2,271
454
5
1,805
451
4
3,866
773
5
11/
39
Improved
Commercial
$162,244
1,176
138
$139,139
1,008
138
$165,149
1,205
137
$151,026
1,087
139
111,135
8t1
137
89,850
686
131
50/
69
Agricultural
16
5
3
16
5
_
3
i6
5
3
91/
97
Misc.
$1,148
1,148
1
$1,142
1,142
1
$1,142
1,142
$1,250
1,250
1
1,477
1,477
1
1,477
1,477
1
Total
1,601,576
273
5,868
$1,543,712
263
5,864
$1,715,626
293
5,859
1,744,36
4
298
5,862
1,838,165
313
5,874
1,978,219
324
1
6,101
HOMESTEAD EXEMPTIONS
1994
Single Family Homes 784 of 1,238 63% 793 of 1,244 64%
1995
Condos & Co-Op's 1,666 of 4,275 38% 1,347 of 4,277 35%
1996 1997
772 of 1,256 61% 784 of 1,331 59%
1,330 of 4,276 31% 1,296 of 4,449 29%
DADE CITIES' TAX RATES
These are the 1996-97 tax rates in Dade County municipalities and the
unincorporated area. The total tax rate includes fire and library taxes
where applicable but excludes county and school fees. Key Biscayne has
the lowest tax rate in the County.
Municipality
City Tax
Ranked By
Total Tax Rate
Tax on $125,000 home
with
Homestead Exemption
Indian Creek
9.96
13.044
$1,304.4
Opa-locka
Miami
9.8
12.545
1,254.5
1,204.45
1,189.7
1,182.17
9.5995
12.0445
North Miami
7.935
11.897
Golden Beach
8.738
Medley
7.923
11.007
Hialeah Gardens
7.78
11.8217
10.864
10.784
1,078.4
1,100.7
1,086.4
El Portal
Florida City
South Miami
Bay Harbor Islands
Sweetwate r
Virginia Gardens
Bal Harbour
Coral Gables
7.7
7.133
6.8
N.A. = Not Applicable
SOURCE: Metro Dade County
10.2173
9.884
7.745
6.7407
6.379
6.245
5.848
1,021.73
988.4
774.5
674.07
637.9
624.5
584.8
48
REVENUES
GENERAL FUND FISCAL YEAR 1998
As a matter of general policy, Village
revenue estimates are budgeted
conservatively in 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 increase in
Fiscal Year 1998. The
projections are based on five-year
historical trends, inflation and real
economic growtt.. The next several years
WiftektiC
kx
ear fat
Licenses &'Permius
State Shared Revenues
Charges for Services
Interest
Grants Sr Donations
Or ear Fend Balance
TOTAL
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 major revenue
source for the General Fund is
the Ad -Valorem (property)
tax. 62.5% of all revenues.
The Fiscal Year 1997
revenues increased only 1.5%.
This budget is balanced by
funds from a Fiscal Year 1995
reserve, and surplus funds from
Fiscal Year 1996, totaling S408,707.
6,8€x1,84.5
692,000
1,311,000.
537,000
76:3,7500
65,600
.200000
141,500
41
10,981,152
6,61,845
692,E
1,311,100
537,000
763,500
65,600
0'
200,`;00
141,503.
408,707
10,981,152
A
6.30%
11.94%.
4.89%
6.95%
.60%
.82%
1.29%
J. . /OE
100%
BUDGET COMPARISON
ADOPTED FY 1998 AND AMENDED FY 1997
t
$10,981,152
$10,593,540
Y. �rti.rY. .5
$387,612
REVENUE CHANGES
3.7%
[ �r [' . 3" M1 a ' �' •
V>5,�. ;k {�
7 t, r! V ; q tr i rc
..rt v f "s 'sA t A. > t
R s!; SV 1.z .. .. _ i . . .;' J..; .. dl ..M1 . Yl'S�;CtF...��`^, .,-'
r}�'-pT� Vu r',yt:,•,,
1! -
, 4 :'Q:.
i
rJ i I ..al S
: '=`!Si1'-
of . a }, j_
r, &' 3'iraf'.4 h}r K
. 'ti+C t. .! '+': a. .,..
$485,785
.
-r
} $'� W
'+�•A*4n
b .. .V, .
,.,.i,�,tt.1+
— 6 �!
fa
7.6%
r.
$6,861;845
$6,376,060.
Ad-Valoiei u
Franchise Fees
692,000
654,000
38,000
5.8%
Utility Taxes
1,311,000
1,293,000
18,000
1.4%
Licenses & Permits
537,000
523,000
14,000
2.7%
State Shared Revenues
763,500
750,500
13,000
1.7%
Charges for Services
65,600
42,600
23,000
54%
Interest
200,000
200,000
0
0
Grants & Donations
141,500
129,000
12,500
9.7%
Prior Year Fund Balance
408,707
625,380
-216,673
-34.6%
-'+may � � .' tc�"3 �'{-
'
.A^"r'Y•r-{ = ytvr }`
nw
u'rl�'
kS
J. 0}%1
�y. `,-n s
.f .. t •R'
� �' 4i ,
{, ! +3
, �
wJN lr� t �.2 T'p .LJ f .��.
ti. * L�iL7 R .p
.+ " ; �u Q� E ;
{, e tV'a Jr $ A� `I i '�'
4 4���
��t k f1�S
�¢
U
hY
'�
:. . i a' rt
All y.v ..- :: u. _ ... . !`
3 .•k:4.S :.� ,
'S� ':
".xe-'a ac
'
:' . .. .}._ net.
rat.
. s ..:._ }...? rk ,s .Fr, s^
:..4-
REVENUE CHANGES RATIONALE
• Ad -Valorem: The July 1, 1997 certification of Village property
values is $2,003,049,232 — an increase of $141,806,100 over 1996
values. At the adopted millage rate of $3.606 per thousand, the
additional revenue increase is $485,785. This is 62.5% of the total
General Fund Revenues.
• Franchise Fees: Approximately 90% of the franchise fee revenue is
derived from Florida Power and Light electricity sales. The Adopted
Fiscal Year 1998 Budget estimates that revenue generated through
franchise fees will be $692,000 or 5.8% more than Fiscal Year 1997.
TheFiscal Year 1998 estimate is based on the Fiscal Year 1997 actual
franchise fee revenue amount
50
BUDGET COMPARISON
ADOPTED FY 1998 AND AMENDED FY 1997
11111111.11111111
• Utility Taxes: The Fiscal Year 1998 Budget Utility Tax estimates are
$18,000 or 1.4% higher than Fiscal Year 1997 budget and reflect
anticipated revenue trends.
• Licenses and Permits: Building permit activity is expected to
increase as construction continues on the two (2) Development of
Regional Impact Projects (Grand Bay Resort and Residences and
Ocean Club). Overall, the increase of $14,000 is 2.7% greater than
Fiscal Year 1997.
• State Shared Revenue: Based on Fiscal Year 1997 actual revenues,
state shared revenues are expected to increase by $13,000 or 1.79%
over the Fiscal Year 1998 Budget amount.
• Charges for Services: This category encompasses eight (8)
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 increase of
$23,000 is 54.% more than Fiscal Year 1997.
• Interest: The Fiscal Year 1998 Budget for interest totals $200,000,
and is the same as the Fiscal Year 1997 budget.
• Grants & Donations: The $12,500 increase in grant revenue, is
based on an increase from a federal grant for the Police Department.
• Prior Year Fund Balance: A total of $625,380 was included in the
Fiscal Year 1997 Budget to complete the funding of the expenditure
budget. For the 1998 Fiscal Year the amount proposed to maintain
the current $3.606 millage rate is $408,707. The designated Fund
Balance Reserves as of September 30, 1997 are $2,022,602.
51
REVENUE PROJECTION RATIONALE
FISCAL YEAR 1998
The 1998 General Fund total revenue is estimated to be $10,981,152. The increase is largely an
increase in our assessed valuation, $141,806,100, a 7.62% increase.
D VALOREM
The most traditional revenue source for local governments is Ad Valorem taxation, a tax on real
estate and certain personal property. 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 limits local governments to a maximum of 10 mills of Ad Valorem taxation. The first
Village property tax was levied for Fiscal Year 1993.
For Fiscal Year 1998, which begins on October 1, 1997 and ends September 30, 1998, the assessed
values established by the Dade County Property Appraiser are $2,003,049,232. At the recommended
millage rate of 3.606, the gross Ad Valorem revenue is $ 7,222,995. 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 the 1998
fiscal year is $ 6,861,845.
PROPERTY TAX LEVIES AND COLLECTION
FISCAL YEAR 1993 THROUGH 1998
Fiscal
Year
Millage
Assessed Value
Tax Levy
Amount
Budgeted
Total
Collected
Percent
Collected
1993
4.624'
$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
$1,741,921,584
$7,143,620
$6,786,439
$6,820,803
95.5%
1996
3.800
$1,767,457,006
$6,716,337
$6,380,520
$6,486,019
96.6%
1997
3.606
$1,861,243,132
$6,711,643
$6,376,060
N/A
N/A
1998
3.606
$2,003,049 32
$7,222,996
$6,861,846
N/A
N/A
'Fire Rescue Service provided by Metro -Dade 2.344 mills (2.280).
TILER TAXES AND FEES
Section 8.04 of the Charter of the Village of Key Biscayne, which was adopted June 18, 1991,
provides that all municipal taxes and fees imposed within the Village boundaries by the County as
the municipal government for unincorporated Dade County shall continue at the same rate and on
the same condition as if those taxes and fees had been adopted and assessed by the Village. Since
1991 most fees have remained at the same rate.
52
REVENUE PROJECTION RATIONALE
FISCAL YEAR --1998
The estimated revenues other than property taxes are based on actual Fiscal Year 1997 collections
with adjustments as appropriate.
The following chart is a summary of the Franchise Fees, Utility Fees, Licenses & Permits State
-- Shared Revenues and other revenues.
.r
a.
$2,500,008,
$2,000,00
$1,500,00
$1,000,00
$500,00
SO
• FRANCH=Ss FEES
II UTILITY TAXES
O LICENSES &
PERMITS
ESTATE SHARED
R''VENCE5
L 0T!P.R REVENUES
RANCHISE FEES
The following chart is a summary of Franchise Fees for electricity, telephone andcable
television companies.
S1,000,000
ssoo,o00
5600.000
8400.000
$200,000
S0
FRANCHISE FEES
1993
**Won),
Gobi. TeIwlabn
1995
r,
1997 Budget
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. This authority is granted through
Section 180.14 of the Florida Statute. The Franchise Fee received during the Village's Fiscal Year
is based upon the prior calendar year of Florida Power & Light Company. The estimated revenue
from this source for Fiscal Year 1998 is $625,000.
REVENUE PROJECTION RATIONALE
FISCAL YEAR 1998
. gm ^^ u, ry 147- [ 11 r r+ Ala r'^rv', '
9 ��,ii �� ' t F [ !/��p ;,/5�.y�. 4 k# b "` �- �` ,� 4 d � h &i ^N a °. n�+r
I 4s�.SK'• .i'+4%xA' Jn :':�.:5�.J.� kwY u, A..S "�HL. •r?46 l/�1
i FISCAL YEAR
AMOUNT
1993
$570,605
1994
$603,638
1995
$589,031
1996
$571,093
1997 (Budget)
$590,000
1998 : ud:et
$625 000
Account: R1000-1-313
TELEPHONE -- The Village Council adopted Ordinance No. 92-16 on August 11, 1992, which
established a 1% franchise fee on gross revenues for BellSouth Telephone. The estimated revenue
for Fiscal Year 1998 is $20,000, the same as the amount budgeted for Fiscal Year 1997.
Account: R2000-1-313
CABLE TELEVISION -- Dade County Ordinance No. 74-88, adopted October 15, 1974 and
Ordinance No. 82-66, adopted July 20, 1982, govern the collection of 5% of the gross revenues of
Adelphia Cable Communications, Inc., which revenues are divided 3% to the Village and 2% to
Dade County. Village ordinance 96-1 adopted March 12, 1996, permitted the Village to withdraw
its certification with the Federal Communications Commission to regulate basic tier cable rates. The
estimated revenue from this source for Fiscal Year 1998 is $47,000. The anticipated increase in
revenue for fiscal year 1998 is based on the actual fiscal year 1996 which was an improvement over
Fiscal Year 1995.
54
REVENUE PROJECTION RATIONALE
FISCAL YEAR 1998
ISIst
Account: R5000-1-313
TILITY TAXES
Dade County Ordinance No. 70-72, adopted September
21, 1970, established utility taxes in the amount of 10% on
electricity, telephone, water, gas, and oil. This authority is
granted through Section 166.231 of the Florida Statutes. 1/000.
Subsequently, the utility tax on telephone was extended to =
cover all forms of telecommunications and was reduced to
7%. Revenues generated by the Utility Taxes were
pledged for the Village Green Debt Service. The Village
adopted Utility Tax Ordinance 97-12 on April 29, 1997.
This ordinance replaces the Dade County ordinance
-- previously adopted at time of charter adoption, Section 8.04. For more information on the debt
service, please review the Debt Service Section of this budget.
Utility Faxes
C3
Illoyee
ELECTRICITY -- This revenue line item is derived 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. The estimated revenue from this source in Fiscal Year 1998 is $900,000.
55
REVENUE PROJECTION RATIONALE
FISCAL YEAR 1998
UTILITY TAX COLLECTIONS
ELECTRICITY
FISCAL YEAR
AMOUNT
1993
t.
$857,002
1994
$888,752
1995
$875,704
1996
$888,651
1997 (Budget)
$900,000
1998 (Budget)
$900,000
Account: RI000-1-314
TELECOMMUNICATIONS -- This revenue line item is derived from a 7% tax levied upon every
purchase of telecommunication services (telegraph, teletype or computer exchange, toll telephone,
private communications, cellular phone, beepers, etc.) that originate within the corporate limits of
the Village and terminate in the State of Florida. The estimated revenue for Fiscal Year 1998 is
$200,000, within the corporate limits of the Village, approximately the same as the Fiscal Year 1996
actual.
d k.*�' 7 : � 5.a..,fi.—Y � ..rtt:.....tw-��`,jY .••?."r .. _,. . T__, , a.:�. , �, . .
FISCAL YEAR I. AMOUNT
1993
$199,308
1994
$202,702
1995
$186,780
1996
$199,746
1997 (Budget)
$187,000
1998 (Budget)
$200,000
Account: R2000-1-314
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 1998 is $170,000.
56
REVENUE PROJECTION RATIONALE
FISCAL YEAR 1998
i Sf x : l.J !k�. . fir4S
lr4 } 11 4 F= „ � H
,. fa6'�l,vi"2'r ^.�i�^i"vl:w: ni'�a'��. "' � �u:'�4" �f H:?»'. ro:::r,
FISCAL YEAR
AMOUNT
1993
$126,882
1994
$145,719
1995
$152,645
1996
$165,169
1997 (Budget)
$160,000
1998 (Budget)
$170,000
Account: R3000-1-314
GAS -- This revenue line item is derived 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 1998 is $37,000.
FISCAL YEAR
AMOUNT
1993
$24,184
1994
$26,925
1995
$38,130
1996
$37,034
1997 (Budget)
$42,000
1998 (Budget)
$37,000
Account: R4000-1-314
OIL -- This revenue line item is derived from a 10% tax levied on the oil bill of each customer who
receives service within the corporate limits of the Village. The estimated revenue from this source
for Fiscal Year 1998 is $4,000.
REVENUE PROJECTION RATIONALE
FISCAL YEAR 1998
FISCAL YEAR
AMOUNT
1993
$4,708
1994
$4,331
1995
$3,920
1996
$3,885
1997 (Budget)
$4,000
1998 (Budget
$4,000
Account: R7000-1-314
ICENSES AND PERMITS
VILLAGE OCCUPATIONAL LICENSES -- All
businesses in the Village must have an
occupational license in order to operate a business
within the corporate limits of the Village. The fees
for the various types of businesses are set by
ordinance. Ordinance 92-13 was adopted June 6,
1992, and amended by Ordinance 95-9, September
26, 1995.
500.000
400,000
900.000
200.000
100,000
0
Licenses and Permits
MI
,g? _..e all J
1003 1094 1005 1995 1097 1090
® Occupational License
- Buldlnp Permit
COUNTY OCCUPATIONAL LICENSES -- All businesses in the Village must also have an
occupational license from the county in order to operate a business within the corporate limits of the
county. A portion of the county revenues are remitted to the Village. The license is regulated by the
state under Chapter 205 of the Florida Statutes and by the aforementioned ordinances. Total
estimated revenues from all sources for Fiscal Year 1998 is $37,000.
FISCAL YEAR
AMOUNT
1993
$35,746
1994
$31,365
1995
$22,844
1996
$36,810
1997 (Budget)
$23,000
1998 (Budget)
$37,000
Account: R0000-1-321
58
REVENUE PROJEC 1'ION RATIONALE
FISCAL YEAR 1998
BUILDING PERMITS -- Permits must be issued to any individual or business who does
construction work within the corporate limits of the Village. These permits are issued for
construction, such as electrical, plumbing, structural, mechanical, etc. The fees for the various types
of permits are set by Village Ordinance No. 96-4 and by Section 2-18 of the Dade County Building
Code and the minimum fee for a permit is $35.50.
With major projects continuing at Grand Bay Resort and Residences and at the Ocean Club of Key
Biscayne, the building permit fees for Fiscal Year 1998 continued to be estimated at $500,000.
FISCAL ,YEAR
AMOUNT
1993
$255,008
1994
$215,168
1995
$328,308
1996
$393,398
1997 (Budget)
$500,000
1998 (Budget)
$500,000
Account: R0000--1-322
TATE SHARED REVENUES
In addition to Ad Valorem taxation, communities in
Florida rely on revenues that are imposed and
collected by the State of Florida and then shared with
municipalities. These taxes are distributed according
— to various formulas in State Statutes. State shared
revenues are pledged source of revenue to repay the
debt service on the sanitary sewer loan.
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
500000--
400000-4"--
300000 I f
200000 -T-
1 MOOG
0
State Shared Revenues
1993 4994 1005 1996 1997 1998
01garette
15 S. Revenue Sharing
stet! Cent Soles
Local 095o„ ass
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 5.8% of the State tax
on each pack of cigarettes as per Chapter 71-3M, Laws of Florida. The current tax is 33.90 per pack
The share of this fund for an individual municipality is not determined 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 municipal population. These funds are considered to
59
REVENUE PROJECTION RATIONALE
FISCAL YEAR 1998
be general revenue and can be used for any specific public purpose. The estimated revenue from this
source for Fiscal Year 1998 is $8,866.
CIGARETTE TAX COLLECTIONS
FISCAL YEAR
AMOUNT
1993
$11,501
1994
$10,542
1995
$10,490
1996
$8,395
1997 (Budget)
$10,500
1998 (Budget)
$8,600
Account: R1100-1-335
STATE REVENUE SHARING — Chapter 72-360, Laws of Florida, created the Revenue Sharing Act
of 1972, providing for general revenue sharing. Revenue for this fund comes from 32.4% of the tax
on each pack of cigarettes, 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 includes its own population, statewide municipal population, county population, county
sales tax collections, total statewide sales tax collections from municipalities, municipal property
valuation, statewide municipalities' property valuation, and by a factor measuring relative revenue -
raising ability. About 35% of these funds are a result of the municipal gas tax. This percentage of
the proceeds can be used only for transportation purposes, including transportation related public
safety activities. For Fiscal Year 1998, 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 planning loan
of $723,762 as per Ordinance 96-6 adopted June 25, 1996. The annual loan payment shall be
$46,466.
STATE REVENUE SHARING
COLLECTIONS
FISCAL YEAR
AMOUNT
11993
$134,463
1994
$128,247
1995
$135,380
1996
$125,989
1997 (Budget)
$135,000
1998 (Budget)
$135,000
Account: R1200-1-335
REVENUE PROJECTION RATIONALE
FISCAL YEAR 1998
HALF CENT SALES TAX -- Chapter 82-154, Laws of Florida, created the local government half
cent sales tax program. It is so named because one half of the proceeds of this tax are divided
— between counties and municipalities and the other half goes to the state. The primary purpose of the
tax was to provide relief from Ad Valorem taxes in addition to providing counties and municipalities
with revenues for local programs. Current revenues for this fund come from 9.653% of the state
sales tax (which is shared by both counties and cities). The distribution formulas are population -
oriented but not directly proportional to population increase. Municipalities can use these funds for
municipal -wide programs. These funds can also be pledged towards repayment of bonds or used for
capital projects. The estimated revenue from this source for Fiscal Year 1998 is $443,000. It is
budgeted at the 1996 actual.
HALF CENT SALES TAX COLLECTIONS
FISCAL YEAR
AMOUNT
1993
$454,847
1994
$384,937
1995
$431,067
1996
$442,273
1997 (Budget)
$430,000
1998 (Budget)
$443,000
Account: R1800-1-335
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 Florida
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 Miles). These funds must be used for general transportation -related expenditures
and may include debt service financing on transportation related capital projects. This tax will yield
approximately $115,000, in Fiscal Year 1998.
LOCAL OPTION CAPITAL IMPROVEMENT GAS TAX -- A second local option gas tax was
adopted as part of the 1994 budget by the Dade County Commission on September 20, 1993, and
it was levied at five cents per gallon. Following the County Commission amendment in 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
1998 is estimated at $60,000.
REVENUE PROJECTION RATIONALE
FISCAL YEAR 1998
Note: The County receives 74 percent of gas tax proceeds and the communities share the remaining
26 percent.
LOCAL OPTION GAS TAX
COLLECTIONS
FISCAL YEAR
AMOUNT
1993
$117,555
1994
$162,783'
1995
$211,125
1996
$211,312 2
1997 (Budget)
$175,000
1998 (Budge
$175,000
Account: R4000-1-312
1. The second local option gas tax was levied in Fiscal Year 1994.
2. Tax reduced to three cents ($0.03) from five cents ($0.05) in 1996.
TILER REVENUES
The following chart is a summary of other
revenues for the Village which include Interest
Income and Fines and Forfeitures..
INTEREST 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 maintained to provide that available funds be
invested at all times with minimum risk and maximum liquidity. Six month and one year certificates
of deposit are invested with Colonial Bank of Florida formerly Jefferson Bank and Capital Bank.
The cash management fund is with SunTrust Bank and Northern Trust Bank. Also, there are funds
invested with the Surplus Trust Funds Investment Pool State Board of Administration, Local
Government. The revenue from the interest income for Fiscal Year 1998 is estimated at $200,000.
300000
260000
200000
180000
100000
60000
0
Other Rsysnues
1403 1094 1996 1908 1997 1908
- Intsrset lnaeT•
. Fines a Forfatturss
62
REVENUE PROJECTION RATIONALE
FISCAL YEAR 1998
Account: RI000-1-361
FINES & FORFEITURES
Fines from traffic violations and violations of other laws provide governments with some additional
revenue, as provided in chapters 316 and 318 of the Florida Statutes. The Village receives 56.4% of
the revenues resulting from traffic enforcement activities of the Village Police Department, created
March 1, 1993. The trend for this revenue is uncertain at this time. Fiscal Year 1998 estimates are
based on actual Fiscal Year 1996 figures.
"T N y...yy
fH
FISCAL YEAR
AMOUNT
1993
$7,903
1994
$35,509*
1995
$12,822
1996
$28,311
1997 (Budget)
$13,000
1998 (Budget)
$28,000
Account: R1000-1-350
* Includes $13,696 in confiscation from Joint operations
with other law enforcement agencies.
63
DESCRIPTION
ACTUAL . ACTUAL AMENDED PROPOSED . ADOPTED,;i
1994-1993 1995-199& 1996 4997: 1997-1998 199i-1996 1
REVENUES REVENUES BUDGET; . BUDGET BUDGET ".
GENERAL FUND REVENUES
Ad Valorem
R0000- 1-311 Ad Valorem
Total Ad Valorem
$6,820,807 $6,486,019 $6,376,060 $6,861,845 $6,861,845
$6,820,807 $6,486,019 $6,376,060 $6,861,845 $6,861,845
R0000- 1-313 Franchise Fee$
R1000- 1-313 Electricity $589,030 $571,093 $590,000 $625,000 $625,000
R2000- 1-313 Telephone $19,915 $20,179 $20,000 $20,000 $20,000
R5000- 1-313 Cable Television $43,899 $46,824 $44,000 $47,000 $47,000
R0000- 1-311 Total Franchise Fees $652,844 $638,096 $654,000 $692,000 $692,000
R0000- 1-314 Utility Taxes
R1000- 1-314 Electricity $875,704 $888,651 $900,000 $900,000 $900,000
R2000- 1-314 Telecommunications $186,780 $199,746 $187,000 $200,000 $200,000
R3000- 1-314 Water $152,645 $165,169 $160,000 $170,000 $170,000
R4000- 1-314 Gas $38,130 $37,034 $42,000 $37,000 $37,000
R7000- 1-314 Oil $3,920 $3,885 $4,000 $4,000 $4,000
R0000- 1-314 Total Utility Taxes $1,257,179 $1,294,485 $1,293,000 $1,311,000 $1,311,000
R0000- 1-321
R0000- 1-322
R0000- 1-335
R1100- 1-335
R1200- 1-335
R1800- 1-335
R4000- 1-312
R1500- 1-335
Lkenses and Perri
Occupational Licenses $22,844 $36,810 $23,000 $37,000 $37,000
Building Permits $328,308 $393,398 $500,000 $500,000 $500,000
Total Licenses & Permits $351,152 $430,208 $523,000 $537,000 $537,000
State Shared Revenue
Cigarette Tax $10,490 $8,335 $10,500 $8,000 $8,000
State Revenue Sharing $135,380 $125,989 $135,000 $135,000 $135,000
Half -Cent Sales Tax $431,067 $442,273 $430,000 $443,000 $443,000
Local Option Gas Tax $211,125 $211,312 $175,000 $175,000 $175,000
Alcoholic Beverage Licenses $0 $2,494 $0 $2,500 $2,500
Total Shared Revenue $788,062 $790,403 $750,500 $763,500 $763,500
64
DESCRIPTION
ACTUAL ACTUAL;. AMENDED
1994-1995 1995-1996 1996-1997
REVENUES REVENUES BUDGET
PROPOSED
19971998
BUDGET.
ADOPTED
1997-1998
BUDGET
Charges for Services
R9000- 1-343 Zoning Hearing Fees $4,063 $14,076 $4,000 $4,000 $4,000
R9100- 1-343 Certificates of Occupancy $8,901 $7,728 $9,000 S9,000 $9,000
R0000- 1-354 Code Violation Fines $500 $37,873 $500 $500 $500
R2000- 1-347 Recreation Fees $10,400 $13,330 $3,500 $3,500 $3,500
R1000- 1-350 Fines & Forfeitures $12,822 $28,311 $13,000 $28,000 $28,000
R1200- 1-349 Lien Letters $1,946 $2,204 $2,000 $2,000 $2,000
R1000- 1-349 Election Qualifying Fees $0 $1,000 SO $500 $500
-- R1100- 1-349 Miscellaneous 534,637 $56,956 $10,000 510,000 $10,000
R1000- 1-352 School Crossing Guard $0 $7,322 $0 $7,500 $7,500
Total Charges for Services $73,269 5168,800 $42,000 565,000 565,000
_ Other Revenue*
R1000- 1-361 Interest $369,540 $280,570 5200,000 5200,000 $200,000
R1001- 1-366 Donation -Ocean Club $8,000 5250,000 $0 $0 50
R1002- 1-366 Donation -Community Center $0 $27,856 $0 $0 50
- R1000- 1-369 Recovery -Litigation Costs $10,000 52,544 $0 $0 $0
R0000- 1-364 Sale of Fixed Assets $55,200 $0 $0 $0 $0
R2000- 1-335 Firefighters Supplement $600 $0 $600 5600 5600
Total Other Revenues $443,340 $560,970 $200,600 $200,600 $200,600
Grartt_s
R5000- 1-331 Economic Development $20,000 $0 $0 $0 $0
R9000- 1-334 Rebuilding Trust Fund $190,688 $267,682 $0 $0 50
R9100- 1-334 Fla. Communities Trust 50 $699,082 50 $0 50
- R9200- 1334 K.B. Heritage Trail $0 54,500 $0 $0 $0
R0200- 1-337 HRS-EMS Grant 50 57,230 50 50 50
R1004- 1-337 SBA Tree Planting Grant 531,597 $34,930 $0 50 $0
R1005- 1-337 Urban/Community Forestry 519,917 $0 $0 50 $0
- R1002- 1-337 DARE $4,296 $4,400 54,000 54,000 $4,000
R1006- 1-337 DARE -Summer Grant $0 5905 $0 $0 $0
R1003- 1-337 Police (C.O.P.S.) $0 $20,497 $75,000 587,500 587,500
R1007- 1-337 C_O.P.S. More $0 58,095 $0 $0 $0
- R0000- 1-331 Grants -Other 52,120 50 $50,000 550,000 550,000
Total Grants $268,618 $1,047,321 $129,000 $141,500 $141,500
Impact Fees
R2000- 1-363 Impact Fees
Total Impact Fees
5250,000 50 $0 $0 $0
$250,000 $0 50 $0 50
TOTAL REVENUES $10,905,271 511,416,302 $9,968,160 $10,572,445 510,572,445
Q0001 1-271 Prior Year Fund Balance 50 $0 $625,380 5408,707 $408,707
- Total 510,905,271 511,416,302 $10,593,540 $10,981,152 $10,981,152
EXPENDITURES
GENERAL FUND FISCAL YEAR 1998
The 810.981.152. adopted Fiscal Year
1998 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 1998
Budget expenditures have
increased a total of 3.7% over
the Fiscal Year 1997
expenditures. One of the
most significant increases in
the expenditures involves the
Building, Zoning and
Planning Department with an
increase of $108.253 or l6%
over the fiscal year 1997
adopted budget. 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.
14,500
412,050
112,581
168,000
768,500
1,134.565
806,142
2,625,244
2,898.289
540,009
251,252
1,250,000
18,500
412,050
113,661
168,000
774,420
1,134,565
785,142
2,625,244
2.898,289
540,009
261,252
1,250,000
.17%
3.75%
1.04%
1.53%
7.05%
10.33%
7.15%
23.91%
26.39%
4.92%
2.38%
11.38%
TOTAL
10,981,152 10,981,152 100%
BUDGET COMPARISON
ADOPTED FY 1998 AND AMENDED FY 1997
EXPENDITURE CHANGES
The total financial program Adopted for Fiscal Year 1998 is $10,981,152. This represents a 3.7%
increase in the total operating budget from fiscal year 1997 due to a 25% increase in the capital
outlay.
General Fund
Expenditures
Adopted
Fiscal Year
1998 Budget
Amended
FiscalYear
>f;997 Budget
Difference
Percent,
Changed
Village Council
$18,500
$13,300
$5,200
39.1%
Administration
412,050
372,788
39,262
10.5
Village Clerk
113,661
120,527
-6,866
-5.7
Village Attorney
168,000
168,000
0
0
Non -Departmental
774,420
704,000
70,420
10.0
Debt Service
1,134,585
1,136,100
-1,515
-0.1
Building, Zoning & Planning
785,142
776,859
8,283
1.1
Police
2,625,244
2,533,316
91,928
3.6%
Fire Rescue
2,898,289
2,823,124
75,165
2.7%
Public Works
540,009
701,537
-161,528
-23%
Recreation
261,252
243,989
17,263
7.1%
Capital Outlay
1,250,000
I,000,000
250,000
25%
Total Expenditures
$10,981,152
$10,593,540
$387,612
3.7%
EXPENDITURE CHANGES RATIONALE
• Village Council: While the Mayor and Village Council receive no
compensation for their services, as elected officials, there are
expenditures covered in the budget. Memberships include the Dade
League of Cities, National League of Cities and the U.S_ Conference
of Mayors. There are also administrative and conference
expenditures for the Mayor and the six council members. The
Adopted Fiscal Year 1998 Budget for Village Council will increase
$1,200. 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 $412,050, the Adopted Fiscal
Year 1998 Budget increased 10.5%. The $39,262 increase includes
an additional position and increased personnel costs.
• Village Clerk: The Village Clerk's Adopted Fiscal Year 1998
Budget will decrease by $7,946 or 6.59%. The decrease covers bi-
annual election expenses which are budgeted every other year.
BUDGET COMPARISON
ADOPTED FY 1998 AND AMENDED FY 1997
• Village Attorney: At $168,000, and 0.53% of the budget, the Village
Attorney's allocation is unchanged.
• Non -Departmental: The Adopted Fiscal Year 1998 Budget will
increase $64,500 and is 7% of the Budget. Professional expenses for
the auditors, increase of $6,500. An increase of $50,000 in the
contingency fund is proposed.
• Debt Service: The Fiscal Year 1998 requirement for debt service is
$1,134,585 which is 10.36% of the budget. This is an decrease of
$1,515 from last year's budget. The debt service cost is associated
with a 10 -year bank loan for the purchase of the Village Green with
principal payments beginning December, 1994.
• Building, Zoning and Planning: The Building, Zoning and Planning
Department budget of $785,142 represents 7.34% of the budget.
The Adopted Fiscal Year 1998 Budget provides for an increase of
$29,283 or 3.77% all for personnel costs. The Building, Zoning and
Planning Department is still experiencing a substantial increase in
permitting and inspection activities due to the on -going construction
associated with the two Development of Regional Impact projects
(Grand Bay Resort & Residences and Ocean Club of Key Biscayne).
These two developments represent over $800 Million in additional
property values.
• Police: The Police Department's Adopted Fiscal Year 1998 budget
allocation of $2,625,244 is 23.91% of the budget. The allocation
shows an $91,928 (3.63%) increase from the previous year primarily
for personnel costs.
• Fire Rescue: At $2,898,289, the Fire Rescue Department's Adopted
budget allocation is 26.39% of the total budget. The department's
allocation provides for an $75,165 (2.7%) increase, virtually all for
personnel expenses attributed to COLA and step increases.
