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HomeMy Public PortalAbout1999 Adopted Budget.tifY - VILLAGE OF KEY BISCAYNE FLORIDA r ADOPTED FISCAL YEAR 1999 ANNUAL OPERATING AND CAPITAL BUDGET First Printing August 25 1998 Final Printing December 1 1998 MISSION STATEMENT TO PROVIDE A SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT C pta Vllage C nal Joe I Rasco May Gregory C H n Vic Mayor Scott Bass Martha Fde Lean B oucek Al n 1-1 Fe n Mortimer Fried Robe t Oldakowski Village Manage C Samuel Kiss nger VILLAGE OF KEY BISCAYNE Office of the Village Manager December 1 1998 The Honorable Mayor and Members of the Village Council Village of Key Biscayne Key Biscayne Flonda 33149 RE 1999 Budget Transmittal Letter Dear Mayor and Members of the Village Council On August 25 1998 the 1999 proposed budget of $11 625 316 was submitted to the Council of the Village of Key Biscayne Two public hearings were held on September 8th and September 15th The Council approved a $11 666 316 budget on September 15 1998 The increase m $41 000 is due to increase m personal and capital improvement costs Enclosed is the budget that was submitted to the Village Council with changes to several sections such as a summary chart showmg all of the budget adoption modifications budget message clanfications and other refinements Thank you Very truly yours Samuel Kiss er Village Manager CSK/adv 85 West McIntyre Street Key Biscayne Honda. 33149 (305) 365 5511 Fax (305) 365 8936 MISSION STATEMENT TO PROVIDE A SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT PROPOSED BUDGET VS ADOPTED BUDGET A4-VaJorenn Franchise Fees Utility Tames licenses &Permits Statefihaked Revenues Charges for Services Interest Grants & Donations Prior Year Fund Balance 1,l 6 947 916 6 947 916 692 500 692 500 1 507 000 1 507 000 687 925 687 925 789 375 789 375 102 600 102 000 250 000 250 600 148 000 148 000 500 000 541 000 11 625 316 FISCAL. YEAR 1999 600 +600 0 +41 000 11 666 316 +41 000 Village Conned $19 000 $25 000 +6 000 Administration 445 168 467 219 +22 057 Vllage Clerk 155 367 157 463 +2 096 Village Attorney 168 000 213 000 +45 000 Non Departmental 796 761 800 082 +3 321 Dept Service 1 136 435 1 136 435 0 Building Zoomog & 1 121 168 1 102 062 19 106 Planning Pyhce 2 798 122 2 787 621 10 501 F1reRescae 3 079 946 3 087 321 +7 375 Puhhc Works 584 667 561 084 23 583 Recreation 320 777 311 599 9 178 Capital Outlay 1 000 000 $1 017 430 +17 430 ®®0©©©©©©©©©©0 q C C C C C ;IdIfi C C C C C a 4 C a C C C 006)0000 C C C C C C C C CONTENTS KEY BISCAYNE FLORIDA FISCAL YEAR 1999 BUDGET u �I0113�i1 1 2 Village Government Listing of Officials and Administration 3 Independent Consultants Listing of Independent Consultants 4 Mission Statements Village Mission Statement 5 Orgamzational Chart Flowchart Departmental Breakdown 6 7 Authorized Full Time Positions Departmental Breakdown 8 Mission Statements Compilation of Village and Departments 9 10 About the Key General Information 11 Annual Budget PrcrMnres Narrative Overview of Budget Procedures 12 1999 Budget Schedule Budget Schedule B "tt 1t€th .. 13 21 Budget Message Narrative Overview of the FY 98 Budget 22 23 Exhibit One Roll Back Rate 24 30 Exhibit Two 1998 Highlights 31 39 Exhibit Three 1999 Forecast f f7ALS ^mt 4045 Council Goals & Objectives Narrative Overview of Goals & Objectives 46-48 Council Goals & Objectives Summary of Leadership Workshop 49 51 Financial Policy Narrative Summanzmg Financial Policy 52 54 Ordinance 97 1 Debt Cap Ordinance CONSOLIDAM On 55 56 Consolidated Budget Summary Summary of FY 1993 1999 All Funds 56a b Combined Statement all Governmental Fund Combined Chart Revenues Expenditures & Types changes in Fund Balance 3 year comparison 57 58 General Fund Schedule of General Fund 59 1998 Estimated Property Taxes Chart of Estimated Property Taxes 60 Property Taxes Chart depicting 1993 1998 values 61 Percent Distribution of Tax Chart of total Assessed Property Value 62 Certification of Taxable Value Setting Proposed Mill Rate 63 Appraised Value of Real Prop Chart of Appraised Value of Real Property 64 Property Taxes Comparison of Property Tax & Millage 65 Total Assessed Property Value Chart of Total Assessed Property Value �crxcxtr7 66 General Fund Revenues Chart Comparing Budget Revenues 67 68 Revenue Budget Detail Chart of Revenues 69 76 Revenue Projection Rationale Budget Revenue Schedule 1993 1999 77 78 General Fund Revenues Detail of General Fund Revenues 1 CONTENTS KEY BISCAYNE FLORIDA FISCAL YEAR 1999 BUDGET z - f 79 Expenditures Chart of Expenditures 80-82 Gen. Fund Budget Comparison Narrative & Charts of Expenditures r 83 85 Village Council Description and Budget 86 100 Adnnmstration Description and Budget 101-104 Office of Village Clerk Description and Budget 105-108 Office of Village Attorney Description and Budget 109 111 Non Departmental Description and Budget 112 115 Debt Service Description and Budget 116 128 Building, Zoning & Planning Description and Budget 129 146 Police Description. and Budget 147 159 Fire Rescue Description and Budget 160 170 Public Works Description, and Budget 171 180 Recreation Descnption,and Budget 181 182 Capital Outlay Description and Budget 183 197 Capital Improvement Fund Narrative Description 198 Sanitary Sewer Zones Map of Zones 199 Street Light Improvements Map of Zones 200 Map of Development/Facilities Locations _ T 201 211 Stormwater Utility Fund Description and Budget 212 Stormwater Utility System Map of; Stormwater System 213 218 Solid Waste Fund Description and Budget 219 220 DRI Projects Description and Amounts 221 223 Important Dates for the Village List Of Dates 224 Resolutions & Ordinances Resolutions & Ordinances 225 226 Beach Maintenance & Nourishment Narrative on Beach Maintenance & Nourishment 227 ETU, ISO & NFIP Survey Summary of Studies 228 Voter Districts Map and Chart of Voter Distracts 229 231 Elected Officials List of Elected Officials .. ......0 .. . ., ... ..... .. n. 232 243 Glossary Nanativve Desenptrva of Defimtions Back Cover Map ofDade County Map of Dade County Map of Key Biscayne Map of Key Biscayne 11 C a C C C C Wi C C C C C W DISCUSSION GUIDE VILLAGE OF KEY BISCAYNE (Th 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 pp 11 12 C 00000009003000a0c 2) Council and Departmental Goals pp 83 85 86 100 101 104 105 108 116 128 129 146 147 159 160 170, 171 180 3) Property Tax Revenues and Tax Rate pp 59,61 65 4) Revenues and Expenditures Summaries pp 66 6879 82 5) Debt pp 112 115 6) Capital Projects pp 181 182183 197 7) Stormwater Utility pp 201-212 8) Refuse Collection pp 213 218 &©©O©O©©©®OO©© e000OQQ 00WWWwwwwwwwwwwia/uweund i r F C' P C C C C C C C C C nnnnnnna VILLAGE OF KEY BISCAYNE, FLORIDA FISCAL YEAR 1999 Village Council John F Festa, Mayor (Term Expires 11/10/1998) Mortimer Fried Vice Mayor (Term Expires 11/13/2000) Martha Fdez-Leon Broucek (Term Expires 11/13/2000) Gregory Han (Term Expires 11/13/2000) Hugh T O'Reilly (Term Expires 11/10/1998) Michele Padovan (Term Expires 11/10/1998) Betty Q Sime (Term Expires 11/10/1998) Administrative Officials C Samuel Kissinger Village Manager Concluta H Alvarez CMC Village Clerk Weiss Serota Hellman Pastonza & Guedes 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 1 VILLAGE OF KEY BISCAYNE, FLORIDA FISCAL YEAR 1999 The Administrative Team James D DeCocq Assistant to the Village Manager Office of the Village Manager Jud Kurlancheeck, Director Vacant, Building Official Building Zoning and Planning Department Michael J Flaherty Director and Chief of Police John C Gilbert Chief of Fire Rescue Emergency Services Department Thomas N Zanms Director Finance and Administrative Services Department Armando Nunez Public Works Supervisor Public Works Department Todd Hofferberth, Director Michael Bam Sport Coordinator Recreation Department Village Council Appointments Special Masters Dennis M 0 Hara, (Term Expires on 7/1/99) Rosemary Sala (Term Expires on 7/1/99) Special Council Appointees Dr Steven A Simon, Playing Fields Liaison (March 11 1998) Fire/Police Retirement Board of Trustees (Two Year Terms) Barclay E Cale Chair (September 9 1997) Michael Hanng Secretary (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 GOGQ00000000©©00C CD C CD cc C C C C e C C C CC r C f, 00 0 0 0 K, 0 C 0 VILLAGE OF KEY BISCAYNE FISCAL YEAR 1999 INDEPENDENT CONSULTANTS Independent Auditor Rachlm Cohen & Holtz Certified Public Accountants & Consultants One Southeast 3rd Avenue Tenth Floor Miami Flonda 33131 Bond Counsel Jeffrey D DeCarlo Adorno & Zeder P A 2601 South Bayshore Dnve Suite 1600 Miami Florida 33133 Financial Advzsor Percy R Aguila Jr Vice President Dam Rauscher 201 South Biscayne Boulevard Suite 830 Mianu Flonda 33131 Village Landscape Architects Wilham A 0 Leary FASLA President 0 Leary Design Associates P A 8525 Southwest 92nd Street CI1 Miami Flonda 33156 A Gail B Pettey ASLA President A Gail Boorman & Associates 849 Seventh Avenue Suite 204 Naples Flonda 33940 Traffic Engineers Glatting Jackson, Kercher Anglin Lopez & Rinehart 33 East Pine Street Orlando Honda 32801 General Architectural & Engzneerzng Servzces C A P Engineerng Consultants 100 Miracle Mile Suite 300 Coral Gables FL 33134 Coastal Systems International Inc 464 South Dixie Highway Coral Gables Flonda 33146 Corzo Castella Carballo Thompson Sahnan PA 901 Ponce de Leon Boulevard Suite 900 Coral Gables Flonda 33134 Craig A Smith & Associates 1000 West McNab Road Pompano Beach Flonda 33069 EAS Engmeenng Inc 55 Almena Avenue Coral Gables FL 33134 OBM Miami Inc 2600 Douglas Road Suite 510 Coral Gables FL 33134 Portuondo Perrotti Architects 4102 Laguna Street Coral Gables F133146 Post Buckley Schuh & Jermgan Inc 2001 N W 107th Avenue Miami Flonda 33172 Robert Currie Partnership 134 N E 1st Avenue Delray Beach Flonda 33444 Wilhams Hatfield & Stoner Inc 4601 Ponce de Leon Boulevard, Suite 220 Coral Gables Flonda 33146 3 0 00 00000000© 000 00000 00000WWWUwwwwuctswwwwwwdw VILLAGE OF KEY BISCAYNE, FLORIDA MISSION STATEMENT C r c1 0 r MISSION STATEMENT "TO PROVIDE A SAFE, QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT." VILLAGE OF KEY BISCAYNE, FLORIDA ORGANIZATIONAL CHART The Village Manager who reports directly to the Village Council manages the Village of Key Biscayne s day to day operations The Village Manager appomts the department heads of the five departments Local Planning Agency Village Clerk (I 5) Special Master (2) Assistant to the Manager (1) Village Attorney Police/ Fire Retirement Board (5) D' 0 15 Building Zoning Tanning Code Ass tan OF Fire Rescue Police Adopted by Ordinance 93-6 on April 27 1993 Amended by Ordinance 93 20 on November 23 1993 Amended by Ordinance 95 2 on February 13 1995 —LSpecaal Events 1 Sports and Athletics Programs and Tours Village placer —I Contract Supervisor Stormwater Management Refuse Collection and Recycling Maintenance Finance! Accounting Personnel Benefits MISSION STATEMENT "To PROVIDE SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 5 000000000©000©©©©O C C C C C C C i4 AUTHORIZED POSITIONS FISCAL YEARS 1994 1999 The Chart below shows the distribution of authonzed full and part time positions by departments for the twelve month penod for the years 1994 through 1999 The number of full and part time employees for 1999 fiscal year is 95 an increase of 4 5 employees over 1998 The increase occurred in the Building (3) and Police (1 5) Departments 0000003000300-)02009,i', 0 0 Authonzed Positions Fiscal Years Village Manager Assistant to the Manager 0 0 0 1 1 Admnustrative Assistant 1 1 1 0 1 Receptionist/Switchboard 1 1 1 1 1 Total Villa ' e Man . er's Office 1994 1995 1996 1997 1998 1999 1 1 1 Director Assistant Part Time 0 5 0 5 0 5 0 5 0 5 Fmance Assistant 0 0 0 5 0 5 0 5 Total Finance De a artment 1 5 1 5 2 2 2 3 4 1 1 Village Clerk Staff Assistant Part Time 0 5 0 5 0 5 0 5 0 5 Total Vill . ' e Clerk's Office 1 Administrative Assistant Bmldmg Official/Structural Engineer Planner Community Assistant Code Enforcement Penmt Clerk Permit Clerk Assistant Building Assistant Inspectors (5) Part Time Total Building Zoning & Plannmg Director cononuc Development Dep Sworn Police Chief Deputy Pohce Chief Ponce Lieutenants 1 1 1 1 4 1 0 1 2 1 05 1 1 1 0 1 1 1 1 0 1 0 05 2 25 8 11 0 0 0 1 1 1 1 1 1 4 3 1 1 3 3 1 3 4 AUTHORIZED POSITIONS (CONTINUED) FISCAL YEARS 1994 1999 Police Officers Civilian 19 21 21 22 Ark/illustrative Assistant Dispatcher Public Service Aide Administrative Aide Civilian Part Time Dispatchers Public Service Aide Crossmg Guard Total Police De i artment 1 3 4 4 4 1 1 1 1 4 4 3 4 4 1 1 4 4 4 0 1 1 0 0 1 0 0 0 0 0 0 0 0 05 32 5 34 1 1 35 37 37 0 5- 383 Public Works Supervisor Maintenance Laborer 0 1 0 05 1 1 1 I 1 1 1 Total Public, Works De i artment 1 1 15 2 2 2 Fire Chief beputy Fire Chief A 'Fire Captain Fire Lieutenant 1;' ire%igli4eFjParamedic 1 1 1 1 1 1 1 1 1 Assistant I 1 1 3 1 1 1 I 1 3 3 3 3 3 3 15 19 5 24 0 24 0 24 0 24 0 Toluene Rescue 33 33 33 33 33 33 Director Program Coordinator Sports Coordinator Program Assistants (2) Part Time TtanSeSreation Department 1 0 0 0 0 1 1 1 1 1 1 1 1 0 SUMMARY 1 4 3 1 3 1 1 3 1 3 3 3 3 3 4 4 Office of the Village Manager Finance and Administrative Services 1 5 2 2 2 2 2 Office of the Village Clerk 1 5 1 5 15 1 5 1 5 15 Building, Zpnmg and Planning 5 5 8 8 8 11 Econgime Development 1 1 0 0 0 0 Police Department 32 5 34 35 37 37 38 5 Public Works Department 1 1 1 5 2 2 2 Fire Rescue Department 33 33 33 33 33 33 Recreation Department 4 3 3 3 3 3 Total Authorized Positions 82.5 $3 82 89.5 90.5 25 7 0 0 0 0 0 0 0 0 0 0 a a► a C CC 4 C C C C C E VILLAGE OF KEY BISCAYNE, FLORIDA MISSION STATEMENTS s x r + ` ALITY COMMUNITY �� ENVIRONMENT AE FOR SAFE ALL QUALITY ISLANDERS THROUGH RESPONSIBLE GOVERNMENT DEPARTMENTAL MISSION STATEMENTS f r To provide the residents of the Village their architects engmeers and contractors a friendly courteous and expeditious turnaround of their information and permit requests To assist the Council m its development adoption implementation and enforcement of the land use concurrency zoning and other Village regulations To provide a thorough inspection process that assures the residents of a well constructed residence or commercial structure To administer the fmances 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 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 expenences To promote beautification through maintenance of pubhc right of ways streets trees library and school grounds and providmg for a quality community environment Future Comprehensive Land Use Plan ACHIEVE THE FOLLOWING COMMUNITY CHARACTER STATEMENT Key Biscayne should be a residential commumty Development policies should protect residential character Future residential development should be at the lowest densities consistent with protection of reasonable property nghts Hotels should be permitted m order to provide ocean access opportunities and respect an established land use pattern however they should be modest m 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 hmited to the minimum amount practical in light of existing development patterns 8 idiPar 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 For additional information please consult the inside front cover Form of Government Governing Body Date of Incorporation Population* Village Services p^ 016 Vey Area Latitude Longitude Services provided by Miami Dade County 61, a 1. „, 42, ydvrof Miles of Streets Number of Stations Fire Hydrants Emergency Response Time Number of Rescue Trucks Ambulances Number of Stations Average Age 40 0 years Council Manager 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 atwo year term June18 1991 1995 8 892 1997 8 937 1998 9 471 2000 9 559 2005 10 165 2010 10 759 Full Service mcludmg Police Fire Rescue Recreation, Building Zonmg and Plannmg refuse collection and disposal and stormwater management Library schools water and sewer and certam public works functions ifre4 41'6 giaeL 125 Square Miles 25 42 North 80 16 West 7 850 ft 169 Less than 3 minutes 2 1 plat %/Ledo ea vr Average Household Income Estimate provided by the University of Florida $92 604 9 00®0®®©00©0©©©00000 0 W4r C C C C C f C C' C C ABOUT KEY BISCAYNE { K K K (, C C C C Attendance Centers Number of Students Number of Teachers Number of Customers Average Daily Consumption Participants Customers Single Family Home Rate Multi Family Unit Rate Commercial Rate Number of Parks (15 5 acres) Master Plan 2 5 acres per 1 000 population Number of Libraries Miami Dade Branch Churches Single Family Homes Multi Famil Units 2 500 000 Single Family Homes 1313 i $199 Newspaper (Weekly) Islander News and La Isla Adelplua Cable Communications Regulated by Miami Dade County Local Cable Channel Channel 99 E Mail mfona vkb key biscayne 11 us World Wide Well Site http //vkh key hicnayne 10 ANNUAL BUDGET PROCEDURES FISCAL YEAR 1999 In accordance with the Village of Key Biscayne Charter Article IlI, (Section 3 03 Powers and Duties of the Village Manager [Subsection 5]) the Village Manager must prepare and submit to the Council a proposed budget and capital program Each annual budget adopted by the Council shall be a balanced budget m accordance with the Village of Key Biscayne Charter Article IV (Section 4 05a) 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 (Section 4 05b) The budget shall be specific as to the nature of each category of appropriations therein Further changes such as transfemng of available funds within a specific depaitment may be authorized by the Village Manager Reasonable appropriations maybe made for contingencies but not within defined spending categories (Section 4 05c) The annual budget is adopted by ordmance and may only be changed by ordmance Contingency funds may only be transferred by the budget amendment process (Section 4 07 a b) 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 Fmance 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 that (GAAP) does not take encumbrances into account until they become payable Solid Waste Fund Stormwater Utility Fund and Sanitary Sewer Fund 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 11 C O 0 0 0 0 0 0 O C C C C C C C C C C E BUDGET CALENDAR FISCAL YEAR 1999 c� r 0 C C C C C C The Village fiscal year begins October 1 and ends September 30 of the followmg year Preparation of the budget begins in March of each year The Council adopted millage rate Resolution 98 32 in July for use on the Notice of Proposed Taxes to be mailed to all property owners on August 21 1998 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 m July except by re notifying by mail all affected property owners Below is an outline of the budget calendar for the 1999 budget ACTION Staff meeting to begin preparation of 1999 Annual Budget 2 Departmental Review 3 Village Council sets Budget Schedule 4 Certification of Taxable Values by Dade County Property Appraiser is finalized 5 Resolution #98-32 adopts proposed millage rate for 1999 and selects public hearing dates 6 Notice of proposed tax hill and Public Hearing dates 7 Proposed FY 1999 Budget presented by Village Manager to Village Council 8 First Public Hearing on the 1999 Budget 9 Final Budget Hearing and adoption of the 1999 Budget 10 Start of new Fiscal Year DATE March 20 1998 April through June 1998 Apri18 1998 June 1 1998 July 1 1998 August 21 1998 August 25 1998 September 8 1998 September 15 1998 October 1 1998 12 G 000©© ©©© 00 0©®®®0 ®0®00t3UWWW;491/431/4ektisdd�wv�v���w rT c r-, V flag C un 1 John F F t May r Mo t m Fned V: Mayor M th Fdez Leon Broucek G gryC Han Hugh T 0 Re Ily M chel P dovan Betty S m Vllag Manag C Sam l Kt s nge Office of the Village Manager December 1 1998 The Honorable Mayor and Members of the Village Council of the Village of Key Biscayne Key Biscayne Florida 33149 RE MESSAGE FOR THE 1999 BUDGET Dear Mayor, Councilmembers and Citizens of Key Biscayne Submitted herein for your consideration m accordance with the Village Charter is the adopted budget for Fiscal Year 1999 for the Village of Key Biscayne This comprehensive document includes detailed descriptions of revenues and expenditures for all four (4) funds The fiscal year begins October 1 1998 and ends September 30 1999 Overview The Fiscal Year 1999 comprehensive budget document for the Village of Key Biscayne is a detailed description of revenues and expenditures of four (4) funds General Fund Stormwater Utility Fund and the Refuse Collection Recycling and Disposal Fund and the Sanitary Sewer Fund This balanced budget submitted in accordance with the Village Charter is predicated on NO INCREASE of the General Fund mill rate of $3 606 per $1 000 of assessed valuation for the third consecutive year However when a property assessment is increased the tax bill will also increase No mcrease of the refuse and stormwater fees are required by this budget The rolled back rate for this year is $3 5773 per $1 000 of assessed property or a difference of 0 802% ($55 000) of the proposed rate Please see Exhibit one for reasons not to lower the Mill rate to the rolled back rate Since 1993 the first year the Village levied an ad valorem tax the rate has been reduced to 3 606 from 4 724 or almost 25 percent However year it remained at the same 3 606 rate as 1997 The proposed mill rate continues to be the lowest in Miami Dade County Last year a consensus goal of the Village Council was to continue the present 3 606 mill rate until the year 2002 This is the second year of the five (5) year plan to maintain a constant 3 606 mill rate This Budget 13 85 West McIntyre Street Key Biscayne Honda 33149 (305) 365 5514 Fax (305) 365 8936 MIS ION STATEMENT TO PROVIDE. A SAFE QI ALITV ( OMMt NI FY ENVIRONMENT FOR ALL ISLANDF RS THROI ( H RF PON IHI t ( OVFRN MI NT BUDGET MESSAGE FISCAL YEAR 1999 continues to meet this goal and other Council directives goals objectives and policies Unincorporated Mill Rate The proposed 1999 unincorporated County tax rate is 5 496 mills a difference of 1 887 mills or 65 72% higher than the Village rate of 3 606 The county rate provides the same municipal services including Fire/Rescue for the unincorporated municipal service area of the County as our 3 606 rate does for the Village Prior to mcorporation in 1991, the Village was part of this service area Budget in Brief The total proposed 1999 Budget is over $16 million The following chart shows a companson of the Amended 1998 Budget and the Proposed 1999 Budget for the four (4) funds The Budget has increased because a sanitary sewer construction fund has been established General Fund Financial Policies and Obiectives The Key Biscayne Village Council has enacted certain guidelines to address the challenge of growth and continued long term financial stability in the General Fund For the Village to contmue to maintain its strong and favorable financial position the Village Council has adopted the following • No adjustments in the Village controlled property tax rate until at least the year 2002 • Establish by Fiscal Year 2001 a $2 million undesignated fund balance which will amount to approximately 20% of the General Fund • Continue the Capital Improvement Program that was prepared and is revised annually in accordance with the guideline of the long term debt ordinance and the Master Plan and at the same time have no long term debt by the year 2018 • Continued adherence to the adopted financial policy while maintaining ample fund balances and reserves as the best strategy for the Village to ensure its sound fiscal position and • Continue the progress towards completing the Goals and Objectives adopted unanimously 14 o©®®®®®®©®©©©©©©©©©©©®©©© C C C BUDGET MESSAGE FISCAL YEAR 1999 by the Village Council on Apnl 13 1998 In addition to the tenets listed above the Village also has the followmg admimstrative objectives for the General Fund Use of conservative revenue projections to help achieve and insure a strong and stable fund balance of $2 million Evaluation of General Fund resources and uses of these funds and Develop an action plan to implement the guidelines and goals developed at the June 1 and 2 1998 strategic goal setting session The 1999 General Fund budget attempts to adhere to the above policy statements and continues to maintain a strong ending fund balance while enhancing the natural beauty of the island and improving the overall financial strength of the Village Goals and Objectives of the Village Council for 1999-2003 The sixth set of Goals and Objectives were developed by the Council at the March 10 1998 Council Meeting Council unanimously adopted the Goals on March 31 1998 The Council Goals and Objectives set the tone for development of the Budget A summary of the 1998 highlights is attached in Exhibit two which follows this statement In addition at the March 10 meeting Council retained the services of Lyle Sumek Associates Inc to conduct a Leadership and Goal Setting Workshop for the Village Council The session was held June 1 and 2 1998 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 Village Council Goal of responsiveness evaluation commumcations and public relation activities by each Department Attached to this message are exhibits two and three which highlight progress for 1998 and proposed projects for 1999 Exhibit three discusses proposed projects for 1999 and is attached to this message and follows exhibit two 1999 Annual Budget Considerations Since effective fiscal planning is earned 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 General Fund Budget can continue services at present levels This level is well received by our citizens as attested to in the 1995 Florida International Umversity Survey the 1998 Insurance Service Office evaluation of the Building and Zoning department recent departmental citizen surveys and local citizen comments and suggestions A basic purpose of this Financial Plan is to 15 BUDGET MESSAGE FISCAL YEAR 1999 implement the goals and objectives of the Village Council It is considered along with the Master Plan the Five Year Budget Plan and other future needs General Fund Summary Our largest source of revenue is the property tax This year our assessment increased to $2 028 174 208 from $2 003 049 222 or a 1 2% mcrease, $25 124 976 The mcrease is the smallest in the last decade except for the 1993 Humcane Andrew decrease The proposed Fiscal Year 1999 Budget allocates $11 625 316 for the General Fund This budget is an increase of $620 714 or approximately 6% more than the amended Fiscal Year 1998 Budget of $11 045 602 REVIEW OF REVENUES The 1999 revenue shall mcrease almost $600 000 The largest increase is from Utility taxes m the amount of almost $200 000 In addition to the utility taxes other significant increases are ad valorem ($86 000) licenses and permits ($86 000) interest income ($50 000) increase in fund balance ($100 000) and miscellaneous revenues increases Below is a breakdown of the General Fund Revenues General Fund Revenues Adopted Fiscal Year 1999 Budget Amended Fiscal Year 1998 Budget Difference Percent Changed Ad valorem 6 947 916 $6 861 845 $86 071 0 10% Franchise Fees 692 500 692 000 500 0 Utility Taxes 1 507 000 1 311 000 196 000 14 0 Licenses & Permits 687 925 601 450 86 475 14 0 State Shared Revenues 789 375 763 500 25 875 3 0 Charges for Services 102 000 65 600 37 000 56 0 Interest 250 600 200 000 50 000 25 0 Grants & Donations 148 000 141 500 6 500 4 0 Prior Year Fund Balance 541 000 $408 707 132 293 32 0 Total Revenues 11 666 316 $11 045 602 620 714 6 0% 16 C 0 0 0 0 0 0 0 0 0 0 0 0 o a o o o o C 0 C 0 a C o 411r" C� C C C C C Cm W C Q C FaN ,- BUDGET MESSAGE FISCAL YEAR 1999 Cm C C C C C Property Taxes as a Percentage of Budget 80 1993 1994 1995 1996 1997 1998 1999 7080 w ■ 50 .oso � �....■ �['■ � 6lt x■,, �{ ■ . � ■ ■ ■ ,■ ,�q ■�y■ �`�?■■ ■�■ ■ ■•{■k ■ i ■ ■ SY$ 20 �.�� � ■ ■ ■■.�■ ■ 58 dal■ ■• ■f �" E ■ ■ 9 $ 536,480 $6 640 045 86820807 $6,380520 $6 719 150 86861845 The primary revenue source for the General Fund is the property tax The property tax provides over 60% of the revenue for the general operating budget The 1999 total assessed property value is $2 028 174 208 This amount is an increase of $25 124 976 or 1 23% over 1997 values which will generate an additional $86 000 m ad valorem revenues based on the proposed 3 606 mill rate UNDESIGNATED FUND BALANCE The Undesignated 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 for unanticipated projects i e school grant, police salary benefits and West Mashta/Fernwood Roads improvements 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 The audited 1997 undesignated balance is $854 021 The 1998 budget included an appropriation of $408 707 from the 1997 undesignated fund balance of $854 021 leaving a balance of $445 314 At the Council Meeting of January 13 1998 $135 000 of the remaining fund balance was appropriated The undesignated fund balance is $310 314 This budget appropriates the $310 314 fund balance plus $189 686 from the anticipated 1998 balance which is estimated at $600 000 for a total of $500 000 To meet the $2 million undesignated balance by October 1 2001 $400 000 must be raised annually over the next three fiscal years If this goal is not met funds could be appropriated m the 2001 budget for this purpose The property tax share of the budget has decreased since our first budget The Fiscal Year 1999 Budget is funded approximately 60% 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 1999 General Fund Expenditures as compared to the amended Fiscal Year 1998 Expenditures Budget 17 BUDGET MESSAGE FISCAL YEAR 1999 General Fund Expenditures Adopted Fiscal Year 1999 Budget Amended Fiscal Year 1998 Budget Difference ± Percent Changed Village Council $25 000 $18 500 $6 500 35 1% Administration 467,219 412 050 55 169 13 4% Village Clerk 157 463 113 661 43 802 38 5% Village Attorney 213 000 16$ 000 45 000 26 7% Non Departmental 800 082 724 420 75 662 10 4% Debt Service 1 136 435 1 134,585 1 850 0 2% Building Zoning & Planning 1 102 062 849 592 252 470 29 7% Police 2 787 621 2 625 244 162 377 6 2% Fire Rescue 3 087 321 2 898 289 189 032 6 5% Public Works 561 084 540 009 21 075 3 9% Recreation 311599 311,252 347 01% Capital Outlay $1 017 430 $1 250 000 $ 232 570 18 6% Total Expenditures $11 666 316 $11 045 602 $620 714 5 6% Review of The Capital Improvement Fund The Capital Improvement Fund for Fiscal Year 1999 is $1 000 000 After the Village Council adopts the General Fund Capital Outlay the momes 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 and Capital Outlay section of this budget Review of The Stormwater Utility Fund The Stormwater Utility Fund was created in 1993 and is financed by a separate fee The fee generates approximately $450 000 annually Billing began August 1994 The fund will have a balance of approximately $1 25 million as of September 30 1999 This fund paid for a portion of the cost of the $10 million construction program This program began May 1995 and was completed by October 18 1997 Additional enhancement to the system includes $325 000 for Femwood Road improvements and $330 000 for a portion East Enid Drive In addition the area around the elementary school is currently under study by our stormwater engmeer Preliminary cost are estimated at more than $1 million The utility rate has remained the same for the past six (6) years No fee increase is recommended for the 1999 fiscal year For additional information on this fund please consult the Stormwater Utility section of this document 00000000000000000000 Q Q a a C G C C C 18 a `arNk`i et. „ BUDGET MESSAGE FISCAL YEAR 1999 r 0 (1 d 0 0 0 r 0 0 0 c 0 0 0 0 0 Review of The Sohd Waste and Recycling Collection and Disposal Fund In 1994 the Village Council authonzed the transfer of the solid waste and recycling collection and disposal service from Miami Dade County to the Village Ordinance 95 4 April 11 1995 estabhshes the fund The reason for the assumption of the service was a substantial decrease in the annual county fee from $399 per year to $199 and an improvement of the service level The service is provided in accordance with a five (5) year contract with a private contractor which ends December 31 1999 The fee has remained at the same rate since the service was inaugurated m 1995 No increase is recommended for 1999 After three cost of living adjustments as per the contract the cost to the contractor is $170 00 per year The $29 difference personnel administrative costs The fund has a reserve of over $66 311 as of September 30 1997 For additional mformation on this fund please consult the solid waste section of this document Review of Sanitary Sewer Construction Fund The Sanitary Sewer Construction Fund was created for the purpose of constructing a municipal sanitary sewer system to the unsewered areas of the community The project will be a special assessment district Those residents benefrtting shall pay for the service accordingly Council authonzed a five (5%) percent cost sharing at the Apnl 14 1998 meeting The fund was established by Ordinance 98 10 adopted October 13 1998 Planning and engineering funds were spent m the amount of $684 000 this year Personnel Salary and Wage Benefits The personnel costs total $6 5 milhon an increase of $631 632 over the Fiscal Year 1998 amended budget of $5 869 million This is a 10 8 mcrease and provides for a 1 78% COLA and step increases were applicable as authorized by the Village Council January 14 1997 The mcrease is broken into the following categones step mcreases $194 112 cost of living adjustments $74 120 and the remammg $363 300 for additional personnel It also mcludes additional inspectors and other building personnel recreation personnel plus one more police officer Funds are minded to improve the current employee disability insurance program effective April 1 1999 This is the first fringe benefit improvement for all employees since 1995 The budget maintains a competitive compensation and benefit package for our work force which is one of the finest anywhere 1998 Budget Amendments Ordinance 98 2 adopted March 10 1998 amended the 1998 budget by mcreasmg building permit fee revenues by $64 450 and adding additional inspectors and buildmg personnel by the same dollar amount to handle two (2) major developments projects Also the ordinance transferred $50 000 from the non departmental account to the Recreation Department following line item Special Events $36 041 Hentage Day Celebration $10 000 and Key Biscayne Rotary Club $3 959 Conclusions and Recommendations Key Biscayne s growing tax base contmues to enhance the Village s revenue capacity The Grand Bay Resort and Residences and The Ocean Club of Key Biscayne 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 m the of millions of dollars The projects are proceeding well ahead as schedule and being well received by the public 19 BUDGET MESSAGE FISCAL YEAR 1999 In addition construction contmues m the residential community with many homes bemg purchased demolished and re constructed with new and typically larger homes subsequently increasmg the Village s tax base The contmued renovation of both smgle family homes and condominiums shall continue well mto the twenty first century The tax base is expected to continue growmg making the Village s future forecast one that is exciting and challenging Revenues shall continue to increase over the next four years Our projections show that we can provide for a balanced general fund program through at least the next three (3) years without seeking further tax adjustments This of course assumes no change in state revenue allocation policy or a major economic downturn from now until the 21st century Smce 1995 I recommended m each budget the Council establish a $2 million undesignated fund balance an annual $2 million Capital Budget and contingency fund of approximately 5% of the annual operating budget Additionally Council should review 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 continue to recommend the following fiscal policies 1) A $2 million Annual Capital Budget 2) A $500 000 Annual Contmgency Fund Budget 3) Five Year Budget Plan and 4) Debt Free by the year 2018 The proposed budget is balanced in accordance with state statutes and the Village Charter and attempts to address the goals and objectives that have been established by the Village Council for future development. The document is designed to provide a comprehensive framework for all Village activities during the next twelve months 1998 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 1998 In order to receive this award a government unit must publish a budget document that meets program cntena as a policy document, an operations guide a financial plan and as a communications medium The award is only valid for a period of one year We believe our current budget continues to conform to the program requirements therefore we will submit the 1999 Budget to GFOA to determine its eligibility for the Village's seventh consecutive award Acknowledgments In closmg I thank you for providmg 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 m the preparation of this budget but in their commitment to providing quality services that meet the needs of the residents of our community m a cost effective and efficient manner Special recognition is deserved for the work of the Village s budget team Thomas Zanms 20 000000000000000000000 C C C C C C BUDGET MESSAGE FISCAL YEAR 1999 Acr f reN Fmance Director and Ana de Varona Admmistrative Assistant for their substantial contributions in developmg and prepanng this document Thank you again for your support and I look forward to working with you this coming year I respectfully recommend this proposed 1999 Fiscal Year Annual Operating and Capital Budget for your consideration Thank you CSK/adv 21 Respectfully submitted, cyt", C Samuel Kissinger Village Manager 1999 BUDGET MESSAGE EXHIBIT ONE Rolled Back Tax Rate If the Village Council votes to roll back the tax rate the Village rate would become 3 5773 This lower rate would raise the same amount of the Ad Valorem Revenue as the previous year excluding taxes from new construction 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 The difference is $0 0287 or 0 802 % of the total tax bill The roll back rate would yield $55 000 less revenue than in the previous tax year For fiscal years 1995 to 1997 I recommended that the mill rate remain the same Each year the Village Council lowered the mill rate to the roll back rate or lower This past fiscal year the rate remained the same (3 606) as the 1997 rate During fiscal years 1995 1997 the reductions amounted to approximately $21 or 5% each year per $100 000 of assessed valuation MILLAGE RATE Year Proposed Budget Adopted Budget Percent Reduction Rolled Back Rate 1995 4 350 4 101 5 72% 4 1010 1996 3 990 3 800 4 76% 4 0024 1997 3 800 3 606 5 10% 3 6060 AI) VALOREM TAX Year Assessed Value Proposed Budget Adopted Budget Difference 1995 $1 741 921 584 $7 198 490 $6 786 439 $412 051 1996 $1 767 457 006 $6 669 545 $6 380 519 $319 026 1997 $1 861 243 132 $6 719 057 $6 376 060 $343 027 The following facts are the reasons the present mill rate should be maintained 1) Property tax reductions at the rolled back rate from 1995 to 1997 resulted in a revenue loss of $1 130 480 (by an average of 5 19% less than 1% of the total annual tax bill) These funds could have financed needed Capital Improvements and/or unfunded Capital Projects contained m the Capital Improvement Fund i e Beach Nourishment 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 22 000000©©©©©©©©©00000C C a a C C C C C a C C C C Q 1999 BUDGET MESSAGE EXHIBIT ONE (continued) 3) The Five Year Budget Plan (1998 2002) was prepared with the assumption that the mill rate would remain stable until 2002 The Plan provides for an increase in the Contingency Fund and the Capital Outlay accounts This Plan funds the $8 million Capital Projects as articulated in the Council Goals and Objectives the Capital Improvement Program and the Village Master Plan Reduction of the mill rate will further delay the implementation of these approved Council projects 4) Land acquisition costs are estimated very conservatively at more than $1 25 million per acre A 20 year bond issue for each one million dollars borrowed require an $85 000 principal and interest payment (interest rate of 5 5%) f OOOOOOGOOO003ooQcjo3Qocy 0 eta C 5) A constant mill rate is the equivalent of a tax reduction when one considers inflation 6) By adopting the rolled back rate inflation and legitimate property value growth are ignored 7) 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 pnce index whichever is lower The increase for this year is 1 7% This has slowed the growth of the assessed valuation of the Village The limitations affect only residential property valuations until such property changes hands 8) Based on proper property tax administration those properties having higher values should have then- assessments increased accordingly Not all assessments are increased at the same time Those that have decreased or increased in value are adjusted accordingly When the Roll Back Rate is adopted residential properties whose assessments were increased (i e 1 11% of Village taxpayers for the 1998 budget) are in essence receiving a benefit not afforded to properties whose assessments have not increased 9) Property taxes are deductible on federal income tax 10) A Debt Cap generally implies a pay as you go Financial Policy if capital improvement projects are to go forward In my opinion the present Debt Cap is restrictive It is also restrictive when compared to other Flonda communities and other State debt restrictions The Village needs revenue to finance community improvements 11) If the county government does not fund its respective share the Beach Nourishment Plan may require additional funding and 12) Funds to replace the Emergency Services Complex are not included in the Capital Improvement Program This will become a requirement in the not to distant future End 23 1999 BUDGET MESSAGE EXHIBIT TWO The following is a breakdown of activities and/or projects this government has undertaken during the 1998 Fiscal Year The 1998 Budget provided increased funds to continue Capital Improvements The Budget continued projects and contracts for municipal services begun in previous years and initiated new community improvements and programs 1 General Fund Operating and Capital Budget The 1999 adopted budget is $16 409 860 and is broken down into the following funds General Fund $11 666 316 Solid Waste Fund $263 516 Stormwater Utility Fund $880 028 and the Sanitary Sewer Construction Fund $3 600 000 The General Fund is 62 5% financed by the Ad Valorem Tax which is 3 606 mills per $1 000 of assessed valuation This mill rate has been reduced for that portion of the property tax which is under the control of the Village Council to 3 606 from 4 624 mills since 1993 This reduction has saved the tax payers almost $10 million 2 Stormwater Utility Fund This fund was established m 1993 The initial $10 million construction program began June 19 1995 and completed October 18 1998 The construction of stormwater improvements on the east side of Crandon Boulevard took place on eight (8) streets in the Holiday Colony area, Ocean Lane Drive and Sunrise Drive Work included 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 at a cost of $2 2 million The west side consists of 8 26 miles of pipe 826 structures and 19 drainage wells and was constructed at a cost of $6 218 534 The remaining $1 6 million were spent for construction and engmeenng services borrowing costs and permitting fees and bond issuing expenditures 3 Traffic Calming Installations The final traffic calming report was submitted to the Village Council September 5 1996 At the September 10 1996 meeting authonzation was granted to proceed with West Mashta Dnve portions of Fernwood Road and Harbor Dnve A change order to the sidewalk contract was approved March 11 1997 (Resolution 97 3) for West Mashta Dnve and included the Fernwood Road improvement The Traffic Calming project was started for West Mashta Dnve in Apnl 1997 and included three (3) round abouts and a small median divider at an approximate cost of $197 000 The project was completed in July The Femwood Road pre -construction meeting was held July 2 1997 Construction started August and completion was April 1998 at a cost of approximately $428 000 Traffic calming included the construction of two (2) speed tables and one lane reduction improvement Also 24 360000000©000000 Q w C C C C C C C C C C 1999 BUDGET MESSAGE EXHIBIT TWO (continued) included was the mstallation of a portion of the Fernwood Road storm drainage system and the creation of the 34 on street back paver parking spaces along the Village Green, appropriate landscaping and a valley gutter The Harbor Dnve/West Mashta Drive turn around and the Harbor Dnve traffic calming projects which mcludes four (4) traffic circles and two (2) traffic separators were awarded by the Village Council in the amount of $485 000 at the January 13 1998 Council Meeting Construction started Apnl 1 1998 Completion should be before the end of November The West Mashta/Harbor Drive turn around shall permit the public bus route to be relocated to Harbor Drive from West Wood Dnve 4 Village Green Improvement Programs A contract for the construction of the Village Green Restrooms and pavilion was awarded Apnl 28 1998 to Carolina Development Corporation (CDC) m the amount of $170 000 Construction started July 7 1998 Completion was November 4 1998 5 Crandon Boulevard Improvement and Lighting Projects The installation of up lighting for the three (3) medians at the entrance to the Village was authorized by the Village Council September 25 1997 The project was completed by December 15 1997 at a cost of approximately $67 000 At the March 11 1998 meeting the Village Council authorized the field survey of existing conditions along Crandon Boulevard to contmue the improvement program At the same meetmg the extension of the Crandon Boulevard sidewalk to the State Park was approved Also the Pines Canal public viewmg area is being planned at this time At the July 1 1998 meeting Council awarded contracts m the amount of $68 525 and $78 600 to South Dade Lighting for matenals and Interior Electric Inc for installation of lighting m the Ocean Lane Drive and Crandon Boulevard three (3) medians as well as the Lake Park located at the mtersection of East Enid Drive and Crandon Boulevard 000000000 6 Third Annual Town Meeting and Pubhc Information Program The annual Town Meeting was held January 29 1998 and the 1997 Annual Video Report was shown to a full Council Chamber at the same meeting The 1997 Annual Report was mailed to residents on June 10 1998 The Five Year Report issued in June of 1996 to all residents was recognized by the City Hall Public Information Contest with its 1997 Grand Award The Honda Urban Forestry Council presented the 1997 Municipal Program Award to the Village of Key Biscayne for the Comprehensive Village Wide Beautification Program on September 26 1997 7 The Key Biscayne Hentage Trail Dedication The Heritage Trail was dedicated November 11 1997 The Trail was partially financed by an $18 000 grant from the Florida Department of State Histonc Preservation Trust Fund. The self guided tour begins at Bear Cut and continues throughout the island, winding 25 1999 BUDGET MESSAGE EXHIBIT TWO (continued) through Miami Dade County Crandon Park the Village proper and Bill Baggs Cape Florida State Recreation Area Each of the 36 sites are designated with a plaque desenbing their historical significance An accompanying location map is available from the Chamber of Commerce This four-color brochure/map for the self guided tour of our historic community won the 1998 Grand Award from the City Hall Public Information Contest with the Heritage Trail itself receiving a Certificate of Commendation from the American Association for State and Local History (AASLH) 8 Beach Improvements Long Range Beach Nourishment Plan The plan was authorized in late 1996 The Village Council passed Resolution 97 55 on October 28 1997 which adopted the plan as a guide for future beach nourishment projects The plan identified the beach nourishment needs for the next five ten and fifty years mcludmg fill requirements budget projections and design profiles Nourishment Project For almost two years the Village representatives have been discussing with County and State officials the possibility of a short term beach nourishment project Council adopted several resolutions authorizmg the project The project fimdmg of $100 000 was provided by the Ocean Club of Key Biscayne The Board of County Commissioners approved the inter -governmental agreement December 16 1997(Resolution R 1531 97) The work began December 18 1997 and was by completed February 27 1998 Dune Planting Project The Village Beach Preservation Intern Rosenstiel School of Marine and Atmospheric Sciences (RSMAS) mapped and collected 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 The fifth island wide dune planting was held October 4 1997 involving volunteers from the Village Beach Resources Management (BRM)Task Force the Village Government, the Chamber of Commerce the Lipton Championships the University of Miami Rosenstiel School of Marine and Atmospheric Science (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 Beach Maintenance Resolution 98 23 adopted May 12 1998 authorized the Village Manager to extend the beach maintenance contract until July 31 2003 from August 1 1998 This contract has been in effect since August 1 1993 American Hometown Leaders Award The National Center for Small Communities (NCSC) has chosen Councilmember Betty Q Sime for one of their Annual Hometown Leaders Awards This program is co sponsored by the Wal Mart Foundation The Village shall receive a $1 000 grant from the foundation The program submitted by the Village was the current Beach Improvement Program 000000000000 a a a I 26 1999 BUDGET MESSAGE EXHIBIT TWO (continued) ( 9 Floodplam Management Plan A Floodplam Management Plan has been completed to address the problem of repetitive loss properties to improve the Village s ability to cope with flood hazards and problems and to gam further points in the Community Ratmg System for flood insurance coverage The plan was prepared with a $40 000 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 adopted Resolution 97 31 May 13 1997 which authonzed contracts enabling work to start on May 27 1997 A local citizen Advisory Committee has reviewed planning proposals and made recommendations to the Village Manager The Plan was submitted to the Council Apri128 1998 Resolution 98 18 adopted the plan at the same meeting 10 PohceTFire Retirement Plan To maintam recruiting competitiveness with surrounding fire and police depth tiuents the Village personnel studied the possibility of establishing a defined benefits plan for our emergency services employees for the past two years Finally the plan was adopted on September 9 1997 (Ordinance 97 21) The terms of and conditions of this plan provides the Village will never have to assume any financial obligations towards the plan The plan is fully funded by the member s contributions and contributions from insurance companies received July 1998 The plan became effective October 1 1997 and is administered by a five (5) member Board of Trustees 11 SunTrust Bank Acquisition Contract At the January 13 1998 Council Meeting the Village Attorney was authorized to prepare a contract to purchase the present SunTrust Bank property located along West McIntyre Street and the vacant land adjacent to the bank building and the Village Green Resolution 98 33 dated July 1 1998 approved the contract for purchase of said land at a cost of $3 482 500 Closing shall take place at the time of the new bank being opened for business approximately October 2001 12 Ocean Club of Key Biscayne Land Transfer Pursuant to Resolution No Z 10 95 of the Village adopted by the Village Council on July 27 1995 the Village Council approved special exceptions and height variances for the Ocean Club Development Area subject to certain conditions including dedication of the land to be used as a Lake Park (1 acre) Ocean Park (2 acres) and the Beach access promenade All parcels were recorded February 20 1998 with the County Clerk at which time the Village received ownership and maintenance responsibilities Two (2) beach access walkways are open to the public as part of these dedications and a $250 000 developer s contribution to develop the park and East Enid Drive Resolution 98 20 adopted April 28 1998 authorized Village architects to begin preparation of plans for the park 27 1999 BUDGET MESSAGE EXHIBIT TWO (continued) 13 Intergovernmental Representatives At the February 10 1998 Council Meeting Mr Jack Peeples was retained to represent the Village in Tallahassee on inter governmental affairs matters He as a Village resident will not be charging for his work on the beach nourishment funding project. Mr Peeples was instrumental in obtaining $1 189 million in State beach nourishment funding for the Village authorized by Florida State Statute Section 161 and included in the State of Florida FY 1999 Budget In addition Mr Peeples aided in establishing a State dedicated funding source of $30 million annually via CS/HB 3427 At the April 9 1998 meeting the font of Pinsky Mitchell Partners for Governmental Services was authorized to represent the Village to defeat the proposed amendment which would exempt the Miami Seaquanum from the requirements of the Dade County Comprehensive Master Plan and the Florida Growth Management Act 14 Insurance Service Office Rating The Buildmg, Zoning and Planning Department boasts a rating of 3 one of the highest rating given to a Dade County mumcipahty by the Insurance Services Office(ISO) This rating has been updated, with the ISO s 1998 review indicating another rating of 3 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 Our discount shall be between 5 to 8 percent 15 National Flood Insurance Program The Village as part of Dade County has been a participant in good standing m 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 FEMA has determined on June 19 1997 subsequent to an on site inspection on March 14 1997 that the Village is in full compliance with NFIP and therefore qualifies for participation in the NFIP/CRS Program and The Insurance Service Office (ISO) has completed its review of the Village s NFIP/CRS Application and has recommended a class 7 rating with CRS confirmed in a letter dated March 5 1998 from FEMA This classification places Key Biscayne among the top communities in flood insurance premium reductions for residents in excess of 15% Our residents shall receive savings of approximately $200 000 28 ee®QOQ©©O©®©©©©o C C C Q Q C C C C C C 6 C Q 1999 BUDGET MESSAGE EXHIBIT TWO (continued) 16 1998 Distinguished Budget Award 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 1998 Two of the four categories received a rating of Outstanding In order to receive this award a governmental 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 FY 1999 Budget to GFOA to determine its eligibility for the Village s sixth consecutive award 17 Community Assistance Grants Funds in the amount of $50 000 are budgeted for the fifth consecutive year for community grants to be awarded to local organizations A $25 000 donation was authorized to be paid to Jackson Memorial Hospital at the April 26 1994 meeting over a 5 year period This 1998 payment which was paid was the last installment for this pledge In addition two sponsorships were awarded this year to the Rotary Club of Key Biscayne ($3 958) for the Key Biscayne Art Show and to the Woman s Club of Key Biscayne ($10 000) for the establishment of an annual Heritage Day celebration for our pioneers at the December 9 1997 and January 27 1998 Council meetings respectively 18 Community Emergency Response Team The Community Emergency Response Team (C E R T ) program was initiated in July 1998 AC ER T is a group of ten to fifteen members of a neighborhood apartment/complex or similar residential area who are trained to prepare for and respond after a disaster The Fire Department trained 25 leaders who will recruit new members and new teams The team leader training culminated with an exercise that was set up on the construction site of the Ocean Club A scenario of a tornado hitting the key was used for the exercise The team leaders broke off into three teams executed search and rescue operations medical triage and performed damage assessment 19 Police Department Grants During this year the department was successful in its application for funding from the Byrne Grant Funds in the amount of $5 867 were used for continuing the after school club purchasing Red Ribbon supplies for the schools, continuing our Door to Door crime prevention program and continuing our Bike Safety and Theft Prevention program In addition funds were used to begin the VIN Etching program C C C C C .-1 The Federal Government C 0 P S (Community Oriented Policing Services) grant partially funded four officers for the year These funds totaled $94 250 00 The officers hired through this program have been involved m the department s crime prevention programs 29 1999 BUDGET MESSAGE EXHIBIT TWO (continued) The C 0 P S More grant gave us $22 393 to improve our technology We have been able to complete our computer generated reporting system up grade dispatch using the C A D (Computer aided dispatch) and included an imaging system so that photographs now become part of the case report The imaging system also allows us to photograph pnsoners job applicants children (Kidz Identification program) etc All of this advanced technology allows us to complete case reportmg m a more timely manner thus allowing us to put officers back on the street more quickly The C 0 P S Domestic Violence Grant gave the department $13 455 to be used for Domestic Violence traming We consider this to be one of our most demanding yet worthwhile projects as domestic violence knows no ethnic racial or religious boundaries A training program was designed to better serve the citizens of the Village This training program was umque in that m addition to the victim we also took the offender and his/her problems into consideration Another grant was applied for and received in the amount of $8 013 60 from the Local Law Enforcement Block Grant This money was used to purchase the electric car fully outfitted with lights and sirens The car is used in our DARE Program The department has received a total of $143 978 60 in grant money this year End 30 a a Q C 0 C C C C C C C C C 1999 BUDGET MESSAGE EXHIBIT THREE The following is a breakdown of upcoming activities or projects the Village Government will undertake during Fiscal Year 1999 The Proposed 1999 Budget provides funds to carry out the first year of the five year Capital Improvement Program The C I P is required by the Master Plan and the Village Charter This Budget continues projects and contracts for municipal services begun in previous years and initiates new community improvements and programs 1 1999 General Fund Operating and Capital Budget The 1999 proposed budget is $16 368 860 and is broken down into the following funds General Fund $11 625 316 Solid Waste Fund $263 516 Stormwater Utility Fund $471 390 and Sanitary Sewer Fund $3 6 million The General Fund is 60% fmanced by the Ad Valorem Tax which is 3 606 mills per $1 000 of assessed valuation This mill rate has been reduced for that portion of the property tax which is under the control of the Village Council to 3 606 from 4 624 mills since 1993 This reduction has saved the tax payers almost $13 4 million 0000000000 0 C 2 Stormwater Utility System Extension The Council at the March 11 1998 meeting instructed the manager to review the drainage district around and adjacent to the elementary school The Council approved this study at the April 16 1998 meeting at a cost of $15 585 The study will be completed by September At the March 11 1998 meeting the extension of the system was authorized to portions of Fernwood Road not being provided service at this time at an estimated cost of $325 000 The project extends the original drainage system completed in 1998 approximately 200 feet north of McIntyre Street on Fernwood Road and south along Fernwood Road to West Mashta Drive The contract was approved at the April 16 1998 meeting The project started August 3 1998 Construction should be completed by July 1999 3 Bank Loan Extension, Series 1998 At the January 27 1998 Council Meetmg the Village Manager was directed to begin the process of re financing the $7 2 million stormwater construction bank loan borrowed m 1995 The two year rate was 4 89% This was the second extension Fmancmg options were discussed at a Council workshop held February 23 1998 The manager was directed to have an ordinance prepared extending the bank loan for 364 days He was further directed to begin the process of arranging long term financmg for the $7 2 million loan Ordinance 98 2 and Resolution 98 6 were adopted March 10 1998 authorizing the bank loan extension until March 30 1999 at an interest rate of 4 32% The interest costs shall total $311 040 This cost shall be paid from the stormwater utility fees The first refinancing rate was 4 52% Ordinance 98 2 adopted February 24 1998 authorized the financing for this project 31 1999 BUDGET MESSAGE EXHIBIT THREE (continued) 4 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 trammg The department continues to strive to provide faster services and easy accessible information In addition the Floodplam management program is being properly managed by the Department according to the Federal Emergency Management Agency recent evaluation 5 Fire Rescue Department The Fire Rescue Department continues to provide an excellent response time at or near 3 minutes while maintaining a minimum on duty staffing of seven or more Firefighter/Paramedics at all times The Department continues to provide the same excellent level of service as has been provided m years past Resolution No 98 13 adopted by the Village of Key Biscayne Council on April 16 1998 and Resolution No 98 555 adopted by the City of Miami Commission on June 9 1998 provided for a second five year Automatic Aid and Ancillary Services Contract This contract became effective on October 1 1998 and runs through September 30 2003 for a fixed fee of $460 000 annually or $38,333 monthly Strong emphasis and commitment will continue toward the Department's highly successful public service programs such as citizen CPR classes blood pressure testing and school age fire safety training and education All of our sworn personnel under the rank of Fire Captain are State Certified Paramedics The Department will continue to participate in an extensive fire prevention inspection program in all hi nse and mercantile structures as well as the challenges offered by the new construction projects at the Ocean Club of Key Biscayne Grand Bay Towers and L D Pankey properties Fire Inspector state certification is currently held by twenty three (23) Firefighter/Paramedics Of the Village s seventeen (17) existing hi rise buildings all are in compliance with the alarm system requirements seven (7) are in compliance with the sprinkler requirements and the remaining ten (10) are making serious efforts to comply with the sprinkler requirement The Departments Trench Rescue and Confined Space team will continue its in service training This team has been utilized a number of times for unique rescue incidents The Department has increased its response to coastal water type emergencies with the addition of a quick response water vessel in December All members of the Department have taken a United States Coast Guard boating safety course The Department shall continue teaching Village residents the Community Emergency Response Team (C E R T) Program A C E R T is a group of ten to fifteen members of a neighborhood apartment/condominium complex or similar residential area who are framed to prepare for and respond after a disaster The first group of twenty five (25) C ER T members completed the six (6) week training course on August 27 1998 As part of the Department s commitment towards excellence by participating with the Commission on Fire Accreditation International (C F A I) a 378 page self assessment document was completed by the Department in May In July a site review Team from the 32 00000000000 a 0 C a a a a a C C It It C 1"i 1999 BUDGET MESSAGE EXHIBIT THREE (continued) r r 0 0 0 0 0 00000000000 CF AI visited the Department to validate the Self Assessment Report and make a recommendation to the CF AI On September 10 1998 the Board of Directors met in Louisville Kentucky to review the efforts of the Department At the end of that meeting the Village Fire Rescue Department was awarded International Accredited Agency Status making the Department the tenth (10th) m the world and, the first (1st) in the State of Flonda to achieve this recognition The Department shall contmue 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 6 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 will continue to conduct door to door visits with residents providing home/business security surveys of their properties registering bicycles providmg cnme prevention and hurricane preparedness information Several new programs are being implemented to Include etchmg of car windows with the vehicle identification number to prevent theft and assist m recovery if stolen A partnership with the Chamber of Commerce shall contmue to deliver Welcome Baskets to new residents and businesses along with continued cnme prevention fire safety hurncane preparedness maps and helpful merchant information The Department continues to operate as a streamlined no frills organization m an efficient and cost effective manner The staffing ratio of officers to resident population is one of the lowest staffing levels m Dade County We continue to have one of the safest communities with one of the lowest cnme rates of the many municipal governments m this 'Miami Metropolitan Statistical Area' which unfortunately has the nation s highest crime rate 7 Recreation Department The Recreation Department will continue to serve the community and stave to accommodate the recreational and leisure demands of the residents These programs and activities sponsored by the department include seminars tours sporting events taps to cultural and theater performances youth day tours spnng 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 mcrease participation and programs such as the youth tennis programs at the Lipton Tennis Center adult soccer tournaments and adult co ed softball The department will also continue to host the following special events Spnng Egg Hunt, Fourth of July Fireworks and related activities include the concert on the Green and the Taste of the Key Wmterfest, 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 33 a 1999 BUDGET MESSAGE EXHIBIT THREE (continued) 8 Pubhc Works Department The Public Works Department is the maintenance and construction coordinator for the community It is the responsible for preservmg 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 piujects for 1999 include sidewalks and traffic calming for West Heather Drive and West Wood Drive drainage parking sidewalks traffic calming and swale improvements on East Enid Drive, traffic calming and drainage at the Key Biscayne Community School, development of the Pines Canal overlook and sidewalk extension to the State Park, planning and development of the Village Beachfront Park, planning and development of the Police and Fire Emergency Services Complex completion of the West Mashta Bridge installation of median lighting for Ocean Lane Drive Crandon Boulevard, and the Village Lake Park, and installation of the sanitary sewer project. In addition Public Works oversees the contracts awarded for street sweepmg and catch basm cleaning and maintenance with Tn County Services and SOS Plumbing Inc respectively 9 Sidewalk Construction Program The sidewalk construction program began in 1995 with sidewalks being installed along the east side of Fernwood Road and on the west side of