• Public Works: The Adopted Fiscal Year 1998 Budget for Public
Works totals $540,009. This allocation shows a decrease of $161,528
or 23%. The budget has a decrease of $167,300 for Contractual
Services (outside contractors).
• Recreation: At $261,252, the Recreation Department's budget
provides for an increase of $17,263 or 3% due to costs associated
with COLA and step increases and transfer of the Lighthouse Run.
•
Capital Outlay: The Proposed Fiscal Year 1998 Budget for Capital
Outlay is $1,250,000. The capital outlay represents 11.4% of the
budget. The allocation for capital outlay has been increased $250,000
from the prior year.
AR
BUDGET COMPARISON
ADOPTED FY 1998 AND AMENDED FY 1997
EXPENDITURES BY OBJECT CHANGES
General Fund
Expenditures by Object
Adopted
Fiscal Year
1.99$ Budget
Amended
-.is Year
Budget ,
Difference
Percent
Changed
Personnel
$5,804,866
$5,553,347
$250,940
5.0%
Other Expenses
2,193,122
2,305,013
-111,891
-4.9%
Contract Professionals
336,500
325,000
-11,500
3.5%
Supplies
71,079
74,079
-3,000
-4.0%
Equipment
191,000
220,000
-29,000
-13.2%
Debt Service
1,134,585
1,136,100
-1,515
-0.1%
Capital Outlay
1,250,000
1,000,000
250,000
25%
Total Expenditures
by Object
$10981.152
114.593.540
$3
3.6,
EXPENDITURES BY OBJECT CHANGES RATIONALE
• Personnel: All full-time and part-time employees who support the functions of the Village
departments. Costs include, salaries, overtime, shift differentials, and employee benefits
which include commitments for employee fringe benefits. The change in costs for personnel
relates to increases associated with cost of living, merit 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 in costs relate to bi-annual election expenses, utilities, insurance,
microfilming, computer supplies, seminars, and printing.
• Contract Professionals: This item includes, but is not limited to, the Village Attorney,
Village Engineer, and Landscape Architects. The decrease in amounts allocated toward
contract professionals is a result of the change from contracted building inspectors to Village
employees.
• 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 materials, chemicals,
office supplies and small tools.
• Debt Service: This represents the amount of principal 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.
VILLAGE COUNCIL
FISCAL YEAR 1998
MISSION To provide a safe, quality community environment for all
STATEMENT islanders through responsible government.
Key Biscayne operates under the Council -Manager form of government in accordance with itsCharter.
Legislative authority is vested in a seven -member Village Council consisting of a Mayor and sk
Council members all elected at -large and on a non-partisan basis. The Mayor is elected by the electors
of the Village for a two year term and Council members serve a term of four years on a staggered basis
No person shall serve as mayor for more than two consecutiveelected terms, and no person may serve
on the council, or as any combination of mayor and council member, for more than eight consecutive
years.
-- 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 aril
services. The Council also appoints the Village Clerk and the Village Attorney. The Council i
-- responsible for the overall direction of the Village and general welfare of Key Biscayne residents.
Village Council elections are held on the first Tuesday after the first Monday of Novenber, every even
numbered year. To be eligible to seek office, a person must be a resident of the Village of Kw
Biscayne for at least one year and be a qualified elector of the Village.
Regular Council meetings are held the second Tuesday of every mmth (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 as of November
20, 1997:
_ 1992 1993 1994 1995 1996 19 9 7
Meetings 19 12 17 11 9 10
Special Meetings 40 20 21 17 11 10
— Resolutions 61 60 48 40 38 58
Ordinances 15 22 10 14 7 25
Workshops 0 3 13 8 3 5
The members of the Village Council also serve as the Local Planning Agency. The Local Plannng
Agency was responsible forthe development of the Comprehensive Master Plan. The Council sits as
the Zoning Appeals Board.
70
VILLAGE OF KEY BISCAYNE
Local Planning Agency
Betty Sime, Chair
John F. Festa
Martha Fdez-Leon Broucek
Mortimer Fried
Gregory Han
Hugh T. O'Reilly
Michele Padovan
The Local Planning Agency was created by Ordinance 92-08 on February 25, 1992. Its purpose is to
prepare the local comprehensive plan and conduct the comprehensive planning program. All the
meetings of the Local Planning Agency are public meetings and agency records are public.
Responsibilities of the Local Planning Agency
• Prepare the local comprehensive plan and any amendments.
Make recommendations to the municipal governing body regarding the adoption or amendment
of plan.
• Hold Public Hearings on the proposed plan or plan amendment.
• Monitor the effectiveness and status of comprehensive plan.
• Make recommendations to the municipal governing body concerning any changes required to the
comprehensive plan.
Review proposed land development regulations and codes, and inform the governing body of the
consistency of the proposal with the local comprehensive plan.
• Perform other duties assigned by the governing body, general law, or special law.
Master Plan Consultant
Robert K. Swarthout, Incorporated
City Planning Consultants
400 South Dixie Highway, Suite 121
Boca Raton, Florida 33432
FL'TURE LAND USE
ACHIEVE THE FOLLOWLNG 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 rights. Hotels
should be permitted in order to provide ocean access opportunities and respect an established land use pattern; however,
they should be modest in size so as not to overpower the community's residential character. Other commercial
development should be sized to meet the needs of residents and hotel guests. Office development should be limited to
the minimum amount practical in light of existing development patterns.
MISSION STATEMENT: " TO PROVIDE A SAFE, QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSTBLE GOVERNMENT."
:1ESCRtPTIO is
CTUAL 4CTUAL, AMEN ED PROPOSE 3 ADOPTED
94.1995 1995-1995 1996-199T 1991-1998 199:7'1998
PENSES EXPENSES BUDGET BUDGET BUDGET
X0000- 1-511 Village Council
X4000- 1-511 Administrative Expenses $5,757 $3,588 $4,000 $4,000 $4,000
X5410- 1-511 Memberships & Dues $2,702 $2,430 $3,000 $3,000 $3,000
X5420- 1-511 Education & Training $1,641 $6,004 $6,300 $7,500 $11,500
X0000- 1-511 Total Village Council $10,100 512,022 $13,300 $14,500 $18,500
OFFICE OF THE VILLAGE MANAGER
FISCAL YEAR 1998
To implement Village Council policies and to provide sound
leadership and oversee all departmental activities, enabling them
to work in the best interests of our community, instill the
Village's mission statement among our employees to foster an
outstanding level of service at a reasonable cost, and effectively implement and
administer the policies established by the Council.
DEPARTMENTAL ORGANIZATION CHART
Voter
Village
Council
Village
Manager
Assistant
to the
Village Manager
Admin.
Assistant
MISSION STATEMENT:TO PROVIDE A SAFE, QUALITY COMMUNITYENVIRONMEITFORALLISLANDERSTROUGHRESPONSIBLEGOVERNMENT."
73
OFFICE OF THE VILLAGE MANAGER
DEPARTMENTAL DESCRIPTION
The Village Manager is the chief executive officer and administrative head of the Village, with the
responsibility for planning, organizing, directing, staffing, coordinating and budgeting for tir
widespread programs and services for the citizens of the Village. The Village Manager is appointel
by and serves at the pleasure of the Village Council, and is directly responsible for executing Villag
laws and ordinances and all Council policies. The Village Manager appoints the Directors of al
Departments. The Village Manager is responsible for implementation of policies set forth by tlE
Village Council.
As chief executive officer of the Village government, the Village Manager is responsible fa-
- providing and exercising overall supervision and disciplinary control over the necessary
administrative and operating staff to carry out official Council policies. The Village Manager assists
in adopting a financial plan for Village operations by helping to prepare for Council consideration
the Annual Operating Budget and Capital Improvements Program. The Village Manager develops
and recommends alternative solutions to community problems as well as plans and develop;
programs to meet the future physical, social, and cultural needs of the Village. The Village Manages
-' is responsible for the execution of contracts, deedsand 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 Stormwater Construction Project
the Capital Improvement Program, and securing outside funding.
Authorized Positions
Fiscal Years
1993
1994
1995
1996
1997
1998
Village Manager
1.0
1.0
1.0
1.0
1.0
1.0
Assistant to the Manager
0.0
0.0
0.0
1.0
1.0
1.0
Administrative Assistant
1.0
1.0
1.0
0.0
0.0
1.0
Receptionist/Switchboard
1.0
1.0
1.0
1.0
1.0
1.0
Total
3.0
3.0
3.0
3.0
3.0
4.0
74
OFFICE OF THE VILLAGE MANAGER
SUMMARY OF FISCAL YEAR 1998 OBJECTIVES
1
2
3
4
5
6
7
8
9
10
11
12
To satisfactorily relay Village Council policy decisions to the organization and administa
the decisions in day-to-day operations.
To maintain administrative 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 reportsas 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 jurisdictions.
To prepare and submit a Village budget by September 1st of each year.
To increase the level of Village services by increasing the amount of grant-in-aid revenues.
To revitalize productivity programs to reduce costs through improved methods ani
procedures.
To support and promote State legislation in the Village's interest while actively opposiig
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 policies and actions of theCouncil and administration are carried
out, including the attainment of budget objectives and adherence to assigned deadlines for
completion of projects and studies.
To communicate all requests for service, referral and informationto appropriate Village
departments and to provide necessary follow-up to ensure that a response or resolution b
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 anddepartmental efforts in
identifying and implementing changes to improve efficiency and reduce cost.
75
FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT
FISCAL YEAR 1998
To administer the finances and budget of the Village efficiently
and report related activities accurately and timely, and to
manage the insurance and employee benefit programs in the best
interests of the Village and its employees.
DEPARTMENTAL.ORGANIZA'T'I Ai 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 THROUGH RESPONSIBLE" GOVERNMENT."
i6
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, andAdministrative Services,
which coordinates and administers the employee benefits programs, worker's compensation and
insurance.
The Director of the Finance and Administrative Services Department serves as the chief fiscal office
for the Village and coordinator of the employee benefits program. The Department de is with daily
finance/accounting activities including payrolls and audits, preparation of the operating and capital
budgets, preparation of comprehensive financial reports, investments, debt management, cat
management, and bank relations. The Department provides financial information to the public, stat
agencies, grantors, auditors, Village Council and management.
In addition, the Department is responsible for the comprehensive insurance program whichincludes
automobile, liability, property and workman's compensation compensation program and for the
employee benefits program which includes health insurance, life insurance, long-term disabilip
insurance, dental insurance, deferred compensation plan and legal service plan.
The Stormwater utility billing fee program began in 1994. On January 1, 1995, the Village took over
from the County the responsibility for providing Solid Waste and Recycling collectionservices. As
of January 1, 1995, the Finance and Administrative Services Department began billing the Solis
Waste Accounts which were previously billed by the Solid Waste and Recycling Cdlection Service
provider on behalf of the Village.
The Finance and Administrative Services Department includesa staff of one full-time Director, and
a part-time Finance Assistant.
Authorized Positions
Fiscal Years
1993
1994
1995
1996
1997
1998
Director
1.0
1.0
1.0
1.0
1.0
1.0
Assistant - Full Time
0.0
0.0
0.0
0.0
0.0
1.0
Assistant - Part Time
0.5
0.5
0.5
0.5
0.5
0.0
Administrative Assistant - Part Time
0.0
0.0
0.0
0.5
0.5
0.5
Total
1.5
1.5
1.5
2.0
2.0
2.5
77
FINANCE AND ADMINISIIiATIVE SERVICES DEPARTMENT
ACCOMPLISHMENTS FOR FISCAL YEAR 1997
OBJECTIVE:
1. To maintain accurate and up-to-date financial records and to provide timely reports. To
obtain the Comprehensive Annual Financial Report Award from GFOA
STATUS:
All receipts, deposits, invoices and canceled checks are organized for easy retrieval. Current year
files are in the appropriate file cabinets and prior year's files in storage boxes which are located in
— room 203 of the SunTrust Building together with other administration records. The proceduresfor
finance activities are developed on an ongoing basis and will be produced in manual form. Tit
Comprehensive Annual Financial Report for Fiscal Year 1996 was presented to the Vilhge Council
on February 11, 1997.
All check requests are approved by the Village Manager or his designee. The completai
disbursement package at a minimum is comprisedof an invoice or expense statement, an approved
check request and the record segment of the check.
The Fiscal Year Annual Financial Report 1996 applicationfor the Certificate of Excellence was filed
with GFOA on March 14, 1997.
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. To obtain the Annual distinguished Budget
Presentation Award from GFOA.
STATUS:
— Budget meetings were held with all department heads as a group and individually. Budget state
reports are provided in the agenda package for the first Council meeting of each month. There have
been two (2) budget amendments as of the date of this report.
The state revenue estimating conference provides the basis for budgeting the shared revenue which
are estimated at $763,500 for Fiscal Year 1998. The application for state shared revenues has been
consistently filed in a timely manner.
Application for the Annual Distinguished Budget Presentation Award from the Governmentd
Finance Officers Association for the Fiscal Year 1997 budget was filed on December 13, 1996
Approval was received June 26, 1997.
The Village complied with the requirements of the "TRIM" (Truth in Millage Bill). It has been
effectively filed and accepted by the Florida Department of Revenue on October 27, 1997.
FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT
ACCOMPLISHMENTS FOR FISCAL YEAR 1997
OBJECTIVE:
3. To manage the investment portfolio of the Village for maximum return with minimum risk,
liquidity and yield.
STATUS:
Available funds have been invested with the Florida StateBoard of Administration, Resolution 92-
16, April 14, 1992, Local Government Surplus Trust Fund Investment Pool, in several Certificates
of Deposits of varying maturities, and cash management agreements with SunTrust and Northen
Trust Banks. The advantage of the cash management agreements are that all significant call
balances in both banks earn interest on a daily basis without having to be transferred to other
investments or recalled when needed.
These agreements, which became effective in March, 1996 have been monitored and compared to
other investment vehicles.
OBJECTIVE:
4. To administer worker's compensation, liability insurance 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
Information is periodically made available to employees concerning all programs for which they are
eligible periodically. Also, representatives of the various provider organizations have conducte,l
seminars to discuss their programs with interested employees. A representative of AvMed regular*
schedules annual personal visits to discuss any aspect of the Health Insurance Program and
available for more visits if so requested by the Village.
After three (3) consecutive years, of lowered health insurance premiums, AvMed has raised current
premiums by less than one percent (1%). In accordance with Council's directive, a Request for
Proposals has been issued with a due date of June 16, 1997 for Liability and Worker's Compensation
insurances.
79
FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT
ACCOMPLISHMENTS FOR FISCAL YEAR 1997
OBJECTIVE:
5. To obtain grants and loans from Federal, State and local agencies.
STATUS:
All FEMA claims for Hurricane Andrew have been reviewed and accepted by the State Emergency
Management Agency in June, 1997. The Finance Department has completed and filed therequired
documentation with the Florida Department of Community Affairs related to outstanding claims
These remaining claims have been reviewed by FEMA. The Village was notified on July 8, 1997
by the Federal Emergency Management Agency office in Miami that the Hurricane Andrew Project
was closed -out.
OBJECTIVE:
6. To obtain annual property listings from the County Property Appraiser for use in billing for
the Refuse Collection and Recycling Fund and the Stormwater Utility Fund.
STATUS:
Listing of properties within the Village of Key Biscayne was obtained in October, 1997 and used for
the Solid Waste and Recycling Fee collections.
Lien procedures were established by the Village Council on March 12, 1996 with the adoption cf
Ordinance No. 96-3. The Finance Department has issued notice of lien on delinquent accounts.
The Finance Department now has on --line access to the water and sewer billing records to ascertain
un-billed and delinquent stormwater accounts so that appropriate action can be taken to recover
unrealized fees. After an account by account review by the Village staff, all discrepancies wee
brought to the attention of the billing supervisor at the Water and Sewer Department to insure that
all fees due are billed.
FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT
SUMMARY OF FISCAL YEAR 1998 OBJECTIVES
1
2
3
4
5
6
To provide timely, accurate, and up-to-date monthly Financial Reports and Comprehensive
Annual Financial Report.
To prepare the Annual Proposed Operating Budget at the direction of the Village Manager,
and administer the Budget as adopted by the Village Council. To obtain GFOA budgd
award.
To manage the Village's investment portfolio for maximum return on investments, will
minimum risks.
To administer the employee benefit programs, worker'scompensation and liability insurance
To assist, administer, and apply for grants and loans from Federal, State and Local agencies.
To supervise billing functions for the Solid Waste and Recycling Collection fee and monita
the Stormwater Utility fee collection by Miami -Dade Water & Sewer Department.
81
FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT
FISCAL YEAR.199S OBJECTIVES
OBJECTIVE ONE: To provide timely, accurate and up-to-date financial reports and
Comprehensive Annual Financial Report.
KEY AREA:
INDICATOR:
ACTION PLAN:
Finance
Timely and accurate financial reports.
• Organize Finance Department records for easy retrieval.
• Monitor computer capability as Village work requirements increase.
• Review accounting procedures for Departments.
• Produce records and provide assistance to external auditors to prepare Comprehensive
Annual Financial Report.
CONTROLS:
•
•
Insure that all check requests have required authorization and back-up prior to issuing
payment.
Continue to earn the Annual Certificate of Excellence in Financial Reporting (CAFR) from
the Government Finance Officers Association (GFOA) and distribute copies to external
financial institutions.
OBJECTIVE TWO: To prepare the Annual Proposed Operating Budget at the direction of the
Village Manager, and administer the Budget as adopted by the Village
Council. To obtain the GFOA budget award.
KEY AREA:
INDICATOR:
ACTION PLAN:
Budget
Enhance budget preparation and administration for effective management.
• Work with department heads and administration in budget preparation.
• Prepare budget report to Village for agenda inclusion.
• Preparation of budget amendments if needed.
• Obtain forecasts of State shared revenues, approximately $770,000 annually.
• Obtain Annual Distinguished Budget Presentation Award from the Government Finance
Officers Association.
• File the annual application for State Shared Revenues.
• Meet the requirements of the `TRIM' bill (Truth in Millage) to ensure continued eligibility for
State Revenue Sharing. (Approval letter dated October 27, 1997 from Dept. of Revenue.)
FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT
FISCAL YEAR 1998 OBJECTIVES
PERFORMANCE MEASURES:
• Meet proposed deadlines.
• Review budget reports for conformance.
• Obtain the Annual Distinguished Budget Presentation Award from the Government Finance
Officers Association.
• Maintain eligibility for State Revenue Sharing.
OBJECTIVE THREE: To manage the Village's investment portfolio for maximum return on
investments, with minimum risks.
KEY AREA:
INDICATOR: Identify legal, minimum risk investment opportunities.
ACTION PLAN:
Cash Management
Invest surplus funds with the State Board of Administration Local Government Surplus Trust
Funds Investment Pool as per Resolution 92-16 adopted on April 14, 1992, or other cash
management options, depending on market conditions.
Maximize interest earnings with minimum risk.
Provide the Village's Financial Advisor and Bond Counsel assistance as required.
PERFORMANCE MEASURES:
Review current available investment opportunities.
Monitor interest income monthly.
OBJECTIVE FOUR: To administer the employee benefit programs, worker's compensation
and liability insurance.
KEY AREA:
INDICATOR:
ACTION PLAN:
Insurance and Employee Benefits
Enhance administration for effective management.
• Manage the liability and worker's compensation insurance policies with the pool administered
by the Florida League of Cities. A Managed Care Program designed to reduce premiums by
10% was implemented Fiscal Year 1996.
• Coordinate the Long -Term Disability Plan, Deferred Compensation Plan, Legal Services Plan
and Flexible Benefit Programs of the Village.
• Advise Village employees to able them to make informed decisions in their individual
situations.
• Administer the Village Health Insurance Program and review twice annually.
83
FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT
FISCAL YEAR 1998 OBJECTIVES
PERFORMANCE MEASURES:
• Review benefits package for possible improvements.
• Work with the provider underwriting staff to review premiums once annually.
• Advise Employees of opportunity for 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:
Loans and Grants
INDICATOR: Identify Federal, State and local grant programs.
ACTION PLAN:
• Complete FEMA hurricane related claims.
• Arrange 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:
• Process final claims with FEMA.
OBJECTIVE SIX: To supervise billing functions for the Solid Waste and Recycling
Collection Fee and monitor the Stormwater Utility Fee collection by
Miami -Dade Water & Sewer Department.
KEY AREA:
Utility Billings
INDICATOR: Real properties to bill.
ACTION PLAN:
• Update real property listings from the Dade County Property Appraiser.
• Update billing list.
• Coordinate with Manager's staff to have bills printed and mailed.
• Assist Village Manager's staff with citizen inquiries on billing and collection procedures.
PERFORMANCE MEASURES:
•
•
Review bank collection and receivable reports for follow-up.
Review effectiveness of billing and collection procedures.
FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT
ACTIVITY REPORT
ACTIVITY
FY 1994
Actual
FY 1995
Actual
FY 1996
Actual
FY 1997
Actual
FY 1998
Estimated
Payroll Checks
2,100
2,600
2,340
2,340
2,500
Accounts Payable Checks
2,500
3,000
2,580
3,300
3,300
Deposits
312
360
350
360
360
Solid Waste Bills
Not
Applicable
1,287
1284
1,284
1,313
Insurance Premiums
$294,000
$350,000
$363,119
$414,000
$363,770
Manage Investments
$9,600,000
max
$7,000,000
max
$8,000,000
max
$6,000,000
$7,000,000
RS
X0000- 1-512
Administration
DESCRIPTION
ACTUAL .ACTUAL AMENDED PROPOSED ADOPTED.. ,
t 994-1995 1995-3996 1996-1997 1:9974998 15997-9 998
EXPENSES EXPENSES BUDGET` BUDGET:'' BUDGET :
X1210- 1-512
X1220- 1-512
X1235- 1-512
X1230- 1-512
X1240- 1-512
X1250- 1-512
X1260- 1-512
X1270- 1-512
x1280- 1-512
X2100- 1-512
X2200- 1-512
X2300- 1-512
X2400- 1-512
X2500- 1-512
X4000- 1-512
X5200- 1-512
X5410- 1-512
X5420- 1-512
X5430- 1-512
X0000- 1-512
Salaries
..........
Village Manager
Housing Allowance
Assistant to the Manager
Finance Director
Administrative Assistant
Assistant Director Finance
Receptionist/Switchboard
Secretarial Assistance
Economic Development
Payroll Taxes
Retirement Contributions
Life & Health Insurance
Worker's Comp. Ins.
Unemployment Insurance
Administrative Expenses
Car Allowance
Memberships & Dues
Education & Training
Travel
Total Department
5199,026 $218,658 $257,576 $283,698 $283,698
$24,577
$13,153
$20,342
$23,048
$1,308
5570
$0
514,377
$21,067
$22,773
$1,242
5737
$99,000
$12,000
534,885
$57,907
58,000
$20,000
518,284
57,500
$0
$17,602
$24,428
$22,400
$1,537
$2,445
$101,970
512,000
534,220
$62,626
$24,550
$23,880
$16,953
$7,500
$0
521,703
$27,755
$26,600
51,702
52,541
............
$101,970
$12,000
$34,220
$62,626
$24,550
$23,880
$16,953
57,500
$0
521,703
527,755
526,600
$1,702
$2,541
530,712 531,729 530,000 $31,000 $31,000
$4,800 $4,800 $4,800 $4,800 $4,800
$4,868 $4,936 55,000 55,000 $5.000
$4,383 $4,207 54,500 $4,650 $4,650
51,535 5550 52,500 $2,600 52,600
5328,322 5325,076 $372,788 $412,050 $412,050
86
OFFICE OF THE VILLAGE CLERK
FISCAL YEAR 1998
To serve the public of Key Biscayne by pledging to be ever
mindful of its neutrality and impartiality -- 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
Deputy
Clerk
MISSION STATEMENT: "TO PROVIDE A SAFE, QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT."
87
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 prescribes that the Council shall appoint a Village Clerk who shall give iutice
of Village Council meetings, keep a journal of its proceedings and perform such other duties as nay
be prescribed by the Village Council from time to time.
The Village Clerk also provides amyriad of other services that are dictated through ordinances, Stat
statutes, and tradition. These services include: preparing Council Agendas; publishing public
-- notices; serving as Supervisor of Elections; processing and maintaining custody of agreements
contracts, ordinances, resolutions, and proclamations; administering publication of the Village Cod
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 tliz
dissemination of information regarding the activities of the Village Council and Village Government
including:
•
Optical -imaging of vital records and frequently requested documents (agenda
packets, minutes, resolutions, etc.) which provides for quick retrieval tirm
and reduced storage space.
• Resume producing and hosting, in cooperation with the Recreaticn
Department, the "Village Voices" cable television program, affording fir
citizens of the community the opportunity to voice their opinion on issue;
affecting the Village.
Administration of the Village 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 Deputy Clerk.
Authorized Positions
Fiscal Years
1993
1994
1995
1996
1997
1998
Village Clerk
1.0
1.0
1.0
1.0
1.0
1.0
Deputy Clerk - Part Time
0.0
0.0
0.0
0.0
0.5
0.5
Staff Assistant - Part Time
0.0
0.5
0.5
0.5
0.0
0.0
Total
1.0
1.5
1.5
1.5
1.5
1.5
88
OFFICE OF THE VILLAGE CLERK
SUMMARY OF FISCAL YEAR 1998 OBJECTIVES
1
2
3
4
5
6
7
8
9
10
11
To complete and distribute Council meeting Agendas to the Council, staff and public ina
timely manner.
To maintain accurate minutes of the proceedings of the Council.
To complete and distribute committee meeting agendas to the committee members and
public 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, resolutions and
proclamations.
To maintain custody of Village records and coordinate the microfilming and storage of said
records.
To provide clerical and research support for members of the Council.
To administer the publication of the Village Charter, code b)ok, supplements, and indexing
of Council minutes under contract with Municipal Code Corporation.
To provide information 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.
OFFICE OF THE VILLAGE CLERK
SUMMARY OF FISCAL YEAR 1998 OBJECTIVES
1 12
13
- 14
15
To compile and maintain the Clerk's Office Procedures and Information Manual.
To serve as the Financial Disclosure Coordinatorwith the State of Florida Commission on
Ethics and the Records Management Liaison with the State of Florida Department of State.
To maintain custody of the Village Seal.
To serve as liaison between the public and Council as directed.
90
DESCRIPTION
ACTUAL: ACTUAL AMENDED PROPOSED ADOPTED
1994-1995 1996-1996: 1996-'t997 1990-`t998 1997=1998 I
EXPENSES EXPENSES 'BUDGET BUDGET BUDGET
X0001- 1-512 Village Clerk
Salaries
..........
$52,993 $57,797
...,.....t.,. ......,,,.,t
$52,000
$54,000 $55,080
X1201- 1-512 Salary - Clerk $40,000 $36,000 $37,080
X1203- 1-512 Deputy Clerk $0 $0 $18,000 $18,000
X1221- 1-512 Salary - Other $12,000 $0 $0
X2101- 1-512 Payroll Taxes $4,139 $4,550 $4,345 $4,131 $4,214
X2201- 1-512 Retirement Contributions $3,808 $3,793 $4,400 $3,960 $4,079
X2301- 1-512 Life & Health Insurance $3,907 $3,984 $4,200 $4,200 $4,200
X2401- 1-512 Workers Compensation $236 $259 $339 $325 $325
X2501- 1-512 Unemployment Insurance $191 $231 $568 $540 $338
X4701- 1-512 Imaging Equipment/Supplies $3,548 $4,855 $5,000 $5,000 $5,000
X4751- 1-512 Ordinance Codification $2,057 $2,396 $3,500 $3,500 $3,500
X4761- 1-512 Indexing Minutes $1,472 $783 $2,000 $2,000 $2,000
X4771- 1-512 Elections $1,575 $2,706 $9,250 $0 $0
X4801- 1-512 Legal Advertising $34,148 $32,567 $32,375 $32,375 $32,375
X5411- 1-512 Memberships & Dues $358 $244 $300 $300 $300
X5421- 1-512 Education &Training $840 $867 $750 $750 $750
X5431- 1-512 Travel $1,064 $1,749 $1,500 $1,500 $1,500
Total Department $57,343 $116,781 $120,527 $112,581 $113,661
91
OFFICE OF THE VILLAGE ATTORNEY
FISCAL YEAR 1998
MISSION To serve the public of Key Biscayne by providing fair, honest,
STATEMENT creative and practical legal advice to the Village Council and
Village Staff and represent the Village in all legal proceedings.
ings.
DEPARTMENTAL ORGANIZATION CHART
Voter
Village
Council
Village
Attorney
MISSION STATEMENT: "TO PROVIDE A SAFE, QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT."
92
OFFICE OF THE VILLAGE ATTORNEY
DEPARTMENTAL DESCRIPTION
The Office of the Village Attorney 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 Helfinan, 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 retaining outside counsel. The sole exception to
this was the retention of independent bond counsel, as is customary with municipal governments.
Attorneys at Weiss, Serota and Helfinan, P.A. provide legal advice and services to the Village on
a regular basis in the following areas:
- Labor and personnel matters
- Land use and zoning matters
- Sunshine 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 recently obtained an appellate decision from the Third District
Court of Appeals finding in favor of the Village in its litigation against the County and the owner
of the Miami Seaquarium relating to the expansion and renovation of the Seaquarium. Previously,
the Village had achieved a court ruling finding that the plan for the expansion of the Seaquarium
sought to amend the Master Plan in order to permit the expansion. The Village challenged the
amendment to the Master Plan as violative of Florida Law. A hearing officer and ultimately the
Department of Community Affairs ruled that the amendment did comply with Florida Law.
However, the Third District Court of Appeal, in its opinion dated July 2, 1997, held that the final
order issued by the Department of Community Affairs did violate Florida Law. The appellate court
directed the Department to disapprove the amendment.
The Village Attorney is also representing the Village in two (2) lawsuits against Dade County
challenging the settlement agreement entered into by the Matheson family and Dade County relating
to the Master Plan of Crandon Park. The Village has alleged that the settlement agreement and the
Crandon Park Master Plan approved by the County Commission constitute an unlawful delegation
of legislative power by the County and violate a County Ordinance. Both of these matters are
ongoing.
93
OFFICE OF THE VILLAGE ATTORNEY
SUMMARY OF FISCAL YEAR 1998 OBJECTIVES
1
2
3
4
5
To continue to provide the Village with legal advice which helps the Village accomplish its
goals while continuing to avoid costly litigation.
To try to satisfactorily resolve pending litigation. If settlement is not possible, to pursue
litigation to a successful conclusion.
To continue to approach problems as opportunities for arriving at creative solutions.
To continue to provide unbiased legal advice.
To continue to work with the administration in order to standardize forms and procedures to
reduce the necessity for legal work and associated costs.
94
DESCRIPTION
ACTUAL ACTUAL AMEN'DED • PROPOSED. ADOPTED.,
1994-1995 199"6-1996 .'19964897 1997-1998 1997-1.998
EXPENSES EXPENSES BUDGET. BUDGET BUDGET.
X0000- 1-514 Village Attorney
X3120- 1-514 Legal Fees $145,049 $127,030 $120,000 $130,000 $130,000
X3150- 1-314 Legal Fees -Lawsuits $16,164 $15,999 $40,000 $30,000 $30,000
X3190- 1-514 Other Professional Fees $4,200 $3,865 $5,000 $5,000 $5,000
X3300- 1-314 Court Cost and Fees $566 $4,135 $1,500 $1,500 $1,500
X4900- 1-315 Other Expenses $743 $805 $1,500 $1,500 $1,500
Total Village Attorney $166,722 $151,834 $168,000 $168,000 $168,000
95
VILLAGE OF KEY BISCAYNE
FISCAL YEAR 1998
NON -DEPARTMENTAL
This section of the budget covers a variety of items
of a general nature not applicable to any single
specific department. It also includes the provision
for contingency funds which can only be utilized
with the authorization of the Village Council.
MISSION STATEMENT: "TO PROVIDE A SAFE, QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT -
96
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 community projects. Not -for-profit Key Biscayne organizations may
apply for a maximum of $10,000 to fund projects which will benefit the citizens of the
Village of Key Biscayne.
During Fiscal Year 1994, a total of $50,055 was awarded to various community
organizations. The Boy Scouts of American 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 publishing and mailing 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 with a Fund Raising Gala production. The Dade Heritage Trust was awarded
$10,000 for the production of a brochure and models of the Cape Florida Lighthouse.
During Fiscal Year 1996, a total of $23,468 was awarded to community organizations. The
Cub Scouts of Key Biscayne were awarded $4,368 for education and awareness of the
environment. The Key Biscayne Library Beautification Foundation was awarded $9,100 for
beautification of the library grounds. The Villager, Inc. Was awarded $10,000 for a video
on the Lighthouse Keeper's Cottage at the Cape Florida Lighthouse.
In addition to the above detailed Community Assistance Grants awarded by the Village
Council, the Council has authorized donations to several organizations since incorporation.
Jackson Memorial Hospital was given $25,000 as a charitable 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 Heritage Trust was given $25,000 for Village sponsorship of
the Cape Florida Lighthouse Gala event during the Miami Centennial celebrations.
COMMUNITY ASSISTANCE GRANT PROGRAM
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
$105,623
Special Contributions
Organization
1. K.B.P.T.A.
2. Jackson Memorial Hosp.
3. K_B.T.T.F.
4. Dade Heritage Trust
5. Crime Stoppers, Inc.
As of July 31, 1997
Approval
June 8, 1993
April26, 1994
October 15, 1996
February 13, 1997
February 13, 1997
Amount
$ 42,000
$ 25,000
$ 75,000
$ 25,000
$ 2.000
$169,000
98
DESCRIPTION
ACTUAL
19944995
EXPENSES
ACTUAL
19954996
EXPENSES
AMENDED PROPOSED ADOisTED.
1996-1997 1997-1998 ; .1997-1998.
BUDGET BUDGET''.'.. BUDGET .;
X0000- 1-513
X1220- 1-513
X2100- 1-513
X2400- 1-513
X2500- 1-513
X3200- 1-513
X3100- 1-513
X3120- 1-513
X3130- 1-513
X3300- 1-513
X4100- 1-513
X4120- 1-513
X4300- 1-513
X4320- 1-513
X4400- 1-513
X4500- 1-513
X4600- 1-513
X4700- 1-513
X5100- 1-513
X8200- 1-513
x8205- 1-513
X8207- 1-513
X8209- 1-513
X6430- 1-513
X6450- 1-513
X9910- 1-513
X0000- 1-513
NN n -Departmental
Off Duty Employment
Payroll Taxes
Workers Compensation
Unemployment
Auditors
Appraisers
Committee Expenses
Financial Advisor
Tuition Reimbursement
Telephone
Postage
Electricity
Water & Sewer
Rent Village Hall
Insurance
Maintenance and Repairs
Newsletter/Annual Report
Office Supplies
Community Grants
Chamber of Commerce
Lighthouse Run
Jackson Mem. Foundation
Furniture and Fixtures
Equipment
Contingency
Total Non -Departmental
$0
$0
$0
$444
$23,500
$0
$39
$12,519
$0
$30,747
$7,635
$17,612
$42,968
$49,464
$51,921
$12,867
$10
$28,323
$32,749
$0
$0
$0
$5,532
$13,528
$0
$0
$0
$459
$1,567
$25,500
$4,500
$200
$2,745
$11,623
$35,697
$11,994
$20,726
$44,266
$63,106
$52,447
$10,624
$10,000
$21,120
$884
$74,550
$10,955
$5,000
$13,405
$3,888
$0
$0
$0
$2,000
$500
$25,500
$0
$500
$4,500
$10,000
$30,000
$8,500
$3,000
$55,000
$76,500
$55,000
$20,000
$10,000
$25,000
$75,000
$75,000
$10,000
$5,000
$3,000
$10,000
$200,000
$9,000
$1,000
$2,000
$500
$32,000
$0
$500
$4,500
$10,000
$32,500
$12,000
$3,000
$85,000
$81,500
$45,000
$12,000
$10,000
$25,000
$50,000
$75,000
$10,000
$5,000
$3,000
$10,000
$250,000
$9,000
$1,000
$2,000
$500
$32,000
$0
$500
$4,500
$10,000
$32,500
$12,000
$3,000
$85,000
$81,500
$45,000
$12,000
$10,000
$25,000
$50,000
$75,000
$0
$5,000
$3,000
$10,000
$265,920
$307,859 $425,256 $704,000 $768,500 $774,420
Note: The Jackson Memorial Foundation allocation in the amount of $25,000 was
passed at the April 26, 1994 Village Council meeting, to be paid over 5 years.
Fy 1998 will complete this allocation
99
DEBT SERVICE
FISCAL YEAR 1998
_ 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 in the amount of $9.2 million for a ten (10) 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 interest payment for Fiscal Year
1998 will be $1,134,585. This is the only outstanding general fund debt. The stormwater construction
project is partially financed from the Stormwater Utility Fund. A $700,000 grant from the Florida
Communities Trust was authorized by Resolution 95-15, adopted May 9, 1995, and received January 26,
1996. A $91,480 grant from the Florida Land and Water Conservation Program for the park acquisition was
received November 11, 1996.
Description of Improvement
The 9.5 acres that comprise 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 facilities existing on the site include an ADA approved tot-lot/playground, an ADA approved
promenade, a one half mile jogging path, an informal soccer and flag football field, three flag poles, bicycle
racks, litter receptacles, and lighting. The Village Council has approved and/or reviewed the possibility of
several improvements "in concept", which to date, remain in the design phase. These include picnic
pavilions, one larger pavilion, restrooms, signage, entrance features for the promenade, a centerpiece in the
promenade, and a boccie court.
Funding 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 Florida Recreational
Development Assistance Program, $100,000. A second $100,000 grant has been approved by the State in
1997.
Restrictions on debt
Revenue bonds, which can be issued only by authorization of the Village Council, must be secured by pledge
of an appropriate and adequate revenue stream.
General Obligation Bonds can only be issued by voter approval of a referendum authorizing the pledge of
the full faith and credit of the Village. The State of Florida does not impose a limit on the amount of debt
a municipality may incur. The legal authority for borrowing monies is provided to the Village by Sections
166.021 and 166.11 I, Florida 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.
Ordinance 91-1, January 16, 1997 provides limits on long-term debt. The limit is 1% of assessed valuation
or an amount that exceeds 15% of the annual general fund expenditures whichever is greater. Also, State
law prohibits a mill rate in excess of 10 mills.
Section 502 of the Charter permits electors to require reconsideration of an ordinance within 30 days after
the date of adoption of the borrowing ordinance.
100
DEBT SERVICE
PAYMENT SCHEDULE - VILLAGE GREEN
DATE
LOAN
BALANCE
PRINCIPAL
INTEREST
DEBT
SERVICE
FISCAL YEAR
TOTAL
6/15/1994
$9,200,000.00
$194,988.89
$194,988.89
FY 1994
$194,988.89
12/15/1994
6/15/1995
$8,445,000.00
$755,000.00
$200,560.00
$955,560.00
$184,101.00
$184,101.00
FY 1995
$1,139,661.00
12/15/1995
6/15/1996
$7,660,000.00
$785,000.00
$184,101.00
$969,101.00
$166,988.00
$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
FY 1997
$1,136,100.00
12/15/1997
6/15/1998
$5,985,000.00
$855,000.00
$149,112.00
$1,004,112.00
II'
$130,473.00
47300
'x17 2., 41 �
�jr r
�EJ�� sri�;f�
j..v ,j;i ZA-4- ty 4
f4t}� A
� w. �,�n�
'"' ' } �.X i ,'
r .4.: +•
.<�.:•� hi �'o ��r% n�' =,'�
'WF4 ' `}f!'r�IN
i-�u,5 t es,
�*4J .t�+E1 ��+,�.
x$130
p%5ryk X 'i'� iR' h
rvs3.s tt yia rrr j. V:"'
? vr4< �.'X , (n ,.' ffi�
+4 'y Y ,b kM,. , I
�. t #'xx.- ;. .,
�. t'4-1' %I.
]
12/15/1998
6/15/1999
$5,090,000.00
$895,000.00
$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
$1,045,962.00
$90,579.00
$90,579.00 ,
FY 2000
$1,136,541.00
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
i
FY 2001
$1,134,903.00
12/15/2001
6/15/2002
$2,165,000.00
$1,015,000.00
$69,324.00
$1,084,324.00
$47,197.00
$47,197.00
j
FY 2002
$1,131,521.00
12/15/2002
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
12/15/2003
-0-
$1,105,000.00
$24,089.00
$1,129,089.00
FY 2004
$1,129,089.00
Total
$9,200,090.00
$2,341,198.89
$11,541,198.89
$117541,198.89 :
Cnnnnn .d 16°/ net- 2nnum P,9 "MO
000. Land Acquisition
Revenue Bonds.
Series 1993. Northern Trust Bank of
DESCRIPTION
ACTUAL ACTUAL AMENDED PF DPt3SED. ADOPTED
19941995 1995-199S 1$56-4997> 49971:998 1997-1998'
EXPENSES EXPENSES.... BUDGET;, BUDGET BUDGET`,
X0000- 1-519 Debt Service
X7210- 1-519 Interest-Fema Loan
— X7200- 1-519 Interest -Payment
X7100- 1-519 Principal - Payment
X0000- 1-519 Total Debt Service
$98,531 $0 $0 $0 $0
$384,570 $351,089 $316,100 $279,585 $279,585
$755,000 $785,000 $820,000 $855,000 $855,000
$1,238,101 $1,136,089 $1,136,100 $1,134,585 $1,134,585
BUILDING, ZONING AND PLANNING DEPARTMENT
FISCAL YEAR -1,998
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 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 in order to
enhance the quality of life for all citizens of the -community.
MISSION
STATEMENT
DEPARTMENTAL ORGANIZATION CHART
Receptionist
Director of
Building,
Zoning, and
Planning
Admin.
Assistant
Building
Official
Structural
Engineer
Building
Inspector
Mechanical
Inspector
Electrical
Inspector
Plumbing
Inspector
Permit
Clerk
Planner
Community
Development
Code
Assistance
MISSION STATEMENT: "!O PROVIDE A SAFE, QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT."
BUILDING, ZONING AND PLANNING DEPARTMENT
DEPARTMENTAL DESCRIPTION
The Building, Zoning, and Planning Department is charged with the review, processing and
implementation of three (3) 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 is governed by Florida Statutes covers Florida Statues
163 and 380, and the Florida Administrative Code Section 9-J5 as they pertain to the development
and implementation of our Master Plan, which includes Development Regulations, Concurrency
Regulations, Development of Regional Impacts, and other issues that relate to the overall planning
and legislative control of the Village.
The Zoning Division of the Village is charged with the responsibilityof reviewing and disseminating
information pertaining to legislation adopted by the Village Council and other agencies which
regulate the land -use development. The zoning section is the land development enforcement body.
It reviews occupational and liquor licenses, and permitting of residential, commercial, offices
apartments and condominiums, and the auxiliary structures and uses. This section also enfores
regulations that monitor the physical development of the community. There is coordinatim
between this section and the Building, Zoning and Planning section so as to provide a smooth flow
for change of zoning requests, variance requests, prosecutionof violators before the special master,
Dade County Construction Regulation Board, or Florida Department of Business Regulations
Division of Construction.
The Building division is charged with the review, processing, issuance, and inspections of building
permits for the Village. The primary focus of this section is to provide for the orlerly processing of
permits, the assurance that inspections are being performed in a timely and safe manner and the
construction complies with the provisions of all applicable codes.
Authorized Positions
Fiscal Years
1993
1994
1995
1996
1997
1998
Director
1.0
1.0
1.0
1.0
1.0
1.0
Administrative Assistant
0.0
1.0
1.0
1.0
1.0
1.0
Building Official/Structurai
Engineer
0.0
0.0
0.0
1.0
1.0
1.0
Planner
0.0
1.0
1.0
1.0
1.0
1.0
Code Enforcement
0.0
1.0
1.0
1.0
1.0
1.0
Permit Clerk
1.0
1.0
1.0
1.0
1.0
1.0
Inspectors (4) - Part Time
0.0
0.0
0.0
2.0
2.0
2.0
Total
2.0
5.0
5.0
8.0
8.0
8.0
BUILDING, ZONING AND PLANNING DEPARTMENT
ACCOMPLISHMENTS FOR FISCAL YEAR 1997
OBJECTIVE:
1. Provide services which enhance community pride in its Building, Zoning and
Planning Department while ensuring above standard construction as reflected in a
1996 Village survey, Insurance Services Office (ISO) rating, and the 1995 Florida
International University Dade County Citizen Survey.
STATUS:
The Department provides enhanced written inspections and processing standards by using the
standards established by Dade County Code Compliance. Personnel are County and State certified.
The Department has implemented a new database designed by the Department for tracking the
processing of permits in order to set tighter time frames and performance standards for inspectors
to meet. In order to provide staff with information to quickly and accurately respond to Village
residents, the Department has obtained, from Dade County, records that pertain to public hearings
and concurrence management. A public Civic Design Charrette has been scheduled for the end of
this year to discuss future civic community buildings.
OBJECTIVE:
2. 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 (2)
Development of Regional Impact Projects and concurrent infrastructure improvements
through the use of an aggressive community outreach program.
STATUS:
All departmental employees are required to fulfill training requirements. A new processing
recording system was implemented. Staff meetings have continued on a regular basis for
communication purposes and to provide tighter control on follow-up items. An impact study was
completed, by a consultant, in order to determine the feasibility for large scale projects to pay for
increase level of service during the processing and inspection stages of construction.
OBJECTIVE:
3. To interact with and provide information services to the Public Works Supervisor in order
to map and allocate current and future infrastructure demands.
STATUS:
The department provides specific duties that allow for lateral movement for specific tasks and cross -
training. The department has interacted with various universities for assistance in ongoing projects.
Digitized information pertaining to the infrastructure has been obtained and entered into the
Geograpical Information System database.
BUILDING, ZONING AND PLANNING DEPARTMENT
ACCOMPLISHMENTS FOR FISCAL YEAR 1997
OBJECTIVE:
4. Increase the graphic, and textural forms of tracking infrastructure and increased
construction projects over the next four (4) to five (5) years in order to ensure a safe and
vechicular thoroughfare system.
STATUS:
The Department continues to operate the Mapinfo, geographic mapping system software. Currently
— proceeding with South Miami Grafix Blueprint scanning of building permit applications and plans
for the installation on the hard drive server for access to the computer network. The Department will
have the ability to print large sets of plans by modem. The Department is working on setting up a
network computer system linking the various departments with a common database system. West
Mashta Drive traffic calming devices have been installed. The remaining phases are in the planning
stages. Sidewalks on Harbor Drive have been installed. Sidewalks on West Heather Drive, West
Mashta Drive and West Wood are in the planning stages.
OBJECTIVE:
5. To increase the quality of service by focusing on two (2) types of department clientele; the
construction trade representives and the Village residents.
STATUS:
Suggestions received from customer comments are reviewed in order to identify improvements in
customer service. The development of written procedures for building permit processing activities
is currently in progress. Several public workshops were held for the residents regarding zoning
changes. An informational newsletter was published and distributed to the Village residents by the
Department. In progress is a notification system which will track Temporary Certificates of
Occupancy (CO) expirations and will notify the applicant when it is time to pick up their plans. An
extensive Hurricane Assessement and Readiness Preparation program has been established, which
address constructrion trade concerns and Village resident concerns.
OBJECTIVE:
6. Increase level of professionalism demonstrated by the department personnel in order to
increase efficiency within a courteous environment.
The staff has provided the Village with services that have met or exceeded that which was expected.
The Department received high rating's in a recent survey by Florida International University, as well
as a high rank by the ISO. Employee evaluations will be made bi-annually. Specific time slots have
been allocated in the morning for permit and inspection status information. The Code Enforcement
Officer is currently enrolled in certification programs. Staff attended a variety of conferences.
BUILDING, ZONING AND PLANNING DEPARTMENT
SUMMARY OF FISCAL YEAR 1998 OBJECTIVES
1
2
3
4
5
To provide personalized services that ensure a well built, planned and maintained
community.
To continue to provide and monitor a managed growth process of the two (2) Development
of Regional Impact Projects, other Village permits and ensure concurrent infrastructure
improvements.
Continue to monitor, support and supplement the Public Works Department.
Provide updates to the existing computer database system to monitor infrastructure
improvements with special emphasis on pedestrian and vehicular thoroughfare systems.
Focus on the two (2) types of community users; the construction trades and the community
residents.
Ensure the level of professionalism of the Building, Zoning and Planning Staff.
107
BUILDING, ZONING AND PLANNING DEPARTMENT
FISCAL YEAR 1998 OBJECTIVES
OBJECTIVE ONE: To provide personalized services which ensures a soundly constructed aid
maintained community.
KEY AREA: Building and Zoning Growth and Development
INDICATOR: Increased construction requires a constant monitoring system to ensure that
construction complies with alt applicable codes.
ACTION PLAN:
• Maintain required State and County certifications for staff.
• Maintain a consistent outflow of processing of permits and response to inspections.
• Complete the scanning process of previously permitted plans by the Village.
PERFORMANCE MEASURES:
• Adhere to target dates.
• Continue to provide a means for public input and suggestions to be absorbed into the
system.
• Verify staff certification on a semi-annual basis.
OBJECTIVE TWO: To continue to provide and monitor a managed growth process of the two
(2) Development of Regional Impact Projects, other Village permits and
ensure concurrent infrastructure improvements.
KEY AREA: Efficiency and Communication
INDICATOR: Current growth and construction places unique demands on the existing
infrastructure.
ACTION PLAN:
• Complete the plans and document scanning program.
• Enhance inspection and processing procedural manuals and computer database.
• Provide staff meetings for communication purposes and provide tighter control on
follow-up items.
BUILDING, ZONING AND PLANNING DEPARTMENT
FISCAL YEAR 1998 OBJECTIVES
•
•
•
•
Provide means for large scale projects to pay for increased level of service (by Village staff)
Continue to provide a series of textural and graphic educational documents for publb
distribution.
Continue the department newsletter.
Ensure sufficient training to man any of the computer systems as well as the ability to modify
the specific program for report purposes.
PERFORMANCE MEASURES:
• Monitor progress at biweekly meeting for feedback on various issues.
• Continue newsletters and legislative briefs distribution.
OBJECTIVE THREE: Continue to monitor, support and supplement the Public Works
Department.
KEY AREA: Planning growth and development
INDICATOR: Increased level in Public Works projects requires additional BZP time and
expertise.
ACTION PLAN:
Provide specific job duties that allow lateral movement for specific tasks;cross-train staff
and establish multi -functional workstations.
Use multi -functional trained consultants.
Encourage interaction with various Universities for assistance in ongoing projects.
PERFORMANCE MEASURES:
• Continue to create task and time line instructions for staff
• Adhere to established deadlines.
• Work closely with Village Manager and staff to avoid scheduling conflicts.
OBJECTIVE FOUR: Provide updates to the existing computer database system to monitcr
infrastructure improvements with special emphasis on pedestrian and
vehicular thoroughfare systems.
KEY AREA: Physical improvements
INDICATOR: Thoroughfare congestion due to construction projects needs to be monitored and a
higher level of scheduling needs to occur.
109
BUILDING, ZONING AND PLANNING DEPARTMENT
FISCAL YEAR 1998 OBJECTIVES
ACTION PLAN:
• Continue to provide a network level database solutions with increased linkage to other
files for refined solutions.
• Link computer access to office via modem or other method.
• Continue Mapinfo, a geographic mapping system usage.
• Escalate South Miami Blueprint scanning of building permits for access via computer
network.
PERFORMANCE MEASURES:
• Establish target dates for construction and purchases.
• Adhere to budgeted amounts for purchase of Department enhancements.
OBJECTIVE FIVE: Focus on the two (2) types of community users; the construction trades and
the community residents.
KEY AREA:
Customer Service
INDICATOR: Assist staff in responding effectively to a combined citizen and contractor
customer service base.
ACTION PLAN:
•
•
•
•
Identify customer service related seminars available for staff to attend.
Review all consumer suggestions received to identify improvements in service.
Develop procedures for building permit processing activities.
Provide control point for construction related activities within the office.
PERFORMANCE MEASURES:
•
•
Establish target dates for construction and purchases.
Adhere to budgeted amounts for purchases for Department.
OBJECTIVE SIX: To ensure the level of professionalism demonstrated by Department
personnel in order to increase efficiency within a courteous environment.
KEY AREA: Department Operations
INDICATOR: Increased education levels would further aid the Community Insurance Ratings
and assist in over all performance.
BUILDING, ZONING AND PLANNING DEPARTMENT
FISCAL YEAR 1998 OBJECTIVES
ACTION PLAN:
• Staff to attend seminars.
• Develop procedures for annual personnel review.
• Provide additional studies to reduce employee overtime and/or compensatory time.
CONTROLS:
• Establish target dates for studies.
• Adhere to budgeted amounts for purchase of equipment while adhering to weekly work
schedule.
111
BUILDING, ZONING AND PLANNING DEPARTMENT
ACTIVITY REPORT
ACTIVITY
FY 1993
Actual
FY 1994
Actual
FY 1995
Actual
FY 1996
Actual
FY 1997
Actual
FY 1998
Estimated
Commercial
Permits
33
289
260
200
120
250
Master Permits
86
1,507
1,707
1,629
1,926
2,000
Construction
Value
$34,632,754
$28,319,778
$30,137,936
$57,387,223
$68,000,000
$141,000,000
Village of Key
Biscayne Fee
$413,435
$230,222
$445,850
$362,000
$611,089
$800,000
Enforcement
Activity
Not
Available
960
800
531
1000
1000
Occupational
Licenses
Not
Available
Not
Available
455
569
454
550
Certificates of
Use
Not
Available
Not
Available
77
92
85
85
Inspections Made
Not
Available
+3,400
3,500
4,500
7,095
11,000
112
DESCRIPTION:
ACTUAL.. ACTUAL AMENDED PROposED ADOPTED
1994-1995 1995-1996 1996-1997. 1991499a 1997-1998
EXPENSES EXPENSES BUDGET BUDGET BUDGET
X0000- 1-515 Building, Zoning & Planning
X1200- 1-515 Salaries $219,451 $327,524 $489,480 $506,453 $506,453
!♦!!..l,...k * A w &&*******N* £LLAAMMMr 1, -l... -l--1! ...Rfkkf**k
X1210- 1-515 Director $70,876 $76,638 $76,638
x1215- 1-515 Building Official $62,186 $70,121 $70,121
X1220- 1-515 Permit Clerk $24,262 $26,245 $26,245
X1230- 1-515 Planner $44,394 $47,170 $47,170
X1240- 1-515 Code Enforcement Officer $30,466 $27,350 $27,350
X1250- 1-515 Administrative Assistant $25,596 $27,229 $27,229
X3302- 1-515 Inspectors (4 Part Time) $0 $85,553 $231,700 $231,700 $231,700
X2100- 1-515 Payroll Taxes $17,378 $31,808 $29,357 $38,744 $38,744
X2200- 1-515 Retirement Contributions $17,896 $24,171 $28,356 $30,367 $30,367
X2300- 1-515 Life & Health Insurance $21,653 $26,067 $25,200 $25,200 $25,200
X2400- 1-515 Workers Compensation $481 $6,964 $29,625 $30,300 $30,300
X2500- 1-515 Unemployment Insurance $977 $1,447 $3,841 $4,078 $4.078
X3180- 1-515 Master Plan $24,146 $17,780 $25,000 $25,000 $25,000
X3190- 1-515 Professional Services $3,117 $20,500 $30,000 $40,000 $35,000
X3300- 1-515 Contractual Services SO $12,174 $35,000 $45,000 $35,000
X3301- 1-515 Building Official $42,315 $0 $0 S0 $0
X3302- 1-515 Building & Zoning Inspectors $95,951 $0 $0 SO $0
X3450- 1-515 Special Masters $0 $0 $2,000 $2,000 $2,000
X4700- 1-515 Printing & Postage $4,134 $12,932 $10,000 $10,000 $10,000
X4701- 1-515 Microfilming $0 $0 $5,000 $15,000 $15,000
X5100- 1-515 Computer Supplies $10,507 $15,431 $13,000 $13,000 $10,000
X5410- 1-515 Memberships & Dues $723 $3,534 $3,000 $3,000 $3,000
X5420- 1-515 Education & Training $3,506 $5,181 $10,000 $10,000 $10,000
X5760- 1-515 Mileage $893 $639 $3,000 $3,000 $3,000
X5950- 1-515 Miscellaneous $4,493 $1,930 $5,000 $5,000 $2,000
x6450- 1-515 Equipment $0 $0 $30,000 $0 $0
X0000- 1-515 Total Department $467,621 $593,635 $746,859 $806,142 $785,142
POLICE DEPARTMENT
FISCAL YEAR 1998
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 SER3ZCES
Day
Shift
Lieutenant
(1)
Dispatch
(1)
Afternoon
Shift
Lieutenant
(1)
Officers
(5)
Dispatch
(1)
* Positions Federally Funded, $100,000.
Midnight.
Shift..
Lieutenant
(1)
Officers
(5)
Dispatch
(1)
Relief
Dispatch
(1)
DARF/SchooL
Resource..
Officer.
(.11.
School
Crossing
Guards/PT
(2)
Investigator
(2)
Community
Policing/
Crime
Prevention
Officer *
(4)
Records .
manager_
-- (1).
Adminis
Aide
(1)
Public
Service
Aides
(4)
MISSION STATEMENT: 'TO PROVIDE A SAFE, QUALITY COMMUNITY ENVIRONMENT FAIR ALL ISLANDERS THROUGH OUGH RESPONSIBLE GOVERNMENT."
POLICE DEPARTMENT
ACCOMPLISHMENTS FOR FISCAL YEAR 1997
The Village of Key Biscayne Police Department is a full service police agency which begai
operations in March of 1993. Its structure is divided into two (2) divisions: the Patrol Division
consisting of fifteen (15) patrol officers, three (3) Lieutenants, and four (4) dispatchers which ae
divided into three (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 Suppot
Services Division, consisting of one (1) School Resources/D.A.R.E. Officer, two (2) Crimind
Investigators, one (1) Records Manager, one (1) Administrative Aide, four (4) Public Service Aides
four (4) Community Police Officers (COPS) and two (2) part-time Crossing Guards.
The Depai tiuent operates as a community -oriented police agency with the philosophy that the
community and police should be interrelated and work together to resolve problemsthat negatively
affect the community. This partnership is most desirable because by working together, we cal
minimize criminal activity and maximize our efforts to provide a safe envirorment and enhance the
quality of life within our community.
Authorized Positions
Fiscal Years
1993
1994
1995
1996
1997
1998
Sworn:
Police Chief
1.0
1.0
1.0
1.0
1.0
1.0
Deputy Police Chief
1.0
1.0
1.0
1.0
1.0
1.0
Police Lieutenants
4.0
4.0
3.0
3.0
3.0
3.0
Police Officers
16.0
17.0
18.0
19.0*
21.0*
22.0*
Sub -Total
22.0
23.0
23.0
24.0
26.0
27.0
Civilian:
Administrative Assistant
1.0
1.0
1.0
1.0
1.0
1.0
Dispatcher
3.0
3.0
4.0
4.0
4.0
4.0
Public Service Aide
3.0
3.0
4.0
4.0
4.0
4.0
Administrative Aide
0.0
0.0
1.0
1.0
1.0
1.0
Sub -Total
7.0
7.0
10.0
10.0
10.0
10.0
Civilian Part-time:
Dispatchers
1.0
(QtY. 2)
1.0
(QtY- 2)
0.0
0.0
0.0
0.0
Public Service Aide
1.0
(QtY- 2)
1.0
(QtY. 2)
0.0
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)
1.0
(QtY• 2)
Total
31.5
32.5
34.0
35.0
37.0
38.0
POLICE DEPARTMENT
ACCOMPLISHMENTS FOR FISCAL YEAR 1997
OBJECTIVE:
1. To develop in-house pamphlets on issues such as bicycle safety, roller-blading safety, crime
prevention, and condominium security to further Drug Abuse Resistance Education
(D.A.R.E.) and community -oriented policing grants.
STATUS: Completed
In house pamphlets dealing with bicycles, motorcycles, mopeds, roller-blading laws and safety
— issues were developed. Articles dealing with vehicular and pedestrian laws and safety, community
policing, and Vehicle Identification Number (VIN) marking of citizen vehicles as an auto theft
deterrent were written and published in The Islander News.
A videotape which is periodically aired on cable television, was also produced "in-house". This tape
explains applicable laws as well as safety and courtesy issues for skaters and cyclists.
A bicycle safety booklet with Florida State rules and regulations has already been produced and
distributed in the schools in D.A.RE. classes and at bicycle rodeos. A newsletter was developed and
is used to distribute information on crime prevention, condominium security and hurricane
preparation to private security personnel and condominium managers. These newsletters were
distributed at the last Police -Security and Condo Managers Association meeting on March 19, 1997.
OBJECTIVE:
2. To implement a series of steps to combat the growing problem of graffiti within the Village.
STATUS:
Completed
The D.A.R.E./School Resource Officer and the Community -Oriented Policing Officer have given
numerous talks about graffiti, the law, the consequences on violators and the community. Both
elementary schools and the Cub Scouts have received these presentations.
A coordinated program to deal with graffiti was initiated including investigators, patrol officers, the
school resource officer, the Chief and the public service aides. The following steps and procedures
have been put into place: all incidents were reviewed, all incidents were photographed and cataloged
by similar styles of graffiti done by various individuals. Area checks have been done of repeat areas
that have been vandalized. All merchants that sell spray paints were contacted and made aware of
the state and county laws about the sale and display of spray paints. The Chief worked with the State
Attorney to allow our officers and her Juvenile Division to expand the number of hours of
community service a person arrested for graffiti must serve and arranged that all juvenile offenders
— would be assigned to the Key Biscayne Police Department. A uniformed officer supervises these
offenders in cleaning up graffiti and vandalism, picking up trash on the Village Green and on the
beach, and helping to generally clean up the community. The arrested juveniles are put through the
J.A.S.S. (Juvenile Alternative Sanctioned Services) program where they are sentenced to a minimum
of 30 hours and some have received up to 150 hours of community services time. Thus far, the
entire group has spent 611 hours in painting, cleaning and picking up trash in the Village. Several
— dozen arrests have been made and approximately 150 counts of graffiti have been closed. A file is
POLICE DEPARTMENT
ACCOMPLISHMENTS FOR FISCAL YEAR 1997
citizens. All these have been painted or removed by the J.A.S.S. offenders or Village public service
aides. Although we still get sporadic incidents of graffiti, the overall number of incidents and
number of individuals involved has dropped dramatically. The Office of Graffiti Control for the
Metro -Dade County Government met with members of the Village Police Department and reported
we were more pro -active and successful in fighting this continuing problem than any of the other
municipalities.
The department has worked with The Islander News on several feature articles about the problem
of graffiti and the impact it has on juveniles in obtaining a driver's license until all community
service has been completed. Although we may be unable to totally stop graffiti, we will continue
to educate, arrest violators and work to clean-up this chronic problem.
OBJECTIVE:
3. To develop and implement a "Welcome Wagon" program for new residents and businesses
to assist them with security of their property and provide them with relevant information on
issues such as hurricane preparedness.
STATUS: Completed
This objective has been completed and a working arrangement has been put into place where the
Chamber of Commerce and the Village Police Department deliver' Welcome Wagon" baskets. The
Chamber has volunteers who put the baskets together, including discount coupons from merchants,
maps and informational materials about the Island. A booklet providing information and phone
numbers of the Village Government and its services; crime prevention, hurricane preparation, fire
protection and information on other services and programs are included for new residents and
businesses. The program has been well -received and the officers who deliver the baskets enjoy the
cooperative program with the Chamber volunteers.
OBJECTIVE:
4. To prepare and disseminate information on issues such as crime, traffic law, hurricane
preparedness, public safety and crime prevention through newspaper articles in The Islander
News and through the community access channel to keep citizens from being injured or
victimized.
STATUS:
A number of articles on crime prevention, hurricane preparedness, crime and the law have been and
will continue to be disseminated in The Island News. Also, video presentations on hurricane
preparedness, crime prevention, and drug abuse have been aired on cable T.V. We are currently
producing a video on bicycle/roller-blading safety, violations of the law and courtesy, which was
aired on Adelphia Cable.
117
POLICE DEPARTMENT
ACCOMPLISHMENTS FOR FISCAL YEAR 1997
OBJECTIVE:
5. To continue the community -oriented police program of door-to-door visits to offer
home and business security surveys and update emergency notification information to help
locate residents following a hurricane for other family members and concerned friends.
STATUS:
The COPS Program has been in operation and very successful for over two (2) years. The COPS
officers have completed over 100 residential security surveys of homes and have offered these same
-- services to all businesses within the Village. All commercial properties were contacted and over 300
"Emergency Registration" forms were completed in the event a problem occurs after hours and
emergency contact needs to be made with the management or owner of these properties. Five
— hundred and fifty-five (555) bicycles have been registered with the Police Department to aid in their
recovery should they be stolen. Officers have visited over 610 homes. This program has been well
received.
OBJECTIVE:
6. To continue providing programs initiated 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.
STATUS: Completed
Officers have registered over 500 bicycles during the registration drive. The department continues
to provide traffic analysis, studies and enforcement giving 1,817 traffic citations and over 2,600
— warnings and approximately 535 parking tickets. With regard to pedestrian and traffic safety, the
automated radar trailer is used to provide traffic counts and to slow traffic by compliance. Violators
are issued citations by officers using observation, pacing, and radar to detect violators.
A very successful traffic calming treatment was installed by the Village on West Mashta Drive to
slow traffic and beautify the area. The Village is also planning a number of "traffic calming"
projects on Harbor Drive and Fernwood Drive to help slow traffic. Also, badly needed sidewalks
have been added to Fernwood and Harbor Drive to enhance pedestrian safety. The Village Council
has also planned additional sidewalks for West Wood Road. Meetings have been held with the
principals of both elementary schools to strive to improve child safety concerns. Also, meetings
have been held with Council Member Padovan, the principal of the Key Biscayne Community
School, the PTA president, the Village Manager and the Village Planner so a comprehensive plan
can be developed to improve pedestrian safety and vehicular traffic around the school.
— The Vehicle Replacement Program simply allows us to buy cheap (due to no federal excise tax) and
sell high (due to low mileage and good condition of vehicles at time of sale). This strategy allowed
POLICE DEPARTMENT
ACCOMPLISHMENTS FOR FISCAL YEAR 1997
us to recently sell two (2) 1993 Chevrolet 4 -wheel drive Blazers which we used for four (4) years
at an am a7ingly low cost of $104.00 per month for each vehicle. This is far cheaper than leasing and
continues to be a cost-effective program.
OBJECTIVE:
7. To review the Emergency Plan and adjust it as necessary.
STATUS: Completed
The Fire Rescue Chief and the Police Chief continue to do an annual review of the Emergency
Hurricane Plan. Our personnel continue to receive training in methods dealing with the coordinated
handling of emergency situations. The Fire Rescue Department recently completed consolidating
plans for all departments of government into one manual. Hurricane preparedness materials are
delivered door-to-door by our COPS officer and are available at the Police Station. This material
is also given to all newcomers in the "Welcome Wagon" baskets done in conjunction with the
Chamber of Commerce. A video on hurricane preparedness, evacuation and recovery phases was
completed last year and is played numerous times throughout the "hurricane season." A table -top
hurricane exercise is planned in late May and review and training will continue for all Village
departments.