Harbor Drive at an approximate cost of $800 000 This phase of the program was completed in 1996 At the November 4 1997 Council Meeting the Manager was authorized to have a sidewalk installed on West Enid from Crandon Boulevard to Glenndge Road The contract was awarded April 16 1998 at a cost of $22 600 At the January 13 1998 Council Meeting the Village Council via Resolution 98 3 authorized the preparation of plans and specifications for the installation of sidewalks along West Wood Dnve and West Heather Drive At the March 31 1998 Council Meeting the manager was authorized to instruct the Engineers to add traffic calming devices into this project They include three circles and a median diverter and two circles an elevated tee intersection and a median diverter for West Wood Drive Funds to finance these improvements were included in the 1998 budget and the proposed 1999 Capital Improvement Plan Construction shall take approximately eight months 10 East Enid Drive Improvement Program The Village Council authorized the Fast Emd Drive Improvement Program at the February 10 1998 and April 16 1998 Council Meetings (Resolution 98 5) The proposed improvements include repaving (asphalt) the 20 driving lanes and adding brick paver parallel parking spaces north and south of the repaved road On the north side of East Enid Drive the work will include replacement of portions of existing sidewalk abutting the road The new work includes extending the already in place decorative sidewalk south of East Enid to the east end of the road Design also includes adding two elevated traffic calming 34 a Q a a. C C C 6 C III; C C IL It It r !a Nf 0 0 1999 BUDGET MESSAGE EXHIBIT THREE (continued) devices for East Emd Dnve New drainage will be installed to conform to these new improvements and tie mto a new well system The hghtmg consists of 25 15 foot decorative lighting poles with each having a smgle environmentally sensitive lummaire In addition accent path fighting will be provided at crosswalk areas and the promenade area east of Ocean Dnve The estimated cost for this project is $820 000 and should be completed by the end of 1999 11 West Mashta Bridge Project The design/build proposals for the reconstruction of the West Mashta Bndge were received and opened on August 13 1997 Council received the proposals at the September 9 1997 meeting At the October 21 1997 meeting the contract was awarded to Cone Constructors Inc at a cost not to exceed $801 300 plus a contingency of $60 000 The duration of construction is 360 days The notice to proceed was issued December 16 1997 with a pre construction meeting held January 17 1998 The Village Council reviewed the plans at 30% completion at the January 29 Council Meeting 60% at the March 11 meeting and at the April 14 meeting the fmal plans were approved Dade County approval was received May 19 (R 526 98) Construction began July 13 1998 The bridge is to be a single span precast concrete architecturally treated consisting of columns pavers headwalls barrier wall railings hghts and an out to out width of 46 feet Construction will be in two phases to allow traffic to flow m and out of Mashta Island at all times The bridge will replace a 48 mch pipe and earthen road Substantial completion is scheduled for November 16 and final completion is December 16 1999 12 Sanitary Sewer Construction Program Master Plan requires the adoption of a sanitary sewer by the year 2006 Ordinance 96 6 adopted June 25 1996 authonzed the $723 762 state loan be accepted for planning and engmeenng of the proposed sanitary sewer extension program The loan is for 20 years at an interest rate of 2 56% State revenue sharing funds are pledged to re pay this loan First payment of $257 400 was received April 14 1998 The second check m the amount of $422 400 was received November 4 1998 The remaining funds remain with the state for a loan service fee $13 200 and $30 762 for capitalized interest A fact sheet reviewed by the Village Council at the January 29 1998 Council Meeting was sent to all home owners who were not serviced by a municipal sanitary sewer (706) A workshop to explain the program was held February 5 1998 This was the third workshop held for this project Apnl 23 1996 and November 11 1997 were the dates for the other two workshops At the February 10 1998 Council Meeting the assessment rules were amended to permit the 20 year payment plan to be transferred to the new owner when the house is sold. 35 1999 BUDGET MESSAGE EXHIBIT THREE (continued) Two mailings were also sent to all eligible voters prior to the referendum The referendum was held February 24 1998 173 = yes 199 = no At the February 24 1998 meeting Council adopted the 1997 Sanitary Sewer Feasibility (Collection System Study) Plan prepared by C A P Engineering Inc which was presented November 11 1997 The engineering firm of PBS & J was retained to prepare plans and specifications for the sewer project at a cost not to exceed $400 000 at the March 10 1998 Council Meeting At the March 31 1998 meeting the Council approved the sanitary sewer system On April 14, 1998 the Council amended the financing plan to contribute 5% of the total project costs from the General Fund to finance this project to reduce the special assessment of the homeowner Also the Council directed the Village Manager at the same meeting to develop a program to assist homeowners to avoid financial hardships caused by the sewer assessment This is the Capital Financing Plan which was submitted to the State on Apn122 1998 The preliminary design report submitted to the Council August 25 1998 The proposal project includes construction of approximately 45 000 linear feet of 8 inch gravity sewer 7 000 linear feet of force main ranging in diameter from 6 to 24 inches minding appurtenances abandoning 706 septic tanks and construction of approximately 706 service laterals The estimated cost of the gravity sewer force main service laterals m the Village s nght of way and appurtenances is $6 215 000 Septic tank abandonment and service lateral work outside the Village s right of way cannot be funded under the SRF program The October 1997 Sanitary Sewer Collection System Study for the Village of Key Biscayne describes the proposed project in detail The project is proposed for funding under an amendment to the Village s existing preconstruction loan (CS12085002P) 13 Beach Improvements Nourishment Project The Village will continue its two year effort of performmg a full out beach nourishment for the Village Beach This will entail placing 120 000 cubic yards of beach quality sand on the Village beach from the Commodore Club southern boundary to the Towers northern boundary State funding m the amount of $1 189 million authorized by Florida State Statute Section 161 and included in the State of Florida FY 1998 1999 Budget, was secured for Fiscal Year 1999 with sand source selection initiated in September 1998 State permits are pending sand source selections 14 1999-2004 Council Goals and Objectives The Village Council met March 10 1998 to review and developed future Goals and Objectives for the period 1998 to 2003 unanimously adopted March 31 1998 In addition at the March 10 meeting Council retained the services of Lyle Sumek Associates Inc to conduct a Leadership and Goal Setting Workshop for the Village Council The session was held June 1 and 2 1998 36 0 Q a Q 0 0 Q C ci a ail ci ci ci C Q Q flr rl 7 C C 1999 BUDGET MESSAGE EXHIBIT THREE (continued) 15 Proposed Community Center and Pohce/Fire Complex The Community Planning Design Session (Charrette) was held December 10 12 and 13 1997 The results of the session were presented to the Council at the Town Meeting January 29 1998 A Final Report shall be prepared by the end of the Fiscal Year Resolution 98 21 adopted April 28 1998 directed that the temporary public safety buildings be replaced as soon as is practical At the May 12 1998 Council Meeting three (3) separate contracts were approved with OBM Miami Inc which authonzed schematic designs for Police and Fire Administration Building(s) a separate Fire Station and a combination Police/Fire Administration Building and Fire Station A Council presentation was made by the architect at the September 1 1998 Council Meeting 16 Development of Beachfront Park Pursuant to Resolution No Z 10 95 of the Village adopted by the Village Council on July 27 1995 the Village Council approved accepting a two acre Ocean Park from the Ocean Club Develop This parcel was recorded February 20 1998 with the County Clerk at which time the Village received ownership and maintenance responsibilities Initial designs were present to Council at their July 1 1998 meeting Final designs are anticipated for August 25 1998 with initial construction occurring by early next year 17 Athletic Playing Fields At the May 27 1997 Council Meeting the Manager was authonzed by a motion of the Village Council to work with Dade County and Miami officials to develop a portion of the Virginia Key property known as site four (4), old landfill of the Virginia Key Master Plan for baseball fields The project use is subject to environmental testing and remediation Dr Steven A Simon was appointed playing field liaison at the March 11 1998 Council Meeting A Council Workshop was held May 5 1998 on the subject At the May 12 1998 Council Meeting Resolution 98 25 was adopted authorizing the Village Manager to begin a fact finding effort whether certain property owners would be interested in voluntarily selling their properties to the Village now or in the future Resolution 98 26 was adopted at the same meeting instructing the Village Manager to commence discussions with appropnate State Officials who have jurisdiction over Bill Baggs Cape Florida State Recreation Area to consider the establishment of a portion of the State Park for use as active playing fields These discussions began July 1998 through the DCA mediated meeting between the City of Miami Dade County the Village and the Florida Departments of Community Affairs and Environmental Protection 18 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 37 1999 BUDGET MESSAGE EXHIBIT THREE (continued) Medical Director m 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 Breathmg 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 contammated 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 Resolution No 98-13 adopted by the Village of Key Biscayne Council on Apnl 16, 1998 and Resolution No 98-555, adopted by the City of Miami Commission on June 9 1998 provided for a second five year contract This contract becomes effective on October 1 1998 and runs through September 30, 2003 for a fixed fee of $460 000 annually or $38 333 monthly 19 Hurricane Preparedness and Recovery Procedures Plan The Emergency Response Plan (ERP) for the Village has been reviewed and updated for the forthcommg hurricane season Information on the ERP has been dissemmated to condominium managers In the past staff has participated m statewide hurricane preparedness drills along with other Florida Communities All condominiums have been invited to share our radio frequency for emergency purposes All supplier lists have been updated Resolution No 96 8 adopted on April 9 1996 authorized the Village s participation in the Statewide Mutual Aid Agreement for 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 Vanous public information materials such as the Hurricane video community workshops and other videos are shown on channel 29 throughout the humcane season In June of 1997 a generator was purchased and certified to run the two pump stations currently operational and the entire Emergency Services Complex i e Police Station Fire Station and Emergency Operations Center A voice mail information system became operational m July of 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 hi April the Fire Chief who is also designated as the Village Emergency Mitigation and Recovery Manager attended the annual Governor s Hurricane Conference In May the Fire Chief attended a seven week course sponsored by the Miami Dade County Office of Emergency Management The Community Emergency Response Team (C E R T ) program is designed for a group of ten to fifteen members of a neighborhood, apartment/condommium complex or similar residential area who are trained to prepare for and respond after a disaster The first group of twenty five (25) C E R T members completed the six week 38 Q C a a a a a a a a Q a a a a a a a a a a a a C a C C 1999 BUDGET MESSAGE EXHIBIT THREE (continued) training course on August 27 1998 Additional C E R T classes will be scheduled throughout the remainder of the year Complementary to the Hurricane Plan is the Village Storm Preparation and Recovery Plan for the Village of Key Biscayne Beach (SPRP) Devised by National Oceanic and Atmosphenc Administration (NOAA) Meteorologist and Beach Resource Volunteer Sam ('` Houston and Assistant to the Village Manager James DeCocq the SPRP was reviewed by the Village Beach Resources and Management (BRM) Task Force as well as several County State and Federal agencies for accuracy The SPRP is intended to document pre and post storm conditions of the Village beach as well as help to identify hazardous and/or life threatemng conditions along the Atlantic coast following any major weather phenomenon P This plan was designed in response to the November 1996 storm that ravaged the Dade County coastlme and the resulting realization that the Village of Key Biscayne must take steps to ensure their own beach recovery 20 Local Mitigation Strategy Resolution 98-45 and Resolution 98 39 authorized the execution of an rater local agreement with Miami Dade County to receive a $30 000 grant The second resolution authonzes the Village Manager to execute an agreement to prepare the Local Mitigation Strategy The Plan will assist the Village to respond to hazards prone to affect the Village The Plan is ( consistent with our Floodplam Management Plan The Plan may assist us with our NFIP Community Rating System End 39 000 00 0©®00 0©0 000 0000000AA000 A0®0 9600 000 000 0 0()CM 0©000 00 0000 00 000 00 00 0oo 000;� kJ > J Y 0 SUMMARY OF P ROPOSE D VILLAGE COUNCIL GO ALS AND OBJECTIVES FISCAL YE AR 1998 2002 An nu ally the Key Biscay ne Village Co uncil engages in goal setting Village Goals a nd Objectives determi ne the o verall direction for the Village and as such focus on priorities of program s upport and de vel opment The 1998 B udget allocates a portio n of fiscal resources to impleme nt these goals thro ugh a Village wide work program with many projects being f unded o ver several years The i nformation co nt ai ned below is a sy nopsis report on the 1998 Village Goals and Objectives prepared by Coun cil at their March 11 1998 meeti ng The prioriti zed projects a nd iti neraries aggressively address a variety of iss ues identified by o ur reside nts The following chart iden tifies and prioritizes these projects as well as describes acti ons t ake n to date fu ndi ng status and Councilmember assignm ent These projects were unanimously adopted by the Village Co uncil on March 31 1998 *Plan ting Trees I Crandon Bou leva rd PRIORIT Y #2 ITEM (Before Sept 30, 1999) I P' IO (Bipc/ a 1. w P ublilc Works *Plan tmg Trees *Plantin g Sod *Plantmg Sod *Bus Shelters * Bus Shelters *Pla ns Complete *Bids Anticipated Apn127 1998 *Cu rbing *Curbing *Extendmg/Widemn g Sidewalk to State Park *Survey Complete *Auth ori zed Biddi ng March 11 1998 *Pav ihon * Pav ilion *Designed *Authonzed Cost Estimates March 11 1998 *All Inclusive Survey *Au thorized March 11 1998 *Median Lighting *Median Lighting *Au thonz ed Cost Analysis March 11 1998 *1995 1997 $200 000 *1998 2002 $675 000 Michele Padovan Martha Bro ucek P ublic Works Planni ng Planni ng P ublic Works Planning completed PRIORITY #2 ITEM ( Bef ore Sept 30, 1999) *Harbor Drive I ntersection *E ntrance Sign *Calusa Circle *Calusa Circle *U ndergro und Utility Wires 111\ 11 1\ 1_ II Harbor Driv e Improvements III Sanitary Sewer * Bus Circle an d Traffic Calming *Padang Improvemen ts *Planning *V ote on Special Taxmg District a Fernwo od/Rest of Islan d b H oliday Colo ny * Authorized Contract January 13 1998 * Authorized Study March 11 1998 .,A a *Auth orized System Design March 10 1998 *Referendum February 24 1998 (failed) *A uthorized Devel opment of Alternate Financial Pla ns February 24 1998 *1996 1997 $65 000 *1998 2002 $345,000 I I Ll Illl *1995 1997 $245 000 *1998 2002 $575 000 *1995 $100 000 *Special Taxmg District Hugh 0 Reilly IN A C ompleted Vill ag e Manager Completed C ompleted ei®neinnFinnnatA MM00008®®®®®®®®®®0®®®®®®000000 3noonn oQOQOQ QOOQC)O QQQQ QQrmoo,ono h b1Ro ct P.� �t#i § PRIORITY #2 ITEM K3�T ' t-j .ITEM P t !� T ON �T�P", if e vref3(! --. ":-1-. .; ; (Before Sept 30, 1999) C (Ilefb$e p� 4 l -'3;� t ' f L ,s t2 ii ?�� IV Village Facilities *Acquire Land *Acquire La nd * Acquire Land *SunTrust Agreement ($3 487 500) *Closmg Oct 1 2000 *Preparmg Contract *1995 1997 $850 000 * 1998 2002 $1 5 million Michele Padovan Martha Bro ucek Village Attorney *Playing Fields *A uthorized Investigation of 325 Fernwood Apartme nt Sale March 11 1998 Completed *Public Safety Buildmg * Authorized Basic Pla nni ng March 11 1998 Fire and Police it *Community Cen ter/ V illage Center * Authorized Pla nning Post Land C ontr act March 11 1998 Villlage Attor ney 1fr VI tl V O cean L an e Drive *Median Lightin g *Median Lighting *A uthorized I nvestigatio n of Up Lighting March 11 1998 _ _.,. . Completed *Improvements Piammng , ° P RIORITY #2 t�� � �� ITEM iiefore Sept 30, 1999) VI Beach Preservation *Beach Nourishme nt (partial) *Completed February 18 1998 *1998 (Ocea n Club) $100 000 Betty Sine Marth a Broucek Completed *Beach No urishment (f ull) *Beach Nourishment (full) *Lo ng term No urishment Plan Adopted Oct. 28 1997 *Permit Submitted *1997 $135 000 *1998 2002 $780 000 Plamu ng *Walkway N/A VII Development of O cean Park *planning A *Authonz ed March 11 1998 *19981999 $250 000 *2000 2002 $575 000 Gregory Han Plan ni ng *D ev elopmen t *D evelopment E ngineer *Parkmg *Parking N/A *Removal of Villa befo re Hu rrican e Season *A uthorized March 11 1998 ,A Cvmylcttd V III Publicto Rela tio ns an d Commun icatio n s * Village V oices * Village Vo ices * Authonzed Clerk Investigate Partnership with Chamber March 11 1998 Martha Br oucek Assista nt to the Ma nager C ompleted *Village Dedicated Television Chann el *V illage D edicated Television Chann el *V illage D edicated Television Channel 44, nanti►`legaufaiAi46140l0010®11®®M®®©®®®0®®®®®®®0©©0©©© 0© �000000 00 000000 000 000 0000 OCr) ,'' �� P RIO RIT Y #2 Itu is j Of, ACTION i � ITEM ---'1TE14I4 �, T W NiS PAR T ,,, >r „ r a� (Before 30, Sept&$ept 1999) 4$efu ' 1 , 200j ' ,. I i, , . A l . IX Env iro nmental Awareness *Invasive E xotic (I/E) Eradicati on Plan *Authorized RSM AS Intern to Develop March 11lop 1998 Betty Sime Completed *I/E R emov al from Right of Way *YE Rem oval from Right of Way N/A *I/E Removal from Pnvate Pr operty *1/E Removal from Pn vate Property N/A X Virginia Key *Work with County an d City of Miami *Work with Cou nty and City of Miami *Co ntin ual * Authonzed Steve Simon to Determi ne KBAC Field Needs Mar ch 11, 1998 May or John Festa May or XI R esiden tial Street Lighting g g *Replace Existmg with V illage Lights an d V illage Street Signs *R eplace Ex istmg with V illage Lights and V illage Street Sign s Betty Sa ne Consulta nt C'n ncnitant *Village Wide Study * Authorized XII Swale Policy *Dev elop Gregory Han Zonmg *Implement *Implement Zo ning Gregory Han Planning Buildi ng & Zoni ng XIII Construction Pohcy *Develop *Implement X56 h *a 'PRIORIT Y ITEM(Before Sept 30 XIV Sidewalks *School Sidewalks and Traffic Calming *School Sidewalks a nd Traffic Calming Michele Pad ova n Mortimer Fried Pla nning C ompleted N/ A N/A *Major Streets (both sides) * 1998 2002 $1 275 000 *Other Streets (interior) * Harbor Drive a nd Fernwood Road Complete *1997 $700 000 XV Bay Access *Pines Canal *S urvey Complete Pla nni ng *Hacie nda Can al ia' aau Y �a'i wrl io. v �rd +W 't e r • WJt.. XVI Debt Free V illage in 20 Years *A uthorized March 11 1998 H ugh 0 Reilly N/A iiii AG IAGA OaCnn 0000gn000000000G00000000000000CD GOALS AND OBJECTIVES VILLAGE COUNCIL At the March 10 1998 Council Meetmg the Village Council retained the services of Lyle Sumek and Associates Inc to conduct a Leadership and Goal Setting Workshop for the Village Council The session was held on June 1 and 2 1998 The following is summary of the Leadership and Goal Setting Workshop ✓ Village Green ✓ Quality of Life ✓ Police and Fife Service ✓ Definition Island ✓ Community School ✓ Seniors Participating ✓ Safe Feeling J. Well Educated Talented Citizens ✓ Friendly ✓ Diversity of Culture ✓ Access to Council ✓ Independent Government ✓ Tax Base ✓ Village Management ✓ Lowest Millage Rate Dade County ✓ Business Community Owners live here ✓ Active Churches and Community Organizations / Civic Organizations Active Participation ✓ 4th of July Celebration ✓ Sensitivity to Environmental Quality Pubhc Safety Complex • Complete Initial Planning • Decision Direction Design Funding Land Acquisition 2 Community Center/Village Center • Complete Initial Planning • Decision Direction Design Funding Land Acquisition 3 Playing Fields Direction • Work with Task Force State Park • Pursue Land from Parks • Investigate Purchase of Homes • Explore Possible Acquisition North of Village 46 GOALS AND OBJECTIVES VILLAGE COUNCIL 4 Ocean Land Drrve/Crandon Boulevard/Harbor Dnve Project Direction • Develop Plan Sidewalks School Crossing • Decision Direction 5 Pedestrian Comprehensive Strategy • Update Comprehensive Study Plan (Loop/Connect to Beach/Schools Shopping) • Explore Options to reduce vehicular traffic • Determine parking capacity 6 Construction Policy • Mitigate impact of building on neighbors • Improve turnaround building progress 7 Swale Policy • Develop Policy Drainage Parking Sporting Activities Hood Plain Management Plan • Decision City s Role Policy Direction Enforcement 8 The Esplanade Direction • Explore Options (e g Park) • Decision Direction Initiate Action 9 Bay Access Pines Canal • Survey • Decision • Completion 10 Harbor Dnve Parking/Traffic Flow Improvements • Complete Study (1/99) • Decision Policy Direction (3/99) 11 Underground Utilities • Initiate Study • Explore Financing Options Including Grant 12 Community Information Strategy and Action Plan Evaluate effectiveness of current approaches • Explore approaches used by other cities Develop information strategy for Key Biscayne C C C C C C C C C C C C C C C C 47 GOALS AND OBJECTIVES O c 000 ) ) )000000000000 VILLAGE COUNCIL 1 Quality Infrastructure and Village Buildings Better Services for Citizens • Completion Police and Fire Facility Completion Community Center Completion Sewer System Play Fields 2 Safe Community for People People Feeling Safe Any Place, Any Time of Day Maintain Best Emergency Services Police and Fire Working with the Community Safety as a Joint Responsibility Lowest Crime Rate People out in the Community 24 Hours a Day • Safety Staff Visible and Present in the Community • Personal Approach to Helping People • High Quality Police and Fire Facility 3 Strong Sense of Community Valuing our Diversity, Bringing, People Together • Pride in Key Biscayne • Reduce Community Barriers East West Walled Unwalled • Continued Cultural Diversity Rage of Ages • Emphasis on "Best for Our Whole Community • Places for People to Come Together • Strong Community Events Festivals • Family Oriented Small Town Feeling 4 Financially Sound Village Government Providing Citizen Oriented Services • Maintain and/or Reduce Millage Rate • Increase Financial Reserves • Maintain Level of Service to the Community • Services Friendly to Citizens and Responsive to their Needs • Maintain High Quality of Village Employees • Continued Strong Financial Management • Debt free by 2018 (20 Years) 5 Beautiful, Attractive Community • Completion of Streetscape Enhancement Crandon Boulevard and throughout the Community • Public Buildings with Architectural Character Unique and Distinctive for Key Biscayne Community Focal Points • Enhanced Visual Appearance of Neighborhoods • Improved Appearance of Commercial Areas • Open and Green Spaces • Well Planned Community Reflecting our Unique Character 48 0000000000000 0 000 000000000000000000061000 VILLAGE OF KEY BISCAYNE, FLORIDA FINANCIAL POLICY r� The following financial policy statements are included as an integral part of the Budget to declare those pohcies 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 Section 5 02 of the Village Charter provides the opportunity for elector to petition for a referendum on an ordinance authorizing the issuance of debt The same opportunity is provided to the electors when the budget exceeds 5 mills (5 02 (u) B) At the March 31 1998 meeting the Village Council adopted a goal to be debt free by the year 2018 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 years revenues Editor s Note This does include the appropriation of prior year fund balance Charter Section 25 4 requires surplus funds to be utilized to reduce debt or reduce taxes in the next fiscal years 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 coordmate 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 MISSION STATEMENT TO PROVIDE A SAFE, QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 49 VILLAGE OF KEY BISCAYNE, FLORIDA FINANCIAL POLICY E The Village will use mtergovernmental assistance to finance only those capital improvements that are consistent with the Capital Improvement Plan and Village pnonties and whose operating and maintenance costs have been included m operating budget forecasts F The Village will mamtam 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 A The Village will confine long term borrowmg to capital improvements or projects that cannot be financed from current revenues B When the Village finances capital projects by issumg bonds it will pay back the bonds withm 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 MISSION STATEMENT 1O PROVIDE A SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 50 C C C C C C C C C C C C C C C C C C C Q C C C C C C W VILLAGE OF KEY BISCAYNE, FLORIDA FINANCIAL POLICY r^ ( 1 t1 r-. r C C C C C C C C C C C P C C C 00000(1 C D E A B C D The Village will project revenues for the next year Each existing and potential revenue source will be re examined annually Each year the Village will recalculate the full costs of activities supported by user fees to identify the impact of inflation and other cost increases The Village will automatically revise user fees subject to review by the Village Council, to adjust for the effects of inflation 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 When permitted by law the Village will pool cash from several different funds for investment purposes The Village will invest 100% of its idle cash on a continuous basis 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 financial reports will present a summary of financial activity by major types of funds D Wherever possible the reporting system will provide monthly information on the total cost of specific services by type of expenditure and if necessary by fund. 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 MISSION STATEMENT "TO PROVIDE A SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 51 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 iEREAS 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 52 C C C C C C Q C C Q (1i44 t C C C a 43 0 ail a a a a C IL E C)O0000000©C)00C)C)00 • (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 CTS (" 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 0,, interest payments on Debt during any fiscal year to exceed 15- of general fund expenditures for the previous full fiscal Year The total principal of Debt of the Village shall be Sec 25-3 Reserve Funds C 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 C' 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 maiority 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 53 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 At", JOHN FESTA, MAYOR csij;? VILLAGE CLERK APPROVED AS TO FORM AND LEGAL SUFFICIENCY kRI 3ARD JAY WEISS VILLAGE ATTORNEY 103001\ordinance\L T Debt 12 54 CD a CD CD CD CD CD CD CD CD CD CD CD CD CD CM CM CD III 43 43 43 43 C C C C C C C CONS OLIDAlED BUDGET SUMMARY FISCAL YEARS 1993 1999 ALL FUNDS C C C C r+. C C IC C C C IC C C C This budget summary presents a consolidation picture of the total revenue and expenditures of the General Fund the Stormwater Utility Fund Sanitary Sewer Fund and the Solid Waste Recycling and Disposal Fund and all beginning and ending balances The operation of each fund is accounted for with a separate set of self balancing accounts that compromise its assets liabilities equities revenues and expenditures This chart mcludes 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 and the Sanitary Sewer Project Fund beginning in Fiscal Year 1998 Listed are the resources and expenditures/expenses of all Governmental and Proprietary funds within the Village budget RI1MJ*m(G ACCT4JA11 ACTUAI ACTUAL ACTUAT, ACTUAL AMENDED AUQFU» SOURCES 'Y 93 FY '944 FY `95 FY 96 FY'97 FY `98 FY 499' Property Taxes (Ad $3 536 480 $6 640 045 $6 820 807 $6 486 019 $6 495 465 $6 861 845 $6 947 916 Valorem) Other Taxes 1 837 099 1 936 448 1 0910 023 1 932 581 2,223 311 2 003 000 2 199 500 Licenses and Permits 308 676 246 533 351 152 430 208 531 401 601 450 687 925 Intergovernmental 718,366 732 196 788 062 790 403 766 638 763 500 789 375 Revenues Charges for Services 42 074 62 156 60 446 140 489 97 423 27 600 38 000 Interest Income 121 676 288 978 590 563 736,267 608 000 280 000 298 600 Fines and Forfitures 7 983 35 508 12 822 28 311 28 807 28 000 28 000 Stormwater Fees 0 0 464 066 456 515 540 091 475 000 471 390 Sohd Waste Fees 0 0 153 933 241 491 260 862 255 516 255 516 Sanitary Sewer Loan 0 0 0 0 0 679 800 3 600 000 Agreement Hurricane Recovery 1 165 864 0 190 687 267 682 0 0 0 Miscellaneous 85 232 18 000 73,200 83 532 120,207 10 000 36 000 Grants 602 749 265 305 77 931 779 639 392 717 141 500 148 000 Gam on Sale of 83 997 0 0 0 0 0 0 Investments Impact Fees 1 100 000 382 713 250 000 0 0 0 0 Other Fmancmg 1 000 000 9,200 000 0 0 0 0 0 Sources Prior Year Fund 0 0 0 0 0 908 707 909 638 Balance Sub Total $3b i 38196 539 8691182 $l1743x&9 $1 3 $i 46 $13 035,9'$ $7fr000460 55 CONSOLIDATED BUDGET SUMMARY FISCAL YEARS 1993 1999 ALL FUNDS Changes in Reserves for FY 1998 and FY 1999 and Undesignated Fund Balance for FY 1998 cannot be determined at this time EXPENDITURES The Fiscal Year 1998 Stormwater budget includes the projected balance for construction west of Crandon Boulervard The Debt Service Budget provides for the principal and mterest for the Village Green loan and the interest for the Bond Anticipation Notes for the Stormwater Construction Project tie,. General Government $495 454 $620 784 $615 480 $605 713 $680 075 $712,211 $862 682 Public Works 185 257 609 932 573 844 544 965 634 993 540 009 561 084 Stormwaterz 141 917 0 8,259 32 371 14 420 70 000 103 000 Solid Waste & 0 0 157,204 212,610 250 127 237 000 262 500 Recycling Fund Salutary Sewer 0 0 0 0 0 679 800 3 600 000 Project Economic 36 952 126 460 0 0 0 0 0 Development Building Zoning & Planning Parks & Recreation Public Safety Hurricane Non Departmental Capital Outlay Debt Service Transfers Reserves Ending Fund Balances 406 055 403 097 467 621 593 635 804184 849 592 1 102 062 240 794 272 158 211 159 237 776 243 451 311,252 311 599 2 742 172 3 918 351 4,294 606 4 821,253 5 192,293 5 523 533 5 874 942 1,251,264 0 0 0 0 0 0 421 619 227 105 512 331 425 256 613 982 724 420 800 082 120 155 12 758 815 1 752 174 1 041 836 1 000 000 1,250 000 1 017 430 0 255 106 2 401 427 1 488 169 1 474 661 0 325 671 3 037 183 4 294 950 5 358 994 1 948 875 711 905 263 935 4 423 641 Fes_ 1 863 620 2 820 372 5 951 417 1 631 930 1531 150 2 547 601 1 460 025 1 136 435 I'Si e� NA' NA' NA NA' NA' NA' [a " ‘wilLgi Changes in Reserves for Fiscal Year 199S and Fiscal Year 1999 and Undesignated Fund Balance for Fiscal Year 1998 cannot be determined at this time Stormwater and the Sanitary Sewer Project construction costs are carried as fixed assets 56 a C C C C C C C C C C C C C C C 3 Q C C Q C C a C C C a O C C VILLAGE OF KEY BISCAYNE COMBINED STATEMENT OF REVENUES EXPENDITURES AND CHANGES IN FUND BALANCE ALL GOVERNMENTAL FUND TYPES THREE YEAR COMPARISON -- — — — GENERAL FUND — — — — — -- CAPITAL IMPROVEMENT FUND— — REVENUE 00X002003 0 0 0 0 C C n FUND BALANCE END OF YEAR Taxes Franchise Fees Utility Taxes State Share Revenue Licenses and Permits Charges for Services Other Revenue Grants Contributions Other Funds TOTAL REVENUE EXPENDITURES Admin and Legal Police and Fire Srvs Bldg Zoning & Planning Public Works Debt Service Non Departmental Recreation Capital Outlay Capital Projects $6 495 465 $6 861 845 $6 947 916 667 815 692 000 692 500 1 555 813 1 311 000 1 507 000 766 638 763 500 789 375 531 401 601 450 687 925 97 423 65 000 102 000 313 157 200 600 250 600 301 236 141 500 148 000 $153 478 $165 000 $175 000 91 480 1 531 150 1 250 000 1 017 430 $10 728 948 $10 636 895 $11 125 316 $1 776 108 $1 415 000 $1 192 430 $766 282 5 198 173 804 180 662 350 1 135 901 683 449 244 526 1 341 150 TOTAL EXPENDITURES $10 836 011 REVENUE OVER (UNDER) EXPENDITURES (107 063) FUND BALANCE BEGINNING OF YEAR 3 508 685 $712 211 $862 682 5 523 533 5 874 942 849 592 1 102 062 540 009 561 084 1 134 585 1 136 435 724 420 800 082 311 252 311 599 1 250 000 1 017 430 $725 515 $1 250 000 $1 017 430 $11 045 602 $11 666 316 $725 515 $1 250 000 $1 017 430 (408 707) (541 000) 1 050 593 165 000 175 000 3 401 622 2 992 915 2 574 333 3 624 926 3 624 923 $3 401 622 $2 992 915 $2 451 915 $3 624 926 $3 789 926 $3 799 923 56a VILLAGE OF KEY BISCAYNE COMBINED STATEMENT OF REVENUES EXPENDITURES AND CHANGES IN FUND BALANCE ALL GOVERNMENTAL FUND TYPES THREE YEAR COMPARISON REVENUES Operating Revenue Interest Income TOTAL REVENUE EXPENDITURES Administrative Costs Interest Expense Contractual Services Transfers To