119
POLICE DEPARTMENT
SUMMARY OF FISCAL YEAR 1998 OBJECTIVES
1
2
3
4
5
6
7
8
9
To acquire an electronic filing and retrieval system and train key personnel. This CD
ROM optical disk system will store all police records, files, accidents and reports in
a cost-effective and efficient manner.
To research and apply for grants to partially fund some of the innovative ideas such
as the "Police Heart Defibrillator Program" and the "CD ROM Optical Disk Records
and Retrieval System".
Develop and implement a "Security Advisory System" for officers working the
midnight shift to notify merchants and residents of security weaknesses, unlocked
doors and unsecured properties. A follow-up letter will also be used to help our
residents and merchants better protect themselves and their property.
To develop and implement a newsletter to assist in enhanced cooperation and
coordination with private security operations and condominium managers. The
newsletter would provide summaries of the Village "Noise Ordinance", Golf Cart
Ordinance and applicable laws, training information, Hurricane Preparedness
information and other appropriate communications.
To Develop and implement a training program on Domestic Violence, Community -
Oriented Policing and Cultural Diversity for all officers.
To establish a Mutual Aid Agreement between the Village of Key Biscayne Police
Department, the State Park Manager, and the Dade County School Police Department
regarding law enforcement assistance.
To continue the successful programs implemented over the past years and from our
1997 Objectives.
To develop and implement a program to etch the Vehicle Identification Number on
to the windows of the vehicles. The V.I.N. Etching Program would allow those
residents who so desired, to have each of their vehicle windows etched with the
V.I.N. number of the vehicle. This is a proven deterrent to auto theft.
To reinforce the Police Department's commitment to reduce the occurrence of
criminal mischief and graffiti throughout the Island.
120
POLICE DEPARTMENT
FISCAL YEAR 1998 OBJECTIVES
OBJECTIVE ONE: To acquire an electronic filing and retrieval system and train key
personnel. This CD ROM optical disk system will store all police
records, files, accidents and reports in a cost-effective and efficient
manner.
KEY AREA:
Cost-effective government, efficient operation, quality of service.
INDICATOR: The Police Department generates over 19,000 reports per year, many cf
which are multiple pages and investigations. Over the past four (4) years, in
excess of 120,000 documents have filled our filing cabinets and recorcfi
storage area and need to be copied to a more manageable permanent retrievd
system in compliance with Florida State law.
ACTION PLAN:
• Research and evaluate compatible optical scanner/printer units.
• Purchase system capable of 3'/2 inch storage disks that will hold up to 3,000 pages of data,
roughly equivalent to a single file drawer; larger disks can handle up to 30,000 pages each.
• Train key personnel to operate the system.
• Implement a schedule for weekly electronic entries to copy files in an organized and timely
manner.
• Develop a standard operating procedure for operation, filing, storage, retrieval and secue
secondary copies of working files.
PERFORMANCE MEASURES:
• Assigned personnel will generate a monthly report for review by the Support Servicts
Lieutenant, the Records Manager and the Chief of Police.
• Monthly monitoring and assignment of additional personnel when necessary will assurea
timely and measured accomplishment of this sizeable and growing task.
• Connected personal computers are networked to allow for fax capability and convenience to
transmit copies of files to other departments or locations.
• More productive use of work site floor space, reduction of lost or misplaced files and
expedited retrieval of information and reports.
OBJECTIVE TWO: To research and apply for grants to partially fund some of the
innovative ideas such as the "Police Heart Defibrillator Program"
and the "CD ROM Optical Disk Records and Retrieval System".
KEY AREA: Cost-effective government, quality of life, personal safety.
121
POLICE DEPARTMENT
FISCAL YEAR 1998 OBJECTIVES
INDICATOR: In planning the 1998 Fiscal Budget, the Department did not wish to increase
their Equipment line item or the overall budget for the Police Department.
Therefore, other funding sources needed to be researched to provide tl:e
— "Police Heart Defibrillator Program" and the "CD-ROM Optical Disc
Records and Retrieval System".
ACTION PLAN:
• Research local, State and Federal funding opportunities for police officers, support personnel
and equipment.
• Make application for available grants.
• Continue follow-up and networking to further the grant award process.
• The Police Chief and the Support Services Lieutenant will continue to attend professiond
organizational meetings and review law enforcement publications to seek out graft
opportunities and contacts to further their award to the Village.
PERFORMANCE MEASURES:
• The Chief of Police will routinely update the Village Manager on progress of submissions,
rejections and awards of grant applications.
OBJECTIVE THREE: Develop and implement a "Security Advisory System" for officers
working the midnight shift to notify merchants and residents of
security weaknesses, unlocked doors and unsecured properties. A
follow-up letter will also be used to help our residents and merchant
better protect themselves and their property.
KEY AREA:
Public safety, security of property, community relations, crime prevention
INDICATOR: The patrol officers, especially on the midnight shift, find numerous unlockai
doors, open windows, sheds and garages, bikes lying in the front yard al
night, security lights out, faulty alarms, etc., all of which presert
opportunities for criminal behavior and theft.
ACTION PLAN:
• Develop a list of recurring security problems observed by patrol officers.
• Develop an easy -to -use form that generates an immediate copy, to cover numerous security
weaknesses.
• Create a Standard Operating Procedure detailing the actions of the officer, immediate copy
at location, paper flow, follow-up letter for more serious omissions.
• Have Community Policing Officer follow up on more serious situations, offering
home/business security survey and additional assistance toimprove the lax security situation
POLICE DEPARTMENT
FISCAL YEAR 1998 OBJECTIVES
PERFORMANCE MEASURES:
•
•
•
Daily copies of all "Security Advisories" will be forwarded to the Community -Oriente
Policing (COPS) officer.
The COPS officer will review the situation and prepare follow-up correspondence to tlr
business or residence where appropriate, cr may personally contact that person to provide a
security survey or other assistance to resolve the problem.
Increased awareness by citizens can considerably reduce their risk of being victimized and
may reduce the opportunity for crimes to occur.
OBJECTIVE FOUR: To develop and implement a newsletter to assist in enhanced cooperation
and coordination with private security operations and condominium
managers. The newsletter would providesummaries of the Village "Noise
Ordinance", the "Golf Cart Ordinance" and applicable laws, training
information; Hurricane Preparedness information and other appropriat
communications.
KEY AREA:
Public safety, security of property, hurricane preparedness, crime prevention
community relations
INDICATOR: Periodic meetings with private security personnel andcondo managers help
to improve communications and coordination of these services. However,
numerous questions make it quite obvious that additional writtai
information, issues of law, training, crime prevention, hurricane
preparedness, etc., need to be shared among this group to provide enhanced
services.
ACTION PLAN:
• Police personnel will review law enforcement, hurricane preparedness, public safety, State
law, private security, ordinances and other professional periodicals to provide a basis for
articles in the newsletter.
• Relevant information on grants, planning and legal opinions will also be included whei
appropriate.
• Summaries of meeting content will be disseminated to all members, including those tha
missed the Police -Condo Directors and Security Officers semi-annual meetings.
• Crime prevention information and concepts canbe provided through the newsletter for conch
managers and security personnel to distribute to their residents.
PERFORMANCE MEASURES:
•
For the past four (4) years, regular meetings have been held with this group and have
improved relations, communications and coordinationamong members of the police, and fir
security and condo managers.
123
POLICE DEPARTMENT
FISCAL YEAR 1998 OBJECTIVES
IRMA
•
A common radio frequency shared by this group has been put into place to allow fa -
communications during emergencies when normal telephone communications are ml
working.
A better understanding of each member's role during a hurricane evacuation, re-entry to the
Island and during the recovery phase has taken place thus far.
Additional information provided via a newsletter only furtier enhances each of our abilities
to provide services to the residents of the Village.
Direct two-way communications that helps each of us resolve problems, assist one another
and improve services.
OBJECTIVE FIVE: To develop and implement a training program on Domestic Violence,
Community -Oriented Policing and Cultural Diversity for all officers.
KEY AREA
Quality of life, personal safety, quality of service, community relations.
INDICATOR: Every year the Department responds to calls of domestic violence. Nationd
statistics show that every 15 seconds a woman is battered. Two(2) to four
(4) million women are abused every year. Many times future problems can
be avoided by the manner in which the initial response is handled by th
Department.
-- ACTION PLAN:
Domestic Violence:
• Apply for a grant in the amount of $13,455 to form a partnership with a non-proft
organization; the Salvation Army.
• Plan and coordinate with the Salvation Army to create a training program.
• Identify qualified instructors and experts in the field of domestic violence.
• Select the appropriate personnel and prepare the program.
• Begin training police officers, dispatchers and Fire Department personnel.
Cultural Diversity:
• The State has mandated that all officers receive training in cultural diversity every four (4)
years.
There are a number of newly -hired police officers who have not received this training atti
a number of veteran officers who are due for the update training.
Sensitivity training to be offered along with cultural diversity to make the officers mor
aware of the needs of the many different cultures residing in Key Biscayne.
Community -Oriented Policing:
Continue training newly -hired police officers.
Begin retraining program for veteran officers so that they may continue to form lartnerships
with the community they serve.
124
POLICE DEPARTMENT
FISCAL YEAR 1998 OBJECTTVES
PERFORMANCE MEASURES:
• The Lieutenant in charge of Support Services will coordinate the training efforts with the
patrol Lieutenants and the Chief to insure that all training is completed.
OBJECTIVE SIX: To establish a mutual aid agreement between the Village of Key
Biscayne Police Department, the State Park Manager, and the Dad
County School Police regarding law enforcement assistance.
KEY AREA:
INDICATOR:
ACTION PLAN:
Public safety, security of property, crime prevention
In the event of an emergency or natural disaster, the Village Police
Department is the closest agency to the State Park should their law
enforcement officers need assistance. A Mutual Aid Agreement betweai
both agencies would allow for officers to render such assistance. Also,a
similar agreement with the Dade County School Police is needed to provide
further assistance.
• Work with the State Park and the School Police Department to insure that all the possibb
needs of all agencies are identified.
• Once these potential needs are identified, work to establish a Mutual Aid plan that wil
benefit all agencies.
• Inform all law enforcement officers and other officials that a Mutual Aid plan is in effect.
PERFORMANCE MEASURES:
•
The Chief of Police will be responsible for monitoring the program andwill keep the Village
Manager informed.
OBJECTIVE SEVEN: To continue the successful programs implemented over the past
years and from our 1997 Objectives.
KEY AREA: Public Safety, security of property, traffic analysis, hurricane preparedness,
community relations, personal safety, crime prevention, quality of life
125
POLICE DEPARTMENT
FISCAL YEAR 1998 OBJECTIVES
—. • Continuation of program to combat and clean-up graffiti using juvenile offenders in the
Juvenile Alternate Sanction System (J.A.S.S.) Program.
• To continue the Community -Oriented Policing Program of door-to-doorvisits to offer home
— and business security surveys and update emergency notification information to help locate
residents following a hurricane for other family members and concerned friends.
• To continue to disseminate information on issues such as crime, traffic law, hurrcam
— preparedness, public safety and crime prevention through newspaper articles in the Islander
News and through the community access channel, to prevent citizens from being injured or
victimized.
• To continue to work with the Chamber of Commerce on the "Welcome Wagon"program for
new residents and businesses to assist them with securing their propertyand provide them
_ with relevant information on issues such as hurricane preparedness.
• To continue providing programs initiated over the last two and one-half years, such as tic
Vehicle Replacement Program, Traffic Study, and Accident Analysis.
ACTION PLAN:
• Working plans for each of the above programs are already in place from previous year§
Goals and Objectives.
• The individual programs will continue as needed to insure the quality of law enforcement
services.
PERFORMANCE MEASURES:
•
Current performance measures are in place for these proven programs and will continue to
be monitored by the staff of the Department and the Village Manager.
POLICE DEPARTMENT
ACTIVITY REPORT
ACTIVITY
1994
October 1993 -
September 1994
1995
October 1994 -
September 1995
1996
October 1995 -
September 1996
1997
October 1996 -
September, 1997
Part 1- Mandatory
Murder
0
0
0
0
Sex Offenses
0
0
0
0
Robbery
3
2
I
2
Aggravated Assault -Domestic/Other
6
3
11
13
Burglary - Residence or Business
32
27
19
34
Burglary -Structure or Business Under
Construction
N/A
0
11
5
Burglary - Garage or Shed
N/A
0
8
3
Attempted Burglary
7
15
5
6
Motor Vehicle Theft
24
16
25
28
Attempted Motor Vehicle Theft
N/A
0
0
0
Pocket Picking
0
4
0
0
Prase Snatching
0
0
1
0
Shoplifting
5
9
17
3
Theft/Building
17
54
17
i7
Theft/Coin Operated
1
1
0
2
Theft/Construction Site
N/A
0
4
12
Theft to or from Motor Vehicle
45
73
109
86
Other Larceny
193
77
:104
98
Boat Theft
6
8
8
8
Bicycle Theft
44
89
67
74
Arson
0
1
0
1
Part II - Mandatory
Kidnapping/Abduction
0
0
0
0
Simple Assault
34
25
40
33
Drug/Narcotic Offenses
0
8
6
4
Bribery
0
0
0
0
127
POLICE DEPARTMENT
ACTIVITY REPORT
ACTIVITY
1994
October 1993 -
September 1994
1995
October 1994 -
September 1995
1996
October 1995 -
September 1996
1997
October 1996 -
September, 1997
Embezzlement
0
2
1
3
Fraud Offenses
7
11
9
17
Other Calls for Service
DUI
13
13
4
13
Traffic Citations
930
1,401
1,364
1,817
Parking Citations
1,006
484
591
535
Traffic Accidents
149
136
154
188
Traffic Accidents\ Hit & Run
37
35
49
53
Resident Alarms
723
767
739
736
Business Alarms
198
230
270
310
Bank Alarms
19
32
46
23
Open Doors/Windows
N/A
62
221
146
Medical Assists
181
268
284
288
Animal Complaints
N/A
59
105
124
Loud Party
N/A
N/A
35
22
Disturbances
135
278
332
313
Vandalism to Property
73
88
238
116
Suicide
1
2
0
0
Attempted Suicide
2
1
2
2
Apparent Natural Death
23
11
8
9
Fire Assists
60
99
67
70
Residential/Business Security Checks
5,541
9,126
9,132
6,918
Suspicious Persons/Vehicles
N/A
255
302
236
Miscellaneous Calls
1,034
1,280
5,176
4,128
TOTAL SERVICE CALLS
I0,549
15,053
19.582
16,496
128
DESCRIPTION
ACTUAL ACTUAL. AMENDED PROPOSED ADOPTED
1994-1995 1995-1996 1996-1997 1997-1998: 1997-1998;
EXPENSES EXPENSES BUDGET BUDGET BUDGET
Police
X1200- 1-521 Salaries, Sworn Police $902,862 $986,615 $1,182,711 $1,271,642 $1,271,642
* AtMn AA AAA *►*A*****A-k
X1201- 1-521 Chief of Police $88,781 $96,035 $96,035
X1202- 1-521 Chief - Housing Allowance $16,370 $17,707 $17,707
X1203- 1-521 Deputy Chief of Police $63,421 $65,324 $65,324
X1204- 1-521 Police Lieutenants (3) $184,140 $199,185 $199,185
X1205- 1-521 Police Officers (22) $829,999 $893,391 $893,391
X1207- 1-521 Acting Supervisor Pay $2,721 $2,642 $6,258 $4,000 $4,000
X1210- 1-521 Salaries - Overtime $47,620 $22,128 $54,224 $45,000 $45,000
X1220- 1-521 Village Off -Duty Employment $9,697 $13,192 $0 $0 $0
X1250- 1-521 Holiday Pay $31,385 $29,262 $44,138 $42,000 $42,000
X1260- 1-521 Court Time $7,983 $5,656 $10,470 $10,000 $10,000
X1300- 1-521 Other Salaries, as fisted $220,768 $232,942 $271,367 $281,980 $281.980
X1231- 1-521 Administrative Assistant $28,398 $30,549 $30,549
X1232- 1-521 Dispatchers (4) $111,136 $117,533 $117,533
X1233- 1-521 Public Service Aides (4) $91,970 $91,551 $91,551
X1234- 1-521 Administrative Aide $22,843 $25,327 $25,327
X1235- 1-521 Clerical Assistance, P/T $6,000 $6,000 $6,000
X1236- 1-521 Crossing Guards (2) $11,020 $11,020 $11,020
X1500- 1-521 Police Incentive Pay $15,455 $17,290 $18,000 $20,000 $20,000
X1800- 1-521 Technical Services $8,971 $5,650 $9,000 $11,000 $11,000
X2100- 1-521 Payroll Taxes $95,740 $102,200 $116,299 $128,870 $128,870
X2220- 1-521 Retirement Contributions $105,581 $127,515 $156,376 $169,026 $169,026
X2300- 1-521 Health, Life, Disability $129,847 $142,711 $168,400 $156,200 $156,200
X2400- 1-521 Workers Compensation $58,165 $81,912 $101,963 $93,219 $93,219
X2500- 1-521 Unemployment Taxes $4,051 $4,820 $15,010 $15,207 $15,207
X2600- 1-521 Recruiting & Physicals $3,791 $4,595 $5,800 $5,800 $5,800
X2650- 1-521 Employee Wellness Program $1,779 $1,993 $2,000 $2,000 $2,000
X4000- 1-521 Investigation Expense $1,603 $1,741 $2,000 $2,000 $2,000
X4100- 1-521 Telephone Dedicated Lines $4,731 $4,813 $5,000 $5,000 $5,000
x4300- 1-521 Electricity $0 $0 $7,500 $7,500 $7,500
X4500- 1-521 Insurance $42,988 $48,009 $45,000 $43,000 $43,000
X4600- 1-521 Maintenance & Repairs $0 $0 $0 $5,000 $5,000
X4900- 1-521 Confidential Informants $0 $0 $3,000 $3,000 $3,000
X5100- 1-521 Supplies $22,702 $21,292 $19,500 $19,500 $19,500
X5105- 1-521 DARE * $0 $740 $8,000 $8,000 $8,000
X5109- 1-521 C.O.P.S. More $0 $8,095 $0 $0 $0
X5200- 1-521 Car allowance $4,827 84.800 $4,800 $4,800 $4,800
X5240- 1-521 Uniforms $41,714 $44,624 $45,000 $45,000 $45,000
X5250- 1-521 Vehicle Maintenance $19,950 $19,632 $19,000 $19,000 $19,000
X5260- 1-521 Vehicle Fuel $14,028 $13,403 $16,000 $16,000 $16,000
X5270- 1-521 Photography $3,911 $5,137 $5,000 $5,000 $5,000
X5280- 1-521 Range Expenses $3,924 $2,083 $6,000 $6,000 $6,000
X5290- 1-521 Communications Maintenance $6,689 $8,717 $8,000 $8,000 $8,000
X5410- 1-521 Memberships & Dues $3,550 $4,548 $3,500 $3,500 $3,500
X5420- 1-521 Education & Training $43,467 $45,406 $42,000 $42,000 $42,000
X6300- 1-521 Police Facilities $341,463 $19,947 $17,000 $12,000 $12,000
X6400- 1-521 Police Vehicles $69,842 $69,994 $70,000 $70,000 $70,000
X6450- 1-521 Police Equipment $41,648 $81,870 $45,000 $45,000 $45,000
X0000- 1-521 Total Department $2,313,453 $2,185,974 $2,533,316 $2,625,244 $2,625,244
* Drug Abuse Resistance Education Program
129
FIRE RESCUE DEPARTMENT
FISCAL YEAR 1998
MISSION To contribute to a safe, quality community environment for all
STATEMENT Islanders through responsible Fire Rescue Services.
DEPARTMENTAL ORGANIZATION CHART
"A" Shift
Fire Captain
(1)
Fire
Lieutenant
(1)
Firefighter/
Paramedics
(8)
Fire Chief
Deputy
Fire Chief
"S" Shift
Fire Captain
(1)
Fire
Lieutenant
(1)
Firefighter/
Paramedics
(8)
Administrative
Assistant
"C" Shift
Fire Captain
(1)
Fire
Lieutenant
(1)
Firefighter/
Paramedics
(8)
MISSION STATEMENT: "TO PROVIDE A SAFE, QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT"
130
FIRE RESCUE DEPARTMENT
DEPARTMENTAL DESCRIPTION
The Fire Rescue Department that became operational and assumed fire rescue service from
Metro -Dade on October 1, 1993, is a full service department. This means that the Fire Rescue
personnel perform a number of functions in addition to traditional fire suppression. The mot
obvious is emergency medical response. This function involves employing paramedics skilled not
only in determining the severity of patient injury or illness using sophisticated tools and methods,
but also administering the required life saving techniques such as, cardiac pacing, intubating aid
defibrillating until the patient can be admitted to the appropriate medical facility.
Additionally, Fire Rescue personnel perform the inspection function which gives the Departmeri an
opportunity to be proactive in dealing with emergencies. All of the buildings within the Village aE
inspected three (3) 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 fires in any one of them. Fie
Inspector state certification is currently held by twenty-two (22) Firefighter/Paramedics.
Inter -governmental support from the City of Miami is an essential component of the Village's Fire
Rescue Department. Through an Automatic Aid and Ancillary Services Agreement, the City cf
Miami provides emergency back-up services and several key support functions for Village
Firefighter/Paramedics. This partnership has also led to the establishment of the Switch Will
Another Paramedic Program (SWAP) which allows Village Firefighter/Paramedics to ride on City
of Miami Fire and Rescue calls in order to enhance and maintain their skills. The five (5) yea -
agreement became effective on October 1, 1993 at a cost of $402,000 per year.
Other functions that build on our full service designation include the provision of citizen bloal
pressure monitoring, citizen CPR classes, dive rescue capability, trench rescue and confined space
expertise and community fire and accident prevention public education programs. The Department
consists of a Fire Chief, a Deputy Fire Chief, an Administrative Assistant, three (3) Fire Captains,
three (3) Fire Lieutenants and twenty-four (24) Firefighters/Paramedics. All of theswom personnel
under the rank of Fire Captain are State Certified Paramedics. We are the only Fire Rescue
Department in Dade County with this distinction.
Authorized Positions
Fiscal Years
1994
1995
1996
1997
1998
Fire Chief
1.0
1.0
1.0
1.0
1.0
Deputy Fire Chief
1.0
1.0
1.0
1.0
1.0
Administrative Assistant
1.0
1.0
1.0
1.0
1.0
Fire Captain
3.0
3.0
3.0
3.0
3.0
Fire Lieutenant
3.0
3.0
3.0
3.0
3.0
Firefighter/Paramedic
15.0
19.0
24.0
24.0
24.0
Firefighter/EMT
9.0
5.0
0.0
0.0
0.0
Total
33.0
33.0
33.0
33.0
33.0
FIRE RESCUE DEPARTMENT
ACCOMPLISHMENTS FOR FISCAL YEAR 1997
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 (7) Firefighter/Paramedcs per shift. This staffing level
was exceeded on numerous days. Staffing levels greater than seven (7) will become less prevalent
as our personnel accrue vacation and compensatory time and schedule it off, rather thin opt for pay.
Schooling of eight (8) hours per month for each firefighter was met and in many instances exceeded
A portion of this schooling occurred through our contract wth the City of Miami for recertification
training. Our Company Officers and a variety of other sources provided the remainder of our basic
training needs. Advanced and specialized training consisted of Critical Incident Management and
Advanced Critical Incident Management courses provided by the International Association of Chief
of Police (IACP) and attended by two (2) Fire Captains. Ten (10) members of the Department
attended Confined Space Rescue Training bringing the Department total to twenty (20) member
qualified and certified in this specialized area. One (1) Fire Lieutenant attended the National Fire
Academy in Emmitsburg, Maryland and one (1) Fire Captain attended the National Fire Academy
course at the Florida State Fire College. Both NFA COUITS were in Advanced Emergency Medical
Care. The Fire Chief attended a Field Assessment Training (FAsT) course in Thanasville, Georgia
as part of his F.E.M.A. responsibilities. Seven (7) of our USAR Team members responded to Puerb
Rico where their skills were utilized in assisting the Puerto Rico National Civil Defense at tle
collapse of the Humberto Vidal hi -rise complex.
Drill of eight (8) hours per month for each firefighter was met and in many instances exceeded
through combined drills with City of Miami units and individual drills conducted by our Company
Officers.
The Switch With Another Paramedic (SWAP) program continues to be very successful and oir
Paramedics are receiving excellent experience riding Miami units.
Our alarm activity increased from 861 alarms during the first nine (9) months of Fiscal Year 1996
to 905 alarms for the first nine months of this Fiscal Year.
Our average response time for the first rine (9) months of the Fiscal Year was two (2) minutes and
57 seconds. This response time continues to exceed expectations and is excellent by any standard.
FIRE RESCUE DEPARTMENT
ACCOMPLISHMENTS FOR FISCAL YEAR 1997
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, plans
review, building inspections and enforcement of State and local Fire and Building Codes.
STATUS:
The Fire Rescue Department continued the inspection process conducting 575 inspections of multi -
residential and commercial properties, and 3019 single, duplex and multiple family occupancies.
Through our contract with the City of Miami, the plans for the Ocean Club and the Grand Bay
properties continue to be reviewed by the Miami Plans Examiners. In addition, they have assisted
us on several occasions with plan reviews of less complex projects. Our staff has reviewed plans
for several multi -residential properties undergoing renovation within the Village.
Through routine territory familiarization, our people have kept abreast of excavations and new
construction as it progresses in the Village.
The Department completed its third annual residential home safety survey of all single family and
duplex occupancies. This program was conducted in October during Fire Prevention Week and will
be repeated annually.
The Hurricane Preparedness Manual has again been revised to reflect the ongoing change at the
County level concerning staffing of the Dade County Emergency Operations Center (EOC). The
Statewide Catastrophic Disaster Response and Recovery Mutual Aid Agreement has been executed
between the Village of Key Biscayne and the State of Florida, Division of Emergency Management.
OBJECTIVE:
4. To improve the safety and quality of life for all Islanders through continuous blood pressure
monitoring, CPR instruction and accident prevention education.
STATUS:
For the first nine (9) months of the year the Fire Rescue Department has conducted 57 CPR and
Accident Prevention classes reaching 171 residents. 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 242.
133
FIRE RESCUE DEPARTMENT
ACCOMPLISHMENTS FOR FISCAL YEAR 1997
When we have identified a need or upon request, we have provided training for family members of
high risk medical patients. This has not occurred often, but is a service we are ready to provide when
necessary.
OBJECTIVE:
5. To improve the safety and effectiveness of Fire Rescue personnel through a comprehensive
wellness program.
STATUS:
Our physical training equipment in the Fire Rescue facility is used daily as part of our commitment
to keep our personnel in top physical condition.
One (1) of the Firefighter/Paramedics is a certified physical fitness trainer and is available to assist
all Village employees on special training needed to reduce injury and obtain, as well as maintain,
proper eating habits and physical fitness. Eleven (11) members of the Department traveled to Las
Vegas, Nevada to compete in the International Combat Challenge Competition. The two teams
represented the largest percentage of competing members verses Department size of any team in the
world.
All of our firefighters annually take a physical exam which are randomly scheduled and staggered
throughout the year. Additionally, all personnel have had the necessary inoculations this 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 (WASD) to implement the proposed hydrant and main plan.
STATUS:
We have submitted our plan to Miami -Dade WASD and are awaiting the completion of the first
phase of hydrant and main improvement, which has been scheduled. Further improvements
will be scheduled as WASD funding becomes available.
Three hundred and ninety-four (394) fire hydrants within the Village were inspected and flushed to
insure proper operation, including the newly installed hydrants at the Grand Bay and Ocean Club
properties.
FIRE RESCUE DEPARTMENT
SUMMARY OF FISCAL YEAR 1998 OBJECTIVES
1
2
3
4
5
6
7
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 or eliminate the incidence of injury, death, and property loss for all Islanders as
a result of fire or other catastrophic events through public fire prevention education, plan
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 continuous blood pressure
monitoring, CPR instruction, and accident prevention education.
To participate in a program of the International City Management Association (ICMA) and
International Association of Fire Chiefs (IAFC) called the National Fire Service Self
Assessment and Accreditation Program.
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 complete the proposed hydrant and water main replacement
plan.
135
FIRE RESCUE DEPARTMENT
FISCAL YEAR 1998 OBJECTIVES
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 Materials Incident Mitigation, and Disaster
Preparedness
Addresses Council Goals pertaining to Responsiveness/Evaluation and
Communications/Public Relations.
• To provide an appropriate on -duty force of skilled personnel (7) and operational equipment(one
ALS Rescue Unit and one ALS Firefighting Unit) to respond to all fire and hazardous material
emergency incidents within the Village.
• To increase the skill, knowledge and abilities of all personnel through a comprehensive training
program (eight (8) hours per month).
• To increase the skill, knowledge and abilities of all personnel through fire ground drills (eiglt
(8) hours per month) conducted where possible in conjunction with the Miami Fire Resew
Department.
• To increase the skill, knowledge and abilities of all personnel through an exchange progran
whereby a Village Firefighter rides with City of Miami Firefighters each tour of duty to gan
experience in fire tactics and operations.
• To participate in the nationally recognized Combat Challenge process whereby Village
Firefighters compete with other Departments in physically demanding job related activities b
test their strength and endurance.
• To increase the skill, knowledge and abilities of selected personnel through attendance a
advanced training courses and the National Fire Academy.
• To increase the skill, knowledge and abilities of selected personnel through participation in the
Florida Task Force -2 Urban Search and Rescue Team.
PERFORMANCE MEASURES:
• Analysis of attendance and daily staffing levels based on minimum staffing requirements.
• Continuous 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 drill time, school time and class hours toward recertification.
• Continuous evaluation of the exchange program with the City of Miami.
• Analysis of monthly activity schedules including fire ground tactical surveys, hose evolutim
drills, fire hydrant inspection and flow testing, fire hose inspection and testing, fire equipment
maintenance and testing.
• Feedback from State and National Combat Challenge Competition results.
FIRE RESCUE DEPARTMENT
FISCAL YEAR 1998 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 Islandersthrough the
provision of prompt and effective Advanced Life Support pre -hospital
emergency medical service.
KEY AREA:
INDICATOR: Addresses Council Goals pertaining to Responsiveness/Evaluation and
Communications/Public Relations.
ACTION PLAN:
Pre -hospital emergency medical care, mass casualty incident response and
mitigation, and rescue activities
• To provide an appropriate on duty force of skilled personnel (at least seven) and operationd.
equipment (one ALS Rescue Unit and one ALS Firefighting Unit) to respond to all emergency
medical and rescue incidents within the Village.
• To increase the skill, knowledge and abilities of all personnel through an aggressive training
program including both Paramedic certification and recertification of all appropriate personnel.
• To maintain and increase the skill, knowledge and abilities of all personnel through medicd
protocol testing, as required, by the Medical Director.
• To increase the skills, knowledge and abilities of all personnel through a Switch With Another
Paramedic (SWAP) Program whereby a Village Paramedic rideswith City of Miami paramedics
each tour of duty to gain experience in medical protocols and Paramedic skills.
• To participate in the nationally recognized Clincon process whereby Village Paramedics compet
with other departments in 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.
• Continuous 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.
• Continuous 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 equipmentmaintenance and testing,
mass casualty drills and extrication drills.
• Feedback from State and National Clincon competition results.
FIRE RESCUE DEPARTMENT
mode
MOO
main
FISCAL YEAR 1998 OBJECTIVES
OBJECTIVE THREE: To reduce the incidence of injury, death and property loss for al
Islanders as a result of hostile fire or other catastrophic evert
through public fire prevention education, plans review, building
inspections and enforcement of State and Local Fire and Building
Codes.
KEY AREA:
Fire prevention, code enforcement, and building inspection
INDICATOR: Addresses Council Goals pertaining to Community Involvement and
Communications/Public Relations.
-- ACTION PLAN:
• To inspect and enforce the applicable fire and life safety codes (three times per year) in al
existing commercial and multi -residential occupancies within the Village.
• To increase the skill, knowledge, and abilities of all personnel through an aggressive training
program including both Fire Inspector certification and recertification of all appropriat
personnel.
• To continue reviewing all new major construction and renovation plans for Village occupancia.
• To inspect all buildings under construction within the Village.
• To provide evacuation planning and building staff training in high rise residential, office aid
hotel occupancies within the Village, as requested.
• To provide a residential safety survey (one time each year) of all single family/duplex
Ora
occupancies within the Village.
• To provide a residential safety survey (one time each year) of all condo and apartmert
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 inconjunction with the Village Police Department, tfe
City of Miami and Miami -Dade County.
PERFORMANCE MEASURES:
• Analysis of building inspection folders reflecting violations and code compliance.
• Continuous evaluation of the Village building permit, Certificate of Occupancy (CO) and
Certificate of Use (CU) 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.
• Feedback from citizens on the value of fire prevention video programing.
FIRE RESCUE DEPARTMENT
FISCAL YEAR 1998 OBJECTIVES
OBJECTIVE FOUR: To improve the safety and quality of life for all Islanders through
continuous blood pressure monitoring, CPR instruction and accident
prevention education.
KEY AREA:
INDICATOR: Addresses Council goal pertaining to Community Involvement.
ACTION PLAN:
Resident wellness, safety and quality of life activities
• To provide CPR classes for all age groups as often as necessary to meet Village demand.
• To provide blood pressure monitoring at the fire station, 24 hours per day, 365 days per year.
• To provide selective training for family members of high risk medical patients as necessary.
• To provide fire prevention and accident prevention information 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 the effectiveness of the course through post -course
survey.
• Review of medical reports to identify high risk patients whose family may require specialized
training and assistance in case of evacuation.
OBJECTIVE FIVE: To participate in a program of the International City Management
Association (ICMA) and International Association of Fire Chiefs
(IAFC) called the National Fire Service Self -Assessment and
Accreditation.
KEY AREA:
INDICATOR:
Entire Fire Service Delivery System
Through self -assessment, a systematic evaluation can be accomplished to
determine what is happening within the Village Fire Department and
whether or not the Fire Rescue Department is meeting the goals that are
commensurate with its responsibility. The process will assist the Fire
Rescue Department in continually improving the quality and performance
by asking those critical questions to determine if our programs and
services are effective in meeting the needs of the community.
139
FIRE RESCUE DEPARTMENT
FISCAL YEAR 1998 OBJECTIVES
WEN
ACTION PLAN:
• To identify the goals of the Village Fire Department which need to be addressed in reducing
the losses of life and property.
• To design and evaluate activities which are most likely to bring about a quality level of Fire
Rescue service to the Village of Key Biscayne.
• To determine how to administer these activities to provide the highest level of Fire Rescue
service in a cost-effective manner.
OBJECTIVE SIX: To improve the safety and effectiveness of fire rescue personnel through
a comprehensive wellness program.
KEY AREA:
Firefighter health and safety
INDICATOR: Firefighter accident, injury, and illness data.
ACTION PLAN:
• 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.
• 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 testing including Combat Challenge results.
• Analysis of inoculation and exposure records.
OBJECTIVE SEVEN: 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:
Water distribution, fire suppression, and incident mitigation
INDICATOR: Addresses a need to increase the amount of available fire hydrants.
140
FIRE RESCUE DEPARTMENT
FISCAL YEAR 1998 OBJECTIVES
ACTION PLAN:
• To provide a water distribution plan to Miami -Dade Water and Sewer Department.
• To request funds for the plan be identified in the Miami -Dade Water and Sewer Department
budget.
• To review this request semi-annually.
• To inspect all fire hydrants (three (3) times per year) within the Village limits.
PERFORMANCE MEASURES:
• Feedback from Miami -Dade Water and Sewer Department concerning funding.
• Contact with Miami -Dade Water and Sewer Department concerning related proposed projects
within the Village.
• Analysis of hydrant inspection activity.
141
FIRE RESCUE DEPARTMENT
ACTIVITY REPORT
MOIR
OMNI
ACTIVITY
FY 1994
Actual
FY 1995
Actual
FY 1996
Actual
FY 1997
Actual
FY 1998
Estimated
Response Time
3 minutes, 12 secs.
3 minutes, 2
secs.
2 minutes, 47
secs.
2 minutes, 55
secs.
3 minutes
Staffing
Minimum staffing
of 3 on a rescue
unit and 4 on a
firefighting unit.
Minimum
staffing of 3
on a Rescue
unit and 4 on a
firefighting
unit.
Minimum
staffmg of 3
on a Rescue
unit and 4 on a
firefighting
unit.
Minimum
staffing of 3 on
a Rescue unit
and 4 on a
firefighting
unit.
Minimum
staffing of 3 on
a Rescue unit
and 4 on a
firefighting
unit.
SWAP Program
365 Exchanges
332
Exchanges
295
Exchanges
315 Exchanges
365 Exchanges
Building
Inspections
105 Building
Inspections
177 Building
Inspections
638 Building
Inspection
575 Building
Inspections
625 Building
Inspections
Home Inspection
0 Homes
1296 Homes
1296 Homes
3019 Homes
2000 Homes
Hydrant
Inspections
338 Hydrant
Inspections
342 Hydrant
Inspections
485 Hydrant
Inspections
394 Hydrant
Inspections
401 Hydrant
Inspections
Hose Tests
2 Complete Fire
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
56 People Enrolled
86 People
Enrolled
88 People
Enrolled
70 People
Enrolled
60 People
Enrolled
CPR and Accident
Prevention Classes
22 Citizen CPR
and Accident
Prevention Classes
reaching 117
residents
25 Citizen
CPR and
Accident
Prevention
Classes
reaching 147
residents
43 Citizen
CPR and
Accident
Prevention
Classes
reaching 323
residents
59 Citizen CPR
and Accident
Prevention
Classes
reaching 182
residents
40 Citizen CPR
and Accident
Prevention
Classes
reaching 250
residents
Physical Fitness
Testing
3 Combat
Challenge Tests
for each firefighter
2 Combat
Challenge
Tests for each
firefighter
2 Combat
Challenge
Tests for each
firefighter
3 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
3072 hrs of
drill
Company School
3072 hrs of school
3072 hrs of
school
3072 hrs of
school
3072 hrs of
school
3072 hrs of
school
Fire Calls*
143
419
533
561
550
Rescue Calls
504
670
652
645
650
Rescue Transports
327
375
361
378
350
Fire Calls include a variety of situations including response to structure fires, vehicle fires, automotive alarms, smoke scares, and all other mciden
other than medical situations.
Fire Rescue
X1200- 1-522 Salaries
lerfrieletfilcfr
X1201- 1-522 Fire Chief
Housing Allowance, Chief
X1202- 1-522 Deputy Fire Chief
X1203- 1-522 Fire Captains (3)
X1204- 1-522 Fire Lieutenants (3)
X1205- 1-522 Firefighters/Paramedics (24)
X1206- 1-522 Firefighters/EMT (0)
X1207- 1-522 Administrative Assistant
X1210 1-522 Salaries - Overtime
X1220- 1-522 Off -duty Employment
X1320- 1-522 Holiday Pay
X1500- 1-522 incentive Pay
X2100- 1-522 Payroll Taxes
X2220- 1-522 Retirement
x2300- 1-522 Health & Life Insurance
x2400- 1-522 Workers Compensation
x2500- 1-522 Unemployment Insurance
x2650- 1-522 Employee Wellness Prog.
x3400- 1-522 Automatic Aid
x4010- 1-522 Fire Rescue Safety Matls.
x4040- 1-522 ALS Licences -Fire Safety
x4100- 1-522 Communications
X4200- 1-522 Postage
X4300- 1-522 Utilities
X4301- 1-522 Electricity
X4500- 1-522 Insurance
X2600- 1-522 Recruiting & Physicals
X4600- 1-522 Maintenance & Repairs
X4900- 1-522 Printing
X5100- 1-522 Office Supplies
x5110- 1-522 Computer Supplies
X5130- 1-522 Linen Supplies
X5200- 1-522 Car Allowance
X5240- 1-522 Uniforms
X5250- 1-522 Vehicle Maintenance
X5260- 1-522 Fuel
X5280- 1-522 Small Tools/Consumables
X5290- 1-522 Miscellaneous
X5410- 1-522 Memberships & Dues
X5420- 1-522 Education & Training
X5270- 1-522 Photography
X6300- 1-522 Fire Rescue Facilities
X6400- 1-522 Fire Rescue Vehicles
X6450- 1-522 Fire Rescue Equipment
Total Department
ACTUAL:'' :. ACTUAL AMENDED: plw.posED: ADOPTED <'
1994-1995 19951996 ' 1996:-1997 19971998 1997-1:998
EXPENSES EXPENSES BUDGET , . BUDGET BUDGET
$1,285,144 $1,396,484 $1,521,876 $1,614,127 $1,614,127
***-*N*MM►f M****M*ffr*i* ** **** ****** ,1-AAAAAAAAAAIlrk ♦....-AAA..AAA.,-t
$85,844 $85,096 $85,096
$0 $12,000 $12,000
$69,909 $72,708 $72,708
$180,191 $190,454 $190,454
$153,685 $168,863 $168,863
$1,005,535 $1,059,919 $1,059,919
$0 $0 $0
$26,712 $25,087 $25,087
$64,197 $97,060 $52,920 $52,920 $52,920
($2,606) $1,184 $5,400 $5,400 $5,400
$33,538 $37,013 $56,448 $57,600 $57,600
$978 $230 $7,300 $7,300 $7,300
$106,316 $116,369 $124,521 $132,907 $132,907
$136,959 $148,550 $167,296 $177,544 $177,544
$139,327 $142,147 $139,400 $139,400 $139,400
$76,900 $109,345 $123,113 $86,180 $86,180
$3,999 $4,846 $16,432 $15,705 $15,705
$1,152 $3,399 $500 $500 $500
$402,000 $402,000 $402,000 $402,000 $402,000
$1,802 $5,317 $5,000 $5,000 $5,000
$2,432 $625 $2,500 $2,500 $2,500
$9,384 $3,961 $3,700 $3,700 $3,700
$89 $360 $500 $500 $500
$11,920 $7,826 $13,361 $13,249 $13,249
$0 $0 $7,500 $7,500 $7,500
$40,420 $49,508 $42,500 $45,000 $45,000
$4,267 $5,099 $8,800 $7,200 $7,200
$0 $0 $0 $2,000 $2,000
$615 $61 $500 $500 $500
$9,125 $5,694 $7,579 $7,579 $7,579
$128 $320 $0 $0 $0
$0 $189 $1,000 $1,000 $1,000
$4,800 $4,800 $4,800 $4,800 $4,800
$40,177 $32,631 $28,720 $28,720 $28,720
$2,635 $5,792 $5,000 $5,000 $5,000
$159 $250 $500 $500 $500
$1,320 $1,673 $2,000 $2,000 $2,000
$2,987 $2,189 $2,000 $2,000 $2,000
$1,604 $1,930 $2,140 $2,140 $2,140
$44,466 $26,294 $29,818 $29,818 $29,818
$421 $806 $1,000 $1,000 $1,000
$9,990 $7,836 $6,000 $4,000 $4,000
$147 $360 $4,000 $4,000 $4,000
$9,350 $8,420 $27,000 $27,000 $27,000
$2,446,142 $2,630,568 $2,823,124 $2,898,289 $2,898,289
143
PUBLIC WORKS DEPARTMENT
FISCAL YEAR 1998
AIM
NINO
MISSION ` To promote beautification through maintenance of public
STATEMENT right-of-ways, streets, library and school grounds and
providing for a quality community environment.
DEPARTMENTAL ORGANIZATION CHART
Village Manager
Public Works
Supervisor
Landscape
Maint.
Contractor
Street Repair
Contractor
Laborer
Beach Cleaning
r- Contractor
Village Engineer
Landscape Architect
Coastal
Consultant
Refuse
Collection
Stormw
Utilit
MISSION STATEMENT: "TO PROVIDE A SAFE, QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT."
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. The Public Works Supervisor oversees the landscape maintenance and beach contractors. 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 Coastal Consultants. The Village Engineer is responsible for all general engineering services such as
plans for paving, curbs and sidewalks, storm sewers and bridge repairs. The Village Landscape Architect consults the
Village on all landscape related projects such as the Crandon Boulevard median, street trees, and parks. The Coastal
Consultant, specializes on coastal issues. 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 Maintenance Contractor. Responsible for maintaining the beach free of litter and debris. In addition,
the beach cleaning contractor prepares dune areas for upcoming dune vegetation projects. (Contract approved
on Jul- 27, 1993 and extended on April 9, 1996, until August, 1998). Contractor is Universal Beach Service
Corporation.
b. Landscape Maintenance Contractor • Responsible for maintaining all landscape projects such as Crandon
Boulevard Median, Neighborhood Public Landscaping Program and maintenance of street trees. Also
responsible for seasonal planting of flowers along Crandon Boulevard and within Calusa Park. The Landscape
Maintenance Contractor must maintain the playing fields at St. Agnes and Key Biscayne Elementary School.
Current contractor is Gorgeous Lawns and Gardens, Inc. Which was awarded August 28, 1997 by the Village
Council. The contract is a two year contract with automatic extensions.
c. Dade County: The Village has the following three (3) inter -local agreements with Dade County:
1.) Key Biscayne Elementary School for 10 years beginning 1993 as per Council
Resolution 93-19, adopted September 14, 1993; until 2003
2.) Crandon Boulevard median maintenance agreement authorized by Resolution 93-49,
adopted October 26, 1993.
3.) Library grounds maintenance approved by Resolution 94-4, adopted March 8, 1994 and
extended for two (2) additional years until June 1, 1998.
d. City ofMiami: The City is under a letter agreement dated September 30, 1994, which provides stormwater
drainage maintenance and street maintenance on an as needed basis.
e. Pollution Elimination Corporation (PELCO): Responsible for preventive maintenance of the two
stormwater pump stations. (100 East Heather Drive and 200 Ocean Lane Drive). Resolution 96-10,
adopted April 23, 1996.
Authorized Positions
Fiscal Years
1993
1994
1995
1996
199/
1998
Public Works Supervisor
0.0
0.0
0.0
0.5
1.0
1.0
Maintenance Laborer
1.0
1.0
1.0
1.0
1.0
1.0
Total
1.0
1.0
1.0
1.5
2.0
2.0
145
PUBLIC WORKS DEPARTMENT
ACCOMPLISHMENTS FOR FISCAL YEAR 1997
_ OBJECTIVE:
1. To maintain public areas, and irrigation systems and preserve recent plantings and trees.
STATUS:
The Village landscape maintenance contractor is responsible for maintaining municipal landscape projects
such as Crandon Boulevard median, Neighborhood Public Landscaping Program and street trees. This
contract is currently supervised by the Landscape Public Works Maintenance Supervisor. In addition, the
Department of Agriculture and Consumer Services have provided inspection services of the plantings due
to grant moneys received in the past for vegetation projects. All inspections have received an excellent
rating. A new contract was bid an awarded by the Village Council to Gorgeous Lawns and Gardens, Inc.
at the August 28, 1997 meeting.
OBJECTIVE:
2. To maintain parks, library, ballfields, and surrounding areas that will instill pride in the
community.
STATUS:
This Village has been maintaining the library grounds (October 1, 1994) as well as the Key Biscayne
Elementary School and St. Agnes School ballfields. The Village over the maintenance of the Village
Green in May of 1995.
OBJECTIVE:
3. To maintain on a daily/periodic basis, portions of Crandon Boulevard, East Drive and selected
areas litter free.
STATUS:
This function is accomplished by a full-time employee dedicated to litter control along Crandon Boulevard
and other selected areas throughout the Village. Litter containers were installed along Crandon Boulevard
~ in 1996.
OBJECTIVE:
4. To maintain the Village Beach by cleaning, grading and contouring on a regular basis.
STATUS:
The beach is maintained by the Beach Cleaning Contractor who provides debris pick up services three (3)
times a week. This work is monitored by the Public Works Supervisor. Contract was initiated on July 27,
1993 and extended on April 9, 1996 for two additional years by the Village Council until August, 1998.
PUBLIC WORKS DEPARTMENT
ACCOMPLISHMENTS FOR FISCAL YEAR 1997
In addition, the litter cans located on the beach are emptied approximately three (3) times a week by a full-
time Village employee and contractor.
OBJECTIVE:
5. To continue the Crandon Boulevard Beautification Project by installing new street and median
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. Lighting for three (3) medians were awarded at a cost of approximately S65,000 at the
September 9, 1997 meeting. Completion by the end of the calendar year. Installation of the curbing, trees
and irrigation as well as traffic calming devices, are being studied by the Village staff.
OBJECTIVE:
6. To collect garbage, trash and recycling material from single family dwellings.
STATUS:
The third year of refuse collection will be completed on December 31, 1997. The contractor is performing
above average in terms of the contract.
OBJECTIVE:
7. To clean all stormwater drains annually and maintain two (2) pump stations.
STATUS:
All stormwater drains have been cleaned twice during Fiscal Year 1997 by the City of Miami through a
service agreement with the Village. Pump stations are maintained by Pelco (Pollution Elimination
Corporation) as per agreement authorized by Resolution 96-10, adopted April 23, 1996.
OBJECTIVE:
8. To repair all Village roads on an ongoing basis.
STATUS:
Repairs to streets are made by the City of Miami crew on an as needed basis. As part of the Stormwater
Construction Program all streets that had stormwater construction had the street paved from edge of
pavement.
147
PUBLIC WORKS DEPARTMENT
SUMMARY OF FISCAL YEAR 1998 OBJECTIVES
1
2
3
4
5
6
7
8
To maintain public areas and irrigation systems and preserve recent plantings and trees.
To maintain parks, play fields, library grounds, and public areas that will instill pride in the
community.
To maintain on a daily/periodic basis portions of Crandon Boulevard, East Drive and selected areas
as litter free.
To maintain the Village Beach by cleaning, grading and contouring area.
To continue the Crandon Boulevard Beautification Project by installing curbing, irrigation and
trees along right-of-ways.
To collect garbage, trash and recycling material from single family dwellings.
To clean all stormwater drains annually.
To repair all Village roads on an ongoing basis.
148
PUBLIC WORKS DEPARTMENT
FISCAL YEAR 1998 OBJECTIVES
OBJECTIVE ONE: To maintain public areas, irrigation systems and preserve recent plantings
and trees.
KEY AREA:
Landscape maintenance of cul-de-sacs, medians and swale areas and trees by
contractor
INDICATOR: Review work by periodic checks and constant review of contractual
obligations of Gorgeous Lawns and Gardens, Inc.
ACTION PLAN:
•
•
Enforce all provisions of Landscape Maintenance contract which was approved by the Counci
August 28, 1997 for a two (2) year period with an option for a year to year basis.
Service complaints resolved within seventy-two (72) hours.
PERFORMANCE MEASURES:
• Public Works 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 maintain parks, play fields, library grounds, and public areas that will
instill pride in the community.
KEY AREA:
Maintenance of Calusa Park area, Key Biscayne Library, Village Green, Key
Biscayne Community School and ballfields and St. Agnes Catholic Church
ballfields and surrounding area.
INDICATOR: Review work by periodic checks and constant review of contractual obligations of
U.S. Lawns of South Florida, Inc.
ACTION PLAN:
• Enforce all provisions of the two (2) year Landscape Maintenance contract approved by Village
Council on June 14, 1994, executed June 22, 1994.
• Service complaints resolved within seventy-two (72) hours.
• Dade County extended the library landscape maintenance contract fortwo (2) additional years until
September 30, 1997. Resolution 94-7 adopted March 8, 1994, effective October 1, 1994.
149
PUBLIC WORKS DEPARTMENT
FISCAL YEAR 1998 OBJECTIVES
PERFORMANCE MEASURES:
• Public Works 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.
art
OBJECTIVE THREE: To maintain on a daily/periodic basis portions of Crandon
Boulevard, East Drive and selected areas litter free.
KEY AREA:
INDICATOR: Periodic checks and citizen comments.
ACTION PLAN:
•
Litter and Debris Patrol
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 periodically to determine if areas are litter free.
• Adjust work schedule, if required.
OBJECTIVE FOUR: To maintain the Village Beach by cleaning, grading and contouring.
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 Jul
27, 1993 for a three (3) year period. Universal Beach Services Corp.began work on August 10,
1993. Contract extended by Village Council for two (2) additional years on April 9, 1996.
• 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.
• Bring beach contour and condition up to even and stabilize profile at the prescribed elevation.
150
PUBLIC WORKS DEPARTMENT
FISCAL YEAR 1998 OBJECTIVES
• Analysis of public comments.
• Meet with Dade County Department of Environmental Resources Managemart (DERM)once per
year to review beach restoration.
OBJECTIVE FIVE: To continue the Crandon Boulevard Beautification project by installing
curb, irrigation and trees along right-of-way areas.
KEY AREA:
Crandon Boulevard Improvements
INDICATOR: Coordinate activities of Miami -Dade Public Works Department, Miami -Dade Paris
and Recreation, and consulting engineers.
ACTION PLAN:
• Prepare plans and specifications for the installation of curbing along both sides of Crandcn
Boulevard.
• Prepare plans and specifications for the installation of an irrigation system and trees and other
beautification installation projects.
• Receive bids for projects to be undertaken.
PERFORMANCE MEASURES:
• Curbing, irrigation system, and trees shall be installed by late 1997 or mid -1998.
OBJECTIVE SIX: To collect garbage, trash, and recycling material from single family
dwellings.
KEY AREA:
INDICATOR: Review contract with Browning -Ferris Industries of Florida, Inc.
ACTION PLAN:
Solid Waste Management
• Enforce all provisions of the five (5) year contract with Browning -Ferris of Florida, Inc., dated
December 30, 1995.
• Respond to service misses in 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 Holiday, or on a weekend, it shall
be resolved no later than the next working day.
PERFORMANCE MEASURES:
• Spot checks by Staff.
• Quarterly meetings with contractor.
• Review complaints on a monthly basis
PUBLIC WORKS DEPARTMENT
FISCAL YEAR 1998 OBJECTIVES
OBJECTIVE SEVEN: To clean all stormwater drains annually.
KEY AREA: Stormwater Management
INDICATOR: Check stormwater drains annually and maintain two (2) pump stations as
per Pelco agreement.
ACTION PLAN:
• Continue to contract with the City of Miami, to clean drains, as per the inter -local agreement
dated September 30, 1994.
— • Review service complaints monthly.
• Contract for maintenance of two (2) pump stations with Pelco (Pollution Elimination
Corporation) 100 East Heather Drive and 200 Ocean Lane Drive, as authorized per Resolution
96-10, adopted April 23, 1996.
PERFORMANCE MEASURES:
• Physical inspection.
• Complaints received.
• Analyze maintenance log on a monthly basis.
• Review terms of Pelco agreement monthly.
OBJECTIVE EIGHT: To repair all Village roads on an ongoing basis.
KEY AREA:
Street Maintenance
INDICATOR: Check roads on an ongoing basis.
ACTION PLAN:
• Continue to contract with the City of Miami, as per the inter -local agreement dated September
30, 1994, for street repairs.
• Review service complaints monthly.
PERFORMANCE MEASURES:
• Physical inspection.
• Complaints received.
• Analyze maintenance log on a monthly basis.
DESCRIPTION
ACTUAL: ACTUAL. AMENDED PROPOSED.•ADOPTED
:1894-1995 19954996 .1996-1997' • .1997-1996 199:7-1998
.EXPENSES EXPENSES BUDGET BUDGET ' BUDGET
X0000- 1-539
X1200- 1-539
X1210- 1-539
X1220- 1-539
X2100- 1-539
X2220- 1-539
X2300- 1-539
X2400- 1-539
X2500- 1-539
X3180- 1-539
X3210- 1-539
X3400- 1-539
x3420- 1-539
x3430- 1-539
X3450- 1-539
X4600- 1-539
X5000- 1-539
X5420- 1-539
X6000- 1-539
X6450- 1-539
Public Works
Salaries
Public Works Supervisor
Maintenance Laborer
Payroll Taxes
Retirement Contributions
Life & Health Insurance
Worker's Compensation
Unemployment Insurance
Village Engineer
Landscape Architect
Contractual Services
Village Green Construction
Beautification Project
Consulting Services
Maintenance and Repairs
Maintenance Contracts
Education & Training
Hurricane Expenditures
Equipment
Total Department
$18,929 $40,613 $59,026 $63,932 $63,932
**. A.....1F�k ********** Aflkp **** WMA4**'***
SO $20,360 $36,950 $40,116 $40,116
$18,829 $20,253 $22,076 S23,816 $23,816
$1,419 $3,026 $4,515 $4,891
$2,071 $2,624 $6,493 S7,033
$4,229 $6,075 $8,400 $8,400
$1,019 $2,180 $5,223 $4,865
$90 $193 $580 $389
$4,891
$7,033
$8,400
$4,865
$389
$60,127 $61,103 $60,000 $60,000 $60,000
$5,988 $7,424 $5,000 $5,000 $5,000
$310,528 $334,740 $467,300 $300,000 $300,000
$70,551 $0 $0 $0 $0
$20,359 $0 $0 $0 $0
$2,987 $5,809 $5,000 $5,000 $5,000
$22,444 $40,582 $30,000 $30,000 $30,000
$39,567 $31,802 $40,000 $40,000 $40,000
$0 $0 $0 $500 $500
$18,864 $0 $0 $0
$4265 $8,794 $10,000 $10,000 $10,000
$0
$602,266 $544,965 $701,537 $540,009 $540,009
153
RECREATION DEPARTMENT
FISCAL YEAR -1998
MEM
TIMM
To provide and promote a creative . and balanced system- of
leisure programs which are sensitive and responsive to citizen
needs and continue providing citizens with quality of life
opportunities for positive recreational experiences.
DEPARTMENTAL ORGANIZATION CHART
Village
Manager
Program
Coordinator
Tennis
Contractor
Contracted
Instructors
Sports
Coordinator
MISSION STATEMENT "TO PROVIDE A SAFE, QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT."
154
RECREATION DEPARTMENT
DEPARTMENTAL DESCRIPTION
The Recreation Department caters to nearly 10,000 participants a year by offering a variety d'
programs. A 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 ha
five (5) major divisions: Athletics, Programs, Tennis, Parks and Special Events. Staff is capable of
working in each Division when necessary.
The Athletic Division is administered by the Sports Coordinator. The Athletic Division s
responsible for the administration of the Key Biscayne Athletic Club (KBAC) which organizes
athletic programs for approximately 850 chidren. Programs available include: flag football, youth
soccer leagues, baseball, seasonal sports camps and the Chief Harmon Memorial Fishing
Tournament. Additional programs have been aided to the athletics division such as the spring and
summer adult basketball, adult soccer tournament, adult co-ed softball andthe fall and spring youth
tennis leagues.
The Programs Division provides various activities for people of all ages. Whether it be summer and
spring camps for the island's youth orexcursions to area attractions, professional sporting events and
cultural plays for the more mature participants. Through this Division, the Department strives b
provide quality leisure opportunities for all sectors of the population.
The Tennis Division is operated by a Tennis Instructor through an independent contract under tlr
direction of the Program Coordinator. The Tennis Division caters to over 4,500 peo}ie who utilize
the four (4) public tennis courts located at Calusa Park. The 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, insuring 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 in
accordance with park rules adopted by Village Council on November 14, 1995, Ordinance 95-14.
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 Spring Egg Hunt, Memorial
Day Ceremonies, Government Day, St. Valentine Day Celebration, Arbor Day Ceremonies, Flag Day
Ceremonies, Winterfest, and the Fourth of July Fireworks Celebration. In addition, the Divisim
serves as a liaison to local community and civic groups organizing special events at the public parks
Authorized Positions
Fiscal Years
1993
1994
1995
1996
1997
1998
Director
1.0
1.0
0.0
0.0
0.0
0.0
Program Coordinator
1.0
1.0
1.0
1.0
1.0
1.0
Sports Coordinator
1.0
1.0
1.0
1.0
1.0
1.0
Program Assistants - (2) Part Time
0.5
0.5
0.5
0.5
0.5
0.5
Total
3.5
3.5
2.5
2.5
2.5
2.5
RECREATION DEPARTMENT
ACCOMPLISHMENTS FOR FISCAL YEAR 1998
OBJECTIVE:
1. To increase Departmental involvement with national and state professional associations
such as the National Recreation & Parks Association (NRPA) and the Florida Recreation
& Parks Association (FRPA).
STATUS:
The Recreation Department has renewed annual memberships to both national and state
organizations and the program and sports coordinators attend FRPA District VII Committee
meetings and volunteer for sub -committees and clinics. The program coordinator also assisted
FRPA District IIV with the Safe Neighborhood Bond Act campaign.
OBJECTIVE:
2. To provide additional recreational opportunities for the teenage population ranging from
ages thirteen (13) through eighteen (18).
UMW
STATUS:
The Recreation Department has developed a community service volunteer package for students of
this age group which can fulfill the community service requirements for graduation. Having this age
group involved with the Department helps promote the recreation activities available to this section
of the population.
OBJECTIVE:
3. To develop a comprehensive playground and park safety program.
STATUS:
The program coordinator has attended the NRPA Playground Safety Inspector Class and other local
playground/risk management seminars. The department has developed a monthly check list/audit
forms for all playground equipment which includes measuring tools for entrapments, pinch or crush
points, protrusions, etc. This program will help reduce possible injuries caused by faulty
playground equipment and maintenance.
OBJECTIVE:
4. To provide certification clinics and workshops for coaches and referees for each
organized sport in cooperation with the Key Biscayne Athletic Club.
STATUS:
The Department of Recreation hosted a Coaching Clinic for the Key Biscayne Athletic Club Youth
Soccer Program. This instruction was conducted at the Sonesta Hotel and Crandon Park for the
156
RECREATION DEPARTMENT
ACCOMPLISHMENTS FOR FISCAL YEAR 1997
certification. A total of 50 coaches attended the clinic. The Department of Recreation als)
conducted the National Youth Sports Coaches Association certification for the KBAC basebal
program. A total of 11 coaches were certified.
OBJECT WE:
5. To increase the number of programs offered through the Athletic Division associated
with the Key Biscayne Athletic Club.
STATUS:
The Department of Recreation conducted a Spring Adult Soccer Tournament. This successfil
tournament hosted 8 teams with a total of 80 participants. Although the Key Biscayne Athletic Chb
chose not to sponsor the event, it might do so in the future. The KBAC also offer a youth soccr
camp during the Spring Break from school for children. This camp had 14 participants.
OBJECTIVE:
6. To increase awareness of the Recreation Department through sports and other activities.
STATUS:
The Adult Soccer Tournament was hosted by the Department of Recreation. This was he first time
that an adult tournament was offered to residents of Key Biscayne. Due to lack of facilities, the
tournament was limited to 8 teams. The Department received request from 5 other teams wanting
to participate that had to be turned away.
1992/1993/1994
1995
1996
1997
Youth flag football
Youth flag football
Youth flag football
Youth flag football
Youth soccer
Youth soccer
Youth soccer
Youth soccer
Youth baseball
Youth baseball
Youth baseball
Youth baseball
Youth fishing
tournament
Youth fishing
tournament
Youth fishing
tournament
Youth Summer Soccer
Camp
Youth Summer Soccer
Camp
Youth Summer Soccer
Camp
Adult Spring and
Summer Basketball
Adult Spring and
Summer Basketball
Adult Spring and
Summer Basketball
Adult Soccer
Tournament
Adult Soccer
Tournament
Youth Fall & Spring
Team Tennis
Adult Coed Softball
Leagues
157
RECREATION DEPARTMENT
SUMMARY OF FISCAL YEAR 1998 OBJECTIVES
1
2
3
4
5
To assist civic and community organizations with the planning, design and
programing of a future Community Leisure Center.
Expand the volunteer program for students needing to complete community
service requirements.
Implement a "Teen Night" for ages 13-15.
Increase adult participation in athletic activities.
Promote Volunteerism for youth sports.
158
RECREATION DEPARTMENT
FISCAL YEAR 1998 OBJECTIVES
OBJECTIVE ONE: To assist civic and community organizations with the planning and
designing a Community Leisure Center.
KEY AREA:
INDICATOR:
ACTION PLAN:
Community Leisure Center
Design and plan an adequate center for all sectors of the
community.
Planning meetings and research of compatible centers for
our community size and recreation needs.
• Assist community groups with meetings and implementation of survey results.
• Attend workshops and seminars from professional organizations. (Florida Recreation&
Parks Association and National Recreation & Parks Association)
• Meet with other Recreation professionals regarding programs and services provid d by their
municipality.
• Develop an aggressive public information program to promote the importance of a
leisure/recreation facility for Village residents.
PERFORMANCE MEASURES:
• Design a sample program book for a Community Leisure Center that would focus on tie
wants, needs and desires of the residents of the Village of Key Biscayne.
• Provide informational materials that express the benefits of leisure in the community.
OBJECTIVE TWO: Expand the volunteer program for students needing to complete
community service requirements.
KEY AREA:
INDICATOR:
ACTION PLAN:
Volunteer program
Volunteer participation
Inform community of volunteer program for students needing
community service hours required by Dade County Schools.
Contact area schools to inform councilors and teachersof the volunteer through municipal
government.
Articles in Village newsletter and local media introducing the volunteer program
PERFORMANCE MEASURES:
Volunteer enrollment.
Completion of required community service hours.
159
RECREATION DEPARTMENT
FISCAL YEAR 1998 OBJECTIVES
OBJECTIVE THREE: Program a Teen Night.
KEY AREA:
INDICATOR:
ACTION PLAN:
Field trips and recreational programs for ages 13-15
Enrollment for designated activities.
Organize events and activities specifically for teens.
• Offer once a month a specific activity targeted for the teen sector of the community.
Suggested activities include movies, ultra -zone, bowling, skating.
• Refer to the Community Center Survey for information on the types of activities teens and
parents of teenagers are interested in participating in.
• Increase mailing list that will target on the households with teens.
PERFORMANCE MEASURES:
Analyze program enrollment.
Comments and suggestions from teens and parents.
OBJECTIVE FOUR: Increase adult participation in athletic activities
KEY AREAS: Sports and Athletic Programs
INDICATOR: Number of participants in programs offered.
ACTION PLAN: Offer leisure activities for adults.
•
Program additional athletic programs for adults.
• Promote and advertise events and activities for adults.
PERFORMANCE MEASURES:
•
Program attendance records.
OBJECTIVE FIVE: Promote Volunteerism for Youth Sports.
KEY AREA: Youth Athletic Programs
INDICATOR: Participation in Key Biscayne Athletic Club
ACTION PLAN: Recruit and train additional volunteer coaches for youth athletic programs.
▪ Certifying Coaches through the NYSCA.