Other Funds STORMWATER FUND— — -- — ---- —SOLID WASTE FUND — -- — $540 091 $475 000 $471 390 $260 862 $255 516 $255 516 197 920 75 000 40 000 7 956 5 000 8 000 $738 011 $550 000 $511 390 $268 818 $260 516 $263 516 $14 420 $70 000 $103 000 $17 070 $25 000 $25 000 338 760 325 440 312 000 233 057 223 705 237 500 190 000 —___ TOTAL EXPENDITURES $543 180 REVENUE OVER (UNDER) EXPENDITURES 194 831 FUND BALANCE BEGINNING OF YEAR 1 211 328 FUND BALANCE END OF YEAR $1 406 159 $395 440 $415 000 154 560 1 406 159 $1 560 719 96 390 1 560 719 $1 657 109 566 — $250 127 $248 705 $262 500 18 691 11 811 1 016 47 620 66 311 78 122 $66 311 $78 122 $79 138 C C C C Q a 0 a 0 0 0 0 a 0 0 C 0 a 0 0 0 0 0 a a 0 GENERAL FUND FISCAL YEAR 1993 1999 • eTh 1^., c", CD 0 0 C 0 0 0 0 C /C 0 0 C e C 0 C The adopted Fiscal Year 1999 Budget allocates $11 666 316 for the General Fund This budget 1s an increase of $620 714 or over 5%more than the Fiscal Year 1998 Budget of $11 045 602 Below is a breakdown of the General Fund. The Ad Valorem (Property) Tax generates 60% of the Fiscal Year 1999 Budget It is proposed that $500 000 of Fiscal Years 1997 and 1998 undesignated fund balance be designated for inclusion m the FY 1999 Budget State shared revenues have been budgeted in accordance with trends and estimates of the State Revenue Estimatmg Commission The increase m electric franchise fees is based on Fiscal Year 1998 revenue amounts and information from the electrc 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 $ 937 943 $854 021 $ REVENUES Ad Valorem $3 536 480 $6 640 045 $6 820 807 $6 486 019 $6 495 465 $6 861 845 $6 947 916 Franchise Fees 625 015 668 020 652 844 638 096 667 815 692 000 692 500 Utility Taxes 1 212 084 1 268 428 1 257 179 1 294 485 1 555 812 1 31 1 000 1 507 000 Licenses & Permits 308 676 246 533 351 152 430 208 531 401 601 450 687 925 State Shared 718 366 732 196 788 062 790 403 766 638 763 500 789 375 Charges for Sennces 113 946 115 664 146 468 171 344 97 423 65 000 102 000 Interest 121 676 288 978 369 540 280 570 313 157 200 600 250 600 Grants & Donations 2 889 956 648 018 518 618 1 325 177 301 237 141 500 148 000 Sale of Investments 83 997 0 0 0 0 0 0 Pnor Year Fund 0 0 0 0 0 408 707 541 000 Sub total 9,610,196 10,607,882 10,904,670 11,416,302 10,728,948 11,045,602 11.666 316 Other Funding 1 000 000 9 200 000 0 0 0 0 0 EXPENDITURES General Government $494 432 $620 784 $615 480 $643 165 $526 372 $544,211 $649 682 Economic 36 952 126460 0 0 0 0 0 Village Attorney 236 558 191 585 166 722 151 834 239 910 168,000 213 000 Non Departmental 421 619 227 105 512 331 536 054 650 393 774 420 800 082 Debt Service 1 022 255 106 2 238 101 1 136 089 1 135 901 1 134 585 1 136 435 Build, Zone & Plan 406 055 403 097 467 621 593 635 775 938 849 592 1 102,062 Public safety 2 742 172 3 918 351 4 314 606 4 634 385 5 017 882 5 523 533 5 874 942 Public Works 185 257 609 932 573 844 753 826 660 780 540 009 561 084 Hurricane Recovery 1 251 264 0 0 0 0 0 0 Recreation $240 794 $272 158 $211 159 $234 154 $239 029 $311 252 $311 599 57 GENERAL FUND FISCAL YEAR 1993 1999 51 51 UNDESIGNATED $853.822 $80,181 $753.873 $937943 $854.02 RESERVES Debt Service $1 000 000 $1 060 364 0 0 0 Encumbrances 165 565 27 319 9 482 5 877 0 Beach Improvements 20 945 21 724 23 027 24 355 23 653 Beautification 1 100 000 188 463 179 412 189 048 22 347 Recreation Facilities 1 100 000 1 323 133 559 562 408 448 411 380 Po1/Fire/Equi/Facil 367 416 318 967 89 101 73 298 60 546 Grant Audits 541 024 541 024 541 024 541 024 541 024 Supplemental Fire 0 100 000 106 000 112 095 118 820 Stormwater Project 0 1 500 000 0 0 Inspector Fees 0 0 0 0 Leg Audit & Apprais 0 0 66 238 87 138 Commty Center 0 0 0 28 453 Beach Park 0 0 0 250 000 Comp Abscences 0 0 0 146 227 Professional Fees 0 0 0 0 Heritage Trail 0 0 0 Subseq Yrs Bud 0 0 0 Future Pers Cost 0 0 250 000 Desig Commty 0 $278 000 $125 029 R ; - — - 4 500 375 750 264 375 $60 154 0 75 000 0 28 930 263 925 205 000 56 388 0 408 707 280 239 $51 642 51 14 Note Changes m Reserves for FY 1998 and 1999 and Undesignated Fund Balance for FY 1999 cannot be determmed at this time 58 C C Q C C C C ea ZI C C C C 1998 ESTIMATED PROPERTY TAXES FISCAL YEAR 1999 0000000000000000000 C C rC C C Jurisdiction Miami Dade County Public Schools Miami Dade County wide services South Florida Water Management District Miami Dade County Library District Environmental Project (Everglades) Florida Inland Navigation District SUB TOTAL Village of Key Biscayne TOTAL Funds are allocated as follows Service Fire Rescue Department Pohce Department General Government* Capital Outlay Debt Service Building Zoning and Planning Public Works Mill Rates Percent Amount Paid 10 212 46 74% $ 2 871 67 6 928 31 70% $ 1 948 19 622 285% $ 17491 334 1 53% $ 93 92 100 46% $ 2812 047 22% $ 13 22 18 243 83 50% $ 5.130 03 3 606 16 50% $ 1,014 02 21849 100 00% $ 6,144 05 Percent of Budget 26 48% 24 06% 16 41% 8 60% 9 78% 9 64% 5 03% 100 00% Amount per Year $ 268 51 $ 243 97 $ 166 40 $ 87 20 $ 9917 $ 97 75 $ 51 01 $1,014 02 *Note General Government Village Council Office of the Village Manager Office of the Village Clerk, Office of the Village Attorney Department of Recreation, Department of Finance and Administrative Services and Non Departmental 59 PROPERTY TAX COMPARISONS FISCAL YEARS 1993 - 1999 The millage rate determines the amount a homeowner will pay in taxes per $1 000 of assessed property value Village homeowners have experienced a 22 02% 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 $13 274 109 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 Mdlage 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 FX Assessed Values County Millage County Tax Village Wage Village Tax Percent Reduction Annual Savings to Taxpayer Cumulative Savings to Taxpayer 1993 $1,617,141 088 4718 $7,639374 4624' $7 477 660 212/ $ 161 714 $ 161,714 1994 $1,560,057,130 4 718 $ 7,354 109 4 439 6,925 094 5 83/ 429 015 $ 590,729 1995 $1 741 921 584 4.731 $ 8241 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 $3 429,085 1997 31,861,243 132 5 022 $9,347 163 3 606 6 711 643 2820/ 2 635 520 $6 064 605 1998 $2,003,049,232 5 408 $10 832 490 3 606 7,222,995 33 32/ 3 609 495 $9,674 100 1999 $2,028,174 208 5381 $10 913 605 3 606 $7,313 596 32 99/ $3 600 009 $13,274 109 Total $13 274 109 Fie Rescue Service pro riled by Metro -Dad 2344 mills (2 280) The Village boasts the lowest millage rate in the County The graph below reflects the range of the proposed 1998 total millage rates of all Dade County municipalities and the unincorporated area Key Biscayne s proposed 1998 rate of 21 704 the lowest m the County The Fire District millage is 2 796 including debt service mills per $1 000 and represents $5 670,775 if Key Biscayne were still in the Fire District The 1999 Key Biscayne Fire Department budget is $3 079 946 OpaL N MM H men MI Sh Bla Prk HMOd MM Bch Fl Sly MISp, Surfs' Bay Ha Virg Oar Caro b Avant Ind CM Mla Old Bch W MM N MM Bch Mdl El Pia MM SW. Nagy V1 HI Swarth B I Her Dade Kayak M ndpality C a O C Q a C cc W 60 C PERCENTAGE DISTRIBUTION OF THE PROPERTY TAX FISCAL YEAR. 1999 0000^ C 1999 46 81% 31 61% 1661% 4 97% 1998 47 38% 31 48% 1633% 481% 1997 46 56% 32 53% 16 20% 471% 1996 45 52% 33 38% 1665% 445% 1995 44 01% 34 33% 17 45% 4 21% 1994 40 93% 33 55% 1831% 721% 1993 39 22% 34 75% 1903% 7 00% For the average Village residential property assessed m 1998 at $306 205 the breakdown of property tax is as follows Assessed Value $306 205 Homestead Exemption 25 000 Taxable Assessed Value $281,205 Total Millage $21 704 per $1 000 of Taxable Value Total Property Tax $6,103.27 61 1 C SECTION I 1998 Year floUo6 C Miami -Dade County To Village of Key Biscayne C Mama I Ted gAuihority) (1) Current Year Taxable Value of Real Property for Operating Purposes $ 2. 004 007 700 CO (2) Current Year Taxable Value of Personal Property for Operating Purposes $ 24 166 508 CERTIFICATION OF TAXABLE VALUE OR 420 C (3) Current Year Taxable Value of Centrally Assaeced Property for Operating Purposes $ C (4) Current Year Gross Taxable Value for Operating Purposes (1) + (2) + (3) $ 2,028,174,208 (5) Current Year Net New Taxable Value (New Construction + Additions + Rehabilitative $ 25,387 , 587 Improvements Increasing Assessed Value By At Least 100 h + Annexations - Deletions) (6) Current Year Adjusted Taxable Value (4) - (5) $ 2 002 786 621 CD (7) Prior Year Final Gross Taxable Value $ 1, 986, 851,118 (From Prior Year Applicable Form DR -403 Series) I do hereby certify the values shown herein to be correct to the best of my knowledge and belief Witness my hand and official signature at Miami -Dade County Florida this the 1st day of July 19 98 Sipnatu 1 Prape y Appraise a �J •. fi 'Ya >„..v �K"3 n TAXING AUTHORITY It this portion of the form is not completed in FULL your Authority will be denied TRIM certification and possibly lose Its mdlage levy privilege for the tax year If any line is inapplicable enter NM or -0-- SECTION II (8) Prior Year Operating Millage Levy (9) Prior Year Ad Valorem Proceeds (7) x (B) (10) Current Year Rolled -Back Rate (9) - (6) (11) Current Year Proposed Operating Millage Rate (12) Check one (1) TYPE of Taxing Authontr County ' x 'Municipality 'Independent I 'Dependent Special Dicta t Special District I I $ 3 606 per $1 000 $ 7,164,585 00 $ 3 5773 $ 3 606 per $1 000 per $1 000 Municipal Seneca 'Multi-County Taxing Unit (13) IF DEPENDENT SPECIAL DISTRICT OR MSTU IS MARKED PLEASE SEE REVERSE SIDE (14) Current Year Millage Levy for VOTED DEBT SERVICE $ N/,A (15) Current Year OTHER VOTED MILLAGE $ NM DEPENDENT SPECIAL DISTRICTS SKIP lines (16) through (22) (16) Enter Total Prior Year Ad Valorem Proceeds of ALL DEPENDENT Special Districts $ N/A & MSTU s levying a miliage (The sum of Line (9) from each District s Form DR -420) (17) Total Prior Year Proceeds (9) + (16) (18) The Current Year Aggregate Rolled -back Rate (17) - (6) $ 3 5773 (19) Current Year Aggregate Rolled -back Taxes (4) x (18) $ 7 164 585 00 $ 7 255 388 00 per $1 000 per $1 000 per $1 000 (20) Enter Total of all non -voted Ad Valorem Taxes proposed to be levied by the Principal $ 7 313 596 00 Taxing Authority all Dependent Districts & MSTU s if any Line (11) x Line (4) (21) Current Year Proposed Aggregate Millage Rate (20) - (4) $ 3 606 per $1000 (22) Current Year Proposed Rate as a PERCENT CHANGE of Rolled -back Rate 0 800 yy [(line 21- une18)-1001x100 Date Time and Place of the first Public Budget Hearing and telephone number September 8, 1998, 7 00 p m Council Chamber 2nd Floor 85 West McIntyre Street Key Biscayne, Florida 33149 I do hereby certify the mdlages and rates shown herein to be correct to the best of my knowledge and belief FURTHER I certify that all mdlages comply with the provisions of Section 200 071 or 200 081 F S WITNESS my hand and official signs rent Re Bi yne Florida this the 29th day of July 1998 85 West McIntyre Street Sip at and TItl 1 Chief Adml isle iW Village Manager 85 West McIntyre S et Ma ll p Add Key Biscayne Florida 33149 city Zp Add f Physical i.ocaion Thomas N Zannis C P A tact (305) 365-8903 Phan N mbe (305) 365-8936 Fax N nib C C C C C C C3 a a a C a ,y( 43 62 1992 -1999 APP RAISED V ALUE OF RE AL PROPERTY 0000 000 0000 0200 0i no9oppaopo oc),)(, V� I Co de Descriptio n 1992 Value kverageValue (in 000 s) Parc els - 1993 Value Average Value (in 000 s) Parcels 1994Value kverageValue (in 000 a) Parcels 1995 Val ue Average Value (in 000 s) Parcels 1996 Value Average Value (in 000 s) Parcels 1997 Value Average Value (in 000 s) Parcels 1998 Value Average Value (m 000 s) Parcels 00 Vacant $32 985 164 $31 784 162 $38 988 181 $39 058 180 127 382 184 120 961 168 73 962 231 Residential 201 196 215 217 692 720 320 01 Single Family $472 852 1 261 $446 641 1 262 $520 034 1 243 $536 802 1 244 569 441 1 256 621 981 1 331 635 384 1 269 375 370 418 432 453 467 501 03 Multi Family $7 977 6 $7 885 6 $7 878 6 $8 221 6 7 987 6 7 982 6 8 290 5 >10 units 1 330 1 314 1 313 1 370 1 331 1 330 1 657 08 Multi Family $2 296 10 $1 645 9 $ 1 785 9 $ 1 711 8 2 403 10 2 458 10 2 821 10 <10 units 230 183 198 214 240 246 282 04 Condo $918 229 4 279 $868 648 4 146 $950 013 4 144 $979 914 4 146 993 088 4 145 1 106 177 4 318 1 103 669 4 394 215 210 229 236 240 256 251 05 Co op $65 1 $22 556 131 $22 699 131 $23 982 131 23 447 131 23 467 131 25 354 131 65 172 173 183 179 179 194 10 Vacant $3 764 5 $4 256 6 $3 182 4 $2 271 5 1 805 4 3 866 5 57 131 5 Commercial 753 709 795 454 451 773 1 426 11/ Improved $162 244 138 $139 139 138 $165 149 137 $151 026 139 111 135 137 89 850 131 95 740 130 39 Commercial 1 176 1 008 1 205 1 087 811 686 736 50/ Agricultural 16 3 16 3 16 3 69 5 5 5 91/ Misc $1148 1 $1142 1 $1 142 $1250 1 1477 1 1477 1 1655 1 97 1 148 1 142 1 142 1 250 1477 1 477 1 655 Total 1 601576 5 868 $1543 712 5 864 $1 715 626 ^ 5 859 1 744 364 5 862 1 838 165 5 874 1 978 219 6 101 2 004 006 6176 273 263 293 298 313 324 HOMESTEA D EXEMPTION S 1995 1996 1997 1998 63% 793 of 1 244 [64°/ 772 of 1 256 61/0 784 of 1 331 59/ 765 of 1 269 60 °/ Single Family Homes 784 of 1 238 Co ndos & Co Op s 1 666 of 4 275 38/ 1 347 of 4 277 35°/ 1 330 of 4 276 31 / 1 296 of 4 449 29°/ 1 256 of 4 525 28 /° PROPERTY TAXES PROPERTY TAX AND MILLAGE COMPARISON FY 1999 vs FY 1998 14 'yu� r�➢g Jam 1^F rvh y,ierE 4 ��`1I 'h Yi✓' /l,, fN �R YS r n�M "F��i'S,i4�t nZR':� 7" `i' c{,�,i� fiY �'��i� School District 10 160 $20 360 718 10 462 20 955 901 (595 183) (2 9)% Dade County 6 860 13 747 493 6 952 13 925 198 ( 177 705) (1 3)% Village of Key 3 606 7 313 596 3 606 7 222 996 90 600 1 25% Biscayne South Florida Water 597 1 196 393 597 1 195 820 573 05% Management District Dade County Library 334 669 339 316 632 963 36 376 5 43% System Environmental Project 100 200 401 100 200 305 96 05% (Everglades) Florida Inland 047 94 188 050 100 152 (5 964) 6 33% Navigation o-i kl 7 t y.t i Ml Yf� a4r i tie x t(s % rt rwv ➢ i s"� 't7 < uweu` icy °!a 4 ^�"9zi 1997 1998 Assessed Value 1998 1999 Assessed Value $2 003 049 232 $2 028 174 208 64 C C C C C C C C C C C C a C a a a Q ci C a a TOTAL ASSESSED PROPERTY VALUE VILLAGE OF KEY BISCAYNE 0 0 r^ rTh 0000CL) 0 C 1986 1987 $1 076 540 793 1987 1988 $1 040 997 328 ($35 543 465) 1988 1989 $1262 010 110 $220 012 782 1989 1990 $1 424 569 428 $163 559 318 1990 1991 $1 574 025 124 $149 455 696 1991 1992 $1 617 141 088 $43 115 964 1992 1993 $1,560 057 130 ($57 083 958) 1993 1994 $1 741 921 584 $181 864 454 1994 1995 $1 767 457 006 $25 525 422 1995 1996 $1 861 243 132 $93 786 126 1996 1997 $2 003 049 232 $141 806 100 1997 1998 $2 028 174 208 $25 124 976 TOTAL ASSESSED PROPERTY VALUE 65 vow®®®®©0©®®0©©®®00e®©® ®©00®©©©0 ©©0© ©©©0 6® ® REVENUES GENERAL FUND FISCAL YEAR 1999 fl 0 C C 0 IC 0 0 r'^ I 0 0 0 0 C C As a matter of general policy Village revenue estimates are budgeted conservatively m order to avoid possible shortfalls due to unanticipated changes on the economy or slowmg m the rate of construction activity General Fund revenues are projected to maintain a moderate rate of increase in Fiscal Year 1999 The projections are based on five year historical trends inflation and real economic growth The next several years r Taset tes & Permits �ared.Revenues r Services 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 The Fiscal Year 1999 revenues increased only 1 5% This budget is balanced by surplus funds from pnor Fiscal Years totaling $500 000 SUMMARY OF REVENUES TOTAL 11 625 316 11 666 316 100% 50004 7.49?375 102 000 25 ,000 15 541,0 66 BUDGET COMPARISON PROPOSED FY 1999 AND AMENDED FY 1998 $11 625 316 $11 045 602 $579 714 5 2% REVENUE CHANGES np}+.y�1t ' �1- Ad Valorem $6 947 916 $6 861 845 $86 071 0 10% Franchise Fees 692 500 692 000 500 0% Utility Taxes 1 507 000 1 311 000 196 000 14 0% Licenses & Permits 687 925 601 450 86 475 28 0% State Shared Revenues 789 375 763 500 25 875 3 0% Charges for Services 102 000 65,600 37 000 56 0% Interest I 250 600 200 000 50 000 25 0% Grants & Donations 148 000 141 500 6 500 4 0% Prior Year Fund Balance $541,000 $408 707 $132 293 22 0% $��NYe�'�%&9.' ¢y�'9@ar' REVENUE CHANGES RATIONALE • Ad -Valorem The July 1 1998 certification of Village property values is $2 028 174 208 an increase of $25 124 976 over 1997 values or 1 25% At the adopted millage rate of $3 606 per thousand the additional revenue increase is $90 600 This is 59 8% of the total General Fund Revenues • Franchise Fees Approximately 87% of the franchise fee revenue is derived from Florida Power and Light electncity sales The Proposed Fiscal Year 1999 Budget estimates that revenue generated through franchise fees will be $692 500 The Fiscal Year 1999 estimate is based on the Fiscal Year 1998 actual franchise fee revenue amount 67 C C C C C C II 41 a II a C C C C W 7] BUDGET COMPARISON PROPOSED FY 1999 AND AMENDED FY 1998 i0 n r 0 r^� n 0 0 0 0 0 C 0 G 0 0 0 C 0 0 C 0 • Utihty Taxes The Fiscal Year 1999 Budget Utility Tax estimates are $196 000 or 15% lugher than Fiscal Year 1998 budget and reflect anticipated revenue trends • Licenses and Permits Buildmg permit activity is expected to increase as construction contmues on the two (2) Development of Regional Impact Projects (Grand Bay Resort and Residences and Ocean Club) Overall the increase of $86 475 is 14% greater than Fiscal Year 1998 • State Shared Revenue Based on Fiscal Year 1998 estimate revenues state shared revenues are expected to increase by $25 875 or 3 4% over the Fiscal Year 1998 Budget amount Charges for Services This category encompasses eight (8) categones of fees and fines mvolvmg the Pohce Department the Buildmg Zoning and Planning Department the Recreation Department and the Office of the Village Clerk plus a miscellaneous account The mcrease of $37 000 is 57% more than Fiscal Year 1998 • Interest The Fiscal Year 1999 Budget for interest totals $250 000 and is $50 000 more than Fiscal Year 1998 budget • Grants & Donations The $6 500 mcrease m grant revenue is based on an increase from a federal grant for the Pohce Department • Pnor Year Fund Balance A total of $408 707 was mcluded m the Fiscal Year 1998 Budget to complete the fundmg of the expenditure budget For the 1999 Fiscal Year the amount adopted to maintain the current $3 606 millage rate is $541 000 The designated Fund Balance Reserves as of September 30 1997 are $2 547 601 68 -14 REVENUE PROJECTION RATIONALE FISCAL YEAR 1999 The 1999 General Fund total revenue is estimated to be $11 625 316 The 5 27% increase comes from all sources A discussion of the projection of revenue for the 1999 Fiscal Year is followed by the estimated for the 1998 budget and the actual receipts for the years 1993 to 1997 D VALOREM The most traditional revenue source for local governments is Ad Valorem taxation an annual 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 m 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 The rate of this tax is determined by the Village Council each year during its budget process For Fiscal Year 1999 which begins on October 1 1998 and ends September 30 1999 the assessed values established by the Miami Dade County Property Appraiser From the previous January 1 are $2 028 174 208 At the recommended millage rate of 3 606 the gross Ad Valorem revenue is $7 313 596 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 (200 065) 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 1999 fiscal year is $ 6 947 916 PROPERTY TAX LEVIES AND COLLECTION FISCAL YEAR 1993 THROUGH 1999 Fiscal Year Millage Assessed Value % Increase Tax Levy Amount Budgeted Total Collected Percent Collected 1993 4 624' $1 617 141 088 N/A $3 687 082 $3 502 728 $3 536 480 95 9% 1994 4 439 $1,560 057 130 3 4% $6 925 094 $6 578 768 $6 640 045 95 9% 1995 4 101 $1 741 921 584 11 6% $7 143 620 $6 786 439 $6 820 803 95 5% 1996 3 800 $1 767 457 006 14% $6 716 337 $6 380 520 $6 486 019 96 6% 1997 3 606 $1 861 243 132 5 3% $6 711 643 $6 376 060 $6 495 465 96 8% 1998 3 606 $2 003 049,232 7 6% $7 222 996 $6 861 846 N/A N/A 1999 3 606 $2 028 174,208 1 2% $7 313 596 $6 947 916 N/A N/A Fire Rescue Service provided by Metro Dade 2 344 mills (2 280) 69 C C C C C C C C C C C C Q C a a Q a a a C C C C C afla eipla ��_ REVENUE PROJECTION RATIONALE FISCAL YEAR 1999 (m' �w C C 0 C� C TITER 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 withm 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 The estimated 1999 revenues other than property taxes are based on actual Fiscal Year 1997 collections or with adjustments as appropnate NON -AD VALOREM REVENUES The following chart is a summary of the Franchise Fees Utility Fees Licenses & Permits State Shared Revenues and other non ad valorem revenue RANCHISE FEES The chart is a summary of Franchise Fees for electricity telephone and cable television compames ELECTRICITY A franchise fee m 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 for thirty years This authority is granted through Section 180 14 of the Flonda Statute The Franchise Fee received during the Fiscal Year is based upon the prior calendar year of Florida Power & Light Company receipts less taxes paid to the Water Management District Florida Inland Navigation and to municipalities without their own franchise agreement Revenue m 1997 exceeded $11 646 000 The estimated revenue from this source for Fiscal Year 1999 is $600 000 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 1999 is $27 500 70 0 REVENUE PROJECTION RATIONALE FISCAL YEAR 1999 CABLE TELEVISION Miami Dade County Ordmance No 74 88 adopted October 15 1974 and Ordinance No 82 66 adopted July 26 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 the County Dade County Resolution 706 90 adopted July 10 1990 authorized the award of the Franchise to Adelphia Cable until July 10 2001 Village ordinance 96 1 adopted March 12 1996 permitted the Village to withdraw its certification with the Federal Communications Commission and continue to have the County regulate cable rates Regulations of Cable Rates are administered by the County The estimated revenue from this source for Fiscal Year 1999 is $65,000 1993 $570 605 $15 389 $39 821 $625 815 1994 $603 638 $20 505 $43 877 $668 020 1995 $589 031 $19,914 $43 899 $652 844 1996 $571 093 $20 179 $46 824 $638 096 1997 $578 195 $27 278 $62 342 $667 815 1998 (Amended) $625 000 $20 000 $47 000 $692 000 1999 (Budget) $600 000 TILITY TAXES $27 500 Miami 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 Subsequently the utility tax on telephone was extended to cover all forms of telecommunications and was reduced to 7% The Village adopted its own Utility Tax Ordinance 97 12 on April 29 1997 to replace the County ordinance which was in affect in accordance with Section 8 04 of the Village Charter Revenues generated by the Utility Taxes are pledged for the Village Green Debt Service For more information on the debt service please review the Debt Service Section of this budget $65 000 $692 500 71 C C C C C C C C C C C Q C ci C ci C Q 4I C C 1 REVENUE PROJECTION RATIONALff FISCAL YEAR 1999 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 m Fiscal Year 1999 is $950 000 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 pnvate communications cellular phone beepers etc ) that ongmate within the corporate limits of the Village and terminate in the State of Florida The estimated revenue for Fiscal Year 1999 is $300 000 a 5 % increase over the 1998 amended 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 1999 is $210 000 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 1999 is $43 000 OIL This revenue line iteui 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 1999 is $4 000 the same as last year o o 0 �;� 1N�" 9, a w �n die" "Wtir " "�p"�Ao," " rr�`^7`u a , p m ar,M ' 1a i'"S�k,�,�°n y '" ";p. ¢"9fi�"A yn At ' ', ^^�C"Ja�M i'N. A i r .A v p,�"✓sy�: ' ;�„lF�t d) l � d �aH'"�M'dr' TM y hd ��4 1' ° 181 "�^ .4bf 0i° h3Ydn M;"A�uR '� $bar ���' �d6 h�✓¢i0Mm S' i�'°r� d�,,� i i 1 rrt e wab'C"L FISCAL YEAR abW'tNPtl ni. +5"�iadH 'f ELECTRICITY I w ar ., MIuNIA'S t 1ELE COMMUNICATION WATER GAS OIL TOTAL 1993 $857 002 $199 308 $126 882 $24 184 $4 708 $1 212 084 1994 $888 752 $202 702 $145 719 $26 925 $4 331 $1 268 429 1995 $875 704 $186 780 $152 645 $38 130 $3 920 $1 257 179 1996 $888 651 $199 746 $165 169 $37 034 $3 885 $1 294 485 1997 $1 032 445 $274 768 $202 918 $42 066 $3 616 $1 555 813 1998 (Amended) $900 000 $200 000 $170 000 $37 000 $4 000 $1 311 000 1999 (Budget) $950 000 $300 000 $210 000 $43 000 $4 000 $1 507 000 * Reflects 13 months 72 REVENUE PROJECTION RATIONALE FISCAL YEAR 1999 ICENSES AND PERMITS VILLAGE OCCUPATIONAL LICENSES All businesses m 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 busmesses are set by ordinance Ordinance 92 13 was adopted June 6, 1992 and amended by Ordinance 95-9, September 26 1995 COUNTY OCCUPATIONAL LICENSES — All busmesses in the Village must also have an occupational license from the county m order to operate a busmess within the corporate limits of the county A portion of the county revenues are remitted to the Village 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 1999 is $37,925 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 Permits for residential construction are based on the 1992 fees of Dade County With major construction contmumg at The Grand Bay Resort and Residences and at the Ocean Club of Key Biscayne the buildmg permit fees for Fiscal Year 1999 are estimated at $650 000 more than previous years This will continue until the year 2000 then the receipts shall decline 1993 $35 746 $255 008 1994 $31 365 $215 168 $246 533 1995 $22 844 $328 308 $351 152 1996 $36 810 $393 398 $430 208 1997 $30 702 $500 699 $531 401 1998 (Amended) $37 000 $500 000 $537 000 1999 (Budget) $37 925 $650 000 $687 925 73 C C C C C C C a a C C a a a a a a a 000000©000000©00©0C 000000 )00000000( REVENUE PROJECTION RATIONALE TATE SHARED REVENUES In addition to Ad Valorem taxation communities m Florida rely on revenues that are imposed and collected by the State of Florida and then shared with municipalities These three (3) taxes are distributed according to various formulas in State Statutes include cigarette tax revenue sharing and sales tax These revenues have been budgeted m accordance with the trends and estimates of the State Revenue Estimating Commission State shared revenues are pledged source of revenue to repay the debt service on the state sanitary sewer loan (Revenue Sharing) FISCAL YEAR 1999 $600 000 8400 000 $300 000 $200 000 $100 000 $0 State Shared Revenues 1993 1884 1890 1996 1891 1096 1999 ri MI S Revenue Shari 9 Half Ca t Sale Lo a op8o ass Cigarette CIGARETTE TAX (Now called the Municipal Financial Assistance Trust Fund) In 1943 Florida levied its first tax on cigarettes at a rate of three cents per pack It was not until 1971 and the creation of the Municipal Financial Assistance Trust Fund that the state began to share a portion of state cigarette tax revenues with municipalities The enacting legislation creating the Trust Fund required that the fund be financed from the proceeds of a two cents per pack tax on cigarettes 5 8% of the State tax on each pack of cigarettes as per Chapter 71 364 Laws of Florida The current tax is 33 9¢ per pack The share of this fund for an individual municipality is not determined by the value of cigarettes sold withm 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 63 59% cigarette tax 36 03% 8th cent motor fuel tax and 038% from fuel and motor fuel use tax These funds are considered to be general revenue and can be used for any specific public purpose The estimated revenue from this source for Fiscal Year 1999 is $10 000 STATE REVENUE SHARING Chapter 72 360 Laws of Florida created the Revenue Sharing Act of 1972 providing for general revenue sharmg Revenue for this fund comes from 32 4% of the tax on each pack of cigarettes the one cent municipal gas tax and 25% of the state alternative fuel decal user fee The share of this fund for an individual municipality is determined by a complex formula that mcludes its own population statewide municipal population county population county sales tax collections total statewide sales tax collections from 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 1999 the estimated revenue from this source is $138 375 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 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 74 REVENUE PROJECTION RATIONALE FISCAL YEAR 1999 tax was to provide relief from ad valorem taxes m 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 1999 is $455 000 LOCAL OPTION GAS TAX The first local option gas tax was adopted by Dade County on July 19, 1985 prior to the incorporation of the Village The Village became eligible to receive these funds at the tune the Village was declared eligible for all state shared revenues The tax is levied at the rate of six cents per gallon on motor fuel and special fuel and is collected by the Flonda Department of Revenue and remitted monthly to the county and municipalities on a formula which provides a weight of 75% to population and 25% to center line miles of roadway maintained in each mumcipality (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 $126 000, in Fiscal Year 1999 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 became effective January 1 1994 It was levied at five cents per gallon. Following the County Commission amendment m 1996 the levy has been reduced to three cents per gallon The funds are distributed in accordance with an Interlocal agreement dated July 27 1993 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 1999 is estimated at $54 000 Note The County receives 74 percent of gas tax proceeds and the communities share the remaining 26 percent OI LECTtONS STATE Sri E 1tEi' NUE FISCAL YEAR CIGARETTE STATE REVENUE HALF CENT LOCAL OPTION TOTAL TAX SHARING SALES TAX GAS TAX 1993 $11 501 $134 463 $454 847 $117 555 $718 366 1994 $10 542 $128 247 $384 937 $162 7831 $686 509 1995 $10 490 $135 380 $431 067 $211 125 $788 062 1996 $8 395 $125 989 $442 273 $211 312 2 $787 969 1997 $10 364 $126 787 $450 755 $178 732 $766 638 1998 (Amended) $8 600 $135 000 $443 000 $175 000 $761 600 1999 (Budget) $10 000 $138 375 $455 000 $180 000 $783 375 1 The second local option gas tax was levied m Fiscal Year 1994 at five cents ($0 05) 2 Tax reduced to three cents ($0 03) from five cents ($0 05) in 1996 75 C C O C C C C C C "4� REVENUE PROJECTION RATIONAtJ FISCAL YEAR 1999 C{ Fm I (--"' C 0 C 0 C C rC C C C !C 1�d 1 I C, THER REVENUES The followmg chart is a summary of other revenues for the Village which include Interest Income and Fmes 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 mvested 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 Umon Planters 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 1999 is estimated at $250 000 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 Pohce Department The trend for this revenue is constant Fiscal Year 1999 estimates are based on actual revenues over the past four (4) years FISCAL YEAR INTEREST INCOME $120 968 $7 903 $128 871 1993 1994 $136 455 $35 509* $171 964 1995 $234 673 $12 822 $247 495 1996 $280 570 $28 311 $308 881 1997 $248 646 $28 807 $277 453 1998 (Amended) $200 000 $28 000 $228 000 1999 (Budget) * Includes $13 696 in confiscation from Jomt operations with other law enforcement agencies $250 000 $28 000 $278 000 76 GENERAL FUND REVENUES A.d Valorem R0000- 1 311 Ad Valorem $6,486,019 $6,495,465 $6,861,845 $6947,916 $6947,916 R0000- 1 313 R1000- 1 313 R2000- 1 313 R5000- 1 313 Franchise Fees Electricity Telephone Cable Television $571 093 $578 195 $625 000 $600 000 $600 000 $20 179 $27,278 $20 000 $27 500 $27 500 $46,824 $62,342 $47,000 $65,000 $65,000 R0000- 314 R1000- 314 R2000- 314 R3000- 314 R4000- 314 R7000- 314 Utility Taxes Electricity Telecommunications Water Gas OR $888651 $1032445(1) $900000 $950000 $950000 $199 746 $274 768 (1) $200 000 $300 000 $300 000 $165169 $2029180) $170000 $210000 $210000 $37 034 $42 066 $37 000 $43 000 $43 000 $3,885 $3,616 $4,000 $4,000 $4,000 R0000- 1 321 R0000- 1 322 Licenses and Permits Occupational Licenses Building Permits $36 810 $30 702 $37 000 $37925 $37 925 $393,398 $500,699 $564,450 $650,000 $650,000 R0000- 1 335 R1100- 1335 R1200- 1335 111800- 1 335 R4000- 1 312 111500- 1335 State Shared Revenue Cigarette Tax State Revenue Shanng Half Cent Sales Tax Local Option Gas Tax Alcoholic Beverage Licenses $8 335 $125 989 $442,273 $211 312 $2,494 $10364 $8000 $126787 $135000 $450 755 $443 000 $173610(2) $175000 $5,122 $2,500 C C C C C $10000 $10000 $138375 $138375 $455 000 $455 000 0 $180000 $180000 $6,000 $6,000 0 $4000 $4000 $10000 $10000 $10000 $10000 $3 500 $3 500 $28 000 $28 000 $2000 $2,000 $1000 $1000 $36000 $36000 $7,500 $7,500 R9000- 1 343 R9100- 1 343 R0000- 1 354 R2000 1 347 R1000 1 350 R1000 1 349 R1200 1 349 R1100 1 349 RI000- 1 352 Shames for Services Zoning Heanng Fees Certificates of Occupancy Code Violation Fines Recreation Fees Fines & Forfeitures Lien Letters Election Qualifying Fees Miscellaneous School Crossing Guard $14076 $3423 $7728 $11213 $37873 $11650 $13 330 $3 500 $28,311 $28807 $2,204 $1853 $1000 $0 $56 956 $32 011 $7322 $4,966 $4 000 $9 000 $500 $3 500 $28 000 $2,000 $500 $10000 $7,500 Other Revenues RI000 361 Interest R1001 366 Donation -Ocean Club R1002 366 Donation Community Center R1000 369 Recovery Litigation Costs R0000 364 Sale of Fixed Assets R2000 335 Fuefighters Supplement $280,570 $248 646 $250 000 $0 $27 856 $0 $2 544 $0 $0 $63 911 $0 $600 $200 000 $0 $0 $0 $0 $600 $250000 $250000 3 $0 so an $0 $0 $o $o $0 $0 $600 $600 Notes (Onam Yea 1947 Actual Collections Retied 13 Sects ar per At (at Reduced t al Cents to .05 C id per Gallen I Nasal V or 1997 77 ci C m �0 V {C W 6 0 C C q �i Grants R9000- 334 Rebuilding Trust Fund 119100- 334 Fla Communities Trust R9200- 334 K B Heritage Trail 110200- 337 FIRS EMS Grant 111004- 337 SBA Tree Planting Grant R1002 337 DARE R1006 337 DARE -Summer Grant R1003 337 Police (C O P S ) R1007 337 COPS More R0000- 331 Grants Other $267 682 $699 082 $4 500 $7 230 $34 930 $4 400 $905 $20497 $8 095 $0 50 $4 500 $0 $0 $0 $0 $o $0 $o $0 $1 849 $0 $64 250 $0 $230,637 $4 000 $o $87,500 50 $50,000 $0 $0 $0 $6 500 $0 $4000 $0 $87 500 $0 $50,000 $0 $0 $0 $6 500 $0 $4 000 50 $87 500 $0 550,000 00001 1 271 Prior Year Fund Balance $0 $0 $408 707 $500 000 $541 000 n 0 r0 0 0 0 lc I �^ 0 r 0 0 0 0 0 Ilc i0 0 r" 78 uucou®® e®®®pe®e®®®®0000® ®00® ®0®® ® EXPENDITURES GENERAL FUND FISCAL YEAR 1999 C 1 d r c),-)GooGoono,-) noac)onao The $11 666 316 adopted Fiscal Year 1999 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 and programs The Proposed Fiscal Year 1999 Budget expenditures have increased a total of 5 25% over the Fiscal Year 1998 expenditures One of the most significant increases in the expenditures involves the Building Zonmg and Planning Department with an increase of $252 470 or 29% over the fiscal year 1998 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 SUMMARY OF EXPENDITURES vil;lttge 1 ofldL Adniintsttatxof Village Ckrk Village Attorney Non -Departmental Debt Nemec Building, Zoning for. Planning Police Fire Rescue Public Works Recreation Capital Outlay TOTAL 79 445,16 155,367 &57,463 168,000 796 761 800 082 1,136 435 1 121 168 3079,946 584 667 i20 777 467213 44% 1,000 000 1,017,430 11 625 316 11 666 316 213,110 1 $% 949/ 239% 264°% 48% 215°1d 7% hr, ka 100% BUDGET COMPARISON PROPOSED FY 1999 AND AMENDED FY 1998 EXPENDITURE CHANGES The total financial program Adopted for Fiscal Year 1999 is $11 666 316 This represents a 5 6% increase m the total operating budget from fiscal year 1998 due to a 29% increase in the Budding Zoning & Planning Department for inspection activities related to the increase in development `� .' : 1y� iturn �, a`'� al F.