• Increasing membership in the Key Biscayne Athletic Club
PERFORMANCE MEASURES:
Surveys to Key Biscayne Athletic Club Board of Directors
RECREATION DEPARTMENT
ACTIVITY REPORT
ACTIVITY
FY 1993
Actual
FY 1994
Actual
FY 1995
Actual
FY 1996
Actual
FY 1997
Actual
FY 1998
Estimated
Special Events
Halloween Face Painting
75
Halloween in Homestead
25
Lighthouse Run
800
1,500
1,500
+1,500
+1,500
+1,500
Health Fair
500
+350
+350
+500
+500
+500
Spring Egg Hunt
+800
+800
+800
+800
1,000
1,000
Big Top Performance
200
45
a
Summerfest
+500
800
Cyclefest
200
Winterfest
1,000
+1,000
+1,000
Valentines on the Green
200
+350
+350
National/L,ocal
Celebrations
Earth Day
100
+200
+200
National Trails Day
100
Arbor Day
+750
+750
Memorial Day
250
+250
+250
Government Day
Flag Day
600
July 4
+5,000
15,000
+15,000
+15,000
12,000
12,000
Key Biscayne Historians
75
Cultural Entertainment
Plays/Performances
110
145
110
126
126
Seminars/Lectures
Coaching Mature Driver
22
59
68
75
75
Eating Healthy Seminar
28
Seniors
16
22
23
Adults
12
17
161
RECREATION DEPARTMENT
ACTIVITY REPORT
ACTIVITY
FY 1993
Actual
FY 1994
Actual
FY 1995
Actual
FY 1996
Actual
FY 1997
Actual
FY 1998
Estimated
Sports Games
Football
220
20
150
150
Hockey
89
69
75
120
120
Baseball
576
98
+100
100
100
Basketball
22
+100
Polo
20
18
10
18
20
20
Classes
Tumblebees
Gymnastics
112
37
Karate
56
Yoga
23
Feldenkrais
20
Boat Safety
12
17
+20
Art
9
Scuba
2
Trips and Tours
Youth Day Tours
41
127
73
106
106
Local Attractions
145
216
125
170
200
200
Athletics
Flag Football
82
107
+110
112
105
105
Soccer
280
257
270
3I0
300
300
Baseball
260
240
160
167
170
170
Softball
27
Basketball
30
Adult Basketball
35
60
78
53
60
60
Fishing
99
108
110
110
Tennis
94
110
110
Lifetime Sports
Tennis (Court Use)
Not
Available
4,059
4,000
Walking
58
10
DESCRIPTION
ACTUAL ACTUAL. AMENDED PROPOSED' . ADOPTED
1994-1995 1995096 1996 4997 .1997-1998 1997-1998 l
EXPENSES. EXPENSES BUDGET BUDGET BUDGET
X0000- 1-572 Recreation
X1200- 1-572 Salaries $57,695 $67,466 $73,585 $78,767 $78,767
..*A**+**# ♦MMM*#-A *4A,FA-A#Af4 **#AAA.--- #...A-A,...,.k
X1220- 1-572 Sports Coordinator $32,879 $35,558 $35,558
X1230- 1-572 Program Coordinator $30,706 $33,209 $33,209
X1240- 1-572 Part Time Employees (2) $10,000 $10,000 $10,000
X2100- 1-572 Payroll Taxes $4,752 $5,338 $5,622 $6,026 $6,026
X2220- 1-572 Retirement Contributions $5,410 $6,176 $6,985 $7,564 $7,564
X2300- 1-572 Life & Health Insurance $8,478 $8,609 $8,400 $8,400 $8,400
X2400- 1-572 $5,585 $4,138 $4,675 $5,709 $5,709
X2500- 1-572 Unemployment Insurance $287 $331 $722 $787 $787
X3310- 1-572 Key Bisc. Athletic Club $35,000 $35,000 $35,000 $35,000 $35,000
X4500- 1-572 Insurance $6,889 $7,657 $7,500 $7,500 $7,500
X4800- 1-572 Advertising $4,064 $6,632 $5,000 $5,000 $5,000
X4900- 1-572 Vehicle Expense $2,173 $3,581 $3,000 $3,000 $3,000
X5100- 1-572 Office Supplies $1,885 $2,711 $2,000 $2,000 $2,000
X5220- 1-572 Program Supplies $3,816 $4,235 $4,000 $4,000 $4,000
X5240- 1-572 Uniforms $908 $915 $1,000 $1,000 $1,000
X5410- 1-572 Memberships & Dues $1,217 $1,076 $1,250 $1,250 $1,250
X5420- 1-572 Education & Training $605 $754 $750 $750 $750
X5430- 1-572 $1,321 $1,132 $1,500 $1,500 $1,500
X5740- 1-572 Special Events $73,620 $75,404 $75,000 $75,000 $85,000
X6300- 1-572 Park Improvements $1,038,606 $659 $2,000 $2,000 $2,000
X6430- 1-572 Program Equipment $6,180 $5,962 $6,000 $6,000 $6,000
Total Department $1,258,491 $237,776 $243,989 $251,252 $261,252
Note: The park improvements were funded by the impact fees received from Dade County,
Ocean Club and the Grand Bay developers.
163
VILLAGE OF KEY BISCAYNE
FISCAL YEAR 1998
CAPITAL OUTLAY
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, monies allocated
to Capital Outlay Budget are transferred from the
General Fund to the Capital Improvement Fund.
For more information on the Capital Improvement
Program, please review the Capital Improvement
Fund Section of this budget.
MISSION STATEMENT. "TO PROVIDE A SAFE, QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT"
164
CAPITAL FUND
FISCAL YEAR 1995-1998
Capital Outlay of $1,250,000 for 1998 is an increase $250,000 over last year. It is over 11% of the total
General Fund Budget. The following projects are funded for Fiscal Year 1998: Crandon Boulevard
Improvements, West Mashta Bridge Replacement, Harbor Drive Improvements, Underground Utility Lines,
Traffic Calming/Sidewalks, Beach Nourishment Project, Entrance/Street Signage, Village Facilities
Reserves, Fire Rescue Equipment.
' s ' '4,en x . + 'Y+fa),'lr 4,--
:a.,.. t mow .:.
,. c a
In' ;� Y^
• 'A ""+�'k$
° % {p�f
>Vr ry• "dAkE'
�`..-: �'
�VF�S"�}_
° h74
,,✓✓
ijb
' r,
d
y, . 1 . 1 yy
N
A' F h ..
Crandon Boulevard
Beautification
$0
$250,000
$100,000
$50,000
$350,000
Underground Utility Wires
0
25,000
40,000
40,000
105,000
West Mashta Drive Bridge
Replacement
100,000
200,000
150,000
350,000
800,000
Harbor Drive Improvements
25,000
120,000
100,000
50,000
295,000
Fernwood Road Landscaping
50,000
50,000
0
0
100,000
Sanitary Sewer Reserve
100,000
0
0
0
100,000
Village Facilities
250,000
300,000
300,000
300,000
1,150,000
Fire Vehicle Replacement
Reserve
100,000
100,000
100,000
100,000
400,000
Fire Equipment
0
25,000
0
0
25,000
Calusa Park Improvements
0
25,000
0
0
25,000
Entrance Sign Up -grade
25,000
0
0
0
50,000
E. Enid Drive Off -Street
Parking Lot
35,000
0
-35,000
0
0
Ocean Lane Drive
100,000
0
0
0
100,000
West Mashta Sidewalk
85,000
0
100,000
0
185,000
Harbor Drive Sidewalk
260,000
0
0
0
260,000
Harbor Drive Trees
35,000
0
0
0
35,000
Fernwood Road Sidewalk
100,000
0
0
0
100,000
Traffic Calming
0
0
0
200,000
0
Bus Shelters
24,000
0
0
0
24,000
Beach Renourishment
0
0
135,000
135,000
270,000
``.?.
YF ,,yy t .P �j,� �'
7' k
rSXAn .�.. Mi ., yr ��..��.^ =n"^.M
i
. , L'Y d
rC I A6E 7%5.
6 w,.Y' G
£b.A { �'^!
•4�" 'Fi44� V
Trl
S ,".
ni%:: Mr ..
4 Y
'd klv� i� 4
I nip . .. P'� n
F r.,+4, ),,' R..
rt �l
� V r� i ✓rku�Y.J
�,'y.,�
'
'�
! A ' '(A"
.W.� 5 }'! �.�
Contingency
173,901
116,836
0
290,737
Reserve
-170,000'
-170,000'
6.
R '',.+ fi�.. kh�
w V I
!
..,,'khk .:V .A'L
` � �'
1 F'.• �
4 .y.r "+) V'i S �' 'ry /J./
>;."�F"a `fcq a a ;,� �'�
�:lhlA.w .'ke�Nr,W� r r'. Im. .w
l! 9
. .<lr +
' Reserve for Beautification of Crandon Boulevard
165
D.ESCRIPTEQN
:ACTUAL
1994.1995:
EXPENSES
:ACTUAL AMENDED PROPOSED: ADOPTED
1995-1996:: 199.61.997 '18974998 1997-1998 I
EXPENSES BUDGET • BUDGET. BUDGET
X0000- 1-519 Capital Outlay
X6200- 1-519 Capital Outlay
Capital
Total Capital Outlay
TOTAL EXPENDITURES
$1,462,901 $1,041,836 $1,000,000 $1,250,000 $1,250,000
$1,462,901 $1,041,836 $1,000,000 $1,250,000 $1,250,000
$10,663,196 $9,406,523 $10,593,540 $10,981,152 $10,981,152
1998 CAPITAL IMPROVEMENTS
1. Crandon Boulevard Improvements $ 50,000
2. West Mashta Bridge Replacement 350,000
3. Harbor Drive Improvements 50,000
4. Underground Utility Lines 40,000
5. Traffic Calming/Sidewalks 200,000
6. Beach Nourishment Project 135,000
7. Entrance/Street Signage 25,000
8. Village Facilities Reserves 300,000
9. Fire Rescue Equipment Reserve 100,000
Total $1,250,000
VILLAGE OF KEY BISCAYNE
FISCAL YEAR 1998
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, monies allocated to
Capital Outlay are transferred from the
General Fund to the Capital Improvement
Fund to further the Master Plan elements.
MISSION STATEMENT. "TO PROVIDE A SAFE, QUALITY COKM LAITY ENVIRONMENT FOR ALL, ISLANDERS THROUGH RESPONSIBLE GOVERNMENT.'
167
CAPITAL IMPROVEMENT FUND
FISCAL YEAR 1998
Pursuant to Village Charter Section 3.03 (5) and the Master Plan Section VIII, a five year (5) Capital
Improvement 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 this Element as the framework to
monitor public facility needs as a basis for annual capital budget and five-
year program preparation.
Policy 1.1.1
As part of the annual budget process, staff and engineering studies shall form
the basis for preparation of a five-year Capital Improvement Program,
including one (1) year capital budget, to further the Master Plan elements.
Policy 1.1.2
The Capital Improvement Program shall include a drainage facility
improvement/replacement program based upon the 1993 Drainage Master
Plan, was adopted September 14, 1993. Construction of the system began
May 1, 1995 with substantial completion by September 1, 1997. Final
completion should be by the end of the year.
Policy 1.1.3
In setting priorities, the following kinds of criteria shall be used by the
Village Council; in all cases, financial feasibility or budget impact will be
assessed:
• Public Safety Projects: any project to ameliorate a threat to
public health or safety.
• Quality of Life Projects: any project that would enhance the
quality of life, such as a public streetscape improvement
project.
• Level of Service or Capacity Projects: any project needed to
maintain an adopted or otherwise desirable Level of Service.
CAPITAL IMPROVEMENT FUND
FISCAL YEAR 1998
• Redevelopment Projects: any project that would assist in the
revitalization of deteriorated non-residential properties.
• Biscayne Bay Enhancement Projects: any project which
would enhance the environmental quality of Biscayne Bay.
Policy 1.1.4
The Village shall use designated funding mechanisms such as the drainage
utility and sewer assessments to the maximum extent feasible thereby freeing
up general funds (and general obligation bonds) for such Village -wide
projects as park land acquisition and streetscape work as outlined in the
policies of other Master Plan elements. A Stormwater Utility Fee has been
in affect since 1994.
CAPITAL IMPROVEMENT ELEMENT IMPLEMENTATION SYSTEMS
A. Five -Year Schedule of Capital Improvements
w B. Other Programs
The other principal programs needed to implement this element are as follows:
1. An annual capital programming and budgeting process beginning no later than July
of every year and including the use of the project selection criteria contained in
Policy 1.1.3; related thereto will be the annual review of this element.
2. Completion of a Master Drainage Plan and final approval of a drainage utility
funding mechanism. Master Plan adopted by Village Council on September 14, 1993
and a stormwater utility rate was set the same year. Substantial completion of
construction program by September 1, 1997. Final completion by the end of 1997.
3. Preliminary financial and engineering feasibility exploration of extending sewers to
the unsewered areas. Studies authorized by Village Council. Feasibility report by
the Village Engineer (C.A.P.) was presented and discussed by the Village Council
at the August 26, 1997.
4. Amendments to the existing Land Development Code to assure conformance to the
"concurrency" requirements relative to development orders, levels of service and
public facility timing as outlined in item C below.
Ament
5. Exploration of park impact fees on June 30, 1997. Tischler & Associates, Inc.
submitted a report dated June 26, 1997 to the Village Council at their July 1, 1997
meeting. The report was supplemented with a October 9, 1997 letter to the Building,
Zoning and Planning Director. The consultant recommended that impact fees not be
pursued.
6. Evaluate the need for and efficacy of financing mechanisms to pay for beach
renourishment and dune development.
11 / /.
CAPITAL IMPROVEMENT FUND
FISCAL YEAR 1998
C. Monitoring and Evaluation
The Village Manager or designee shall annually prepare a status report on this Capital
Improvement Program 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 criteria shall be used in the project list review and special attention shall
be devoted to maintenance of the level of service standards. This entire evaluation process
shall be integrated into the Village's annual budget process. This section of the 1998 budget
addresses the Master Plan requirement.
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 & CAPITAL BUDGETS & FISCAL IMPACT
The Village of Key Biscayne prepares a separate Capital Improvement Program from the Operating
General Fund Budget, however, the two (2) budgets are linked. The Capital Improvement Program
as distinguished from the General Fund Operating 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 annual 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
(3) years. Some exceptions may be made to this rule for practical reasons. When the operating
impact of the capital outlay are analyzed, the Capital Plan appears to place very limited burden on
the operating budget.
Capital Projects typically apply to the following:
• Expenditures which take place over two (2) or more years requiring continuing
appropriations beyond a single 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 derive primarily 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 in this account until the project is completed or closed,
and do not need to be re -appropriated every year.
No property tax increase has been required to fund Debt Service requirements since the Village's
inception. The Fiscal Year 1998 proposed property tax rate of $3.606 per $1,000 assessed valuation,
is the same as the Fiscal Year 1997 property tax rate. The 1998 capital projects shall have minimal
or no impact in the operating General Fund.
170
CAPITAL IMPROVEMENT PROGRAM
FISCAL YEARS 1998 - 2002
Introduction
The Long Term Debt plan, favorable revenue structure, grants, economic diversity and fund balances
have allowed for continuous capital improvements throughout the Village over the last seven (7)
years. 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 in order to improve the
character of our community. Only the first year of the program is funded and adopted as part of the
Villages Annual Budget. The CIP is a planning document and does not authorize or fund projects.
Toward the back of this section is a summary of the CIP. A summary of the 1998 projects included
in the budget are discussed below.
MIR
MIM
1. Crandon Boulevard Improvements
2. West Mashta Bridge Replacement.
3. Harbor Drive, improvements
.4.
`S.
Underground Utility Lines.
Traffic Calming/Sidewalks
. . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . .
6. Beach Nourishment Project
7. Entrance/Street Signage
8. Village Facilities Reserves
9
$1,250,000
Capital improvement Program 1998-2002
Listed below and on the following pages are the projects that comprise the 1998-2002 Capital
Improvement Program. All projects are financed from the General Fund except the Park
Improvement. The park improvements are financed from contributions from impact fees. All
projects are financed out of current revenues. No borrowing is anticipated at this time.
The Crandon Boulevard Improvement Program
shall continue over the next several years as per
the Council's Goals and Objectives.
Highlights from Prior Fiscal Years
The Median Improvement Project which
included the planting of 127 mature green
malayan coconut palms and ground cover was
completed in May 1994 with a cost of
CAPITAL IMPROVEMENT PROGRAM
FISCAL YEARS 1998 - 2002
approximately $400,000. On February 29, 1996, the replacement of the streetlights along tle
boulevard was completed. The Streetlight Improvement Project involved the installation of 125 liglt
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 effot
with the Florida Department of Transportation. The cost of the Streetlight Inprovement Project for
the Village was $171,000. The median lighting program authorized by September 25, 1997.
Fiscal Years 1998 - 2002
The Fiscal Year 1998 Capital Improvement Fund budget appropriates $50,000 for additiond
improvements along Crandon Boulevard. Approximately 12,000 feet of curbing may be installed
along both sides of Crandon Boulevard from the Village entrance to theentrance of Bill Baggs Cape
Florida State Recreation Area. Other future improvements and lighting of the Boulevard Median
include the planting of trees along the swale areas and installation of an irrigation system. A
Comprehensive Crandon Boulevard Plan will be completed in the near future. As of now, $200,000
has been appropriated to this account.
Funds previously appropriated:
Impact on Operating Budget:
•
t
t
U ..
.,..
s
,
'.a'l
N w gyrt'
inn "aW ,y,
��v � fir
•4; ?,i
� A. B a a .
�b,"j �J
�t
F +,"$° ,_ k,'r'a
r
, R
,; ^"+ .. °4
i,,,, Qv C.y
t, �
�.,e 2„ si��
F h +?kW•
���� ,• �
:=sC•s`
k ye
+'
k ,'.',"
$50,000 $75,000
$175,000
$175,000
, $200,000
$675,000
$200,000
None. Currently maintaining swale areas.
Master Plan - Quality of Life
N
Aelmrtle OHO@
Highlights from Prior Fiscal Years
The 48" pipe will be replaced with a new vehicle
bridge which will have an out -to -out width of 46'.
The new roadway width will meet current highway
standards and improve the roadway aesthetic
existing width; with the addition of roadway
pavers. The bridge is to be a single span precast
concrete bridge, architecturally treated, consisting
of columns, headwalls, barrier wall, railings and
lights. Construction will be in two phases to albw
traffic to flow in and out of Mashta Island at all
times. Plans have been approved by all Federal,
State and County permitting agencies.
172
CAPITAL IMPROVEMENT PROGRAM
FISCAL YEARS 1998 - 2002
Fiscal Years 1998 - 2002
Design bid proposals were received August 13, 1997. Council reviewed the proposal at then
September 1997 meeting. Council authorized the contract be awarded to Cone Constructors, Inc
at the cost of $801,300 at the October 21, 1997 meeting. Construction isestimated at 300 Calendar
Days.
AMIN
Funds previously appropriated:
Impact on Operating Budget:
Justification:
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350,000
400,000
0
0
I
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750,000
$450,000
None - Annual Maintenance Inspection
Master Plan - Safety
N
Atlantic Ocean
Highlights from Prior Fiscal Years
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 was partially funded by a Small
Business Administration grant for $35,000
received by the Village in 1994.
Fiscal Years 1998 - 2002
A total of $50,000 has been allocated for the
Fiscal Year 1998 capital improvements to Harbor Drive. The total $650,000 allocated over the
next five years will fund improvements such as the reconstruction of the first block of Harbor
Drive between Crandon Boulevard and Femwood Road, construction of the circle at the West
Mashta Drive intersection, sidewalks, drainage, traffic calming and landscaping. Traffic calming
shall take place this year. Also, a turn around at Harbor/West Mashta Drive shall be constructed.
Funds previously appropriated: $245,000
Impact on Operating Budget: None.
Justification: Master Plan - Quality of Life and Safety
((
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$50,000
$50,000
$125,000
$125,000
$225,000
$575,000
CAPITAL IMPROVEMENT PROGRAM
FISCAL YEARS 1998 - 2002
Underground Wiring
N
A
Atlantic Chows
ffwhltfhts from Prior Fiscal Years
For the past several years, the Village Council,
has been discussing the conversion of the
overhead utility distribution system, which
includes electric, telephone and cable
television to an underground system. The
estimated cost is $9 million. This project shall
be implemented over a 10 - 15 year period.
This project is part of the Council Goals and
Objectives.
Fiscal Years 1998 - 2002
Funds are appropriated in the amount of $345,000 over the next five (5) years for planning of this
project.
Funds previously appropriated:
Impact on Operating Budget:
companies.
Justification:
$65,000
None- Systems maintained by the respective utility
Master Plan - Quality of Life and Safety
FY 1998
FY 1999
FY 2000
FY 2001
FY 2002
Total 5 -Year
Program
$40,000
$40,000
$40,000
$100,000
$125,000
$345,000
Sidewalks/Traffic Calming
HiZhliRhts from Prior Fiscal Years
The Sidewalk Improvement Program addresses
the public safety and quality of life issues
reflected in the 1993 Master Plan Survey in which
77% of respondents ranked sidewalks as a high
priority and desirable improvement. The program
involves the construction of sidewalks and related
right-of-way improvements necessary to
accommodate both pedestrians and bicyclists on
Harbor Drive and Femwood Road. Construction
of the sidewalk along Femwood Road was
completed in 1997. The sidewalk was installed on the east side of the street as close to the edge of
pavement as practical, at a width of five (5) feet. This provides pedestrian access from Harbor Drive
CAPITAL IMPROVEMENT PROGRAM
FISCAL YEARS 1998 - 2002
to West Mashta Drive, the Village Green, and existing sidewalks adjacent to Key Biscayre
Elementary School. Sidewalks were installed along the west side of Harbor Drive, from Crandon
Boulevard to West Mashta Drive, and will provide essential links to the center of the community.
obeli
Fiscal Years 1998 - 2002
The Village contracted a traffic engineer who was directed to prepare trafic calming techniques for
selected streets within the Village in conjunction with the Sidewalk Improvement Program. Funds
totaling $200,000 has been proposed for sidewalks/traffic calming in the Fiscal Year 1998. A total
of $1,275,000 have been funded over the five (5) year period beginning Fiscal Year 1998 through
2002. The 1998 Council Goals include sidewalks along West Heather and West Wood Drive. Alsa
included are funds for sidewalks for Harbor Drive and Femwood Road to complete the previois
project started in 1997.
Funds Previously Appropriated: Project Complete
Impact on Operating Budget: None
Justification: Master Plan - Quality of Life and Safety
FY 1998
FY 1999
FY 2000
FY 2001
FY 2002
Total 5 -Year
Program
$200,000
$250,000
$300,000
$250,000
$275,000
$1,275,000
Beach Nourishment Project
N
A
Atlantic Oeaa
Highlights from Prior Years
Council adopted Resolution 97-55 on October 28,
1997 which enacted a Long Range Beads
Nourishment Plan financed by the Federal, State
and local funds.
Fiscal Years 1998 - 2002
Funds allocated in the Capital h-nprovement
Budget toward the Village's beach will be used io
enhance the dune system along the Atlantic
Ocean, plant palm trees at selected locations, and
for the Nourishment Project. The Dune Revegetation Project may be undertaken in cooperation witi
Miami -Dade County. In addition, other possible future projects involve the installation of a
limestone walkway along the beach to link both the East Heather Drive and East Enid Drive beach
accesses, and future Beach Nourishment of 3,000 linear feet. This project is included in the Village
Master Plan and Council Goals and Objectives. Discussions are on -going with the State for said
from Bill Baggs Cape Florida State Recreation Area. The 1997 budget included $135,000 for the
Beach Nourishment Project and $135,000 for 1998.
CAPITAL IMPROVEMENT PROGRAM
FISCAL YEARS 1998 - 2002
Funds Previously Appropriated: $135,000
Impact on Operating Budget: None- Beach maintenance included in operating budget.
Justification: Master Plan - Safety, Economic and Quality of Life
FY 1998
FY 1999
FY 2000
FY 2001
FY 2002
Total 5 -Year
Program
1
$135,000
$135,000
$135,000
$175,000
$200,000
$780,000
N
ANawrfc Oca=
Highlights from Prior Fiscal Years
Entrance Sign Renovated in 1995.
Fiscal Years 1998 - 2002
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.
Funds Previously Appropriated: $10,000
Impact on Operating Budget: None.
Justification: Master Plan - Quality of Life
FY 1998
FY 1999
FY 2000
FY 2001 .,
`. .
FY 2002
... .. .. .,. , .. .
Total 5 -Year
Program. ,
$275,000
$25,000
$25,000
$50,000
$100,000
_ $75,000
_
Highlights from Prior Fiscal Years
In February 1994, the Village of Key Biscayne
purchased a 9.5 acre parcel of land centrally
located within the Village limits. This parcel
was developed into the Village's first
municipal park, the Village Green.
Fiscal Years 1998 - 2002
The Land Acquisition allocation in the Fiscal Year 1998 Capital Improvement Budget totak
$300,000. The total Five (5)Year program totals $1,500,000. This amount is set aside for future
CAPITAL IMPROVEMENT PROGRAM
FISCAL YEARS 1998 - 2002
land acquisitions to be determined by the Village Council.
40.4
maM
Funds Previously Appropriated: $850,000
Impact on Operating Budget: None.
Justification: Master Plan - 2.5 Acres per 1,000 population
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Total 5 -Year .
P
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$300,000
$300,000
$300,000
$300,000
$300,000
$1,500,000
Highlights from Prior Fiscal Years
The funds will be used to purchase fire f gating
equipment as required. This appropriation
forms a reserve for Fire Rescue vehicle
replacement in accordance with a definite
replacement policy. The policy provides for the
replacement of command and rescue vehicles
every five years, the pumper every six (6) years,
and the quint every nine (9) years.
Fiscal Years 1998-2002
Funds in the amount of $750,000 are to be placed in this reserve over the next five (5) years b
purchase fire vehicles. This account is not adequately funded to purchase all vehicles in acordance
with aforementioned schedule.
Funds Previously Appropriated: $300,000
Impact on Operating Budget: Will reduce operation and maintenance
Justification: Master Plan - Safety
a
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$100,000
$100,000
$150,000
$200,000
$200,000
$750,000
CAPITAL IMPROVEMENT PROGRAM
FISCAL YEARS 1998 - 2002
N
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 primary facilities existing
tibiants o«a 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 lightpoles were
installed along the promenade and the walking
path. In addition, three (3) flag poles with accent lighting at the Crancbn Boulevard entrance of the
promenade and up -lighting of the trees along the promenadewere installed. Architects Fullerton and
Diaz were retained to prepare plans for restrooms and a pavilion. Projectimprovements to date have
cost approximately $ 1.1 million. The improvements were paid for froma Dade County contribution
of $600,000, $1 million from the two (2) Developments of Regional Impact Projects, a grant fcr
$100,000 from the Florida Recreation Development Assistance Program and a $35,000 grant from
the Small Business Administration for trees and interest income generated from these funds.
Construction for on -street parallel parking started July 25, 1997. In addition to the parking, storm
drainage and traffic calming improvements were included and will be completed in early 1998. 'fir
project was authorized by Council on March 12, 1996.
The Ocean Club of Key Biscayne, Inc. deeded on May 14, 1996 to the Village one (1) acre cf
improved park land located at the intersection of Crandon Boulevard and East Enid Drive. Tle
improvement includes perimeter walls, a small combination look -out, and bus shelter, trees, and
appropriate landscaping. The improvements were completed August of 1997.
Fiscal Years 1998 - 2002
The Village Council has approved and/or reviewed the possibility of several improvements "n
concept", which to date, remain in the design phase for the Village Green at the December 9, 1996
meeting. These include picnic pavilions, one (1) larger pavilion, restrooms, signage, entrano
features for the promenade, a centerpiece in the promenade, a boccie court, additional lighting
curbing, and trees. The Recreation Reserve shall fund improvements to the Village Green as they
are approved by the Village Council. State and County grants shall also fund the above
improvements.
Impact on Operating Budget: To be determined
Master Plan - Quality of Life
Justification:
[ Y 1999:
FY 2000
FY 2001
,
FY 2002
Total 5 -Year
FY 1998
0
$200,000
$100,000
$250,000
$550,000
0
I I I I I l 1 1 1 1 1 1 1 I I 1 I
'APITAL IMPROVEMENT PROGRAM
isted below is a summary of the 1998-2002 Capital Improvement Program including continuing projects with multi -year appropriations. General Fund appropriations
it the Fiscal Year 1998 Capital Projects are $1,250,000 from the General Fund Capital Outlay. Once the Budget is adopted, this amount is tranferred into the Capital
nprovement Fund. Only 1998 projects are funded. Recreation Reserve was $1.85 million from the County, impact fees and grants and interest income. This reserve
ill finance improvements to the Village Green and Ocean Park ($250,000). Stormwater Utility Fund will finance the Stormwater construction program.
Project - General Fund Capital Outlay
Fiscal Year 1998
Fiscal Year 1999
Fiscal Year 2000 `
` Fiscal Year 2001
'.Fiscal Year 2002
Total 5 -Year
Program
Crandon Boulevard Improvements
$50,000
$75,000
$175,000
$175,000
$200,000
$675,000
Harbor Drive Improvements
$50,000
$50,000
$125,000
$125,000
$225,000
$575,000
West Mashta Bridge
$350,000
$400,000
$0
$0
$0
$750,000
Underground Wiring
$40,000
$40,000
$40,000
$100,000
$125,000
$345,000
Sidewalks/Traffic Calming
$200,000
$250,000
$300,000
$250,000
$275,000
$1,275,000
Beach Nourishment
$135,000
$135,000
$135,000
$175,000
$200,000
$780,000
Street Signs and Entrance Signs
$25,000
$25,000
$50,000
$100,000
$75,000
$275,000
Village Facilities Reserve
$300,000
$300,000
$300,000
$300,000
$300,000
$1,500,000
Ocean Park/ E. Enid Drive'
$0
$0
$225,000
$150,000
$200,000
$575,000
Fire Rescue Equipment Reserve
$100,000
$100,000
$150,000
$200,000
$200,000
$750,000
Sub -total
Project - Recreation Reserves
$1f250,000'
$1,240,000
$1,230,000
$1,575,000
$1,800,00.0
$7,500,000.
Park Improvement
$200,000
$200,000
$200,000
$100,000
$250,0 t
$950,000
Sub -total
.mow
i i
: .I. 1•SA
.. :
$200,000
$200,000
i i t
i i i i
$950,000
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Project - Stormwater Utility Fund
Stormwater Sewer Construction
$475,000
t
0
0
0
$475,000
Sub.total
` .
$475,000
t 1='3i 1,1il_
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1. Ocean Club donation of $250,000 will finance improvements for Fiscal Years 1998 and 1999.
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Improvements
Chamber of Commerc
Key Biscayne
Elementary and St.
Agnes Schools
Bus Shelters
Landscape Projects
Water Lines
W. Mashta Bridge
Sidewalks
Library
Village Hall
Beach Access
Public Parks
Boardwalk
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Village of Key Biscayne
Florida
Street Lighting Improvement
Special Taxing Districts
OKey Biscayne
No. 2 (L-5 I )
OKey Biscayne
No.1 (L-48)
Cape Florida (L-94)
04 Mashta Island (L-37)
Biscayne
Bay
Atlantic
Ocean
Map prepared by the Village of Key Biscayne Builidng, Zoning & Planning Department
01
VILLAGE OF KEY BISCAYNE
FISCAL YEAR 1998
STORMWATER UTILITY FUND
The Stormwater Utility Fund is utilized to
account for the revenues and expenditures in
connection with the planning, construction,
operation and maintenance of the Village's
Stormwater Utility System. The Stormwater
Utility Fund is an enterprise fund. Enterprise
Funds are used to account for operations that are
financed and operated in a manner similar to
private business enterprises where the intent is
that the costs of providing goods or services be
financed or recovered primarily through user fees.
MISSION STATEMENT: TO PROVIDE A SAFE. QUALITY COMMUNITY ENVIRONMENT FOR ALL !SLANDERS THROUGH RESPONSIBLE GOVERNMENT."
STORMWATER UTILITY FUND
FISCAL YEAR 1998
MISSION STATEMENT: To maintain, manage, plan and construct sewer and drainage systems
to safeguard public health and control flooding while protecting our
waterways. To work cooperatively to respond to the community's
need by providing reliable, professional and cost effective services.
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 America. Dade County enacted a County -wide Stormwater Utility
Ordinance, 91-66 in 1991. The Village Council of Key Biscayne passed Resolution 92-23 on June
9, 1992, which authorized the Village to withdraw from the Metro -Dade Stormwater Utility. Village
Ordinance 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, authorized the Village Engineer, at a fee of
$35,000, to undertake a study to determine a stormwater utility rate. Eleven (11) meetings were held
over the next year before a rate was set.
The billing rate was established by Council on October 12, 1993 with the adoption of Resolution 93-
46 and an Administrative Order was executed by the Village Manager on the same date. The billing
rate established is $5.00 per each Equivalent Residential Unit (E.R.U.) per month. A condominium
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 'A) E.R.U.'s or $7.50 per month. The commercial rate is based on the
actual impervious area of the property.
The Council also authorized the Miami -Dade Water and Sewer Department to perform the billing
and collection of the stormwater utility bill. This service was authorized by Ordinance 93-11,
adopted on June 22, 1993. 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 in a lawsuit filed in
Dade County Circuit Court. Key Colony challenged the rate charged by the Ordinance, claiming
that it was in violation of the applicable Florida statute and that it did not provide a credit for an on -
site drainage system, such as that installed by Key Colony. On June 7, 1994, the Honorable Judge
David Tobin entered a final judgment denying the relief sought by Key Colony and declaring the
Ordinance to be valid 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
184
STORMWATER UTILITY FUND
FISCAL YEAR 1998
court and finding that there was evidence in the record to support the court's decision upholding the
Ordinance. The rate schedule established by the Ordinance has been specifically evaluated and
upheld by the trial court and the appellate court.
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 (DERM) to
perform the necessary tasks associated with the compliance of the National Pollution Discharge
Elimination System (NPDES). A two (2) part permit application was required. The agreement is
dated December 15, 1992. The initial contribution was $8,750 for the first part. Resolution 93-27-
—
A, adopted June 22, 1993, authorized the Village to continue with DERM as a joint-permittee for
the second part of the process. The second Inter -local Agreement was approved and executed by
_ Metro -Dade on July 12, 1994 for a five (5) year period or until November 16, 2000, at a cost to be
determined annually. The 1994 contribution was $4,200. It is cost effective and prudent for the
Village to continue under the terms of this Inter -local Agreement in order to comply with the
regulations.
These regulations require that the Village conduct management programs through Dade County to
control the quantity and quality of stormwater runoff. The Village program involves both public
participation and intergovernmental coordination; addresses management practices; control
techniques and systems; design and engineering methods; and other provisions which are appropriate
in obtaining the objectives of this program.
PLANNING FOR THE COMPREHENSIVE
STORMWATER DRAINAGE IMPROVEMENT PLAN
Stormwater drainage problems were discussed in early 1992 by the Village Council. This
community improvement program, took several years to complete. This alleviates the Village's
number one problem, flooding of the local streets for up to three (3) days, resulting from inadequate
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 priority was echoed by the Master Plan survey which showed that 82% of Village residents felt
that the most critical problem facing the Village is inadequate stormwater drainage.
At the July 14, 1992 meeting the Village Manager was authorized to begin the selection process for
retaining an engineering firm to prepare the Stormwater Master Plan. A Request for Proposals
(RFP) document was prepared and advertised in area newspapers, and mailed to eleven engineering
firms. Four (4) proposals were received and opened December 18, 1992. All firms were interviewed.
STORMWATER UTILITY FUND
FISCAL YEAR 1998
The firm of Williams, Hatfield and Stoner was retained to prepare the Stormwater Master Plan a
the April 13, 1993 Council Meeting at a cost not to exceed $65,000 for the area west of Crandm
Boulevard. The area east of Crandon Boulevard was considered separately and not included in the
Master Plan. Specific engineering plans and specifications were prepared for this area. The Plm
was adopted five (5) months later on September 14, 1993.
LEVEL OF SERVICE
A major condition 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 tie
intense existing development with no available major reentionIdetention 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 rainfalithat will
fall on a given area within a specific time period. This is the intensity of rainfall that a drainag
system is designed to accommodate. This intensity is usually expressed as units of inches of rainfal
per hour or the inches of rainfall over a one (1), two (2), or three (3) day period.
The rainfall intensities are categorized within an average occurrence interval. This is expressed in
a fixed number of years per occurrence, such as a five-yearstorm which means that from the rainfal
data, this storm will occur on an average of once in every five (5) years. Because this in only m
average, it does not mean that once this storm occurs it will be another fve (5) years before another
storm of this magnitude will occur. It is quite possible hat two (2) or more such magnitude storms
could even occur in 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
(5) years. The design objective was to remove water from the public right-of-way within 12 hours
of the five-year design storm.
From this combination of parameters, especially intensity and frequency, the level of service for tie
drainage system was developed for the area west of Crandon Boulevard. The level of service is as
follows based on the project cost:
Drainage Area Assumption
Flooding Duration - Hours
Minor Runoff Private Property
4±
Major Runoff Private Property
8+
Full Runoff Private Property
11±
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STORMWATER UTILITY FUND
FISCAL YEAR 1998
This is to say that the design storm will be evacuated from the streets within a 4 to 11 hour period.
The Village had set a level of expectation of "within" 24 hours. This level of service is based on the
drainage wells handling the total stormwater discharge. This system, however, has an overflow
capability into eleven existing positive drainage outfalls, discharging directly 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.
Although the design storm is based on a once in a five (5) year average, the intensity of lesser
occurring storms does not cause major reduction in 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, then the drainage system would have had to be upgraded.
Our Engineers estimate that, if the system pipe sizes are increased a single size, the flooding issue
would reduce from 4 to 11 hours, to 1 to 4 hours and the cost of the system would increase by over
$2.5 million. The above project description of the level of service was discussed in a letter dated
April 18, 1994 by Williams Hatfield & Stoner. The above information was presented to the Village
Council at the April 26, 1994 Council meeting.
AREA WEST OF CRANDON BOULEVARD
At the September 28, 1993 Council Meeting, Williams, Hatfield and Stoner was authorized to
proceed to prepare final plans and specifications to implement the Stormwater Master Plan at a fee
of $189,600. Resolution 93-48, adopted October 12, 1993 authorized the execution of the agreement
with Williams, Hatfield and Stoner by the Village Manager. The firm presented their final plans and
specifications to the Village Council at the April 19, 1994 Council Meeting. 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 lines.
The storm drainage system consists of 19 drainage 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. At the April 27, 1995 Council meeting the Village Manager was instructed to receive letters
of interest from engineering firms to provide inspection services for the west side of the Village's
Stormwater Project. The public notice appeared in the Daily Business Review.
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. 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. Construction began January 9, 1996.
Twelve (12) engineering companies were notified of the letter of interest for the project. Seven (7)
proposals were received, reviewed and ranked. The top four (4) were interviewed. At the June 22,
187
STORMWATER UTILITY FUND
FISCAL YEAR 1998
1995 Council meeting, the Manager was authorized 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 arch. The project was substantially
completed August, 1997.
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 Williams, Hatfield and Stoner to prepare final plans and
specifications for the Stormwater System for the Holiday Colony area at a cost not to exceed
$28,000. At the July 12, 1994 meeting, the Council authorized 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 was funded in part by a $750,000 grant from the U.S. Department of
Commerce, Economic Development Administration. The Village was invited to submit the initial
application on July 23, 1993. This application was submitted on August 16, 1993 and approved 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 Lane Drive and Sunrise Drive. Five (5) bids were opened for three (3)
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 Sunrise Drive) was
awarded to Lanzo Construction Co., Florida, in the amount of approximately $2 million 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 authorized the
contractor to proceed at the April 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. Final completion was March 1, 1996
with final payment on October 23, 1996.
Construction of stormwater improvements took place on eight (8) streets in the Holiday Colony
area, Ocean Lane Drive, and Sunrise Drive. Work includes approximately 7,700 linear feet of
stormwater pipe, two(2) pump stations, three (3) drainage wells, replacement of roadway pavement,
and sodding of swales needed for the drainage construction.
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STORMWATER UTILITY FUND
Imam
FISCAL YEAR 1998
WATER DISTRIBUTION IMPROVEMENT PROGRAM
(MIAMI-DADE WATER AND SEWER DEPARTMENT)
Engineer's were concerned with 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. At the May 31, 1994 Council meeting, the
Engineer was directed to discuss these concerns with the Miarni-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 inch potable 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 pertinent items required, simultaneously with the drainage system
installation at their cost of almost $1 million. WASD will pay for disturbed driveways and to replace
the sod along the side of the road where a portion of the water line is constructed. Other reasons for
a joint project include shared cost of trenching and minimal disturbance to the Village residents. The
road would not be dug twice over a period of time. As part of the construction contract, all streets
shall be paved from edge of pavement to edge of pavement.
This improvement will also bring the deficient fire protection system up to code standards. New
water lines and the additional hydrants shall be installed on the following streets:
-A. Cranwood Drive
B_ Grlenridge Road
C: Greenwood: Drive
D. - Hampton Lane
F. Harbor Court
F.' `Heather Lane
G. Ridgewood Road
H.
. . . . .. . . .. . .
Wa Larte
Woodcrest Drive (Glenridge Drive to FernRoad)
J. !Button 000d Drive (Femwood Road to Wooderest Drive)
K I Sat aod.Drive
Sable Palm Drive
(W. McIntyre Street to Fernwood Road)
(Harbor Court to Hampton Lane)
(Cypress Drive to_ Woodcrest Road)
(W. McIntyre Stmt zo. Hit Lane)
(W. McIntyre Street to Heathee ),
The Construction, Development and Utilities Committee of Metro Dade waived competitive bids
-- February 8, 1995. At their March 7, 1995 meeting, the Metro -Dade County Board of Commissioners,
waived competitive bidding, and the County Board authorized the $1 million Water Distribution
System Improvement contract be awarded to The de Moya Group, Inc. The de Moya Group is the
same contractor who is the low bidder for the Stormwater project for the area west of Crandon
Boulevard. The pre -construction meeting was held on April 20, 1995 for the Water Distribution
Improvement Project. A notice to proceed was issued November 13, 1995, and construction began
— on November 11, 1996. At the request of the Village, WASA agreed to extend the water main
project to additional streets. This extension amounted to approximately $455,580. The total contract
price is now approximately $1.5 million. Change order No.1 by the County Board was approved July
22, 1997.
STORMWATER UTILITY FUND
FISCAL YEAR 1998
FINANCIAL SUMMARY OF CONSTRUCTION PROJECT
REVENUES AND EXPENDITURES
At the February 9, 1995 Council meeting, a motion was adopted to finance the Holiday Colony
area's construction expenditures from the Village General Fund surpluses generated over the lat
four (4) years, Fiscal Year 1992-1995; $1.5 million, and an E.D.A. grant, $750,000. At the sane
meeting a motion authorized the Village Manager to solicit financing proposals for the project cn
the west side of Crandon Boulevard, with a two (2) year Bond Anticipation Note in the amount of
$7.2 million, with the right to extend for an additional two (2) years.
An application for a Cost Share Agreement in the amount of $166,681 was submitted to the South
Florida Water Management District for Cape Florida on May 11, 1994. The Village was notified
in late September 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 Drive, Knollwood Drive, Cape Florida Drive aid
Mariner Drive.
The project expenditures are broken down as follows: construction, $7,842,854; contingency
$784,285; inspectors, supervisors and coordination, $463,000; preparation of plans aid
specifications, $245,800; Stormwater permits from Dade County that wereauthorized 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 the Village engineer. The project
expenditures may deviate depending on the actual costs for the project.
West Crandon
(Project One)
East Crandon
(Project Two)
Total
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 j 90,000
Total
BANK LOAN, SERIES 1995
$Z3.12,Q25 $2,349,914 $9,01,939
Resolution 95-4 adopted on February 28, 1995 authorized and designated the appropriate security
for the Bond Anticipation Note. Ordinance 95-3, adopted March 28, 1995authorized the Stormwater
STORMWATER UTILITY FUND
FISCAL YEAR 1998
Utility Revenue Bond Anticipation Notes for the Village in the aggregate principal amount not to
exceed $7.2 million for the purpose of expanding and improving the system. This security was later
eliminated with the adoption of a subsequent Resolution (Resolution 95-11, adopted on April 11,
1995). The Notes are secured by a convenart to budget and appropriate from legally available Non -
Ad -Valorem revenues of the Village as per Resolution 95-4 adopted February 28, 1995.
On March 13, 1995 four (4) bids were received in response to the Village request. All the bids were
rejected at the March 28, 1995 meeting. The Council instructed a revised proposal be re -advertised.
A second round of bids were received on April 6th. Resolution 95-11, adopted on April 11, 1995,
awarded the Note sale to Key Biscayne Bank and Trust Company and First Union Bank of Florida
at a fixed rate of 4.89% per annum for two (2) years. The closing was held on April 17, 1995.
Funds to pay the interest payment of $ 687,534 for the two (2) year, $7.2 million loan, were derived
from the interest income received from the investment of the idle funds spread over the two (2) year
period and from the Stormwater Utility Fee.
BANK LOAN EXTENSION, SERIES 1997
The Council directed the manager to extend the bank loan for one (1) additional year as per the bank
commitment letter dated March 13, 1997.
At the January 14, 1997 Council meeting, the Council authorized the Village Manager to negotiate
the renewal of the $7.2 million bank that was issued to finance the Stormwater construction system.
The manager presented to the Council a plan to extend the bank loan for 2 years on February 11,
1997. A letter dated January 29, 1997 from SunTrust set the rate at 78% of the two year U.S.
Treasury Note rate as of the reset date. Ordinance 97-9, amending Ordinance 95-3 was presented for
one year at the March 11, 1997 Council meeting. This ordinance provides for a loan of 364 days.
The loan becomes due and payable March 31, 1998. The annual rate is 4.52%. The rate is based
on 77% of the U.S. Treasury Note as of the redelivery of the amended notes. Resolution 97-11
adopted March 11, 1997, amending Resolution 95-11 authorized the bank loan extension. The total
interest paid over the life of the extended notes will be $324, 536.
INSTALLATION OF STORMWATER SYSTEM
The Stormwater Master Plan calls for the installation of catch basins, drainage pipes, pollution
contml devices and drainage wells. All of these facilities will be underground. Only the grated tops
of the catch basins and drainage wells will be visible from ground level. The contractors will be
working within the street right-of-ways. Within any one area, the contractor will limit construction
per crew to 600 feet or one block at a time, whichever is less. All of the construction work will
occur within the street rights -of way and should not affect private property.
The inconveniences during construction will generally fall into four categories: (1) traffic disruption,
(2) dust, (3) blocked drive access and (4) noise. Traffic disruption will be minimized 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
191
STORMWATER UTILITY FUND
FISCAL YEAR 1998
sprinkling the streets with water and sweeping. Driveway access to individual homes may be
blocked for up to one day while the contractor digs the trench and lays the pipe within the street
right-of-way. Homeowners will be notified in advance so that cars can be moved to avoid being
blocked in. Noise will occur during construction and from the de -watering pumps required to lower
the water table to permit construction. The contractor is required to comply with the Village's noise
ordinance, which limits them to hours from 7 a.m. to 7 p.m., Monday through Friday, and from 8
a.m. to 12 noon on Saturday. No work is permitted on Sunday.
FLOODPLAIN MANAGEMENT PLAN
The State of Florida Department of Community Affairs Emergency Management Preparedness and
Assistance Trust Fund (EMPATF) Grant which the Village has secured to pay for the preparation
of the Floodplain Management Plan in the amount of $45,000. The Council authorized the
appropriate contracts at the May 27, 1997 meeting to begin the preparation of the plans. A local
citizen Ad -Hoc Advisory Committee will assist with the development of the plan.
STORMWATER UTILITY FUND
FISCAL YEAR 19954998
ENTERPRISE FUND - STORMWATER UTILITY FUND
REVENUES
Actual
FY 1995
Actual
FY 1996
Budget
FY 1997
Proposed
FY 1998
R9000-4-311
Stormwater Fees
464,066
456,515
475,000
475,000
RI 000-4-361
Interest
221,023
442,006
200,000
75,000
Sub -Total Revenue
658,089
898,581
675,000
550,000
R0000-4-381
Interfund Transfer
In
1,709,450
0
0
0
R3900-4-331
Economic
Development Grant
0
916,681
0
0
R0000-4-384
Debt Proceeds -
BANS
7,200,000
0
0
0
Construction Fund
Estimated Balance
0
8,493,222
5,898,283
500,000
Total Revenue
9,594,539
10,308,424
6,573,283
1,050,000
EXPENDITURES
X4000 -4-5I2
Administrative
Expense
8,259
923
15,000
15,000
X5100-4-512
Supplies
0
0
5,000
5,000
X4600-4-539
Maintenance &
Repair
0
2,520
50,000
50,000
X6100-4-539
Construction
Project - Holiday
Colony
786,471
1,430.816
0
0
X6300-4-539
Construction
Project - West Side
143,261
3,118,785
4,020,000
0
X7200-1-519
Interest Expense -
BANS
163,326
352,080
352,080
325,440
X7201-1-519
Interest Expense -
Bonds
0
0
0
0
X7220-1-519
Principal - Bans
0
0
0
0
Total Expense
1,101,317
4,905,124
4,442,080
395,440
Construction Fund -
Estimated Balance
8,493,222
5,403,300
2,131,203
654,560
Total Expense &
Est. Balance
9,594,539
10,308,424
6,573,283
1,050,000
VILLAGE OF KEY BISCAYNE
FISCAL YEAR. 1998
SOLID WASTE AND RECYCLING COLLECTION
AND DISPOSAL FUND
The Solid Waste and Recycling Collection Fund
is utilized to account for the revenues and
expenditures associated with the curbside
collection and disposal of solid waste and
recycling materials primarily from single family
residential units. The Solid Waste and Recycling
Collection Fund is an enterprise fund. Enterprise
Funds are used to account for operations that are
financed and operated in a manner similar to
private business enterprises where the intent is
that the costs of providing goods or services be
financed or recovered primarily through user
charges.
MISSION STATEMENT: "TO PROVIDE A SAFE, QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT."
194
SOLID WASTE AND RECYCLING COLLECTION AND DISPOSAL FUND
FISCAL YEAR 1998
MISSION STATEMENT
TO PROVIDE A COMPREHENSIVE, SERVICE ORIENTED SOLID WASTE MANAGEMENT
SERVICE
GOAL
To provide residential solid waste collection from curbside pick-up and deliver to an approved
disposal site to prevent health and safety hazards and protect the environment.
BACKGROUND
The Village Council first reviewed the solid waste and recycling 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 in Goals and Objectives
established by the Village Council on two (2) separate occasions. The transfer was permitted by the
Metro -Dade inter -local agreement which was executed on December 30, 1992.
In accordance with Council Goals and Objectives, a proposal to study the single family residential
solid waste and recycling collection services dated October 19, 1993 from CAP Engineering
Consultants, Inc. was executed on October 22, 1993. The contract was approved on October 26th,
1995 by the Council. The study analyzed the then current annual fee ($399) per annum levied by
Metro -Dade County as compared to an undetermined fee if the Village contracted for the solid waste
and recycling collection service with a private contractor. In anticipation of providing this service,
the Village presented the county a transfer notice with respect to the service on April 1, 1994 in
accordance with the inter -local agreement between the County and the Village. Council discussed
the collection program over the next several months.
AWARD OF CONTRACT
The Council authorized the drafting of a Request for Proposal at their May 10, 1994 meeting. The
Request for Proposal was advertised in the Miami Daily Business Review on June 29, 30 and July
1, 1995. A pre -bid conference was held on July 8, 1995. Six (6) proposals from private contractors
and one (1) from the City of Miami were received on July 22, 1994. On August 24, 1995, all
contractors were interviewed and a short list of four (4) contractors was established by a committee
of local municipal officials. The Village Council interviewed the four (4) contractors and awarded
the contract to Industrial Waste 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 on December
22, 1994 authorized the Mayor to execute the contract with Industrial Waste Services, Inc. The five
(5) year contract was executed by all parties on December 30, 1994. Services were transferred and
began on January 2, 1995.
195
SOLID WASTE AND RECYCLING COLLECTION AND DISPOSAL FUND
FISCAL YEAR 1998
The contractor provides the following services for approximately 1,284 single family homes within
the Village:
• Pick-up garbage two (2) times per week including yard trash,
• Pick-up recyclable materials 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 more than 50% lower than the county's rate. Service is not provided July 4th
and December 25th.
On January 6, 1995, the Village was notified in a letter that Industrial Waste Services, Inc. was
acquired by Browning -Ferris Industries. The company shall be known as Industrial Waste Services,
Inc., a BFI Company d/b/a Community Recycling. The Village consented to another assignment in
a letter dated April 18, 1996 from Browning -Ferris Industries of Florida, Inc.
The contract shall be automatically renewed for two (2), two-year terms unless either party gives
written notification objecting to the renewal.
TRANSFER OF SERVICE
_ A Letter of Understanding between the Dade County Board of County Commissioners and the
Village was approved by the County on December 13, 1994. The letter confirmed termination of
the Solid Waste Management Collection Services provided by the County Department of Solid
Waste Management. As part of this understanding, the County notified each resident of the change
of service in a letter dated December 16, 1994. The letter explained the procedure residents needed
to follow to apply for a refund of the unused portion of the solid waste fees. The County provided
three (3) months service for Fiscal Year 1995. The refund was for the nine (9) months or $299.25.
At the request of the Village, the County maintained the Trash and Recycling Center on Virginia
Key until January 15, 1995 at a cost of $6,258.00. In April of 1995, the Village made available
through the agreement with the solid waste contractor, a trash receptacle at a site across from the
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-
- governmental arrangement allows local landscape contractors to dispose of yard trash at the Virginia
Key site at a lower cost than disposing 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 maintenance such as trees, grass, shrub trimmings, fronds and branches.
196
SOLID WASTE AND RECYCLING COLLECTION AND DISPOSAL FUND
FISCAL YEAR 1998
The Village's solid waste collection contractor distributed an information pack detailing all the
services to all single family homes in 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 SCHEDULE AND BILLING
Ordinance 95-4 adopted on April 11, 1995 authorized the Village Council to set fees for the
collection of solid waste and for providing recycling services. Resolution 95-9 set the annual fee
at $199 per year on April 11, 1995 or $123.84 for the nine month period the Village provided the
service. This is one of the lowest annual solid waste and recycling fees in Dade County. The fee
reduction translated into a $200 per year savings for Village residents. The 1995 bills were mailed
in June, 1995. The 1996 bills were mailed January 2, 1996. Ordinance 96-3 adopted on April 9,
1996 established a 5% late fee, 1/2% monthly interest charge and a lien fee of 10% if the bill is not
paid. The company increased the rate to $13.91 per month effective June 1, 1996 an increase of
$0.18. The $14.11 rate was effective January 1, 1997.
Cumulative Annual %
Monthly Annual Increase Increase Increase
1. 1995 $13.73 $164.76 -- — —
2. 1996 $13.91 $166.92 $0.18 $0.18 1.31
3. 1997 $14.11 $169.32 $0.20 $0.38 1.44
MULTI -FAMILY AND COMMERCIAL
Multi -family and commercial properties are currently served by a number of private haulers as well
as the Miami -Dade County Solid 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 priority goal of the Village Council.
A survey dated November 29, 1995 was sent to all apartment complexes, cooperatives and
condominiums within the Village. The survey helped establish if there is an interest among the
multi -family units 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 input 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 meeting. No further action taken at this time.
DISPOSAL OF SOLID MATERIALS
The contract provides for the contractor to dispose of the solid waste materials. 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 interlocal agreement with the County to
dispose of refuse at a County site. Subsequently, the location for disposal continued to be at the
contractor's discretion.
197
SOLID WASTE AND RECYCLING COLLECTION AND DISPOSAL FUN)
FISCAL YEAR 1998
SOLID WASTE COLLECTION AND RECYCLING SERVICE
Garbage Collection: Residents north of West McIntyre Street are collected on Tuesday and Friday.
Residents south of West McIntyre Street are collected on Monday and Thursday.
Recycling Collection: Residents north of West McIntyre Street are collected on Tuesday. Residents
south of West McIntyre Street are collected on Thursday.
Yard Trash: Residents north of West McIntyre Street are collected on Tuesday and Friday. Residents
south of West McIntyre Street are collected on Monday and Thursday.
Bulky Waste: Residents of Key Biscayne will be provided with monthly bulky waste collection.
Residents must have their bulky waste (as defined in the contract) at the curb by 7:00 a.m. of the date
cited, however BFI may require more than one (I) day to collect all the material. hi no event will it take
more than three days to collect the material. If garbage is picked -up Monday and Thursday, bulky waste
collection is Monday. If garbage is picked -up Tuesday and Friday, bulky waste collection is Thursday.
WEST MCINTYRE STREET M T W Th F
North
G -R -Y
G -Y
South
G -Y
G -R -Y
G: Garbage
R: Recycling
Y: Yard Trash
DEFINITIONS
Garbage: Every refuse accumulation of animal, fruit, vegetable, or organic matter that attends tie
preparation, use, cooking and dealing in, or storage of, meats, fish fowl, fruit or vegetables,
and decay, putrefaction and the generation of noxious or offensive gees or odors, or which,
during or after decay, may serve as breeding or feeding material for flies or other gem
carrying insects.
Recycling: Shall mean those materials which are capable of being rec}cled and which would otherwise
be processed or disposed of as Solid Waste such as:
a) newspapers, including 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);
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SOLID WASTE AND RECYCLING COLLECTION FUND
FISCAL YEAR 1998
d)
e)
f)
g)
clear glass (beverage and food containers only; clean and dry with lids removed);
brown glass (beverage and food containers only; clean and dry with lids removed);
green glass (beverage and food containers only; clean and dry with lids removed);
any other material agreed to by the Village Manager and B.F.I.
Yard Trash: Vegetative matter resulting from normal yard and landscaping maintenance and shall include
materials such as tree and shrub trimmings, grass clippings, palm fronds or small tree
branches which shall not exceed four feet in length and four inches in diameter. Yard trash
shall include Christmas Trees regardless of size. Yard trash shall be bundled or tied. Grass
clippings shall be placed in a garbage container, plastic trash bag or bundled. No bundle or
filled container shall exceed 50 pounds in 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 (6)
feet in length and ten inches in diameter per item. Bulk trash does not include automobiles
and automotive components, internal combustion engines or construction debris. Bulk trash
shall include carpeting of any diameter if folded, tied and rolled or bundled. In addition, the
bulk trash includes white goods such as stoves, refrigerators and other house hold appliances.
Battery
Recycling: BFI/Community Recycling provides household battery recycling. Batteries acceptable for
recycling must fit inside the battery bag. Only dry cell batteries including : AA, AAA, C,
and D cells, 9 volt batteries, and button batteries are accepted. Every household receives
four (4) 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 paint, solvents, and bug and weed
killers is available through the HC2 Program administered by Miami -Dade County. For
more information please call 594-1768. Business contact: 372-6600.
Special
Collection: Residents who require a special pickup of yard trash or bulk trash (outside of and in addition
to the regularly scheduled pickups) may call Browning -Ferris, Inc., at 638-3800. BFI will
bill a special pickup directly to the resident at a rate of $12 per cubic yard. After calling to
schedule the pick-up and prior to actual collection, a BFI Supervisor will provide the resident
with a written proposal for the cost of the Special Collection.
199
SOLID WASTE AND RECYCLING COLLECTION AND DISPOSAL FUND
FISCAL YEAR 1998
REVENUES
Fiscal Year 1995 covered a nine (9) month portion of the year from January 1, 1995 through September 30,
1995. Fiscal Year 1996 and Fiscal Year 1997 cover two (2) complete twelve month periods beginning
October 1, through September 30. The $255,516 represents the total billed at $199.00 per single family
home (1,256 single family homes). There has been no change for this fee.
EXPENDITURES
The line item for administrative expenses covers in-house personnel costs, billing and collection costs,
supply costs and uncollectible fees. The remaining 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.
ENTERPRISE - F g 3 WASTE AND
REGYCL1N ot1zcnQN FUND
Revenues
Actual
FY 1995
Actual
FY 1996
Budget
FY 1997
Proposed
FY 1998
R0000-5-3
Solid Waste
Fees
$123,072
$241,491
$255,516
$255,516
R1000-5-3
Interest
13,691
5,000
5,000
Total Revenues
123,072 `
255,182
260,516.
260,516,.
Expenditures
X3400-5-5
Contractual
Services
119,465
205,692
209,711
212,000
R4000-5-5
Administrative
Expenses
3,607
6,918
25,000
25,000
Q0001-5-2
Estimated Fund
Balance
42,572
25,805
23,516
Total Expenses
$123,072
, $255,182
$260,516
$260,516
The line item for contractual services includes both the solid waste and recycling collection service.
200
DEVELOPMENT OF REGIONAL IMPACT (DRI) PROJECTS
The definition of a Development of Regional Impact is any development which, because of its
character, magnitude, or location, would have a substantial effect upon the health, safety, or welfare
of citizens of a region. Infrastructures commonly impacted include the school system, roads, police
and recreational open space. A DRI project, once completed, may significantly increase the amount
of housing units and population in a particular region. The increase of population will result in an
increase in the use of area infrastructure. The impact fees collected from a DRI project are utilized
in 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 building, 57 single family
homes, a 25,000 square foot spa, private beach club cabanas, restaurant, twelve lighted tennis courts,
swimming pool and various water features.. The units will sell in the range of $600,000 to $3.5
million. Ground was broken for the first of the luxury ocean front condominiums, and was
completed in late 1996. The following is a breakdown of the impact fees paid by the developer of
the Grand Bay Resort and Residences:
WINK
Park Improvements
Fire Service
Rickenbacker Causeway Signage
Marjorie Stoneman Douglas Nature Center
Dade County School Board
$ 500,000
$ 132,713
$ 135,000
$ 50,000
$ 300.000
Total $1,117.713
• 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 52 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 $2.3 million, with an average cost of approximately $700,000. The project, once complete,
will also include a private beach club 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:
Obligation Paid Outstanding
Roadway Improvements $ 23,553 $ 23,553
-- Monetary Fire Service Contribution $ 239,470 $ 239,470
Bill Baggs Cape Florida State Rec. Area
Variable Message Signage Contribution
Local Park
Monetary School Contributions
Village Beach Park (2 acres) Est.
Village Lake Park (1 acre) Est.
Beach Access Promenade
$ 140,000
$ 65,000
$ 500,000
$3,200,000
$4,250,000
$ 880,000
S 250.000
$ 140,000
$ 65,000
$ 500,000
$3,200,000
$ 250,000
$4,250,000
$ 880,000
$
Total $9,548,023 $4,418,023 $5.130,000
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.
RESOLUTION NO. 97-37
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.
PASSED AND ADOPTED on July 1, 1997.
RESOLUTION NO. 97-47
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, 1997 THROUGH SEPTEMBER 30, 1998 PURSUANT TO
FLORIDA STATUTE 200.065 (TRIM BILL); PROVIDING FOR AN EFFECTIVE DATE.
PASSED AND ADOPTED on September 30 , 1997.
ORDINANCE NO. 97-24
AN ORDINANCE OF THE VILLAGE OF KEY BISCAYNE, FLORIDA; ADOPTING A FINAL
GENERAL FUND OPERATING BUDGET FOR THE FISCAL YEAR COMMENCING
OCTOBER 1, 1997 THROUGH SEPTEMBER 30, 1998 IN THE AMOUNT OF $10,981,152
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.
PASSED AND ADOPTED on the first reading on September 11 , 1997.
PASSED AND ADOPTED on the second reading on September 30, 1997.
ABOUT KEY BISCAYNE
Key Biscayne is a prestigious, residential community which is seven mile long, two mile
wide barrier island only minutes from downtown Miami and is in Dade County. It is the
southern most barrier island in the United States of America. Two ocean resorts attract
visitors throughout the year. Local retail business activity serve the needs of the
community residents and visitors to the island.
HOYE
- ry y 6 ! N, k t � -,':i. d s ,
``' Al' I�• � � i"1,�/
YJ FtlMJ �'A N"x . 17 ?G
IR�r'� "�'iN"��—,i a�:�` � 'w. S�S
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Y4. �"�r
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`"" �� dam �f%'� " 7«' . ^ �' I s, , � Y ��`',��"�,�
Form of Government
Council -Manager
Governing Body
Village Council:
6 Council member and 1 Mayor
Elected at large through non-partisan elections.
Council members have four year terms and the Mayor
has a two year term.
Date of Incorporation
June 18, 1991
- Population*
1995 8,892 2005 10,165
1996 8,886 2010 10,759
2000 9,559
Village Services
Full Service including Police, Fire Rescue,
Recreation, Building, Zoning and Planning, refuse
collection and stormwater management.
Services provided by other governmental agencies
Library, schools, water and sewer provided by Metro -
Dade County.
� kt.;,x k >bR ' a . k 4n? '� '� "Y," l p a:; 4
U ., , N't` 'v .v... Xk i' .' - : '- k '
11vv � per, a Y�
Y *i+. J a. r"' 9' W 1''
Q��+ ���� � HX� f�m CK �W
�'�raw a , , n (Jb X' N ..—.-,a- cat .. .� j •Y y �
rr• ,gig k M �� i Yry l J . Y'
�.io JJ `. G +u ��
j yam.
� '! �' �,��1 o-..- �N> ��
Area
1.25 Square Miles
Latitude
25.42 North
Longitude
80.16 West
Miles of Streets
7,850 ft.
W
' ' /k``( ..E"3* XN S f'.a �'k ry rl ' p,�
�'" y ek �''xy��c ' :� ., . } VF {.. f ": r e�"4
Number of Stations
1
Fire Hydrants
169
Emergency Response Time
3.001 minutes or less
Number of Rescue Trucks (Ambulances)
2
. '�' JV 7,%;" r"k �H '� c +r"o- G:^ �l 5' fi�a. li
a '� , ,� es ,>``k"m �,;J gyp
'� l� f ti, ✓ "$" Yh✓ /.,.�FYmY Y l�iy'i
..✓rn,�, .. .. n,r._ '� 1 -,. �:Ai `ni k;�'+�d' N�wn1
.�. . Y
9d >� ": fi t ypgy; '
7 , ' ^'.' . �'"fN. hi. , .. . r Y1
'I', 1 .., i'W / 4,f
Number of Stations
1
*Estimate provided by the University of Florida
ABOUT KEY BISCAYNE
f rJ x r !
C�� r�
44.4 /, �l r ! M Ep"�r: n ,
.. + �� '44N� !! _ .,- _.. ��a.S._.'..'-y __•''-- "bE "�8a�sF!' ! P �!
d d��, ter n d
�A.�v 9 � x�M1iNi k , ��97' ,r ' ,7L a O i �.°%�' .-•,g' ,Y
✓> 'ti r �u°.r binrr ltihat n .urJn'
Attendance Centers
1
Number of Students
550
Number of Teachers
30
r Vii' ...,.14.!_Y. :,/.._•.i. •� %A'lAw. a�.i..1^J V.A.
fps y� rn' f kl 4
.',�M� - �d a :tl.ILMS�• ry ik'9.i01'dd'f fir:—!f:�YYI' .: f' r'uluf.
Number of Customers
1,725
Ave • .e Dail Consum.tion
2,500,000
Sewers
807
y
,. 4 AaYJ 61 - b. ^s� _:._ "`�3 hh��NN .4Ca...» � '.. PJ m
i�L. 5. ...a�$.,.s� ' r� L +^' A'tl' V�
i' 1. f ,42 �y.
} .. . A �' i' ^ .+:r.l� �S.C.v' i^'� 7 t.esgF'.":
Particitants
Sin le Famil Homes
Customers
1,243
.� _.M ,,%> �
A!b1 "�141'_....-%.:r_�..,L— �� a_ ", eif `Ji'' A' ., �
r rnt%ry,Mp,,� ^" Dui l' b4 �f
', r., , ��, 36trWp: Cm ..
Sin. e Fami Home Rate
$7.50 .er month
Multi-Famil Unit Rate
$5.00 .er month
Commercial Rate
Varies accord to un.ervious area
W' "•yRL ., Y. r E�: Pf
`' wt4,,, .., .,. ?....4_::,.4__,r. , i. , ._3 i.i.12,3..{ " a
�° Wr 'n'Yw n'"� t sn<� ��
rain Y° r°1�{a �^4rJ . � x.., x : .t 4:`G's.