�`*�i- - > .,�f?f�.� nAa� $' r4 �'" �aF a*4 �..�.v? � e.%. lmn i. • , �rk V �iti �fr4' �Abim.+i� � �'-h5 h sar i Sf Village Council $25 000 $18,500 $6 500 35 1% Administration 467 219 41,2 050 55 169 13 4% Village Clerk 157 463 113 661 43 802 38 5% Village Attorney 213 009 168,000 45 000 26 7% Non Departmental 800 082 724 420 75,662 10 4% Debt Service 1 136 435 1 134 585 1 850 0 2% Budding, Zoning & Planning 1 102,062 849,592 252 470 29 7% Police 2 787 621 2 625 244 162 377 6 2% Fire Rescue 3 087 321 2,898,289 189 032 6 5% Public Works 561084 540 009 21 075 3 9% Recreation 311599 311252 347 01% Capital Outlay 1 017 430 $1 250 p00 $ 232 570 18 6% 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 1999 Budget for Village Council will increase $6 500 The Village Council budget represents 0 16% of the budget • Administration Administration includes the Village Manager s Office the Finance and Administrative Services Department and the Receptions/Switchboard operator At $467 219 the Adopted Fiscal Year 1999 Budget increased 13% • Village Clerk The Village Clerk s Adopted Fiscal Year 1999 Budget will mcrease by $43 802 or 38% The increase covers bi-annual election expenses which are budgeted every other year 80 000000©©©000C 0 0 C a C C C C C BUDGET COMPARISON PROPOSED FY 1999 AND AMENDED FY 1998 ( fTh 0 C 0 0 C e-1 Liz • Village Attorney At $213 000 and 1 45% of the budget the Village Attorney s allocation is unchanged • Non -Departmental The Adopted Fiscal Year 1999 Budget will Increase $75 662 and is 6 85% of the Budget Professional expenses for a new line item Inter Governmental Relations Assistance was created with a budget of $40 000 • Debt Service The Fiscal Year 1999 requirement for debt service is $1 136 435 which is 9 78% of the budget The debt service cost is associated with a 10 year bank loan for the purchase of the Village Green with pnncipal payments beginning December 1994 • Budding, Zoning and Planning The Building Zoning and Planning Department budget of $1 102 062 represents 9 64% of the budget The Adopted Fiscal Year 1998 Budget provides for an increase of $114 500 or 10 21% all for inspector costs The Building Zoning and Planning Department is still expenencmg 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 increases • Police The Police Department s Fiscal Year 1999 budget allocation of $2 787 621 is 24% of the budget The allocation shows an $162 377 (6 2%) Increase from the previous year primarily for personnel costs • Fire Rescue At $3 087 321 the Fire Rescue Department s budget allocation is 26% of the total budget The department s allocation provides for an $189 032 (6 5%) increase most for personnel expenses attributed to COLA and step increases and an increase of $60 000 for the Automatic Aid Contract with the City of Miami • Public Works The Adopted Fiscal Year 1999 Budget for Public Works totals $561 084 This allocation shows an increase of $21 075 mostly for personnel costs Recreation At $311 599 the Recreation Department s budget provides for an increase of $347 or 0 1% Capital Outlay The Proposed Fiscal Year 1999 Budget for Capital Outlay is $1 017 430 The capital outlay represents 8 60% of the budget The allocation for capital outlay has been decreased $232 570 from the prior year 81 0 LI BUDGET COMPARISON PROPOSED FY 1999 AND AMENDED FY 1998 T CHANGES G new Fund Even her . en ures*'d 0/110etq , gtpte F19t -e Ana�ed a �'yr a� t�tt Personnel $6 473 618 $5 869 316 $604 302 10 3% Other Expenses 2 391 943 2 193 122 198 821 9 1% Contract Professionals 355 490 336 500 18 990 5 6% Supplies 95 400 71 079 24 321 34 2% Equipment 196 000 191 000 5 000 2 6% Debt Service 1 136 435 1 134 585 1 850 0 2% Capital Outlay 1,017.430 1.250.000 -232,570 , 18 6% Total t xpeiddititEi"esItx 9lf � q j,6. ,„ EXPENDITURES BY OBJECT CHANGES RATIONALE • Personnel All fill time and part time employees who support the functions of the Village departments Costs include salanes overtime shift differentials and employee benefits which include commitments for employee fringe benefits The change in costs for personnel relates to increases associated with cost of living ment increases and additional personnel • Other Expenses The requirements for a department s work program which are provided by either outside vendors or contractors Examples are the costs of repair and maintenance services the change 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 matenals and items necessary to carry out a department s work program for the firal year Such items as repair and maintenance matenals chemicals office supplies and small tools • Reid :. Ibis -represents the amount of the sixth annual principal and interest payments -for-the-Village Green Capital Outlay Expenditures associated with the acquisition and/or construction of major capital facilities and improvements such as sidewalks underground wiring and landscaping 82 000000©©00@000©©©©©©©©©0 C C C C C C C C r r r-", C' 0 0 0 Th oc)oo ac)noo VILLAGE COUNCIL 5 MISSION STATEMENT FISCAL YEAR 1999 To provide a safe, quality community environment for all 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 consistmg of a Mayor and sit Council members all elected at large and on a non partisan basis The Mayor is ebcted 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 public poky to meet community needs and appoints a Village Manager who is responsible for administration of that policy and managing the Village's departments and services The Council also appoints the Village Clerk and the Villa Attorney The Council is 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 Novenher every even numbered year To be eligible to seek office a person must be a resident of the Village of Key Biscayne for at least one year and be a qualified elector of the Village Regular Council meetings are held the second Tuesday of every maith (except August) in the Council Chamber Village Hall 85 West McIntyre Street at 7 00 p m Council meeting schedules are subject to change Council Meetmgs are broadcast live and re-broadcaston Thursday at 10 00 a m and Friday at 7 00 p m Below is a breakdown of the Village Council s activities by calendar year as of October 30 1998 1992 1993 1994 1995 1996 1997 1998 Meetings 19 12 17 11 9 10 8 Special Meetings 40 20 21 17 11 10 12 Resolutions 61 60 48 40 38 58 53 Ordinances 15 22 10 14 7 25 8 Workshops 0 3 13 8 3 5 4 The members of the Village Council also serve as the Local Planning Agency (Ordinance 92 8) The Local Planning Agency was responsible for the development of the Comprehensive Master Plan The Council sits as the Zoning Appeals Board 83 LI VILLAGE OF KEY BISCAYNE Local Planning' Agency Betty Sune Chair John F Festa Martha Fdez Leon Broucek Mortimer Fried Gregory Han Hugh T 0 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 The Council serves as the Local Planning Agency Responsibilities of the Local Plannina A¢encv 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 FUTURE LAND USE ACHIEVE THE FOLLOWING COMMUNITY CHARACTER Key Biscayne should be a residential community Development policies should protect residential character Future residential development should be at the lowest densities consistent with protection of reasonable property rights Hotels should be permitted in order to provide ocean access opportunities and respect an established land use pattern however they should be modest in size so as not to overpower the community s residential character Other commercial development should be sized to meet the needs of residents and hotel guests Office development should be limited to the minimum amount practical in light of existing development patterns MISSION STATEMENT TO PROVIDE A SAFE, QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 84 0®0®0©000000©©©0 0 C C C C V C C VILLAGE COUNCIL r r f F r 0 0 0 fTh C 0 0 0 0 General X4000 1 511 Administrative Expenses X5410 1 511 Memberships & Dues X5420 1 511 Education & Training $3 588 $2 430 $6 004 $6,308 $1 819 $10 686 $4 000 $3 000 $1.1 500 $5 000 $2 500 $11 500 $15000 $6 000 $4 000 85 G©©©®©©©®© ®©0®®®®®® ®d0®®®® 8t)0®WWWWwwwdwwvvv OFFICE OF THE VILLAGE MANAGER FISCAL YEAR 1999 r C c C C C C C C C C C C r-, r 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 commumty instill the Village s mission statement among our employees to foster an outstandmg 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 Admmistrative Assistant MISSION STATEMENT "TO PROVIDE A SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 86 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 the widespread programs and services for the citizens of the Village The Village Manager is appointed by and serves at the pleasure of the Village Council and is directly responsible for executing Village laws and ordinances and is responsible for implementation of policies set forth by the Village Council The Village Manager appoints the Directors of all Departments As chief executive officer of the Village government, the Village Manager is responsible for providing and exercising overall supervision and disciplinary control over the necessary administrative and operating staff to carry out official Council policies The Village Manager assists in adoptmg 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 develops programs to meet the future physical social, and cultural needs of the Village The Village Manager is responsible for the execution of contracts deeds and other documents on behalf of the Village to the extent provided by Council and is responsible for the enforcement of all laws charter and acts of the Council The office of the Village Manager is responsible for producing and hosting `Village Voices cable television program, affordmg the citizens of the community the opportumty to voice their opinion on issues affecting the Village Authorized Positions Fiscal Years 1993 1994 1995 1996 1997 1998 1999 Village Manager 10 10 10 10 10 10 10 Assistant to the Manager 00 00 00 10 10 10 10 Administrative Assistant 10 10 10 00 00 10 10 Receptionist/Switchboard 10 10 10 10 10 10 10 Total 30 30 30 30 30 40 40 87 000000©©0000000 11 , a a C C C C CJ C C C C C C C C C C OFFICE OF THE VILLAGE MANAGER SUMMARY OF FISCAL YEAR 1999 OBJECTIVES tC' � C C C C C C C C C f 1 2 3 4 5 6 7 8 9 10 11 12 To satisfactorily relay Village Council policy decisions to the organization and administer the decisions in day to -lay 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 reports as may be necessary and/or requested by the Village Council To attend and participate m intergovernmental activities by attendmg meetings and facilitating the exchange of information within different junsdictions 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 and procedures To support and promote State legislation in the Village s interest while actively opposing legislation that is detrimental to the Village To coordinate plan control and monitor the activities of agencies reporting to the Village Manager to insure that all policies and actions of the Council and administration are camed 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 information to appropriate Village departments and to provide necessary follow up to ensure that a response or resolution to the request is provided To maintain a cooperative working relationship with State agencies and other local governments to resolve problems of mutual concern To continue to emphasize and encourage organization and departmental efforts m identifying and implementing changes to improve efficiency and reduce cost 88 FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT FISCAL YEAR 1999 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 ORGANIZATIONAL CHART Village Council i Village Manager Director of Finance and Administrative Services 1 Finance Assistant MISSION STATEMENT 'TO PROVIDE A SAFE, QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 89 ®e®®6©®©e®©©o©o I, • • S S i AS C C C C C C C C FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT DEPARTMENTAL DESCRIPTION The Department of Finance and Administrative Services is responsible for coordinating the financial operation of the Village departments The Department has two main functions Finance winch is the central fiscal control and accounting agency of the Village Administrative Services which coordinates and administers Personnel Policies and employee benefits programs and risk management which deals with worker s compensation and insurance The Director of the Finance and Administrative Services Department serves as the chief fiscal officer for the Village and coordinator of the employee benefits program The Department deals with daily finance/accounting activities including payrolls and audits preparation of the operating and capital budgets preparation of comprehensive financial reports investments debt management cash management, and bank relations The Department provides financial information to the public state agencies grantors auditors Village Council and management In addition, the Department is responsible for the comprehensive insurance program which includes automobile liability property and workman s compensation compensation program and for the employee benefits program which includes health insurance life insurance long term disability insurance dental msurance deferred compensation plan and legal service plan C C C C C C C C C C The Stormwater utility billing fee program under contract with the County began in 1994 On January 1 1995 the Village took over from the County the responsibility for providing Solid Waste and Recycling collection services As of January 1 1995, the Finance and Administrative Services Department began billing the Solid Waste Accounts which were previously billed by the Solid Waste and Recycling Collection Service provider on behalf of the Village The Finance and Administrative Services Department staff includes Director and a Finance Assistant Authorized Positions Fiscal Years 1993 1994 1995 1996 1997 1998 1999 Director 1 0 1 0 1 0 1 0 1 0 1 0 1 0 Assistant Full Time 00 00 00 00 00 10 10 Assistant Part Time 05 05 05 05 05 00 00 Administrative Assistant - Part Time 0 0 0 0 0 0 0 5 0 5 0 5 0 5 Total l 15 15 15 20 20 25 25 90 fak FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT ACCOMPLISHMENTS ACCOMPLISHMENTS FOR FISCAL YEAR 1997 The Finance department continued to maintained accurate and up to date records and submitted Comprehensive Annual Report to GFOA on Apnl 30 1998 The budget was prepared on time and administered carefully during the year The budget was filed and accepted by the Florida Department of Revenue and met the TRIM (Truth in Millage Bill) Requirements All available funds were invested overnight and excess funds were invested m CD s and with the Local Government Surplus Trust Fund Investment Pool Insurance policies were monitored on an ongoing basis for the lowest premiums and best coverages Applications for grants is an ongoing process and loans when needed are applied for in a competitive process Procedures estabhshed to keep up with Village properties as they come on line and insured that they are promptly added to the billing system ACCOMPLISHMENTS FOR FISCAL YEAR 1998 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 procedures for finance activities are developed on an ongoing basis and will be produced in manual form. The Comprehensive Annual Financial Report for Fiscal Year 1997 was presented to the Village Council on May 12 1998 All check requests are approved by the Village Manager or his designee The completed disbursement package at a muumum is comprised of an invoice or expense statement an approved check request and the record segment of the check The Fiscal Year Annual Financial Report 1997 application for the Certificate of Excellence was filed with GFOA on April 30 1998 Approval was granted on November 18 1998 OBJECTIVE 2 To prepare the Village s Annual Operating Budget as directed on a timely basis To administer the budget once zt has been adopted To obtain the Annual Distinguished Budget Presentation Award from GFOA 91 00000000000000000000 a a C a CE CE C C C Cr Ca FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT ACCOMPLISHMENTS STATUS Budget meetings were held with all department heads as a group and individually Budget status reports are provided in the agenda package for the first Council meeting of each month There has been one (1) budget amendment as of the date of this report Ordinance 98 2 adopted March 10 1998 The state revenue estimating conference provides the basis for budgeting the shared revenues which are estimated at $790 000 for Fiscal Year 1999 The application for state shared revenues has been consistently filed in a timely manner C C Application for the Annual Distinguished Budget Presentation Award from the Governmental Finance Officers Association for the Fiscal Year 1998 budget was filed December 19 1997 and granted August 3 1998 The Village complied with the requirements of the TRIM (Truth in Millage Bill) It has been effectively filed and accepted by the Flonda Department of Revenue on October 8 1998 OBJECTIVE 3 To manage the investment portfolio of the Village for maximum return with minimum risk liquidity and yield STATUS Available funds have been mvested with the Flonda State Board of Administration Resolution 92 16 Apnl 14 1992 Local Government Surplus Trust Fund Investment Pool in several Certificates of Deposits of varying maturities and cash management agreements with SunTrust and Northern Trust Banks The advantage of the cash management agreements are that all sigmficant cash balances in both banks earn mterest 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 "A.\ 92 0 FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT ACCOMPLISHMENTS STATUS Liability and worker s compensation msurance policies are monitored on an ongoing basis Information is penodically made available to employees concerning all programs for which they are eligible periodically Also representatives of the vanous provider organizations have conducted seminars to discuss their programs with interested employees A representative of AvMed regularly schedules annual personal visits to discuss any aspect of the Health Insurance Program and is available for more visits if so requested by the Village After three (3) consecutive years of lowered health insurance premiums AvMed has raised current premiums by less than one percent (1%) The Village Council instructed that request for proposals be issued at the September 26 1996 Proposals were received and opened on June 16 1997 Resolution 97 42 was adopted August 26 1997 awarding our comprehensive insurance program to the Florida League of Cities Risk Management Services effective October 1 1997 OBJECTIVE 5 To obtain grants and loans from Federal State and local agencies STATUS The Finance department is coordmatmg with the other various departments in aloint effort to obtain the maximum grants that the Village ts eligible All grant records are filed in the Finance office for internal control and reporting purposes The Hurricane Andrew final FEMA summarization of $2 212 735 received final closeout action in a letter dated January 12 1998 from the Governor s authorized representative (FEMA 0955 DR FL) P A ID # 025 36300 (Mr Joseph Meyers) 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 1998 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 of Ordinance No 96 3 The Finance Department has issued notice of lien on delinquent accounts no 93 0000000©©000 0 C C C C C C C C C C C C C C C C FINANCE AND ADMINISTRATIVE -SERVICES DEPARTMENT r 0 0 30000000QQQQ3QQ ACCOMPIJSHMENTS hens have been placed as of this date The Finance Department now has on lme access to the Miami Dade County water and sewer billug records to ascertam 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 al discrepancies were brought to the attention of the billing supervisor at the Water and Sewa Department to insure that all fees due are billed Procedures have been established in the Building Zoning and Planning Department to process additional Village customers as they come on line for the stormwater fee charges 94 _L.I FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT SUMMARY OF FISCAL YEAR 1999 OBJECTIVES 1 2 3 4 5 To provide timely accurate and up to date monthly Financial Reports and Comprehensive Annual Financial Report. To obtain GFOA Certificate of Excellence 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 budget award To manage the Village s investment portfolio for maximum return on investments with minimum nsks To administer the employee benefit programs worker s compensation and liability insurance To supervise billmg functions for the Solid Waste and Recycling Collection fee and monitor the Stormwater Utility fee collection by Miami Dade Water & Sewer Department 95 ©000000000000000 C C It C C C C C C C C FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT FISCAL YEAR 1999 OBJECTIVES r OBJECTIVE ONE To provide timely accurate and up to date financial reports and Comprehensive Annual Financial Report KEY AREA INDICATOR Timely and accurate financial reports ACTION PLAN Finance • Organize Fmance Department records for easy retneval • Monitor computer capability as Village work requirements increase • Review accounting procedures for Departments Produce records and provide assistance to independent public accountmg firm to prepare Comprehensive Annual Official Financial Report Rachlm Cohen & Holtz under contractto perform audit until fiscal year 1999 as per Village Council authorization June 24 1997 CONTROLS Insure that all check requests have required authorization and back up pnor 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 mstitutions OBJECTIVE TWO To prepare the Annual Proposed Operatmg Budget at the direction of the Village Manager and administer the Budget as adopted by the Villag 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 • 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 m Millage) to ensure continued eligibility for State Revenue Sharing (Approval letter from Dept of Revenue ) 96 FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT FISCAL YEAR 1999 OBJECTIVES PERFORMANCE MEASURES • Meet proposed deadlines Review budget reports for conformance • Obtain the Annual Distinguished Budget Presentation Award from the Governmert 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 nsks KEY AREA INDICATOR Identify legal minimum nsk investment opportunities ACTION PLAN Cash Management • Invest surplus funds with the State Board of Administration Local Government Surplus Trut Funds Investment Pool as per Resolution 92 16 adopted on April 14 1992 or other cab 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 admimster the employee benefit programs worker s compensation and liability insurance KEY AREA INDICATOR Enhance administration for effective management ACTION PLAN Insurance and Employee Benefits Manage the liability and worker s compensation insurance policies with the pod administered by the Florida League of Cities in accordance with Resolution 97 42 adopted August 26 1997 A Managed Care Program designed to reduce premiums by 10% wa; implemented Fiscal Year 1996 Coordinate the Long Term Disability Plan Deferred Compensation Plan Legal Services Plan and Flexible Benefit Programs of the Village 97 000000©©©©000000 0 I 4E i( C C C C C C FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT FISCAL YEAR 1999 OBJECTIVES • Advise Village employees to able them to make informed decisions in their individual situations • Administer the Village Health Insurance Program and review twice annually 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 r^N • 0 r 0 0 0 OBJECTIVE FIVE To supervise bilking functions for the Solid Waste and Recyclug Collection Fee and monitor the Stormwater Utility Fee collection by Miami Dade Water & Sewer Department KEY AREA INDICATOR Real properties to bill ACTION PLAN Utility Billings • Update real property listings from the Dade County Property Appraiser • Update billing list • Coordmate with Manager s staff to have bills printed and mailed • Assist Village Manager s staff with citizen inquires on billing and collection procedures PERFORMANCE MEASURES • Review bank collection and receivable reports for follow up • Review effectiveness of billing and collection procedures 98 FINANCE AND ADMINIS IRATIVE SERVICES DEPARTMENT ACTIVITY REPORT ACTIVITY FY 1994 Actual FY 1995 Actual FY 1996 Actual FY 1997 Actual FY 1998 Estimated FY 1999 Estimated Payroll Checks 2 100 2 600 2 340 2 340 2 500 2 700 Accounts Payable Checks 2 500 3 000 2 580 3 300 3 300 3 500 Deposits 312 360 350 360 360 375 Solid Waste Bills N/A 1287 1 284 1 284 1 313 1313 Employees Insurance Premiums $294 000' $350 000' $573 037 $598 114 $637 900 $691 398 Property Liability Premiums Included Above Included Above 157621 156 533 140 500 120 085 Manage Investments $9 600 000 max $7 000 000 max $8 000 000 max $5 000 000 max $5 000 000 $5 000 000 CAFR Award' YES YES YES YES YES GOAL Budget Award' YES YES YES YES YES GOAL I Does not mclude all insurance premiums 2 Comprehensive Annual Financial Report Certificate of Achievement (1992 first received) 3 Annual Distmgutshed Budget Presentation Award (1993 first received) 99 0®®®00©00000000©000© C C C C C C C C C G C C ADMINISTRATION n r P� Salaries X 1210 1 512 Village Manager X 1220 1512 Housing Allowance X1235 1 512 Ass start to the Manager X1230- 1 512 Finance Director X 1240 1 512 Administrative Assistant X1250- 1 512 Assistant Director Fmance X 1260- 1512 Receptionist/Switchboard X1270- 1512 Secretarial Assistance $99 000 $101 970 $103 256 $11.3 000 $12000 $12010 $12000 $12000 $34885 $34220 $36399 $44041 $57 907 $62 626 $60 698 $60 698 $8000 $24550 $26903 $28350 $20 000 $23 880 $32 526 $32 639 $18284 $16953 $18901 $18901 .2,297 $7,500 $7,500 $7,500 Benefits X2100 1 512 Payroll Taxes X2200 1 512 Retirement Contributions X2300- 1512 Life & Health Insurance X2400- 1512 Workers Comp Ins X2500- 1 512 Unemployment Insurance $14 377 $16 518 $21 703 $23 178 $23 696 $21 067 $20 820 $27 755 $33 328 $34 867 $22 773 $26 786 $26 600 $28 445 $29 346 $1 242 $1 288 $1 702 $664 $835 $737 $919 $2541 $1,515 $1491 X4000- 1 512 X4500- 1512 X5100- l 512 X5200- 1 512 X5210 1 512 X5410 1512 X5420 1 512 X5430 1 512 General Administrative Expenses Insurance Supplies Car Allowance Miscellaneous Memberships & Dues Education & Training Travel $31 729 $34 387 $31 000 $31 000 $31 000 $0 $0 $0 $2 555 $2 555 $0 $0 $0 $5000 $5000 $4800 $5200 $4800 $4800 $4500 $0 $732 $0 $1000 $1000 $4 936 $5 816 $5 000 $6 500 $6 500 $4207 $3757 $4650 $6000 $6000 $550 $1,457 $2,600 $3,000 $3,000 100 U ©©©© ©©©dO©® ®®© O0® ®®0 ®0®0®®��wwwwwwwwdud.n OFFICE OF THE VILLAGE CLERK FISCAL YEAR 1999 C C r0 J rF^ 0 0 r r� To serve the public of Key Biscayne by pledging to be ever mindful of its neutrality and impartiality -- rendering equal service to all while upholdmg 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 101 �11 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 appomt a Village Clerk who shall give rotice of Village Council meetmgs 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 amynad of other services that are dictated through ordinances Stan statutes and tradition These services include preparing Council Agendas publishing pubic notices serving as Supervisor of Elections processing and maintaining custody of agreements contracts ordinances resolutions and proclamations admnnstermg 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 de dissemination of information regarding the activities of the Village Council and Village Governmeit including • Optical imaging of vital records and frequently requested documents (agenda packets minutes resolutions etc) which provides for quick retrieval tint and reduced storage space • Administration of the Village page on the Internet s World Wide Web whidi 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 1999 Village Clerk 1 0 1 0 1 0 1 0 1 0 1 0 1 0 Deputy Clerk Part Time 00 00 00 00 05 05 00 Staff Assistant Part Time 00 05 05 05 00 00 05 Total 10 15 15 15 15 15 15 102 0 a Q 0 0 0 C 0 a a a a 4E 4E C Q Q L Q C OFFICE OF THE VILLAGE CLERK SUMMARY OF FISCAL YEAR 1999 OBJECTIVES C G C 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 To complete and distribute Council meeting Agendas to the Council stiff and public in a timely manner To maintain accurate minutes of the proceedings of the Council To complete and distribute committee meeting agendas to the commit -to 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 aid proclamations To maintain custody of Village records and coordinate the microfilming and storage of sad records To provide clencal and research support for members of the Council To administer the publication of the Village Charter code book supplements and indexing cf 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 officeto committee members police and fire officers and other Village Officials To compile and maintam the Clerks Office Procedures and Information Manual To serve as the Financial Disclosure Coordinator with the State of Florida Commission on Ethics and the Records Management Liaison with the State of Florida Department of State To maintam custody of the Village Seal To serve as liaison between the public and Council as directed. 103 VR.LAGE CLERIC Salanes X1201 1512 Salary Clerk X1203 1 512 Deputy Clerk X1221 1 512 Salary Other $33 713 $37 080 $40 721 $40 721 $0 $18000 $18000 $18000 $12,817 $0 '.0 $0 X2101 X2201 X2301 X2401 X2501 l 512 1512 1512 1 512 I 512 Benefits Payroll Taxes Retirement Contributions Life & Health Insurance Workers Compensation Unemployment Insurance $4 550 $3 793 $3 984 $259 $231 $3 530 $3 513 $4 313 $286 $210 $4 214 $4 079 $4,200 $325 $338 $4447 $3115 $6394 $4479 $9287 $4831 $127 $114 $291 $203 General X4701 1 512 Imaging Egurpment/Supphes X4751 1 512 Ordinance Codification X4761 1512 Indexing Mmutes X4771 1 512 Elections X4801 1512 Legal Advertising X5411 1 512 Memberships & Dues X5421 1 512 Education & Training X5431 15t2 Travel $4855 $2 396 $783 $2 706 $32 567 $244 $867 $1.749 $3 653 $0 $2 337 $28 114 $41 503 $1 049 $1 815 $653 $5 000 $3 500 $2 000 $0 $32 375 $300 $750 $1500 $5 000 $3 500 $2 500 $25 000 $35 000 $1 500 $2 000 $1,500 $5 000 $3,500 $2 500 $25 000 $45 000 $750 $2 250 $2,000 104 oe®®000000©000000000 C C Cr C yCt+ C` Cr C C C C C C C C OFFICE OF THE VILLAGE ATTORNEY FISCAL YEAR 1999 r r r r r rh r� C 0 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 m all legal proceedings DEPARTMENTAL ORGANIZATION CHART Voter Village Council Village Attorney MISSION STATEMENT TO PROVIDE A SAFE, QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 105 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 Helfmau Pastonza & Guedes P A To date the firm 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 Helfivan Pastoiza & Guedes P A provide legal advice and services to the Village on a regular basis in the following areas Personnel matters Land use and zoning matters Sunshine Law Conflict of mterest 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 State Legislative Matters The Office of the Village Attorney has continued its successful efforts to hold the expansion of the Seaquanum These efforts have included a trial an administrative hearing and two appeals This past year the Village Attorney continued this effort m the Florida Legislature Representatives of the Seaquanum filed legislation seeking to exempt the Seaquanum project from the State Master Plan approval and comphance process and requirements The Village Attorney s office coordmated lobby efforts which resulted in defeat of this legislation This work involved around the clock intensive efforts The Village Attorney is representing the Village in a lawsuit against Dade County challenging the settlement agreement entered into by the Matheson family and Dade County relating to the future use of Crandon Park The Village has alleged that the settlement agreement and the resulting Crandon Park Master Plan which was approved by the County Commission constitute an unlawful delegation of legislative power by the County The matter is ongoing 106 0000000000000000000 C C C a a C IC C C C C Q C Q C Q C OFFICE OF THE VILLAGE ATTORNEY SUMMARY OF FISCAL YEAR 1999 OBJECTIVES 1 2 3 4 5 0 r 0 0 0 0 0 C C r'N, To contmue to provide the Village with legal advice whch 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 pursie 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 107 VILLAGE ATTORNEY General X3120 1514 Legal Fees X3150- 1 514 Legal Fees-Lawswts X3160 1 514 Prof Fees Contract Matters X3190- 1514 Other Professional Fees X3300 l 514 Court Cost and Fees X4900- 1 514 Other Expenses $127 030 $15 999 $0 $3 865 $4 135 $805 $132,885 $2 403 $102 920 $665 $1 037 $0 $130000 $30 000 $0 $5 000 $1 500 $1 500 $135 000 $5 000 $20 000 $5 000 $1 500 $1 500 $135 000 $50 000 $20 000 $5 000 $1 500 $1 500 108 00000000000©0000 o o 0 o C C C C 'fir C r 0 0 0 0 0 0 0 0 `J 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 r- citizens of the Village of Key Biscayne During Fiscal Year 1994 a total of $50 055 was awarded to community organizations The Boy Scouts of America were awarded a $4 000 grant to fund the purchase of a scout trailer Cub Scout Pack #322 was awarded $2 500 for the purchase of a trailer and hitch The Island Garden Club was awarded $8 580 to fund landscaping materials for a project at the Key Biscayne Elementary School The Key Biscayne Chamber f 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 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 Flonda Lighthouse The Rotary Club of Key Biscayne received $10 000 for costs associated with the art festival Dunng Fiscal Year 1996 a total of $23 468 was awarded to community organizations The Cub Scouts of Key Biscayne were awarded $4 368 for environmental education and awareness The Key Biscayne Library Beautification Foundation was awarded $9 100 for landscapmg the library grounds The Villagers Inc received $10 000 for a video about the Lighthouse Keeper s Cottage at the Cape Flonda Lighthouse During Fiscal Year 1998 a total of $14 000 was awarded to community organizations The Rotary Club of Key Biscayne received $4,000 for costs associated with the art festival The Key Biscayne Woman s Club was approved $10 000 for the first Hentage Day celebration In addition to the above detailed Community Assistance Grants awarded by the Village Council the Council has authonzed donations to several organizations smce incorporation In 1994 Jackson Memorial Foundation received $25 000 as a chartable donation paid over five years In 1996 the Key Biscayne Technology Trust Foundation was granted $75 000 for computer upgrades in the local elementary school Dade Heritage Trust received $25 000 for Village sponsorship of the Cape Florida Lighthouse Gala event dunng the Miami Centennial celebrations In 1997 the Village granted $2 000 to Crime Stoppers Inc In 1998 Resolution 98 42 set aside $10 000 m the adopted budget for the Strategic Plan set forth in Miami Dade County s application for designation as an Empowerment Zone 109 COMMUNITY ASSISTANCE GRANTS FISCAL YEARS 1994 1998 COMMUNITY ASSISTANCE GRANT PROGRAM Boy Scouts $ 4 000 $ 4 000 Cub Scouts $ 2 500 $ 2 100 $ 4 368 $ 8 968 Island Garden Club $ 8 580 $ 8 580 Key Biscayne Chamber of Commerce $ 10 000 $ 10 000 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 Dade Heritage Trust $ 10 000 $ 10 000 Rotary Club of Key Biscayne $ 10 000 $4 000 $ 14 000 Key Biscayne Library Beautification $ 9 100 $ 9 100 The Villager, Inc $ 10 000 $ 10 000 Key Biscayne Woman s Club $10 000 $10 000 TOTAL $ 50,055 $ 32,100 $ 23,468 $14,000 $119,623 Special Contnbutions Organization 1 KBPTA 2 Jackson Memorial Hosp 3 BTTF 4 Dade Heritage Trust 5 Crime Stoppers Inc 6 Empowerment Zone Approval Amount June 8 1993 $ 42 000 Apnl 26 1994 $ 25 000 October 15 1996 $ 75 000 February 13 1997 $ 25 000 February 13 1997 $ 2 000 August25 1998 $ 10,000 Sub Total $179 000 Grants $119,623 TOTAL $298.623 110 9000000000000 a, C €++ Per C C C W 7- 1 C' C r)oo ) )O NON DEPARTMENTAL General X1210- 1513 Salaries Overtime X1220- 1513 Off Duty Employment X2100- 1 513 Payroll Taxes X2400- 1 513 Workers Compensation X2500 1 513 Unemployment X3100 1513 Appraisers X3120 1 513 Committee Expenses X3130 1 513 Financial Advisor X3200 1 513 Auditors (1) X3220- 1 513 Inter-Govermtl Relations Assist X3300- 1 513 Tuition Reimbursement X3400- 1 513 Contractual Expenses X4100- 1 513 Telephone X4120 1 513 Postage X4300- 1 513 Electricity X4320- 1 513 Water & Sewer X4400 1 513 Rent Village Hall X4500 1 513 Insurance X4600 1 513 Mamtenance and Repairs X4700 1 513 Newsletter/Annual Report X5100 1513 Supplies X6430 1513 Furniture and Fixtures X6450 1 513 Equipment X8200 1 513 Community Grants X8201 1 513 Various Grant Expenses X8203 1 513 Federal Empowerment Zone X8205 1 513 Chamber of Commerce X8207 1 513 Lighthouse Run and Walk X8209 1 513 Jackson Memorial Foundation X8210 1 513 Other Charges X8211 1 513 K B Hentage Trail X9910- 1 513 Contingency $0 $0 $0 $5 000 $5 000 $0 $0 $9 000 $9 000 $9 000 $0 $0 $1000 $1000 $1000 $459 $1 913 $2 000 $2 000 $2 000 $1 567 $0 $500 $500 $500 $4 500 $0 $0 $0 $0 $200 $455 $500 $500 $500 $2 745 $4 000 $4 500 $4 500 $4 500 $25 500 $26 050 $32 000 $32 000 $32 000 $0 $0 $0 $40 000 $40 000 $11623 $7675 $10000 $10000 $10000 $0 $2 021 $0 $3 500 $3 500 $35 697 $33 262 $32 500 $35 000 $35 000 $11994 $20075 $12000 $15000 $15000 $20 726 $6 872 $3 000 $7 000 $7 000 $44266 $133693 $85000 $140000 $140000 $63 106 $81,332 $81 500 $98 500 $98 500 $52 447 $55 005 $45 000 $41 610 $43 926 $10624 $13882 $12000 $14656 $14656 $10000 $3803 $10000 $12000 $12000 $21 120 $31 355 $25000 $30000 $30000 $ 13 405 $8 736 $3 000 $5 000 $5 000 $3888 $24319 $10000 $15000 $15000 $884 $88697 $0 $0(2) $0 $0 $0 $0 $2 500 $2 500 $0 $0 $0 $0 $1 000 (5) $74 550 $74 400 $75 000 $70 000 $70 000 $10955 $10121 $0 $0(3) $0 $5 000 $15 000 $5 000 $0 (4) $0 $0 $15 544 $0 $2 500 $2,500 $0 $25 239 $0 $0 $0 $0 $0 $265 920 $200 000 $200 000 Note (n RieMla Cohen & Rolle under contract perform annual mat= II Flenl Year 1999 asp. Village Conrail approved June 24,1997 (2)Canmml y Grmdstrmsferred Special Even In he Recreation Depmlmmi Budget May 26, 1998. (J)Ggtiffimae Rim and Walk transferred Re retinal Department Badge (r@eJuekmn Memorial Foondalimdlomt on me amount or$25p00 teas approved ai the Apr 6,1994 Village Coma Mee og 6e deverB (5) years, Meal Year 996 rim complete litcommllmad. (SMAS 99842, Adopted August 25 998, authorized m annual $1000contribution( for year 111 0 00 0000 00 00000 00 000 00000 0®0UG®®®gggwuuuuuuu t r".‘, C C CD C C C C C C C C C C r^ C Q DEBT SERVICE FISCAL YEAR 1999 Authorization for Village Green Debt Ordinance 93 21 adopted on December 14 1993 authonzed the Land Acquisition Revenue Bond Series 1993 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 endmg December 15 2003 The bonds were purchased by Northern Trust Bank of Florida, N A This bond is payable from and secured by a pledge and assignment of proceeds of the public service tax authorized by Part III, Chapter 166 Florida Statutes and received by the Village pursuant to Section 8 04 of the Village Charter and Ordinance 97 12 adopted April 29 1997 They bear interest payable semi annually at a fixed rate of 4 36% The principal and interest payment for Fiscal Year 1999 will be $1 136 435 The outstanding debt as of December 15th will be $5 090 000 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 Funds are included in the Capital Improvement Fund under the facilities reserve account A $91 480 grant from the Florida Land and Water Conservation Program for the park acquisition was received November 11 1996 Funds were deposited m the Capital Improvement Fund Descnption of Improvement The 9 5 acres that comprise the Village Green are centrally located within the Village along Crandon Boulevard was dedicated April 22 1995 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 illuminated promenade a one half mile illuminated jogging path an informal soccer and flag football field three flag poles bicycle racks lifter receptacles fighting, large pavilion and restrooms Extensive improvements made along Fernwood Road side of the park include dramage sidewalk on street parking spaces 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 at the December 9 1996 Council Meeting These include picnic pavilions 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 for trees from the Small Business Administration $35 000 a grant from Florida Recreational Development Assistance Program, $100 000 and $500 000 from the Safe Neighborhood Bond Act (Resolution 97-49) A second $100 000 grant has been approved by the State Department of Environmental Protection in 1997 112 DEBT SERVICE FISCAL YEAR 1999 Debt Restnct►ons Revenue bonds which can be issued only by authorization of the Village Council must be secured by a 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 166 111 Flonda Statutes The Master Plan requires that the Village pursue a prudent policy of borrowing for capital improvements or other purposes The Financial Policy Statement has six (6) guidelines regarding debt The Charter requires five (5) affirmative votes for any borrowing (Section 4 10) and the adopted annual budget must be balanced (Section 4 05) Ordinance 97 1 January 16 1997 provides limits on long term debt Based on the 1999 budget the limit is 1% of assessed valuation ($20 3 million) or an amount that exceeds 15% ($1 745 000) of the annual general fund expenditures whichever is greater Also State law prohibits a mill rate in excess of 10 mills The Village has the legal right to borrow an additional $15 2 million dollars without the approval of the voters unless a petition is received from the electors within 30 days of passage Section 5 02 of the Charter permits electors to require reconsideration of an ordmance within 30 days after the date of adoption of the borrowing ordinance and if the adopted budget ordinance exceeds five (5) mills (Section 5 02B) At the Council Meeting of March 11 1998 a goal was adopted to have the Village debt free by the year 2018 Re -Financing of Village Green Debt The Village Green bonds are subject to a pre payment penalty under specific circumstances based on the prevailing market conditions at the time of pre payment If the bonds were to be prepared on February 20 1998 the formula would result in there being no penalty 113 p9QQ©©Q©©0©©©©©000 G C ci or or C Q C c c DEBT SERVICE PAYMENT SCHEDULE VILLAGE GREEN C - r '� i C C C C 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 10100 $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 $149112 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 $130 473 00 $130 473 00 FY 1998 $1 134 585 00 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 '4' 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 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 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 $9 200 000 00 $2,341 198 89 $11 541 198 89 $11 541 198 89 Coupon 4 36 / per annum $9 200 000 Land Acquisition Revenue Bonds Series 1993 Northern Trust Bank of Honda, N A 114 L DEBT SERVICE General X7200- 1 519 interest Payment X7100 1 519 Pnncipal Payment $351 089 $785 000 $315 901 $820 000 $279 585 $855 000 $241 435 $895 000 $241 435 $895 000 000000©©©©©©0c 0 o o 0 0 o o C C C 115 BUILDING, ZONING AND PLANNING DEPARTMENT 0 0 Building Assistant FISCAL YEAR 1999 To provide the residents of the Village, their architects, engineers, and contractors a friendly courteous and expeditious turnaround of their information and permit DEPARTMENTAL ORGANIZATION CHART Receptionist Director of Building Zoning & Planning Admm Assistant Buildmg Official Structural Eng neer Buildmg Inspector Mechanical Inspector Electrical Inspector Code Enforcement Officer Plumbing Inspector Special Inspector Permit Clerk Community Assistant Permit Clerk Assistant Planner MISSION STATEMENT TO PROVIDE A SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSRILE GOVERMVIENT 116 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 Flonda Statutes covers Flonda Statutes 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 responsibility of 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 enforces regulations that monitor the physical development of the community There is coordination between this section and the Building Zoning and Planning section so as to provide a smooth flow for change of zoning requests variance requests prosecution of violators before the special master Dade County Construction Regulation Board or Flonda 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 orderly processing of permits the assurance that inspections are being performed in a timely and safe manner and that construction complies with the provisions of all applicable codes Authorized Positions Fiscal Years 1993 1994 1995 1996 1997 1998 1999 Director 1 0 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 1 0 Building Official/Structural Engmeer 0 0 0 0 0 0 1 0 1 0 1 0 1 0 Planner 0 0 1 0 1 0 1 0 1 0 1 0 1 0 Community Assistant 0 0 0 0 0 0 0 0 0 0 1 0 1 0 Code Enforcement 0 0 1 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 1 0 Permit Clerk Assistant 0 0 0 0 0 0 0 0 0 0 1 0 1 0 Buildmg Assistant 0 0 0 0 0 0 0 0 0 0 0 5 0 5 Inspectors (4) Pad Time 0 0 0 0 0 0 2 0 2 0 2 0 2 5 Total 20 50 50 80 80 80 110 117 000000©©©0e0000©©0©0®ooao C C C C C C C BUILDING, ZONING AND PLANNING DEPARTMENT ACCOMPLISHMENTS ACCOMPLISHMENTS FOR FISCAL YEAR 1997 K K (Th CD K C' C C C C C CT C The Building Zoning and Planning Department has provided the Village with services that have met or exceeded that which was expected In order to provide residents contractors engineers and architects with improved service 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 Specific time slots have been allocated in the morning for building plan review and inspection status information In order to provide staff with information quickly and accurately and to respond to Village residents the Department has obtained from Dade County records that pertain to public hearings and concurrency management In order to plan with the public instead of planning for the public several public workshops were held regardmg Master Plan Amendments land development regulations zoning changes infrastructure improvements and code enforcement issues Personnel are County and State certified The department provides specific duties that allow for lateral movement for specific tasks and cross training Varying levels of staff have attended a variety of conferences and seminars to continue to remain as updated and knowledgeable as possible Staff meetings have continued on a regular basis for communication purposes and to provide tighter control on follow up items The Department continues to operate MapInfo software a Geographic Information System software to monitor community development Digitized information pertammg to infrastructure improvements have been obtained and entered into the GIS database In addition the department is scaimmg buildmg petuut applications and buildmg plans Ultimately all scanned plans will be installed on the hard drive server for access by all network users Suggestions received from customer comments and complaints are reviewed in order to identify improvements in customer service In addition the department continues to assist the Public Works Supervisor on several key projects Several traffic calming devices as adopted in the Traffic Calming Master Plan have been installed and are functioning as expected An extensive Hurricane Assessment and Readiness Preparation program has been established which addresses post disaster assessment and re building concerns by both contractors and residents 118 1 BUILDING, ZONING AND PLANNING DEPARTMENT ACCOMPLISHMENTS ACCOMPLISHMENTS FOR FISCAL YEAR 1998 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 concurrency management A public three day Civic Design Charrette was held in mid December to discuss the Village s 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 framing requirements A new processing recording system was implemented Staff meetings have contmued on a regular basis for communication purposes and to provide tighter control on follow up items A full time Inspections Clerk and part time Building Assistant have been hired to assist with the work load associated with the two Development of Regional Impact projects Improvements to the infrastructure continue to be monitored. 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 119 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Q C Q C C C C C C C C C C C C BUILDING, ZONING AND PLANNING DEPARTMENT ACCOMPLISHMENTS STATUS The department provides specific duties that allow for lateral movement for specific tasks and cross framing Digitized information pertaining to infrastructure improvements have been obtained and entered into the Geographical Information System database OBJECTIVE 4 To provide updates to the existing computer database system to monitor infrastructure improvements with special emphasis on pedestrian and vehicular thoroughfare systems STATUS C r td FFIN The Department contmues to operate the MapInfo a geographic mapping system software In addition the department is currently proceeding with the South Miami Grafix Blueprint scanning of building permit applications and building plans Ultimately all scanned plans will be installed on the hard drive server for access by all network users The Department will then have the ability to print large sets of plans by modem The Department is also working on setting up a network computer system linking the various departments with a common database system Several elements of the Traffic Calming Master Plan have been installed and are functioning as expected Several devices are currently under construction and are expected to be completed shortly Design plans are underway for the remaining elements OBJECTIVE 5 To increase the quality of service by focusing on two (2) types of department clientele the construction trade representatives and the Village residents STATUS Suggestions received from customer comments and complaints are reviewed in order to identify improvements m customer service Several public workshops were held for the residents regarding Master Plan Amendments land development regulations zoning changes infrastructure improvements and code enforcement issues A notification system which notifies permit applicants that their building plans have been reviewed and are ready to be picked up has been implemented An extensive Hurricane Assessment and Readiness Preparation program has been established which address construction trade concerns and Village resident concerns 120 r BUILDING, ZONING AND PLANNING DEPARTMENT ACCOMPLISHMENTS 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. Specific time slots have been allocated m the morning for building plan review and inspection status information for both types of clientele The Code Enforcement Officer has completed certification programs Varying levels of staff have attended a vanety of conferences and seminars to continue to remain as updated and knowledgeable as possible 121 00000000000000000000 a C C C W BUILDING, ZONING AND PLANNING DEPARTMENT SUMMARY OF FISCAL YEAR 1999 OBJECTIVES C c 4 0 C) -)oorior)Go(V) 1 2 3 4 5 6 To provide personalized services that ensure a well built planned and maintained community To contmue 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 122 BUILDING, ZONING AND PLANNING DEPARTMENT FISCAL YEAR 1999 OBJECTIVES OBJECTIVE ONE To provide personalized services which ensures a soundly constructed and maintained community KEY AREA INDICATOR Increased construction requires a constant monitoring system to ensure that construction complies with all applicable codes ACTION PLAN Buildmg and Zoning Growth and Development 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 TARGET DA It Ongoing 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 contmue to provide and monitor a managed growth process of the two (2) Development of Regional Impact Projects other Village permits and ensure concurrent mfrastructure improvements KEY AREA INDICATOR ACTION PLAN Efficiency and Communication Current growth and construction places unique demands on the existing infrastructure • 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 123 ©0000000000000000000 4K m C C c r 0 C 000026000 BUILDING, ZONING AND PLANNING DEPARTMENT FISCAL YEAR 1999 OBJECTIVES Provide means for large scale projects to pay for increased level of service (by Village staff) Continue to provide a senes of textural and graphic educational documents for public 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 TARGET DA I Ongoing PERFORMANCE MEASURES Monitor progress at biweekly meeting for feedback on vanous issues Continue newsletters and legislative briefs distribution OBJECTIVE THREE Continue to monitor support and supplement the Public Works Department KEY AREA INDICATOR Increased level in Public Works projects requires additional BZP time and expertise ACTION PLAN Planning growth and development Provide specific job duties that allow lateral movement for specific tasks cross tram staff and establish multi functional workstations Use multi functional trained consultants Encourage interaction with various Universities for assistance m ongoing projects TARGET DATE Ongomg PERFORMANCE MEASURES • Continue to create task and time line instructions for staff • Adhere to estabhshed deadlines • Work closely with Village Manager and staff to avoid scheduling conflicts 124 I BUILDING, ZONING AND PLANNING DEPARTMENT FISCAL YEAR 1999 OBJECTIVES OBJECTIVE FOUR Provide updates to the existmg computer database system to monitor 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 ACTION PLAN • Continue to provide a network level database solutions with mcreased linkage to other files for refined solutions • Link computer access to office via modem or other method • Continue Mapmfo a geographic mapping system usage • Escalate South Miami Blueprint scanning of building permits for access via computer network TARGET DATE Ongoing PERFORMANCE MEASURES • • Adhere to budgeted amounts for purchase of Department enhancements Establish target dates for construction and purchases OBJECTIVE FIVE Focus on the two (2) types of community users the construction trades ant the community residents KEY AREA INDICATOR Assist staff in responding effectively to a combined citizen and contractor customer service base ACTION PLAN Customer Service 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 125 0000eo®eeoeoo©OOOOQ©OO©On C C C C C C C 'I . C BUILDING, ZONING AND PLANNING DEPARTMENT FISCAL YEAR 1999 OBJECTIVES TARGET DATE Ongoing PERFORMANCE MEASURES • Establish target dates for construction and purchases • Adhere to budgeted amounts for purchases for Department c)ono-mr) nonoo()ooc OBJECTIVE SIX To ensure the level of professionalism demonstrated by Departmeit 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 ACTION PLAN • Staff to attend seminars • Develop procedures for annual personnel review • Provide additional studies to reduce employee overtime and/or compensatory time CONTROLS • Adhere to budgeted amounts for purchase of equipment while adhering to weekly work schedule TARGET DATE Ongoing 126 BUILDING, ZONING AND PLANNING DEPARTMENT ACTIVITY REPORT ACTIVITY FY 1993 Actual FY 1994 Actual FY 1995 Actual! FY 1996 Actual, FY 1997 Artualii n FY 1998 AcFpal . FY 1999 t Fstiblatte# Commercial t1ermils 33 289 260 200 120 250 250 Mister Pe its ( 86 1 507 1 707 1 629 2 300 1 854 2 000 Cgh&lructton Value $34 632 754 $28 319 778 $30 137 936 $57 387 223 $55 000 000 $60 087 861 $141 000 000 Village of Key BiscayueFee $413 435 $230 222 $445 850 $362 000 $570 195 $447 529 $800 000 Enforcement Activity Not Available 960 800 531 1000 455 1000 Occupational Licenses Not Available Not Available 455 569 443 409 550 Certifipates of Use Not Available Not Available 77 92 85 85 85 Inspections Made Not Available +3 400 3 500 4 500 7 957 7 176 11 000 127 0 0 0 0 C C a BUILDING ZONING & PLANNING Salaries r C i r 0 X1210- 1 515 X1215 1 515 X1217 1 515 X1220- 1 515 X1225 1515 X1230- 1 515 X1240- 1 515 X1250 1 515 X1255 1 515 X3302 1 515 Director Building Off mat Bmldmg Assistant Permit Clerk Assistant Permit Clerk Planner Code Enforcement Officer Administrative Assistant Community Assistant Inspectors (Part Tune) $70 876 $76 638 $81 652 $81 652 $62 186 $70 121 $73 255 $73,255 $0 $14040 $20250 $20250 $24 262 $26 245 $26 606 $26 606 $0 $15 825 $22 433 $22 433 $44394 $47170 $33990 $0 $30466 $27350 $26910 $26910 $25 596 $27 229 $31 196 $31 196 $0 $21 105 $29 656 $29 656 $85,553 $252,068 $231,700 $396,200 $400,800 Benefits X2100- 1 515 Payroll Taxes X2200 1 515 Retirement Contributions X2300 1 515 Life & Health Insurance X2400 1 515 Walvis Compensation X2500 1 515 Unemployment Insurance $31 808 $24 171 $26 067 $6 964 $1,447 $38 895 $24 736 $22 948 $31 357 $3,260 $42,644 $34 292 $27 875 $32 840 $4.518 $52 949 $54126 $51 136 $34054 $45061 $40247 $25 263 $27 003 $3,461 $3,734 X3180- 1 515 X3190- 1 515 X3300- 1 515 X3450- 1 515 X4500- 1 515 X4600- 1 515 X4700- 1 515 X4701 1 515 X5100- 1 515 X5410- 1 515 X5420- 1 515 X5760- 1 515 X5950- 1 515 X6450- 1 515 General Master Plan Professional Services Contractual Services Special Masters (1) Insurance Maintenance & Repairs Pnnung & Postage Electronic Scanning Supphes Memberships & Dues Education & Trammg Mileage Miscellaneous Equipment $17 780 $24 075 $25 000 $25 000 $25 000 $20 500 $47 573 $35 000 $35 000 $68 990 $12 174 $30000 $35 000 $35 000 $35 000 $0 $0 $2 000 $7 000 $7 000 $0 $0 $0 $3 650 $3 650 $0 $13 $0 $500 $500 $12932 $10951 $10000 $15000 $15000 $0 $0 $15 000 $25 000 $25 000 $15431 $13506 $10000 $10000 $10000 $3 534 $3 403 $3 000 $5 000 $5 000 $5181 $10000 $10000 $15000 $10000 $639 $381 $3 000 $3 000 $3 000 $1 930 $4 992 $2 000 $2 000 $2 000 $0 $28,245 $0 $20,000 $20,000 Not (1) Cog 1Cavt Reporfe 128 nnnnnnnnneeeeeeeeet)0000 @e0 000 00000 ©©000000 O POLICE DEPARTMENT MISSION STATEMENT FISCAL YEAR 1999 To work m partnership with the commumty we serve to solve problems and resolve conflicts This will be accomplished by providmg courteous competent and effective delivery of law enforcement services m a fair and impartial manner DEPARTMENTAL ORGANIZATION CHART Chief of Police Deputy Chief PATROL SUPPORT SERVICES Day Shift Li utenant (1) Officers (5) Dispatcher (1) Afternoon Shift Li utenant (1) Of l ers (5) Dispatcher (1) hfidmght Sidi Lieutenant (1) Officers (5) Dispatcher (1) Rebf Dispatch r (1) 129 Li uteaaant (1) DARE/ School Resource Officer (1) School Crossmg Guards/PT (5) Community Pohcmg/Crime Prevention Officer (3) Pubb Sent e Aides (4) Investigators (3) R cords Manager (1) Admm. Aide (1) POLICE DEPARTMENT DEPARTMENTAL DESCRIPTION The Village of Key Biscayne Police Department is a full service police agency which began operations in March of 1993 Its structure is divided into two (2) divisions the Patrol Division, consisting of fifteen (15) patrol officers three (4) Lieutenants and four (4) dispatchers which are divided into three (3) shifts that work 7 00 A.M to 3 00 P M 3 00 P M to 11 00 P M and 1100 P M to 7 00 A M This Division responds to initial calls for service and is supported by the Support Services Division, consisting of one (1) lieutenant one (1) DARE /School Resources Officer three (3) Community Pohcmg/Cnme Prevention Officers three (3) Cnmmal Investigators one (1) Records Manager one (1) Administrative Aide four (4) Public Service Aides, and five (5) part time Crossing Guards The Department operates as a community onented police agency withthe philosophy -that the community and police should be interrelated and work together to resolve problems that negatively affect the community This partnership is most desirable because by working together we can minimize criminal activity and maxmuze our efforts to provide a safe environment and enhance the quality of life within our community Authorized Positions Fiscal Years 1993 1994 1995 1996 1997 1998 1999 Sworn Pohce Chief 10 1 0 1 0 1 0 1 0 1 0 10 Deputy Police Chief 10 10 1 0 1 0 10 1 0 10 Pohce Lieutenants 4 0 4 0 3 0 3 0 3 0 3 0 4 0* Police Officers 160 170 180 190 210 220 220 Sub Total 22 0 23 0 23 0 24 0 26 0 27 0 28 0 Civilian Administrative Assistant 1 0 10 1 0 1 0 1 0 10 10 Dispatcher 3 0 3 0 4 0 4 0 4 0 4 0 4 0 Pubhc Service Aide 30 30 40 40 40 40 40 Administrative Aide 0 0 0 0 1 0 10 1 0 10 1 0 Sub Total 70 70 100 100 100 100 100 Civilian Part time Dispatchers 10 (Qty 2) 1 0 (Qty 2) 0 0 0 0 0 0 0 0 0 0 Pubhc Service Aide 10 (Qt3r 2) 10 (Qty 2) 0 0 0 0 0 0 0 0 0 0 Crossing Guard 0 5 (Qty 1) 0 5 (Qty 1) 10 (Qty2) 1 0 (Qty 2) 10 (Qty 2) 1 0 (Qty 2) 2 5 Total 1 31 5 32 5 34 0 35 0 37 0 38 0 40 5 Th fourth hetenant s p shoo fimdmg effeehv th last ;am nths fth fi sl y ar only One (1) COPS grant ofti er 1996 two 2) for I997 on (1) for 1998 and onr (1) for 1999 total $375 000 m grant fiords race v d from th U S Dept f Justice 130 ©0©©000©©©©©©©©©00 C C C C C ACM POLICE DEPARTMENT ACCOMPLISIMENTS ACCOMPLISHMENTS FOR FISCAL YEAR 1997 020000G32(`)GOO 0 Key Biscayne s Police Department emergency response time is second to none at under 3 minutes Secunty is a senous concem of our residents and specially trained cnme prevention officers provide residential and busmess security surveys of these properties Patrol officers check businesses at mght and the homes of residents who are out of the Village have Watch Orders placed on their homes for penodmc checks by pohce The officers continue to conduct door to door visits of businesses/residences providing cnme prevention information hurricane preparedness pamphlets register bicycles and provide numerous other services This year a partnership was formed with the Chamber of Commerce that has police officers deliver Welcome Wagon Baskets with mfouuation on government police and fire as well as merchant mformation and humcane preparedness pamphlets to new residents and businesses We offer a number of safety and drug abuse resistance programs by officers assigned to both our elementary schools assist in the Cub Scout Program and provide special programs for pre schoolers on pedestrian safety and Stranger Danger presentations A number of crime prevention and safety pamphlets and videos have been prepared m house and are provided to our community through the schools and through our cable television system to help protect our children and our property Juveniles arrested for graffiti are put to work cleaning up the damage they have caused as well as cleaning the park public areas and occasionally the beaches The police department is committed to the philosophy of partnership within our community to work with our residents to resolve problems and improve the quality of life throughout the Village The department continues to operate as a streamlined no fells organization in an efficient and cost effective manner Actual expenditures have decreased each year since the police department was formed The staffing ratio of officers to resident population is one of the lowest staffing levels in Dade County yet we continue to have one of the safest communities with one of the lowest cnme rates of the many municipal governments in this Metropolitan Statistical Area which fortunately has one of the highest cnme rates m the nation In a recent survey Citizens of the Village who had actual contact with our police officers rated their performance as very good to excellent for 89% of the services provided ACCOMPLISHMENTS FOR FISCAL YEAR 1998 OBJECTIVE 1 To acquire an electronic fzlzng and retrieval system and to 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 STATUS Completed The equipment has been purchased with the assistance of a grant m the amount of $5 648 58 Personnel have been framed in the operation of the system All of the accident reports written during the last five years have been entered into the system Personnel files are up to date and also entered into the system We are now concentrating on entering incident reports 131 POLICE DEPARTMENT ACCOMPLISHMENTS OBJECTIVE 2 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 STATUS Partially met A grant in the amount of $5,648 58 was received for the purchase of the CD Rom Optical Disk Records & Retrieval System The system is up and working A grant submitted for the purchase of five defnbillators m cooperation with the Village Fire Department has not been awarded thus far OBJECTIVE 3 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 protect themselves and their property STATUS Completed Officers on the midnight shift have implemented this program, checking businesses and recording anythmg that my be considered a security weakness They also record any open doors open windows and any suspicious persons or vehicles that may be in the area They are also using this system when responding to both residential and business alarms Once the midnight officer completes an incident report and a Security Advisory report, the information is forwarded to the crime prevention officer who will then make contact with the business owner, and m some cases the residence owner to talk with them about the mcident discovered on the midnight shift The officer will also offer to complete a secunty survey and will also offer general crime prevention tips This year to date officers have conducted 31,139 checks of businesses and the crime prevention officers have followed up on 355 incidents OBJECTIVE 4 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 132 ®eeeeeeeee©©Q©©©©©o0©©©0 C 0 C C C C C C C C C POLICE DEPARTMENT ACCOMPLISHMENTS STATUS Completed To date the department has completed three newsletters We have covered issues such as hurricane preparedness, community pohcmg how to report suspicious activities, how to check secunty guards credentials noise and golf cart ordinances crime prevention and graffiti We also devoted one newsletter to auto theft and V I N Etching These are given to all condominium managers and C security personnel who attend our meetings and mailed to those not m attendance OBJECTIVE (A 5 To develop and implement a training program on Domestic Violence Community -Oriented Policing and Cultural Diversity for all officers STATUS Completed A grant m the amount of $13 455 was obtained to fund a 16 hour Domestic Violence framing class which was prepared in partnership with the Salvation Army and the Miami -Dade State Attorney s office The class was presented to all members of the Police Department Members of the schools medical personnel and clergy were also invited to