3
Number of Parks
Number of Libraries
1
Number of Public Tennis Courts
4
Number of Public Recreation Centers
I
a .a,, �.
wm _3_f_7._.._ �• 5r ; r :_ v W+ w
µ its J
" °rte'' �ti ✓ tae
Churches
4
9Js.+JA i. / h� ;..1a4: 4< i irC-d 1' 'tu.,A,51.§ uwlY.:.
.' '�. ,/ " u4;fib `S^A iii
Units
5 665
Sin_Ie Famil Homes
1,331
Multi Famil Units
4 334
Mme. .
� ' n*.• '. . ,. .4 pay".(
<
,$� ;y wpb* 6t,' e i wmby 4/d w:r' $,y �. .
�i �
Shopping Centers
232,682 square feet
7 Centers
/�� j x yy� F
Y�,ee' 14 y'a ; yt` q+i,
Fr.. FnEU -�''1. �_S�b 3' «,..i..l.� . .. rb �'biy �.?� N`u'!ni .w'LN
q
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,$ P�Y'``^'— y ,� y � `"s-F'ygK
t1 Gba � a��bivRa'_�v�����h� ,AY .-d^ ,�F .t�LLF.'A 't .C?�.WdnnS....,
Islander News Weekl
News' a. er
Local Cable Channel
Channel 29
. . 1 I. . ' . -
{.1.. . 0 . -, .. ,f - a
IMPORTANT DATES FOR THE VILLAGE
Incorporation
.. Yes= 1,653 No= 1,137
Charter Adoption
Yes= 1,124 No= 541
Date of First Council Election
First Council Meeting
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 established by Ordinance 92-14
Village Offices Dedicated
Recreation Department Operational & Director Hired
Police Chief Hired
Hurricane Andrew
--- Building, Zoning and Planning Department Operational
Calusa Park Exchange - Unofficially Given to Village
FEMA Flood Ordinance: 93-2
Village Government Recognized by ICMA
Police Department Operational
Opted out of Fire District, Resolution 93-08
Organizational Chart Adopted
Fire Referendum
VPq= 757 Nn=1 111
November 6, 1990
June 18, 1991
September 3, 1991
September 23, 1991
February 25, 1992
March 2, 1992
April 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 20, 1992
January 5, 1993
January 28, 1993
March 1, 1993
March 9, 1993
April 27, 1993
April 27, 1993
IMPORTANT DATES FOR THE VILLAGE
Fire Rescue Chief Hired
Village Seal Adopted
Stormwater Utility Fund
Police Station at 85 West Enid Drive Operational
Stormwater Master Plan Adopted
Fire Department Operational
Grand Bay Project Approved
Tree Farm Acquisition (Village Green)
Master Plan Adopted by Ordinance No. 94-6
Emergency Complex Dedication - Temporary Facilities
Solid Waste & Recycling Collection Service Provided
Village Green Dedicated
Stormwater Sewer Construction Project Commenced
Ocean Club Project Approved
Master Plan Ordinance 95-8
Sidewalk Construction Program initiated
Fifth Year Anniversary Celebration
Master Plan approved by State
Charter Revision Committee appointed
Petitioner's Debt Cap Charter Amendment
Yes= 386 No= 646
Charter Election - 24 Amendments approved
Long Range Beach Nourishment Plan
Heritage Trail Dedication
May 17, 1993
June 8, 1993
June 22, 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
April 22, 1995
June 19, 1995
July 27, 1995
September 12, 1995
April 29, 1996
June 18, 1996
October 20, 1996
December 10, 1996
January 21, 1997
June 10, 1997
October 28, 1997
November 11, 1997
206
VILLAGE BEACH ACTIVITIES
FISCAL YEAR 1998
Mission Statement: "To provide short-term and long-term monitoring and management strategies
to sustain Key Biscayne's beaches as the preeminent natural asset for our
community."
Beach preservation, maintenance and dune vegetation have been short-term and long-term goals of
the Village Council since incorporation. The beach was restored in 1987 at a cost of $2.701 million.
The funds were obtained from the following sources: $1 million from the Federal Government,
$529,000 from the State of Florida and $1.172 million from local sources - of which $1.063 million
came from eight (8) of the eleven private beachfront property owners, with the remaining $109,000
— from Dade County. The restoration involved approximately 460,000 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 berm width varying between 65 and 155 feet, to provide a 25 foot berm
seaward of the Erosion Control Line. Sandra Goldstein, appointed Village Resource Volunteer by
Resolution 94-48 on December 22, 1994, has assembled a Task Force to develop a Comprehensive
Beach Plan with suggestions for consideration by the Village Council.
Since the incorporation of the Village the following improvements have been accomplished:
• A three (3) year beach maintenance contract was authorized by the Village Council at the
July 27, 1993 meeting and executed August 2, 1997. The contract was extended by the
Council until August, 1998, at their April 9, 1996 meeting. The beach is maintained three
times (3) 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 of $48,000 was paid by the Florida Department of
Environmental Protection and Dade County. Seven (7) native species of dune plants were
installed for the purpose of beach stabilization and erosion reduction.
Six (6) poles and 18 signs were installed 300 feet off -shore during February, 1995 to
designate "No Boating" along the Village beach. Ordinance 94-4, adopted June 14, 1994
regulated boating.
The derelict groin structures were ieuioved from in front of the Ocean Club property by the
County during the first week of February, 1996.
On April 13, 1996, a Beach Awareness Day, sponsored by the Village, the Dade County
Department of Environmental Resource Management (DERM), and Grand Bay Resort and
Residences, was held to educate Village residents as to the importance of dunes for beach
stabilization.
On June 28, 1997, the Village participated with the Sands Condominium in its first
public/private dune creation, planting 2000 sea oats as the first line of defense for a more
complex biodiverse dune system to be installed later.
The Long -Range Beach Nourishment Plan was presented to Council on August 26, 1997, for
their annroval and authorization for imniementation.
VILLAGE BEACH ACTIVITIES
FISCAL YEAR 1998
PROJECTS OF SPECIFIED INTEREST:
Proposed Beach Nourishment Project
At the June 11, 1996 Council meeting the Village Manager reported that beach quality sand might
be available for a beach nourishment project from the Bill Baggs Cape Florida State Recreation
Area. The firm of Coastal Systems International, Inc. was retained to perform a survey of the beach.
The study revealed since 1987 a 36,000 cubic yard loss of sand from the most severely eroded
(southern) section of the Village Beach since 1987. The fine specializes in the Coastal and
Environmental Engineering. The Council retained the firm at their June 25, 1996 meeting
(Resolution 96-20) to prepare the necessary coastal engineering permitting services for the beach
improvement project.
The permitting process for placing sand beneath the Mean High Water Line (MHWL) has been
initiated. On November 14, 1996, Council authorized (Resolution 96-37) the Village Manager to
contract Coastal Systems to produce the required permit sketches. These were forwarded to Mr.
Brian Flynn of Dade County Department of Environmental Resources Management (DERM) on
March 10, 1997, for his completion and submittal of said permit to the Florida Department of
Environmental Protection (DEP).
Cape Florida sand negotiations have continued with both the County and the State. There are
periodic inquiries made to Gary Milano of DERM as to the latest information on a dedication of sand
to the Village. In addition, the Village has received advice on proper sand dedication procedures
from Mr. Milano on several occasions. A formal request for sand from the Wetland Restoration
Project at Bill Baggs Cape Florida State Recreation Area was forwarded to Mr. Stephen Gubitti of
the Florida Department of Environmental Protection, on February 21, 1997, with a second letter of
request on June 25, 1997.
Regardless of the status of Cape Florida sand, the Village is planning for a continuation of the, or
if necessary a full -out, beach nourishment in the fall of 1999. This project will replenish the beach
to 1987 contours and seaward extent, without directly impacting seagrasses.
Long -Range Beach Nourishment Plan.
On November 14, 1996, the Council authorized (Resolution 96-36) the Village Manager to contract
Coastal Systems International, INC. to perform an in depth study on beach erosion and prepare a
report concerning preparation for beach. nourishment activities over the next 50 years.
The Village Beach Resources and Management (BRM) Task Force intensely reviewed the proposal
for this Project, with the Village Manager executing the Coastal Systems Contract on February 14,
1997. Completion of the first draft was received on June 5, 1997. After review and comment by the
BRM Task Force, the final Village Long -Range Beach Nourishment Plan was submitted to Council
on August 26, 1997 for approval and authorization of implementation.
Completion of the Dune System.
On April 22, 1997, Sandra Goldstein presented information at a Chamber of Commerce Earth Day
Breakfast pertaining to the economic importance of healthy dunes. This spurned a cooperative effort
between the BRM Task Force, the Office of the Village Manager, the Chamber of Commerce, and
VILLAGE BEACH ACTIVITIES
FISCAL YEAR 1998
The Village Beach Preservation Intern - Rosenstiel School of Marine and Atmospheric Sciences
(RSMAS), was directed to map and collect data on all of the major concentrations of coastal
vegetation along the Village beach. From this, beachfront condominiums, in conjunction with the
Office of the Village Manager, developed an overall Dune Plan.
An island -wide dune planting is scheduled for October 4, 1997, involving volunteers from the BRM
Task Force, the Village Government, the Chamber of Commerce, the Lipton Championships,
RSMAS, Dade County Department of Environmental Resources Management (DERM), various
ocean condominiums, and others. This is viewed as the first stage in accomplishing a complete
unbroken island dune system.
Storm Preparation and Recovery Plan
In a proactive effort toward beach preservation and storm mitigation, the BRM Task Force has
moved toward the completion of its Storm Preparation and Recovery Plan for the Village of Key
Biscayne Beach.
On June 5, 1997 Sam Houston, Meteorologist with the National Oceanic and Atmospheric
Administration (NOAA), and James D. DeCocq, Assistant to the Village Manager, presented a
working draft of the Plan to the BRM Task Force for their review and comment. This document
outlines pre -season, pre -storm, mid -storm, and post -storm activities. In addition, it contains a guide
to impact evaluation and a list of proper avenues and contacts for mitigation and recovery concerning
the beach. A final Plan will be completed, submitted to Council, and incorporated into the Key
Biscayne Hurricane Plan before the 1998 Hurricane Season.
DADE COUNTY CITIZEN SURVEY
AND INSURANCE SERVICES OFFICE RATING
NATIONAL FLOOD INSURANCE PROGRAM
n a survey of residents in various Dade County municipalities dated May 1995, the Village of Key
Biscayne ranked highest in quality of services and delivery to its citizens. The survey was conducted by
the Institute of Public Opinion Research (IPOR) of the School of Mass Journalism and Communication
and the Institute of Government at Florida International University.
Respondents were selected through random -digit -dialed telephone sampling technology and were asked their
opinion on eight categories of community services: police, fire and rescue, parks and recreation, road and
street maintenance, trash and garbage collection, libraries, code enforcement, planning and zoning. The
comparison involved a total of eleven municipalities in Dade County (including the Village of Key
Biscayne), four areas of Dade County currently attempting to incorporate and the remaining area of
unincorporated Dade County.
N
1
The Key Biscayne residents who were called
gave five of the eight categories the highest
rating. Those categories rated the highest were:
police (64.8 percent), fire and rescue (71.9
percent), parks and recreation (46.2 percent),
road and street maintenance (34.8 percent) and
libraries (40.5 percent). The percentage of Key
Biscayne respondents who felt services had
improved that year was very impressive.
Seventy percent answered "yes" to the question.
That was 39 percent higher than Hialeah, which
had the second highest rating at 40.1 percent.
Key Biscayne had a higher excellent rating than
unincorporated Dade County in all eight
categories.
DADS COUNTY For further information on the Dade County
Citizen Survey contact Dr. Hugh Gladwin,
Director of the Institute for Public Opinion Research, School of Mass Journalism and Communications,
Florida International University, 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, Florida 33149, tel:
(305) 365-5506.
INSURANCE SERVICE OFFICE RATING
The Building, Zoning and Planning Department boasts a rating of 3, the highest rating given to a Dade
County municipality by the Insurance Services Office(ISO). This rating is being updated, with the ISO's
1997 review indicating yet further improvement in the rating. This rating, which involves an in-depth
evaluation of the Village's effectiveness and capacity to manage, maintain and enforce its building and
related codes, has a direct effect on how much residents pay for homeowners and windstorm insurance. The
lower the numerical rating, the greater the discount recommended by the ISO for insurance providers to
homeowners.
NATIONAL FLOOD INSURANCE PROGRAM (NFIP)
The Village as part of Dade County has been a participant, in good standing, in the NFIP since September
29, 1972. On October 11, 1996, the Village filed an application with FEMA for classification under the
National Flood Insurance Program Community Rating System "NFIP/CRS". In this connection:
1.) FEMA has determined on June 19, 1997, subsequent to on -site inspection, that the Village is in full
compliance with NFIP and therefore qualifies for participation in the NFIP/CRS Program;
2.) The Insurance Service Office (ISO) has completed its review of the Village's NFIP/CRS Application
and has recommended a higher CRS classification that had been expected. If approved by FEMA,
this classification would place Key Biscayne among the top communities in flood insurance
— VOTER DISTRICTS (PRECINCTS)
Village of Key Biscayne
Florida
Biscayne
Bay
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Ocean
Precinct Democrat Republican Minor Party No Party Total
Registered
049
050
051
326
348
500
666 16 249
621 8 241
916 14 281
1,257
1,218
1,711
Total
2'203
38 771
4,186
VILLAGE OF KEY BISCAYNE
LOCAL ELECTED OFFICIALS
ELECTED COUNTY OFFICIALS
I. Miami -Dade Mayor
The Honorable Alexander Penelas
111 Northwest 1 Street, Suite 2910
Miami, Florida 33128
Tel: 375-5071
Fax: 375-3618
II. County Commissioner (District Seven)
The Honorable Jimmy Morales
District Office:
Genaro "Chip" Iglesias
Chief Administrative Aide
Metropolitan Dade County
Board of County Commissioners - District 7
111 Northwest 1 Street, Suite 220
Miami, Florida 33128-1963
Tel: (305) 375-5680
Fax: (305) 372-6103
M. Dade County School Board (District Six)
The Honorable Manty Sabates
Morse
Antonio Cotarelo
Administrative Assistant
Mercy Minagorri
Secretary
1450 N.E. 2nd Avenue
Room 700
Miami, FL 33130
Tel: (305) 995-1334
Fax: (305) 995-1572
2000 Southwest 27 Avenue
Suite 102
Miami, Florida 33145
Tel: (305) 529-0599
Fax: (305)
IV. Team Metro Office
Suzanne Salichs
Regional Coordinator
Kendall office
Kendall Town & Country
11820 Sherri Lane
Miami, Florida 33183
Tel: (305) 270-4979
HTIP://itd,metro,co.dade.fl.us
ELECTED STATE OFFICIALS
V. Governor
The Honorable Lawton Chiles
Executive Office of the Governor
The Capitol
Tallahassee, Florida 32399-0001
Tel: (904) 488-4441
Fax: (904) 487-0801
MISSION STATEMENT: "TO PROVIDE A SAFE, QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT?'
VILLAGE OF KEY BISCAYNE
LOCAL ELECTED OFFICIALS
Tallahassee Office:
VI. Senate
The Honorable Ronald Silver (D) District 38
Miami Office:
-- 246 Senate Office Building
Tallahassee, Florida 32399-1100
Tel: (904) 487-5121
2999 N.E. 191 Street, Suite 101
Aventura, Florida 33180
Tel: (305) 936-8858
Fax: (305) 919-1832
VI. House of Representatives
The Honorable Bruno A. Barreiro (R) District 107
Tallahassee Office:
325 The Capitol
Tallahassee, Florida 32399-1300
Tel: (850) 488-9930
Fax: (850) 413-0415
E -Mail: Barreiro,Bruno@leg.state.fl.us
Miami Office:
1454 Southwest 1st Street, Ste 100
Miami, Florida 33135
Tel: (305) 643-7324
Fax: (305) 643-7326
ELECTED FEDERAL OFFICIALS
VII. United States Senate
The Honorable Bob Graham (D)
Washington Aide & Address
Ken Klein
Chief of Staff
524 Hart Senate Office Building
Washington D.C. 20510
Tel: (202) 224-3041
Fax: (202) 224-2237
Washington Aide & Address
District Representative
Ellen Roth
District Director
44 W. Flagler Street, Ste. 1715
Miami, Florida 33130
Tel: (305) 536-7293
Fax: (305) 536-6949
The Honorable Connie Mack (R)
Mitch Bainwal
Administrative Assistant
517 Hart Senate Office Building
— Washington D.C. 20510
Tel: (202) 224-5274
Fax: (202) 224-8022
Miami Aide & Address
Javier Vasquez
Regional Director
777 Brickell Avenue, Ste. 704
Miami, Florida 33131
Tel: (305) 530-7100
Fax: (305) 372-3740
MISSION STATEMENT: "TO PROVIDE A SAFE. QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT."
VILLAGE OF KEY BISCAYNE
LOCAL ELECTED OFFICIALS
VIII. United States House of Representatives
The Honorable Ileana Ros-Lehtinen (R) District 18
Washington Aide & Address
Arturo A. Estopinan
Chief of Staff
2440 Rayborn Building
Washington D.C. 20515
Tel: (202) 225-3931
Fax: (202) 225-5620
Miami Aide & Address
Debra Zimmerman
District Director
5757 Blue Lagoon Drive, Ste. 240
Miami, Florida 33126
Tel: (305) 262-1800
Fax: (305) 262-0756
MISSION STATEMENT: "'TO PROVIDE A SAFE, QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT."
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.
A
Account: A term used to identify an individual asset, liability, expenditure control, revenue
control, encumbrance control, or fund balance.
Accountability: The state of being obligated to explain actions, to justify what was done.
_ Accountability requires the justification for the raising of public resources and the purposes for
which they are used.
Accounting System: The total structure of records and procedures which discover, record, classify,
summarize, and report information on the financial position and results of operations of a
government or any of its funds, fund types, balanced account groups, or organizational components.
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_
_ Actual Prior Year: Actual amounts for the fiscal year preceding the current fiscal year which
precedes the budget fiscal year.
Adopted Budget: The financial plan adopted by the Village Council as an ordinance which forms
a basis for appropriations.
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).
Allocation: The distribution of appropriated funds to a particular Fund or Department level
authorized to incur obligations.
Appraise: To estimate the value, particularly the value of property.
Appropriation: The authorization by the governing body to make payments or incur obligations
— for specific purposes.
Appropriated Fund Balance: The amount of surplus funds available to finance operations of that
fund in a subsequent year, or years.
215
GLOSSARY
Assess: To establish an official property value for taxation.
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. Assets may be
tangible or intangible and are expressed in terms of cost or some other value.
B
Balanced Budget: Occurs when planned expenditures equal anticipated revenues. In Florida, it
is a requirement that the budget submitted to the Village Council be balanced.
Balance Sheet: The basic financial statement which discloses the assets, liabilities, and equities
of an entity at a specified date in conformity with GAAP.
Basis of Accounting: A term used to refer to when revenues, expenditures, expenses, and transfers
-- and the related assets and liabilities — are recognized in the accounts and reported on the financial
statements. Specifically, it relates to the timing of measurements made, regardless of the nature of
the measurement, on either the cash or accrual method.
Basis Points: The measure of the yield to maturity of an investment calculated to four decimal
places. A basis point is 1/100th of 1 percent (.01 percent).
Bond: A written promise to pay a designated sum of money (the principal) at a specific date in
the future, along with periodic interest at a specific rate. The payment on bonds are identified as
Debt Service. Bonds are generally used to obtain long-term financing for capital improvements.
Bond Funds: Resources derived from issuance of bonds for specific purposes and superfluous
used to finance capital expenditures.
Bond Rating: A rating (made by an established bond rating company) from a schedule of grades
indicating the probability of timely repayment of principal and interest on bonds issued.
Budget (operating): A plan of financial operation embodying an estimate of proposed
expenditures for a given fiscal year and the proposed means of financing them (revenue estimates).
The term is also used for the officially authorized expenditure ceilings under which a government
and its departments operate, usually one 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.
216
GLOSSARY
_ Budget Calendar: The schedule of key dates which a government follows in the preparation and
adoption of the budget.
Budget Document (Program and Financial Plan): The official written statement prepared by
the Village staff reflecting the decisions made by the Council in their budget deliberations.
Budget Message: A general discussion of the proposed budget written by the Village Manager
to the Village Council.
Budget Ordinance: The schedule of revenues and expenditures for the upcoming fiscal year
which is adopted by the Village Council each year.
Budget Process:
financial plans.
C
The process of translating planning and programming decisions into specific
Capacity: A measure of an organization's ability to provide customers with the demanded service
or products, in the amount requested and in a timely manner.
Capital Improvement Program (CIP): A projection of capital (long-lived and significant)
expenditures over the coming five years. The method of financing is also indicated.
Capital Improvement Fund: An account used to segregate a portion of the government's equity
to be used for future capital program expenditures.
Capital Outlay: The amount set aside in the operating budget each year for capital expenditures.
Capital Project: Major construction, acquisition, or renovation activities which add value to a
government's physical assets or significantly increase their useful life. Also called capital
improvement.
Capital Projects Budget: A fiscal year budget for capital expenditures, i.e. items or projects of
significant value with a probable life of one or more years, and the means of financing them.
Cash Basis: The accounting method which records revenues when they are received in cash and
records expenditures when they are paid.
Cash Management: The process of managing monies for the Village to ensure maximum cash
availability and maximum yield on short-term investments of idle cash.
GLOSSARY
Certiorari: A judicial proceeding to review an assessment of real property.
Consumer Price Index (CPI}: A statistical description of price levels provided by the U.S.
Department of labor. The index is used as a measure of the increase in the cost of living (i.e.,
economic inflation).
Contingency Fund Account: An appropriation of money set aside for unexpected expenses. The
amount needed is transferred by Village Council action to supplement an appropriate expenditure
account, if necessary.
Contractual Services: Services rendered to a government by private firms, individuals, or other
governmental agencies. Examples include utilities, rent, maintenance agreements, professional
consulting, legal and auditing services.
Cost Sharing: The contribution that a grantee must make to help fund the total cost of a project.
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.
Current Revenues: Those revenues received within the present fiscal year.
Customer: The recipient of a product or service provided by the Village.
D
Debt Service: The annual payment of principal and interest on the Village's outstanding bonded
indebtedness.
Debt Service Fund: Fund used to account for the accumulation of resources for and payment of
general long term debt principal, interest, and related costs. The payment of principal and interest
on borrowed funds.
Delinquent Taxes: Taxes remaining unpaid on or after the date on which a penalty for
nonpayment is attached.
Department: A major adminishative 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.
218
GLOSSARY
Depreciation: Expiration in the service of life of capital assets attributable to wear and tear,
deterioration, action of the physical elements, inadequacy or absolence, or the portion of the cost
of a capital asset which is charged as an expense during a fiscal period.
Disbursement: The expenditure of monies from an account.
Distinguished Budget Presentation Awards Program: A voluntary awards program administered
by the Government Finance Officers Association to encourage governments to prepare effective
budget documents. The Village received this award for its FY 94, FY 95, FY 96 and FY 97 budgets.
E
Employee (or Fringe) Benefits: Contributions made by a government to meet commitments or
obligations for employee fringe benefits. Included are the government's share of costs for Social
Security and the deferred compensation, medical, legal, disability and life insurance plans.
Encumbrance: Commitments of funds for contracts and services to be performed. When
encumbrances are recorded, available appropriations are correspondingly reduced. These funds
cease to be an encumbrance when paid, and become a disbursement.
Enterprise Fund: Funds established to account for operations which are financed and operated in
a manner similar to private enterprises. The intent is that the expense of providing services to the
public on a continuing basis (including depreciation) be financed or recovered primarily through user
fees.
Equity: Balance remaining after liabilities are deducted from assets.
_ Equity Funding: Funding is accomplished with available resources, and does not include leveraged
resources. Project funding is dictated by the availability of cash.
Estimated Revenues: Projections of funds to be received during the fiscal year.
Expenditure: The cost of goods delivered or services provided, including operating expenses,
-- capital outlays, and debt service. Includes such things as paying salaries of police, fire and others,
purchasing materials, electricity, water and gas, and making long-term debt payments.
F
Final Budget: Term used to describe revenues and expenditures for the upcoming year beginning
October 1st, and ending September 30th, as adopted by the Village Council.
GLOSSARY
Financial Policy: A government's policies with respect to revenues, spending, and debt
management as these relate to government services, programs, and capital investments. Fiscal
policy provides an agreed -upon set of principles for the planning and programming of government
budgets and their funding. The Village policy was adopted August 10, 1993.
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 continue to be held or used, such
as land, buildings, machinery, furniture, and other equipment.
Franchise: A special privilege granted by a government permitting the continuing use of public
property, such as city streets, and usually involving the elements of monopoly and regulation.
Franchise Fees: Fees levied by the Village in return for granting a privilege which permits the
continual use of public property such as city streets, and usually involves the elements of monopoly
and regulation.
Fund: An independent fiscal and accounting entity with a self -balancing set of accounts. Funds are
established to attain certain objectives or to simply segregate activities. Examples are the General
Fund, Refuse Collection and Recycling Fund and the Stormwater Utility Fund.
Fund Balance: The excess of entity's assets over liabilities for a fund. A negative fund balance is
sometimes called a deficit.
G
GAAP: Generally Accepted Accounting Principles. Uniform minimum standards for financial
accounting and recording, encompassing the conventions, rules, and procedures that define accepted
accounting principles.
General Fund: The fund that is available for any legal authorized purpose and which is therefore
used to account for all revenues and all activities except those required to be accounted for in another
fund. Note: The General Fund is used to finance the ordinary operations of a governmental unit.
The entity receives revenue from specific sources 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 Obligation Bonds: Bonds for the payment of which the full faith and credit of the issuing
government are pledged. In issuing 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
220
GLOSSARY
Obligation Bonds cannot be issued without voter approval and are usually issued with maturities of
between 15 and 30 years.
GFOA: Government Finance Officers Association. An organization founded to support the
advancement of governmental accounting, auditing, and financial reporting.
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 -routine,
or especially emphasized, intentions and tasks for each Village department or subdepartment during
a one-year period. It is not necessarily a fiscal period.
Grant: A contribution by one governmental or other organizational unit to another. The
contribution is usually made to aid in the support of a specified function (for example, public works).
I
Impact Fees: Fees charged to developers to cover, in whole or in part, the anticipated cost of
improvements borne by the Village that will be necessary as a result of the development.
Infrastructure: The physical assets of a government (e.g., streets, water, sewer, public buildings
and parks).
Inter fund Transfer: Equity transferred from one fund to another.
Intergovernmental Revenue: Funds received from federal, state, and other local governmental
sources in the form of shared revenues.
L
Liabilities: Debts or other legal obligation arising out of transactions in the past, which must be
liquidated, renewed, or refunded at some future date. This term does not include encumbrances.
Line Item: A specific item defined by detail 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.
GLOSSARY
Mill of Tax: 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 in taxes are assessed, and if the millage
rate is 10, then $500 in taxes are assessed.
Mission: A description of the scope and purpose of a Village department.
Modified Accrual Accounting: A basis of accounting in which revenues are recorded when
collectable within the current period or soon enough thereafter to be used to pay liabilities of the
current period, and expenditures are recognized when the related liability is incurred.
N
Non -Departmental Appropriations (Expenditures):
which are not directly attributable to Village Departments.
The costs of government services or operations
0
Objective: A specific measurable and observable result of an organization's activity which advances
the organization toward its goal.
Objects of Expenditure: Expenditure classifications are based upon the types or categories of goods
and services purchased. The Village's are: 100 - Personal Services (salaries and wages), 200 -
Payroll -Related Expenses (payroll taxes, retirement contributions, health and insurance benefits,
workers compensation insurance), 300 - Professional and Other Contracted Services, 400 -
insurance, rentals, utilities, postage, advertising, printing, maintenance, 500 - Supplies, Publications,
Dues & subscriptions, 600 - Capital outlay (land, buildings, improvements, equipment, construction -
in -progress), 700 - Debt Service (Principal and Interest), 800 - Grants to Other Governmental Units
and/or Private Organizations, 900 - Interfund Transfers, Contingency.
Obligations: Amounts which a government may be legally required to meet out of its resources.
They include not only actual liabilities, but also encumbrances not yet paid.
Operating Budget: The Village's financial plan which outlines proposed expenditures for the
coming fiscal year and estimates the revenues which will be used to finance them.
Operating Revenue: Funds that the government receives as income to pay for ongoing operations.
It includes such items as taxes, fees from specific services, interest earning, and grant revenues.
Operating revenues are used to pay for day to day services.
Ordinance: A formal legislative enactment by the Village Council of Key Biscayne. A law.
OSHA: Occupation Safety & Health Administration.
222
GLOSSARY
P
Personnel Services: Expenditures for salaries, wages, and related employee benefits.
Policy: A plan, course of action, or guiding principle, designed to set parameters for decisions and
actions.
Productivity: A measure of the service output of Village programs compared to the per unit of
resource input invested.
Programs and Objectives: The descriptions of the structure, purposes, activities, tasks and volumes
or frequencies of each organizational unit shown in the budget. The period spans the fiscal year.
Property Tax Rate: A tax based on the value of the property. It is also called an ad valorem tax.
The tax is determined by multiplying the taxable value of the property by the millage rate. If a house
has a taxable value of $300,000 and the millage rate is 1, then $300 in taxes are assessed, and if the
millage rate is 10, then $3,000 in 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 3.606, then assessed taxes would be
$1,081,80. The calculation is performed by taking the taxable value ($300,000) divided by 1,000
and multiplying it by the millage rate (3.606), the 1998 Fiscal Year rate.
Proposed Budget: The budget proposed by the Village Manager to the Village Council for review
and approval.
R
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.
Reserve Fund: A fund established to accumulate money for a special purpose, such as the purchase
of new equipment.
Revenue: Money that the Village of Key Biscayne receives from a variety of sources such as
property taxes, permits and fees, utility and sales taxes, charges for services, grants, franchise fees
and license fees that it uses to pay for service delivery and other items.
Risk Management: The identification and control of risk and liabilities incurred by a local
government to conserve resources from accidental loss.
Rollback Millage 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
GLOSSARY
level for no tax increase.
S
Service: An activity that: (1) produces an output that is not physical in nature; and (2) produces an
output that, when provided, provides utility to the customer in the form of intangible benefits.
Service Charges: The amount the Village receives for the provision of services and commodities,
or the performance of specific services benefiting the person charged.
Special Assessment: 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. All tax-
exempt property in the affected area will also have to pay the special assessment.
Surplus: The use of the term "surplus" in governmental accounting is generally discouraged
because it creates a potential for misleading inference. Undesignated fund balance is used instead.
The concept of "net worth" in commercial accounting is comparable to "fund balance" in
government accounting. That portion of the fund balance which is not reserved for specific purposes
or obligations is called the undesignated fund balance; it is the true "surplus".
T
Tax Base: Total assessed valuation of real property within the Village.
Tax Levy: The total amount to be raised by general property taxes for purposes specified in the Tax
Levy Ordinance.
Tax Rate: The amount of tax levied for each $1,000 of assessed valuation.
Tax Roll: The official list of the Dade County Tax Assessor showing the amount of taxes imposed
against each taxable property.
Taxing Limit: The maximum rate at which the Village may levy a tax, which for Florida
municipalities is 10 mills, or $10 per thousand dollars of assessed value.
Transfers: Amounts transferred from one fund to finance activities in another fund.
TRIM: Truth in millage (section 200.065, Florida Statute).
Trust Fund: A fund used to account for assets held by the City in a trustee capacity for individuals,
other governments or other funds.
224
GLOSSARY
U
Undesignated Fund Balance:
budgets. The term is preferable over the commonly used and ill-defined "surplus."
That portion of the fund balance available for use in subsequent
User Fee: Charges for specific services provided only to those paying such charges. Examples
would be stormwater utility and refuse collection, disposal and recycling.
Utility Taxes: Municipal charges levied by the Village on every purchase of a public service within
its corporate limits. Public service includes electricity, gas, fuel oil, water, and telecommunications
service.
V
Value: (1) Worth of a product or service related to the use to which it can be put; (2) reflection of
the cost of a product or service measured in terms of labor time absorbed; (3) present worth of future
benefits that accrue from a product or service.
Values: The underlying beliefs and attitudes that help determine the behavior that individuals
within an organization will display.
Vision: An objective that lies outside the range of planning. It describes an organization's most
_ desirable future state, and it declares what the organization needs to care about most in order to reach
that future.
W
Workload Indicators: An indication of the output of a department. It may consist of transactions,
products, events, services or persons served.
Czt
c o rwi
Village Seal Descrjption
One of the oldest and most recognizable landmarks in South Florida, the lighthouse was
first constructed in 1825. It has a colorful, well -documented history. It stands in the Bill Baggs
Cape Florida State Recreation Area. Like all lighthouses, it is a symbol of familiar homecoming
to sailors, fishermen, and landlubbers alike. It also represents man-made structures of last-
ing quality, strength and safety in an uncertain world.
The coconut palm, threatened by disease in Florida in recent years, has been a popu-
lar symbol of peaceful nature for many tropical areas around the world. Key Biscayne was
once a plantation for this versatile tree.
The two sea birds, against the backdrop of the moon, stand for the animals with whom
we share our environment.
The sun, sustainer of life, which figures prominently in many municipal emblems
around the state, usually depicted at high noon, has just disappeared below the horizon,
creating one of those sunsets that occur every once in a while. This kind of mood and feel-
ing evoke a universal human reaction — a powerful visual reminder of the potential beau-
ty and transitory nature of all things.
The moon is shown on our seal not just to he different from other communities, not only
for its magical qualities, but also because we have been told that one of the earliest local
Indian dialects contained a word -picture phrase, "Bischiyano," meaning, simply — "Favorite
Path of the Rising Moon."
Adoption of the Village Seal took place on June 8, 1993 and adoption of the description
of the Village Seal took place on August 10, 1993.