attend A segment on cultural diversity was also presented An expert m the field of Community Oriented Policing was flown m to present all members of the department with a 16 hour block of trammg The cost was split three ways between our department Bal Harbour and the Indian Creek Police Department The Police Chief mvited other departments to attend the training to make it more cost effective 200x00 000c OBJECTIVE 6 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 STATUS Partially complete A new mutual aid agreement has recently been put mto place between the police department and the Dade County School Board Police Although we have met with the State Park Manager and are all m agreement the department has not received work on the agreement being accepted by the State We will contmue to encourage the State to develop a mutual aid agreement OBJECTIVE 7 To continue the successful programs implemented over the past years and from our 1997 objectives 133 POLICE DEPARTMENT ACCOMPLISHMENTS STATUS On -going The police department sponsors and directs a local cub scout pack We are actively mstructmg a unit on Crime Prevention which will earn each scout a patch and a chance to be Police Chief for a Day' We are contmually renewmg and updating the emergency registrations forms for the business community Our door-to-door program has officers offering secunty surveys and bike registrations (registering 866 smce mception of the project) We have prepared 595 Welcome Wagon Baskets m cooperation with the Chamber of Commerce There are 53 vehicles registered with the C A T (Combat Auto Theft) Program The ' Just Say No ! club now meets every Wednesday after school and mvolves children from St Agnes and the Community School There are a number of juveniles currently m the JA S S program (Juvenile Alternative Sanctions System) Juveniles assigned to this program by the courts to complete community service work have completed hundred of hours since the inception of the program These young people were sentenced to help clean up the graffiti and vandalism they and others have committed We are contmumg to submit articles for the Islander concerning issues of importance to the community We are also preparmg brochures on various crime prevention topics throughout the year OBJECTIVE 8 To develop and implement a program to etch the Vehicle Identification Number of vehicles to the windows of the vehicles The VIN 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 STATUS Completed The equipment to implement this program has been purchased with grant funds in the amount of $885 00 We have etched vehicles for the SunTrust Bank employees, Rotary Club and various residents in the Village To date we have etched 235 vehicles We are m the process of etchmg vehicles in each of the condos as part of their general meetings OBJECTIVE Completed 9 To reinforce the police department s commitment to reduce the occurrence of criminal mischief and graffiti throughout the Island STATUS The police depaitiuent currently has a number of juveniles m the J A S S program (Juvenile Alternative Sanctions System) A juvenile is entered into the program because of agreements made with the Court Services or Probation and Parole Most of the juveniles in the program are there because of their involvement with graffiti writing As soon as we are notified of graffiti 134 ®ee060Q©o©©©©Q©©oc ID C C C C C C C POLICE DEPARTMENT ACCOMPLISHMENTS r arrangements are made to have it covered immediately Most of the time, the JA S S kids are used to paint the graffiti We also mamtam a book showing pictures of graffiti tags and also list the person who wrote the tag when available This book helps us to identify new graffiti Most important there has been a dramatic decrease in instances of criminal mischief (graffiti) Dade County s Graffiti Coordinator s Office mdicated that no other community has shown as much initiative nor had such successful results C� U0 300 T 135 POLICE DEPARTMENT FISCAL YEAR 1999 OBJECTIVES 1 2 3 4 5 6 7 8 9 To begin the State Law Enforcement Accreditation process We will establish and mamtam standards that represent current professional law enforcement practices which will increase effectiveness and efficiency in the delivery of law enforcement services To obtain a grant to purchase an environmentally friendly high profile electnc car This vehicle will be outfitted for the DARE unit The uniqueness of the vehicle will draw attention to the vehicle and make the officer more accessible to the student population This is an important component to community policing and our close working relationship with our school children To continue the records management function of inputting reports and other items into the electronic filing system in order to meet State Records Repository Standards in an efficient and cost effective manner To develop and implement a gun safety program to help protect children and all our residents To accept the $75 000 COPS grant to hire our last Community Onented Pohcmg Services officer as approved by Council on July 1 1997 To implement a Joint Police/Fire Safe Sitter program Besides targeting pre teens who babysit, we will also offer the class to the nannies in the Village to educate them in security and safety tactics to protect the children for which they are babysittmg To implement a Children s Safety Program that will focus on such things as bicycle helmets, seat belts and other safety concerns of children Brochures will be published for use in our schools and educational articles in the Islander News To implement a 55 Alive Program for the safety and convenience of our senior residents To implement a police and employee fitness program 136 C C `r C POLICE DEPARTMENT FISCAL YEAR 1999 OBJECTIVES A' 1 IN 0030002000') »fl00 )03 OBJECTIVE ONE To begin the State Law Enforcement Accreditation process We will establili and mamtam standards that represent current professional law enforcement practices which will increase effectiveness and efficiency m the delivery o law enforcement services KEY AREA Efficient operation quality of service INDICATOR To continue to provide the high quality service the residents have come b expect from the police department State Accreditation ensures the public tha quality services are delivered m accordance with recognized and accepted standardsthat represent current professional law enforcement practices ACTION PLAN • Appoint an Accreditation Manager who will oversee the accreditation process • File the application with the State Accreditation network • Compare our current General Orders Manual against the State Accreditation Standards • Make changes to current manual to gam compliance of standards • Have all personnel review and comment on draft procedures • Prepare new model procedures and policies • Implement procedures into practice TARGET DATE State accreditation is a 24 month process We anticipate completmg this objechne by August 1999 PERFORMANCE MEASURES • Once matenaI is updated or created, each Lieitenant and all officers will have an opportunity to review and provide suggestions • When a final update is made the regulation will be placed into effect for personnel to follow • When the entire manual has been updated m thisfashion an Accreditation Team will begin an assessment of the department to ensure the written procedures are in place and being followed Only then will the Accreditation Team suggest approval and State Accreditation • The State Accreditation process provides for a re accreditation process and review every three years to msure contmumg compliance of standards 137 JLI POLICE DEPARTMENT FISCAL YEAR 1999 OBJECTIVES OBJECTIVE TWO To obtain a grant to purchase an environmentally friendly high profile electric car This vehicle will be outfitted for the DARE unit The uniqueness of the vehicle will draw attention to the vehicle and make the officer more accessible to the student population This is an important component to community policing and our close working relationship with our school children KEY AREA Public Safety cnme prevention community relations drug prevention INDICATOR The DARE /S R 0 officer spends the day traveling from school to school The Chief feels that by making use of this highly visible electric car the officer is able to employ many community pohcmg strategies keep the mterest of the children she is working with and call attention to the environmental friendliness of the vehicle ACTION PLAN • Research and apply for grant funding for an electric police vehicle • Compare the cost of vehicles Select the one dealer who will give the best pnce • Prepare a grant request and submit it for approval • Outfit car m a decorative police package to make it a unique and highly identifiable vehicle with the children and the community • The addition of this limited usage vehicle will also help to reduce wear on full size vehicles and provide one more means of transportation for the officers • The evening and midnight shifts can also use the vehicle for checking stores shopping areas and school grounds TARGET DATE October 1 1998 A grant that was applied for was obtained earlier than expected so we were able to outfit the car and begin operations We expect to have a six month evaluation process completed by March 1999 PERFORMANCE MEASURES Evaluate the cost efficiency of the vehicle and the response of the schools public and the officers to the use of this unique conveyance 138 000000©©©©©©©©©©©©000c C C a C C C ci C at CE It C It i( 4 POLICE DEPARTMENT FISCAL YEAR 1999 OBJECTIVES OBJECTIVE THREE To continue the records management function of inputting reports and other items into the electronic filing system i ( (r C L C C C C C C C C KEY AREA Cost effective government, effective delivery of services INDICATOR To continue the inputting of records into the electronic filing system to meet State Records Repository Standards ACTION TAKEN • Continue inputting reports and other records into the filing system • Hire part time clencal devoting time to the system input • Train backup employees to also operate the system TARGET DATE We anticipate completing all of the cnmmal reports and police incidents by August 1999 PERFORMANCE MEASURES • To measure the input of records • To empty hard copies of records from files to storage as required by law • To provide employees with easily retrievable electronic files to supply upon request of citizens the courts and public safety agencies OBJECTIVE FOUR To develop and implement a gun safety program to help protect children and all our residents KEY AREA Public safety personal safety crime prevention INDICATOR More and more children are falling victim to their own curiosity when they observe a hand gun in the home This program will help to educate the public on the correct ways to store a weapon they may have at home More importantly it will educate the children about the dangers of guns and what to do if they see a gun TARGET DATE Kick off set for Apnl 1 1999 139 POLICE DEPARTMENT FISCAL YEAR 1999 OBJECTIVES ACTION TAKEN • Seek grant money to help purchase gun locks and implement the program • Research materials already existing regarding guns • Prepare brochures for children and adults concerning gun safety and proper handling • Free gun locks to those residents m the Village who have a need for them • Give presentations to school children m the Village • Give presentations to parents, school teachers and other adults regarding the need for gun safety • Prepare press releases to educate the public with the assistance of the Islander News PERFORMANCE MEASURES • Evaluate the acceptance of the program m the community and the schools OBJECTIVE FIVE To accept the $75 000 COPS grant to hire our last Community Onented Policing Services officer as approved by Council on July 1 1997 KEY AREA Quality of service public safety quality of life INDICATOR The department has been tentatively approved for one more grant officer this fiscal year We have been very fortunate to receive this grant because of the thousands of grant requests that have been submitted ACTION PLAN • Select an officer candidate • Conduct all pre employment testing • Hire the officer • Provide in house training officer for recruit officer • Assign to patrol services for additional visibility police coverage and service TARGET DATE November 30 1998 PERFORMANCE MEASURES Current performance measures are in place for patrol officers All officers are monitored and evaluated each month by their training officer and their supervisor during their 18 month probationary period Then their supervisor evaluates them annually 140 000000000000000000000 a a a C EL EL a C C POLICE DEPARTMENT FISCAL YEAR 1999 OBJECTIVES Ew 0 OBJECTIVE SIX To implement a joint Police/Fire Safe Sitter program Besides targeting pre teens who babysit we will also offer the class to the nannies in the Village to educate them in secunty and safety tactics to protect the children for which they are babysitting KEY AREA Public safety personal safety came prevention INDICATOR The Chief feels that a partnership between the police and fire departments is a natural for implementmg this program The police department currently offers a safe sitter program while the fire department offers CPR to residents We will combine both aspects as well as first aid training In addition to the pre teens the safe sitter program targets we will now target nannies and others involved m child care ACTION PLAN • Select and train additional personnel from pohce and fire • Advertise the class in the newspaper and through the schools • Teach crime prevention and secunty measures • Teach life saving CPR choking rescue and fire prevention ▪ Teach what to do in the event of an emergency TARGET DATE March 1 1999 PERFORMANCE MEASURES • Provide evaluation forms to be completed by attendees OBJECTIVE SEVEN To implement a Children Safety Program that will focus on such things as bicycle helmets seat belts and other safety concerns of children Brochures will be published for use m our schools and educational articles m the Islander News KEY AREA Personal safety public safety community relations cnme prevention INDICATOR The department plans to implement a Childrens Safety Program that will focus on topics of everyday concern such as bicycle helmets seat belts water safety and others 141 _WI POLICE DEPARTMENT FISCAL YEAR 1999 OBJECTIVES TARGET DATES • As of October 15 1998 we have in place a working bike helmet and equipment loaner program • The week of November 23 has been declared Buckle Up America week Our officers will join thousands of other officers across the country m enforcmg the safety belt/child restramt laws A bicycle rodeo will be held in mid June 1999 to comcide with local schools summer vacation Articles will be written each quarter for inclusion in the local newspapers ACTION PLAN • Select topics of concern • Prepare brochures and handouts • Prepare presentations • Give presentations to school children and adults • Press releases to the Islander News to educate the community at large • Implement special enforcement programs to address safety issues PERFORMANCE MEASURES Selected personnel will evaluate enforcement programs and monitor safety measures being utilized by residents • These issues will become the new topics to be targeted OBJECTIVE EIGHT To implement a 55 Alive/Mature Driving Program for the safety and convenience of our senior residents KEY AREA INDICATOR ACTION PLAN Public safety personal safety community relations There is a disproportionately high number of accidents involving senior citizens As we age our reflexes naturally slow down our eye sight fails to some extent and we have a wide variety of medical conditions that we would rather not mention when it comes time to renew our license Our intentions for this class are to keep seniors safely driving longer • Contact the AARP to obtain a list of framers to provide the class room training • Schedule the classes and advertise • Assign an officer from tins department to present information to the class pertaining to driving on Key Biscayne This will also include incidents that have happened in the Village • Upon successful completion of the course participants will be presented with certificates of completion that when presented to their insurance companies may result m a decrease of premiums 142 G000000000000000 C C C C C C C C C C C C C C 4 C C !� C 0 POLICE DEPARTMENT FISCAL YEAR 1999 OBJECTIVES TARGET DATES The first two classes will be held in November 1998 with additional classes to follow PERFORMANCE MEASURES • Insurance rates may be lowered for seniors who complete the program • Stnve toward a reduction m accidents involving seniors • Seniors will have a better understanding of the reasons why their driving abihties begin to fade as they grow older • Seniors will learn techniques that will make them more aware of the vehicles around them • Seniors will learn how to become a more defensive dnver OBJECTIVE NINE To implement a police and employee fitness program I KEY AREA INDICATOR 0 0 ACTION PLAN For those police employees participatmg a physical test of agility strength and cardiovascular fitness will be conducted • Programs will be designed for the various fitness levels of officers and employees These mdividual programs may be partly based on a program that the fire department currently has m operation • Officers/employees will participate m the training at a prescribed pace • Each three month penod the program will be evaluated and adjustments will be made if needed • After one year of the program officers/employees will be retested and compared to the original test results • After a one year trial penod this pilot program will be evaluated for its effectiveness Personal safety quality of life There is a need for officers to maintain a high level of physical fitness m order to properly carry out their duties Annual medical exams show officers need to improve strength cardiovascular fitness and general conditioning TARGET DATE February 1999 PERFORMANCE MEASURES • It is anticipated that employees participating in the program will use fewer sick leave and will expenence greater flexibility agility and cardiovascular fitness • Better conditioned employees generally perform their duties better than poorly conditioned employees • The Chief of Police will evaluate the results of the testing and make recommendations to the Manager about continuing or making this a permanent program for police employees 143 POLICE DEPARTMENT ACTIVITY REPORT ACTIVITY 1994 Oct. 1993 Sept 1994 1995 Oct 1994 Sept 1995 1996 Oct 1995 Sept. 1996 1997 Oct. 1996- Sept 1997 1998 Oct 1997 Sept 1998 Part 1 Mandatory Murder 0 0 0 0 0 Sex Offense 0 0 0 0 3 Robbery 3 2 1 2 2 Aggravated Assault Domestic / Other 6 3 11 13 18 Burglary /Busmess 7 6 5 5 7 Burglary / Residence 25 21 11 29 16 Burglary Structure or Busmess Under Construction N/A 0 11 5 7 Burglary Garage or Shed N/A 0 8 3 1 Attempted Burglary 7 15 5 6 7 Motor Vehicle Theft 24 16 25 28 10 Attempted Motor Vehicle Theft N/A 0 0 0 0 Pocket Picking 0 4 0 0 0 Purse Snatchmg 0 0 1 0 0 Shoplifting 5 9 17 3 2 Theft/Buddmg 17 54 17 17 21 Theft/Com Operated 1 1 0 2 0 Theft/Construction Site N/A 0 4 12 7 Theft to or from Motor Veh 45 73 109 86 96 Other Larceny 193 77 104 98 127 Boat Theft 6 8 8 8 9 Bicycle Theft 44 89 67 74 57 Arson 0 1 0 1 0 Part II Mandatory Kidnaping/Abduction 0 0 0 0 0 Simple Assault 34 25 40 33 15 0000000000000000000000000©0000 144 POLICE DEPARTMENT ACTIVITY REPORT r r � l � C C n C C C C C ACTIVITY 1994 Oct 1993 Sept 1994 1995 Oct 1994 Sept 1995 1996 Oct 1995 Sept 1996 1997 Oct 1996 Sept 1997 1998 Oct 1997 Sept 1998 Drug/Narcotic Offenses 0 8 6 4 2 Bribery 0 0 0 0 0 Embezzlement 0 2 1 3 0 Fraud Offenses 7 11 9 17 8 Other calls for service DUI 13 13 4 13 13 Traffic Citations 930 1 401 1 364 1 817 1 779 Parking Citations 1 006 484 591 535 703 Traffic Accidents 149 136 154 188 173 Hit & Run 37 35 49 53 42 Resident Alarms 723 767 739 736 780 Business Alarms 198 230 270 310 278 Bank Alarms 19 32 46 23 25 Open Doors/Wmdows N/A 62 221 146 208 Medical Assists 181 268 284 288 396 Animal Complaints N/A 59 105 124 193 Loud Party N/A N/A 35 22 49 Disturbances 135 278 332 313 199 Vandalism to Property 73 88 238 116 121 Suicide 1 2 0 0 0 Attempted Suicide 2 1 2 2 4 Apparent Natural Deaths 23 11 8 9 16 Fire Assists 60 99 67 70 145 Residential/Business Security Checks 5 541 9 126 9 132 6 918 13 152 Suspicious Persons/Vehicles N/A 255 302 236 288 Miscellaneous Calls 1 034 1 280 5 176 4 128 3 014 TOTAL SERVICE CALLS 10 512 15 017 19 582 16 438 21 732 145 111 POLICE Salanes Sworn Police X1201 521 Chief of Police $88781 $96035 $102612 X1202 521 Chief Housing Allowance $16 370 $17 707 $17 650 X1203 521 Deputy Chief of Police $63 421 $65 324 $65 169 X1204- 521 Police Lieutenants $184140 $199185 $273822 X1205 521 Police Officers $812781 $893391 $957230 X1207 521 Acting Supervisor Pay $2 642 $3 389 $4000 $4000 X1220 521 Village Off Duty Employment $13 192 $0 $0 X1260- 521 Court Time $5,656 $7,762 $10,000 $10,000 $0 Salaries Non Sworn X1231 1 521 Administrative Assistant X1232 1521 Dispatchers X1233 1 521 Public Service Aides X1234- 1 521 Administrative Aide X 1235 1 521 Clencal Assistance (Part Time) X1236 152 l Crossing Guards $28 398 $95 380 $91 970 $22 843 $8 943 $11,020 $30 549 $117 533 $91 551 $25 327 $9 000 $6,020 $25 764 $113 380 $93 531 $24 648 $9 000 $6,020 $102,612 $17 650 $65 670 $243 822 (4) $957 230 $4 000 $0 $10,000 $25 764 $113 380 $93 531 $24 648 $10060 $40,000 (5) X1210 1521 X1250 1 521 X1500 1 521 Salaries Other Salanes Overtime Holiday Pay Police Incentive Pay $22 128 $29262 $17,290 $47 778 $24474 $19,270 $47 000 $42 000 $20,000 $47 000 $42 000 $20,000 $47 000 $42,000 $20,000 X1800 1521 X2100- 1521 X2220- 1 521 X2300 1 521 X2400 1 521 X2500- 1 521 Benefits Technical Services Payroll Taxes Retirement Contributions Health Life Disability Workers Compensation Unemployment Taxes $5 650 1102 200 $127 515 $142,711 $81 912 $4,820 $10 548 $114 611 $137 222 $153 744 $71 923 $4,946 $11 000 $128 870 $169 026 $156 200 $93 219 _$15207 $12000 $138 528 $199 191 $186 520 $72 433 $9,054 General X2600- 521 Recruiting & Physicals X2650 521 Employee Wellness Program X4000 521 Investigation Expense X4100 521 Telephone Dedicated Lines X4300- 521 Utilities X4500- 521 insurance X4600 521 Maintenance & Repairs X4900 521 Confidential Informants X5100 521 Supplies X5105 521 Grant DARE (2) X5106- 521 Grant Byrne (DARE) (2) X5109 521 Grant -COPS More (3) X5111 521 Grant COPS Dom/Violence (3) X5200- 521 Car allowance X5240 521 Uniforms X5250 521 Vehicle Maintenance X5260- 521 Vehicle Fuel X5270- 521 Photography X5280- 521. Range Expenses X5290 52l Communications Maintenance X5410- 521 Membersh ps & Dues X5420- 521 Ed cation & Train ng X6300 521 Police Facilities X6400 521 Police Vehicles X6450 521 Police Equipment $4 595 $ 1 993 $1 741 $4 813 $0 $48 009 $0 $0 $21 292 $740 $0 $8 095 $0 $4 800 $44 624 $19 632 $13 403 $5 137 $2 083 $8 717 $4 548 $45 406 $19 947 $69 994 $81,870 $5 195 $1 646 $808 $5 893 $8 920 $48 975 $4 809 $2 000 $22 552 $7 555 $2 768 $16 285 $11 590 $5 200 $41 198 $20 809 $14500 $2 588 $7311 $8 907 $6 142 $44 470 $11 274 $69 821 $51,256 $6 800 $2 000 $3 000 $6 000 $7 500 $43 000 $8 000 $3 000 $21 500 $8 000 $0 $0 $0 $4 800 $40 000 $21 000 $12000 $5 000 $6 000 $8 000 $3 500 $42 000 $14000 $70 000 $42,000 $6 800 $2 000 $3 000 $6 000 $9 500 $36 500 $8 000 $1 000 $21 500 $8 000 $0 $0 $0 $1 170 $40 000 $21 000 $12 000 $5 000 $6 000 $9 600 $3 500 $42 000 $14 000 $70 000 $42,000 $12 000 $129 505 $186 216 $197 784 $67 715 $8,464 $6 800 $2 000 $3 000 $6 000 $9 500 $36 500 $8 000 $1 000 $21 500 $8 000 $0 $0 $0 $1 170 $40 000 $21 000 $12 000 $5 000 $6 000 $9 600 $3 500 $42 000 $14000 $70 000 $42,000 Notts 0) it !nested Accomis X12 andX 250. ( )Drug Ahem Resistant FOaraa®Program (4)ioelude months salary for 400 Nutmeat. (slcmnmmiiy 0 hinted mare se vi es (5) Admaooal maSvg fee Addi omit Crossing Guards. G00000000000000000 146 FIRE RESCUE DEPARTMENT FISCAL YEAR 1999 r MISSION To contribute to a safe, quality community environment for all STATEMENT Islanders through responsible Fire Rescue Services DEPARTMENTAL ORGANIZATION CHART Fire Chief Administrative Assistant Deputy Fire Chief 0002000a000') A Shift Fire Captain (1) Fire Lieutenant (1) Firefighter/ Paramedics (8) B Shift Fire Captain (1) Fire Lieutenant (1) Firefighter/ Paramedics (8) 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 147 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 most obvious is emergency medical response This function involves employing paramedics skilled not only in determining the seventy of patient injury or illness using sophisticated tools and methods but also admmistenng the required life saving techniques such as cardiac pacing intubating and defibrillating until the patient can be admitted to the appropnate medical facility Additionally Fire Rescue personnel perform the inspection function which gives the Department an opportunity to be proactive in dealing with emergencies All of the buildings within the Village are inspected three (3) times a year to assure compliance with appropnate codes and to provide needed familiarization for the Fire Rescue crews who may be required to fight fires in any one of them Fire Inspector state certification is currently held by twenty three (23) 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 of 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 With 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) year agreement became effective on October 1 1993 at a cost of $402 000 per year Resolution No 98 13 adopted by the Village Council on April 16 1998 and Resolution No 98 555 adopted by the City of Miami Commission on June 9 1998 provided for a second five year contract This contract became effective on October 1 1998 and runs through September 30 2003 for a fixed fee of $460 000 annually or $38 333 monthly Other functions that build on our full service designation include the provision of citizen blood 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 the sworn 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 1999 Fire Chief 1 0 1 0 1 0 1 0 1 0 1 0 Deputy Fire Chief 1 0 1 0 1 0 1 0 1 0 1 0 Administrative Assistant 1 0 1 0 1 0 1 0 1 0 1 0 Fire Captain 30 30 30 30 30 30 Fire Lieutenant 3 0 3 0 3 0 3 0 3 0 3 0 Firefighter/Paramedic 15 0 19 0 24 0 24 0 24 0 24 0 Firefighter/EMT 9 0 5 0 0 0 0 0 0 0 0 0 _Total 33 0 33 0 33 0 33 0 33 0 33 0 148 00©®®0®®©©0©©4©Q©©O 0 C a a C C C C C C 000000QQ()r) 003009 FIRE RESCUE DEPARTMENT X ACCOMPLISHMENTS ACCOMPLISHMENTS FOR FISCAL YEAR 1997 Dnl1 of eight (8) hours per month for each firefighter was met and m many instances exceeded through combined dnlls with City of Miami units and individual drills conducted by our Company Officers Schoolmg 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 with the City of Miami for recertification framing Our Company Officers and a vanety of other sources provided the remainder of our basic training needs Advanced and specialized training consisted of Cntical Incident Management and Advanced Cntical Incident Management courses provided by the International Association of Chiefs of Police (IACP) and attended by two Fire Captains Ten (10) members of the Department attended Confined Space Rescue Training bnnging the Department total to twenty (20) members 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 courses were m Advanced Emergency Medical Care The Fire Chief attended a Field Assessment Training (FAsT) course m Thomasville Georgia as part of his F E M A responsibilities Seven (7) of our USAR Team members responded to Puerto Rico where their skills were utilized in assisting the Puerto Rico National Civil Defense at the collapse of the Humberto Vidal hi nse complex ACCOMPLISHMENTS FOR FISCAL YEAR 1998 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 mamtained at seven (7) Firefighter/Paramedics In fact, 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 than opt for pay The Switch with Another Paramedic (SWAP) program contmues to be very successful and our Firefighter/Paramedics are receiving excellent experience riding Miami units Drill of (8) eight hours per month for each Firefighter/Paramedic was met and m many instances exceeded, through combined drills with City of Miami units and individual dnlls conducted by our Company Officers Schoohng of eight (8) hours per month for each Firefighter/Paramedic was met and in many instances exceeded A portion of this schooling occurred through our contract with the City of Miami for recertification 149 FIRE RESCUE DEPARTMENT ACCOMPLISHMENTS 0 0 framing Our Company Officers and a variety of other sources provided the remainder of our basic training needs Eight (8) Department members successfully completed the National Fire Academy s Management 0 Emergency Medical Services Course One (1) Department member successfully completed the National Fire Academy' s Code Management A Systems Approach Course Four (4) Department members successfully a completed a Tram the Trainer course entitled Emergency Medical Response to Hazardous Materials Incidents Two (2) Department members successfully completed a Tram the Trainer course entitled Domestic Terrorism sponsored by the Department of Defense These Trainers then taught all members of the Department the latest a information and procedures in dealing with acts of terrorism All Department members successfully completed a U S Coast Guard Boater Education and Safety Course to be utilized with the Department' s 16' Zodiac inflatable Quick Response Water Vessel Members of the Department' s Technical Rescue Team participated in monthly Regional Training Exercises throughout Dade and Bmward County Members of the Department' s Urban Search and Rescue Team participated in an Activation and Mobilization Drill to Homestead Air Force 0 Base 0 Alarm activity increased from 1206 alarms during Fiscal Year 1997 to 1491 alarms for Fiscal Year 1998 Average response time for Fiscal Year 1998 was two (2) minutes and fifty three (53) seconds This response time continues to exceed my expectations and is excellent by any standard OBJECTIVE 3 To reduce the incidence of injury death and property loss for Islanders as a result of hostile fire 0 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 mspection process conducting 240 inspections of multi residential 03 and commercial properties and 2010 single duplex and multiple family occupancies Through our contract with the City of Miami the plans for the Ocean Club of Key Biscayne the Grand Bay Towers and L D Pankey properties continue to be reviewed by the Miami Plans Examiners In addition they (ID 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 419 fire hydrants within the Village were inspected and flushed to insure proper operation The Department completed its fourth annual Residential Home Safety Survey of all single family and duplex occupancies This program was conducted m October during Fire Prevention Week and will be repeated annually 150 C C C C FIRE RESCUE DEPARTMENT ACCOMPLISHMENTS Members of the Department participated in Fire Safety skits during a Children s Fire Safety Festival reaching approximately 2 500 Dade County school children C- r C� I -T 0 r 0 Members of the Department participated with over 300 Key Biscayne school children in a Fire Safety Puppet Show and tour of the Fire Rescue Department as part of National Fire Prevention Week The Department is participating with the State Fire Marshal' s Office and Radio Shack in a project called Operation Fire Safe This project promotes smoke detectors with free detector installation to Village residents that request them 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 Fiscal Year 1998 the Fire Rescue Depaituient conducted 51 Citizen CPR and Accident Prevention classes reaching 361 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 86 to a total enrollment of 386 The Department kicked off Emergency Medical Services Week with an afternoon long program on the Village Green that included static displays and live action demonstrations When we have identified a need or when requested, we have provided training for family members of high nsk medical patients This has not occurred often but is a service we are ready to provide when necessary OBJECTIVE 5 To participate in a program of the International City Management Association of Fire Chiefs (IAFC) called the National Fire Service Self Assessment and Accreditation Program STATUS Through self assessment a systematic evaluation was accomplished to determine what is happenmg with the Village Fire Rescue 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 its quality and performance by asking those critical questions to determine if our programs and services are effective m meeting the needs of this community 151 P'� FIRE RESCUE DEPARTMENT ACCOMPLISHMENTS In May the Department completed its self assessment as a requirement for accreditation by the Commission on Fire Accreditation International In My a Site Review Team of Assessors (three Fire Chiefs from around the country) visited the Department for three days as an additional requirement of the accreditation process On September 10 1998 the Board of Directors for the Commission on Fire Accreditation International met in Louisville Kentucky to review the efforts of the Department At the end of the meeting The Village Fire Rescue Department was awarded International Accredited Agency Status making the Department the tenth (10th) in the world and the first (1st) in the state of Flonda to achieve this recognition OBJECTIVE 6 To improve 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 of our 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 All of our Firefighter/Paramedics take a physical exam each year These exams are randomly scheduled and staggered throughout the year Additionally all Department personnel have had the necessary inoculations this year and records are monitored on a continuous basis OBJECTIVE 7 To improve the water distribution system by encouraging Miami Dade Water and Sewer Authority (WASA) to implement the proposed hydrant and main plan STATUS We have submitted our plan to Miami Dade WASA and are waiting for the completion of the final phase of hydrant and mam improvement which has been scheduled Further improvements will be scheduled as WASA funding becomes available For Fiscal Year 1998 419 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 152 000000000000©©0000C) 0 C C I It It It C C C FIRE RESCUE DEPARTMENT SUMMARY OF FISCAL YEAR 1999 OBJECTIVES �", rem 1' C 1 2 3 4 5 6 7 To expand the Department s current public education programs of Cardio Pulmonary Resuscitation (CPR) Children s Fire Safety Education, video spots to be played on the Government Access Channel Fire Protection Systems Education and personal health/safety/wellness seminars for all Islanders To reduce the incidence of death and disability for all Islanders through new and innovative medical programs such as medication administration internships and framing that continue to enhance the capabilities of the Department s Firefighter/Paramedics To promote the placement of Automatic External Defibnlators (AED s) within the Community To develop and implement programs that address certain special needs of our young and senior Island population To reduce or eliminate the incidence of injury, death and property loss for all Islanders as a result of disaster or catastrophic events by participating in the Community Emergency Response Team (CERT) program through the Miami Dade County Office of Emergency Management To implement a joint Police/Fut Safe Sitter program Besides targeting pre teens who babysit we will also offer the classes to the caretakers in the Village to educate them in security and safety tactics to protect the children for which they are babysittmg To continue the successful programs implemented over the past years and from our 1998 Objectives 153 FIRE RESCUE DEPARTMENT 0 0 0 FISCAL YEAR 1999 OBJECTIVES 0. OBJECTIVE ONE To expand the Departments current public education programs of Cardio Pulmonary Resuscitation (CPR) Children s Fire Safety Education, video spots to be played on the Government Access Channel Fire Protection Systems Education and personal health/safety/wellness seminars for all Islanders KEY AREA Fire Prevention pre hospital emergency medical care resident health/safety/wellness and quality of life activities INDICATOR Addresses Council goal pertaining to Community Involvement ACTION PLAN • To provide outreach CPR training to condominiums churches schools and civic organizations • To introduce Island children to new fire safety messages utilizing the NFPA Learn Not to Bum program, Jumor Fire Marshals program First Alert Junior Fire Inspector program and the Perry Medix and the Sirens Puppet Show • To provide video spots of 60 and 120 seconds suitable for the Government Access Channel that address current fire and accident prevention issues within the Village • To provide for on site educational meetings with building occupants to discuss and educate them on their Fire Protection Systems • To provide selective trammg for family members of high nsk medical patients as necessary • To provide information to local media on current health/safety/wellness issues • To provide bi monthly educational seminars on current health/safety/wellness issues TARGET DATE Year round PERFORMANCE MEASURES • Analysis of attendance at programs meetings and educational sessions • Continuous Department evaluation of programs • Continuous feedback from the class attendees on effectiveness of course through post course evaluations • Feedback from citizens on the value of the programs • Feedback from the citizens on the value of the video spots • 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 • Review of medical records to identify high risk patients whose family may require specialized training and assistance in case of an evacuation 154 Q 3 3 0 0 O 0 0 0 0 0 a 0 6 a C C C C C C C C C C r FIRE RESCUE DEPARTMENT FISCAL YEAR 1999 OBJECTIVES 0000,)r)()'3G OBJECTIVE TWO To reduce the incidence of death and disability for all Islanders through new and mnovative medical programs such as medication administration internships and training that continue to enhance the capabilities of the Department s Firefighter/Paramedics KEY AREA INDICATOR Addresses Council Goals pertaining to Public Health ACTION PLAN Pre hospital emergency medical care and quality of life activities • To make provisions for the administration of thrombolytic agents in the treatment of the Acute Myocardial Infarction (heart attack) • To provide additional training to the Department s Firefighter/Paramedics in the advance recognition and treatment of the Acute Myocardial Infarction (heart attack) • To have the Department s Firefighter/Paramedics complete an internship with a professor of anesthesiology • To have the Department s Firefighter/Paramedics complete an internship with the medical examiners office that will enhance their knowledge of anatomy and practice certain skills and procedures • To provide additional training in the latest treatments of acute brain attack (stroke) • To provide additional training to the Department s Firefighter/Paramedics m the defense against weapons of mass destruction with emphasis on nuclear biological and/or chemical agents TARGET DATE Year round monthly training PERFORMANCE MEASURES • Analysis of training records reflectmg class hours toward the internship and training programs • Quality Assurance Analysis of medical incident reports • Analysis of performance by Department testing and practical skills evaluation • Analysis of patient outcomes OBJECTIVE THREE To promote the placement of Automatic External Defibrilators (AED s) within the community KEY AREA Pre hospital emergency medical care and quality of life activities INDICATOR Addresses Council goal pertaining to Community Involvement ACTION PLAN • To pursue grant funding to partially fund the purchase of AED s for the community • To offer required training on the use of AED s • To provide information through local media promoting AED s 155 FIRE RESCUE DEPARTMENT FISCAL YEAR 1999 OBJECTIVES • To develop a partnership with the Police Department to place into patrol vehicles AED s and train Police Officers in their use TARGET DATE Third quarter PERFORMANCE MEASURES • Make application for available grants • Continue follow-up and networking to further the grant process • Review of attendance and participation m AED programs OBJECTIVE FOUR To develop and implement programs that address certain special needs of our young and senior Island population KEY AREA Public safety personal safety quality of life and community relations INDICATOR The Island has a number of young and senior citizens that could benefit from special programs geared specifically to their needs ACTION PLAN • To determine how to administer the programs and reach the greatest number of participants • To provide for selective training in water safety • To provide for selective training in learning to swim • To provide for selective training in child proofing the home • To provide for selective training in a summer safety course that includes heat emergencies • To provide for education in the Miami Dade County Elder Links program TARGET DATE Second quarter PERFORMANCE MEASURES • Analysis of feedback from class attendees on the effectiveness of the courses through post -course surveys • Analysis of feedback from class attendees on the value of the courses • Analysis of illness and injury reports OBJECTIVE FIVE To reduce or ehmmate the incidence of mjury death and property loss for all Islanders as a result of disaster or catastrophic events by participating in the Community Emergency Response Team (CERT) program through the Miami Dade County Office of Emergency Management KEY AREA Resident safety and quality of life activities 156 G000000000000000000 a C) C) ID C C C C C C C C FIRE RESCUE DEPARTMENT FISCAL YEAR 1999 OBJECTIVES INDICATOR Address Council Goals pertaining to Responsiveness/Evaluation and Community Involvement C C 11. ACTION PLAN • To provide training to selected volunteer citizens in disaster preparedness • To provide training to selected volunteer citizens in disaster fire suppression • To provide training to selected volunteer citizens in disaster medical operations • To provide training to selected volunteer citizens in light search and rescue operations • To provide framing to selected volunteer citizens in disaster psychology and organization • To provide for course review and disaster simulation TARGET DATE Third quarter PERFORMANCE MEASURES • Continuous feedback from participants on effectiveness of the courses through post course surveys • Provide a means for public input and suggestions on changes to the program • Provide for semi annual updating of framed personnel OBJECTIVE SIX To implement a Joint Police/Fire Safe Sitter program Besides targeting pre teens who babysit we will also offer the class to caretakers in the Village to educate them in security and safety tactics to protect the children for which they are babysittmg KEY AREA Public safety personal safety crime prevention INDICATOR The Chief feels that a partnership between the police and fire department is a natural for implementing this program The police department currently offers a safe sitter program while the fire department offers CPR to residents We will combine both aspects as well as first aid training In addition to the pre teens the safe sitter program targets we will now target caretakers and others involved in child care ACTION PLAN • Select and tram additional personnel from Police and Fire • Advertise the class in the newspaper and through the schools • Teach crime prevention and security measures • Teach life saving CPR, choking rescue and fire prevention • Teach what to do in the event of an emergency TARGET DATE Year end PERFORMANCE MEASURES • Provide evaluation forms to be completed by attendees 157 — r FIRE RESCUE DEPARTMENT ACTIVITY REPORT ACTIVITY FY 1994 Actual FY 1995 Actual FY 1996 Actual FY 1997 Actual FY 1998 Actual FY 1999 Estunated Response Time 3 minutes, 12 secs 3 mmutes 2 secs 2 minutes 47 secs 2 minutes 55 secs 2 mmutes 53 secs 3 mmutes Staffing Minimum staffing of 3 on a rescue unit and 4 on a firefightmg unit Minimum staffing of 3 on a Rescue unit and 4 on a firefightmg unit. Minimum staffmg of 3 on a Rescue unit and 4 on a firefightmg unit Minimum staffing of 3 on a Rescue unit and 4 on a firefighting unit 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 268 Exchanges 365 Exchanges Buildmg Inspections 105 Buildmg Inspections 177 Building Inspections 638 Buildmg Inspection 575 Building Inspections 240 Building Inspections 625 Building Inspections Home Inspection 0 Homes 1296 Homes 1296 Homes 3019 Homes 2010 Homes 2000 Homes Hydrant Inspections 338 Hydrant Inspections 342 Hydrant Inspections 485 Hydrant Inspections 394 Hydrant Inspections 419 Hydrant Inspections 401 Hydrant Inspections Hose Tests 2 Complete Fire Hose Tests 2 Complete Fire Hose Tests 2 Complete Fife 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 86 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 reachmg 323 residents 59 Citizen CPR and Accident Prevention Classes reachmg 182 residents 51 Citizen CPR and Accident Prevention Classes reaching 361 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 1 Combat Challenges Test for each firefighter 2 Combat Challenges Test for each firefighter Company Drill 3072 hrs of drill 3072 his of drill 3072 hrs of drill 3072 hrs of drill 3072 hrs of drill 3072 hrs of dnll Company School 3072 hrs of school 3072 his of school 3072 hrs of school 3072 his of school 3072 Ms of school 3072 his of school Fire Calls* 143 419 533 561 760 550 Rescue Calls 504 670 652 645 731 650 Rescue Transports 327 375 361 378 376 350 F re Calls I de a an ty f situan n nclud g respon t strucim ii es yen ties minor ve atmm mol N mber fexcbang I wer d to f ur m nth fDepartm nt w,d Trench Res ue and Confined Space tan rig Numb fawn eh us 1 wer due to f wer peen and more b Id gs n compliance 158 000ec00000Q©©©0000c C C C C C C FIRE RESCUE Salanes 7 F (3, FN k / r 0 Fw1 4 0 0 0 4/ 0 C X1202 522 X1203 522 X1204- 522 X1205 522 X1207 522 IWIRIWZAtiak X1201 522 Fire Chief Housing Allowance Chief Deputy Fire Chief Fire Captains Fire Lieutenants Fuefighters/Paramed cs Admuustrative Assistant $85 844 $0 $69 909 5180 191 $153 685 $993 872 $26,712 $85 096 $90 722 $12000 $12000 $72 708 $77 907 $190454 $207973 $168863 $173411 $1 059 919 $1 128 900 $25,087 $24,914 $93 028 $12 000 $77 907 $207 973 $173 411 $1 128 900 $24,914 X1210 1 522 X1220 1 522 X1320 1 522 X1500- 1 522 Salanes Other Salanes Overtime Off duty Employment Holiday Pay Incentive Pay $97 060 $1 184 $37 013 $230 $F:Sxa'w $33 796 $1 224 $43 359 $4,100 $52 920 $52 920 $5 400 $5 400 $57 600 $57 024 $7,300 $7,300 $52,920 $5 400 $57 024 $7,300 X2100- 1 522 X2220- 1 522 X2300- 1 522 X2400 1 522 X2500 1522 Benefits Payroll Taxes Retirement Health & Life Insurance Workers Compensation Unemployment Insurance $116 369 $148 550 $142 147 $109 345 $4,846 $123 925 $148 597 $139933 $103 244 $4,936 $132 907 $139 725 $177544 $200912 5139400 $160010 $86 180 $73 059 $15,705 $9,132 $139 767 $201 166 $164 783 $73 059 $9 132 X2600- 3(2650- X3400- X4010- X4040- X4I00- X4200- X4300- X4301 X4500- X4600- X4900- X5100- X5130- X5200- X5240- X5250- X5260- X5270- X5280 X5290 X5410 - X5420 X6300- X6400- X6450 - Semen! 522 Recruiting&Physicals 522 Employee Wellness Prog 522 Automatic Aid Agreement (1) 522 Fire Rescue Safety Matenals 522 ALS Licences Fue Safety 522 Communications 522 Postage 522 Utilities 522 Electricity 522 Insurance 522 Maintenance & Repairs 522 Pnnting 522 Supplies 522 Linen Supplies 522 Car Allowance 522 Unlfonns 522 Vehicle Maintenance 522 Fuel 522 Photography 522 Small Tools/Consumables 522 Miscellaneous 522 Memberships & Dues 522 Education & Training 522 Fire Rescue Famhties 522 Fire Rescu Vehicles 522 Fire Rescue Equipment $5 099 $8 662 $7 200 $8 460 $8 460 $3 399 5326 $500 $l 000 $1000 $402 000 $402 000 $402,000 $460 000 $460 000 $5 317 $5,260 $5 000 $5 000 $5 000 $625 $5 563 $2,500 $2 500 $2 500 $3 961 $2 858 $3 700 $4 600 54 600 $360 $144 $500 $500 $500 57 826 $6 317 $13,249 $10 849 $10 849 $0 58 921 $7 500 $7 500 $7 500 $49 508 $45 078 $45 000 $32 850 $32 850 $0 $2223 $2000 $2000 $2000 $61 $202 $500 $500 $500 $5 694 $8 344 $7 579 $8 900 $8 900 $189 $817 $1000 $1000 $1000 $4 800 $4 800 $4 800 $4 800 $4 800 $32 631 $28 994 $28 720 $28 720 $28 720 $5 792 $778 $5 000 $5 000 $5 000 $250 $225 5500 $500 $500 $0 $1115 $1000 $1000 $1000 $1 673 $7 798 $2 000 $2 000 $2 000 $2189 $1385 $2000 $2000 $2000 $1930 52703 $2140 $2140 $2140 $26 294 $50 209 $29 818 $29 818 $29 818 57836 $6432 $4000 $6000 $6000 $360 $1564 $4000 $4000 $4000 $8,420 $39,942 $27,000 $27,000 $27,000 Note (1) Five (5) Year Automat" Aid end Ancillary Se vices agreementwah he Miami Fire Rescue Rep riven, (October 11998 septem0e 30, 2003)pe Nasaimlm98-13 adopted April 16, 1998 159 0 00000© ©©00000© ©©® ©® 0® ®®®®®0®®OOO youuvu4w PUBLIC WORKS DEPARTMENT FISCAL YEAR 1999 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 Landscape Architect Vilage Engineer Public Works Supervisor Landscape Mamt Contractor Coastal Consultant Street Repair Contractor Refuse Collection Beach Cleaning Contractor Street Cleaning Contractor Stormwater Maintenance Contractor Laborer Stormwater Utility MISSION STATEMENT TO PROVIDE A SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT C- 0 160 7 II I 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 beach and landscape maintenance 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 bndge 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 beach issues The following is a list of the contractors and a bnef description of their responsibilities who provides services to this department a Beach Maintenance Contractor Responsible for maintaining the beach free of fitter and debris (Contract approved on July 27 1993 and extended on Apnl 9 1996 until August 1998) Contractor is Universal Beach Service Corporation Resolution 98 23 adopted May 12 1998 extended the same contract until August 31 2003 from September 1 1998 which is a five (5) year period at an annual cost of $89 258 b Landscape and General 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 Academy and Key Biscayne Elementary School The contractor provides various general mamtenance as required Current contractor is with Gorgeous Lawns and Gardens Inc The contract was awarded August 28 1997 by the Village Council The contract is a two year contract with automatic extensions with the approval of the Village c Miami Dade County The Village has the following five (5) inter local agreements with the County 1) Key Biscayne Elementary School ten (10) year agreement beginning 1993 as per Card Resolution 93 19 adopted September 14 1993 and ending 2003 for supervision and maintenance of play area and grounds 2) Crandon Boulevard median maintenance agreement authorized by Resolution 93 49 adopted October 26 1993 This is a continuing agreement 3) Library grounds maintenance contract approved by Resolution 94 7 adopted March 8 1994 and extended for two two (2) additional extensions or until June 1 2000 161 Q©©QQ©000000000000©©0 a a a C C C C C C C C C C m W C PUBLIC WORKS DEPARTMENT DEPARTMENTAL DESCRIPTION r 4) Compliance with the National Pollution Discharge Elimmation System (NPDES) is m accordance with a five (5) year contract which ends November 16 2000 with Miami Dade County and mcludes the Village as a joint permittee in association with the County Department of Environmental Resource Management F- 1 r� ("1 C C C C dr C L i The department continued to maintain municipal landscape projects such as the Crandon Boulevard median Neighborhood Public Landscaping Program and street trees A new contract was awarded to Gorgeous Lawns and Gardens Inc at the August 28 1997 Village Council meeting for landscape maintenance Lighting for three medians were awarded at the September 9 1997 Council Meeting All stormwater drams were cleaned twice during Fiscal Year 1997 by the City of Miami through a service agreement with the Village 5) Miami Dade Water and Sewer Department bills and collects the stormwater utility fee in accordance with ordinances 93 11 and 93 11 A Resolution 93 44 authorized the Mayor to execute the billing and collection agreement The agreement was approved by the County Commission July 26 1994 (R 1235 94) d City of Miami The City is under a letter agreement dated September 30 1994 which provides stormwater drainage maintenance and street maintenance on an as needed basis e Pollution Elimination Corporation (PELCO) Responsible for maintaining the two stormwater pump stations (100 East Heather Drive and 200 Ocean Lane Drive) as per Resolution 96 10 adopted April 23 1996 f Street Cleaning Tn County Services of Miami is under contract approved to sweep streets on a monthly basis Contract was approved July 1 1998 g Basm Cleaning SOS Construction Corporation is under contract approved July 1 1998 to clean catch basins as directed Authorized Positions Fiscal Years 1993 1994 1995 1996 1997 1998 1999 Public Works Supervisor 0 0 0 0 0 0 0 5 1 0 1 0 1 0 Mamtenance Laborer 1 0 1 0 1 0 1 0 1 0 1 0 1 0 Total 10 1 0 1 0 1 5 2 0 2 0 2 0 ACCOMPLISHMENTS FOR FISCAL YEAR 1997 162 PUBLIC WORKS DEPARTMENT C 0 0 ACCOMPLISHMENTS ACCOMPLISHMENTS FOR FISCAL YEAR 1998 Q OBJECTIVE 1 To maintain public areas and irrigation systems and preserve plantings and trees 0 STATUS 0 The Village landscape maintenance contractor is responsible for mamtauung municipal landscape projects such as Crandon Boulevard median Neighborhood Public Landscapmg Program and street trees This contract is currently supervised by the Public Works Supervisor In addition the Department of 0 Agriculture and Consumer Services have provided inspection services of the plantmgs due to grant moneys received in the past for vegetation projects All inspections have received an excellent rating A new contract was bid and awarded by the Village Council to Gorgeous Lawns and Gardens Inc at the August 28 1997 meeting OBJECTIVE 2 To maintain parks lzbiary ballfzelds Village Green and surrounding areas that will instill pride in the community STATUS a This Village has been maintaining the library grounds (October 1 1994) as well as the Key Biscayne Elementary School and St Agnes School ballfzelds in accordance with specific agreement The Village Green opened April 1995 and has been maintained since that date 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 contamers were mstalled 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 and contouring This work is monitored by the Public Works Supervisor In 163 a a a a a a a C C C C C QC C C Qi C C PUBLIC WORKS DEPARTMENT , ACCOMPLISHMENTS addition the fitter cans located on the beach are emptied approximately three (3) tunes a week by a full time Village employee and contractor OBJECTIVE r F 0 0 0 r 5 To continue the Crandon Boulevard Beautification Project by installing new street and median lighting curbing irrigation and trees along nght 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 $65 000 at the September 9 1997 meeting Completion of the project by early December 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 matenal 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 mamtamed by Pelco (Pollution Elimination Corporation) as per agreement authonzed 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 full street paved 164 PUBLIC WORKS DEPARTMENT SUMMARY OF FISCAL YEAR 1998 OBJECTIVES 1 2 3 4 5 6 7 8 9 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 tie community To mamtam 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 contmue the Crandon Boulevard Beautification Propct 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 National Pollution Discharge Elimination System (NPDES) Joint Permittees 10 To assist condominium and neighborhood associations not for profit organizations and sponsor clean up days dune planting and other environmental projects (i e Bonanza 98) 165 ®000©000000000000©©0©0 C if ci C C C C C C C PUBLIC WORKS DEPARTMENT FISCAL YEAR 1999 OBJECTIVES C f , C C �y OBJECTIVE ONE To mamtam 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 Council August 28 1997 for a two (2) year penod 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 annually • Analyze public comments OBJECTIVE TWO To maintain parks play fields library grounds and public areas that will instill pride m the commumty 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 Landscape Maintenance contract • 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 Architect review public areas on a semi annual basis • Analyze public comments 166 PUBLIC WORKS DEPARTMENT FISCAL YEAR 1999 OBJECTIVES OBJECTIVE THREE To mamtam on a daily/penodic basis portions of Crandon Boulevard, East Drive and selected areas litter free KEY AREA Lifter and Debns Patrol INDICATOR Periodic checks and citizen comments ACTION PLAN • Monitor clean up activities of Public Works employee as per work schedule Service complaints resolved within twenty four (24) hours except during weekends PERFORMANCE MEASURES Review work schedule four (4) times per year Inspect work areas penodically to determine if areas are litter free Adjust work schedule if required OBJECTIVE FOUR To maintain the Village Beach Area by cleaning grading and contouring KEY AREA Maintenance of Atlantic Ocean Beach INDICATOR Review work by periodic checks and meetings with contractor ACTION PLAN • Enforce all provisions of the Beach Maintenance contract • 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 • Analysis of public comments • Meet with Dade County Department of Environmental Resources Management (DERM)once per year to review beach restoration OBJECTIVE FIVE To continue the Crandon Boulevard Beautification project by mstallmg curb irrigation and trees along right of way areas 167 ©000000©©©©©©000 6 a C C C Q Q C C C PUBLIC WORKS DEPARTMENT FISCAL YEAR 1999 OBJECTIVES KEY AREA Crandon Boulevard Improvements INDICATOR Coordinate activities of Miami Dade Public Works Department Miami Dade Parks and Recreation and consulting engineers C i C 0 C C C C C C C C r^� C ACTION PLAN • Prepare plans and specifications for the installation of curbing along both sides of Crandm 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 matenal from smgle family dwellings KEY AREA INDICATOR Review contract with BFI Waste Systems of North America Inc ACTION PLAN Sohd Waste Management • Enforce all provisions of the five (5) year contract with Browning Ferns 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 t 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 OBJECTIVE SEVEN To clean all stormwater drams annually KEY AREA Stormwater Management 168 PUBLIC WORKS DEPARTMENT FISCAL YEAR 1999 OBJECTIVES INDICATOR Check stormwater drams annually and maintain two (2) pump stations as per Pelco agreement ACTION PLAN • Continue to contract with the City of Miami to clean drams 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 Ehmmation Corporation) 100 East Heather Dnve and 200 Ocean Lane Dnve as authorized per Resolution 96 10 adopted April 23 1996 PERFORMANCE MEASURES • Physical inspection. • Complaints received • Analyze mamtenance log on a monthly basis Review terms of Pelco agreement monthly OBJECTIVE EIGHT To repair all Village roads on an ongoing basis KEY AREA INDICATOR ACTION PLAN Street Maintenance Check roads on an ongoing basis • 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 169 000000000000©©©©0 C C C C C C C QL It C C C ,t1 gar r i f 0 PUBLIC WORKS Satan$ X1210 1 539 Public Works Supervisor X1220 1 539 Maintenance Labore X1220 1 539 Laborers/Overtime $20 360 536 709 520 253 $23 036 $0 $0 540 116 540 644 $42 831 $23 816 525 346 $25 346 $0 $21,518 521,518 Benefits X2100 1 539 Payroll Taxes X2220- 1 539 Retirement Contnbuvons X2300- 1 539 Life & Health Insurance X2400- 1 539 Worker s Compensation X2500- 1 539 Unemployment Insurance $3026 54388 $2 624 $6 202 $6 075 $8 624 52 180 54 379 5193 5220 $4 891 57 033 58 400 54 865 5389 $7062 $5862 $10 154 $7 866 518486 $9004 $2 695 $2 695 5462 5462 X3180 1 539 X3210 1 539 X3400 1 539 X3410 1 539 X3420 1 539 X3430 1 539 X3435 1 539 x3440 1 539 X3450 1539 X4300 1 539 X4600- 1 539 X5000 1539 X5100- 1 539 X5200 1 539 X5250 1 539 X5280 1 539 X5420 1 539 X6000 1539 X6450 1 539 ydralrielt General Engmeenng landscape Architect Contractual Seances Village I ake Park Village Green Construction Beautification Project Beach improvements Pohce/Pire Complex Consultmg Services Utilities Maintenance and Repairs Maintenance Contracts Supplies Car Allowance Vehicle Maintenance Small Tools/Consumables Education & Trammg Humcane Expenditures Equipment $61 103 $21 055 $7 424 $2 160 $334740 $433965 50 51 994 $0 524 294 50 58 044 $0 $2 163 $0 $17 150 $5809 515,237 $0 5590 540 582 535 784 531802 510611 $0 $0 $0 $0 50 50 $0 50 $0 50 $0 54 175 58,794 51,570 560 000 $5 000 5300 000 $60000 $50000 $5 000 55 000 5300 000 5300 000 $0 $0 $0 $0 $0 $0 50 50 50 $0 $0 50 50 $0 50 55 000 $5 000 $5 000 $0 50 $0 $30 000 530 000 $30 000 540000 $38000 $38000 $0 55000 $5000 $0 $4 800 $0 $0 50 $2 000 50 $3 000 $3 000 5500 $500 $0 $0 $0 510,000 57,000 57,000 5500 170 0 0©©© Q© ©© ©0®© 8® ®©0000 GO ®®®®000W©wwvuuuwdutica C RECREATION DEPARTMENT Pi FISCAL YEAR 1999 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 F opportunities for positive recreational experiences P C^ • \J C C C C DEPARTMENTAL ORGANIZATION CHART Village Manager Recreation Director Tennis Contractor Contracted Instructors Sports Coordinator MISSION STATEMENT 'TO PROVIDE A SAFE, QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 171 RI RECREATION DEPARTMENT DEPARTMENTAL DESCRIPTION The Recreation Department caters to nearly 10 000 participants a year by offering a variety of 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 has 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 Since 1993 under the terms and conditions of an annual contract approved November 4 1997 by Resolution 97 57 the Athletic Division is responsible for the administration of the Key Biscayne Athletic Club (KBAC) which organizes athletic programs for approximately 850 children Programs available include flag football youth soccer leagues baseball seasonal sports camps and the Chief Harmon Memorial Fishing Tournament Additional programs have been added to the athletics division such as the sprmg and summer adult basketball adult soccer tournament adult co ed softball and the 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 or excursions to area attractions professional sporting events and cultural plays for the more mature participants Through this Division the Department strives to provide quality leisure opportunities for all sectors of the population The Tennis Division is operated by a Tennis Instructor through an independent contract under the direction of the Program Coordinator authorized by Resolution 98 31 adopted July 1 1998 and became effective immediately Mr Ezequiel Milla Hinojoza replaced Mr Roberto Castillo The Tennis Division caters to over 4 500 people 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 annual Spring Egg Hunt, Memorial Day Ceremomes Government Day St Valentine Day Celebration, Arbor Day Ceremonies Flag Day Ceremonies Annual Wmterfest, and the Annual Fourth of July Fireworks Celebration In addition the Division 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 1999 Director 1 0 1 0 0 0 0 0 0 0 0 0 1 0 Program Coordinator 1 0 1 0 1 0 1 0 1 0 1 0 0 0 Sports Coordmator 1 0 1 0 1 0 1 0 1 0 1 0 1 0 Program Assistants (2) Part Tune 0 5 0 5 0 5 0 5 0 5 0 5 1 0 Total 35 35 25 25 25 25 30 172 G000000000000000 C a U 61 61 a a a a a 41 a a a a a C RECREATION DEPARTMENT ACCOMPLISHMENTS r fl { 0 .-h 0 0 EaN 0 0 0 4 � 0 0 0 0 0 0 ACCOMPLISHMENTS FOR FISCAL YEAR 1997 The Recreation Department contmued to serve the community and strive to accommodate the recreational and leisure demands of the residents A community service volunteer package for students was developed which fulfill the community service requirements for graduation A monthly check list/audit form was developed for all playground equipment This program helps reduce injuries caused by faulty playground equipment and maintenance The department hosted a Coaching Clinic for the Key Biscayne Athletic Club Youth Soccer Program as well as the National Youth Sports Coaches Association certification for the KBAC baseball program The department conducted a Spnng Adult Soccer Tournament which hosted 8 teams with a total of 80 participants ACCOMPLISHMENTS FOR FISCAL YEAR 1998 OBJECTIVE 1 To increase Departmental involvement with national and state professional associations suchas 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 Distnct VII Committee meetings and volunteer for sub- committees and cimics The program coordmator also assisted FRPA Distnct ITV 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) 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 Director of Recreation program has received certification as a National Institute of Playground Safety Inspector and attended local playground/risk management semmars The department has developed a monthly check list/audit forms for all playground equipment which includes measurmg tools for 173 I RECREATION DEPARTMENT ACCOMPLISHMENTS entrapments pinch or crush pomts protrusions etc This program will help reduce possible mjunescaused 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 that the Flonda Youth Soccer Associatim conducted over a three day penod A total of 16 KBAC coaches received state certification The Department of Recreation also conducted the National Youth Sports CoachesAssociation certification for the KBAC baseball program A total of twenty five volunteer baseball coaches attended 1992/1993/1994 1995 1996 1997 1998 Youth flag football Youth flag football Youth flag football Youth flag football Youth flag football Youth soccer Youth soccer Youth soccer Youth soccer Youth soccer Youth baseball Youth baseball Youth baseball Youth baseball Youth baseball Youth fishing tournament Youth fishing tournament Youth fishing tournament Youth fishing tournament Youth Summer Soccer Camp Youth Summer Soccer Camp Youth Seasonal Sports Camp Youth Seasonal Sports Camp Adult Spring and Summer Basketball Adult Spring and Summer Basketball Adult Basketball Adult Basketball Adult Soccer Tournament Adult Soccer Tournament Adult Soccer Tournament Youth Fall & Spring Team Tennis Youth Fall & Spnng Team Tennis Adult Coed Softball Leagues Adult Coed Softball Leagues Adult Soccer League Youth Soccer Tournament 174 e®eeeeeQQQQQ©QQOQQOO©0©0 a II I II a a a 41 II II II C C C RECREATION DEPARTMENT SUMMARY OF FISCAL YEAR 1999 OBJECTIVES r r F r C; f1 r-' Cy f2 0 0 r- 1 2 3 4 5 To assist civic and community organizations with the plannmg, design and programing of a future Community Leisure Center Expand the volunteer program for students needmg to complete community service requirements Implement a Teen Night for ages 13 15 Increase adult participation in athletic activities Promote Volunteerism for youth sports 175 RECREATION DEPARTMENT FISCAL YEAR 1999 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 (Flonda Recreation & Parks Association and National Recreation & Parks Association) • Meet with other Recreation professionals regarding programs and services provided 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 the 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 KEY AREA Volunteer program INDICATOR Volunteer participation ACTION PLAN Inform community of volunteer program for students needing community service hours required by Dade County Schools Contact area schools to inform councilors and teachers of 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 176 a 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 C C C C C C C C C C Q C RECREATION DEPARTMENT FISCAL YEAR 1999 OBJECTIVES 1< r 7 F r r f r c 0 0 0 0 f 0 QBJECTWE THREE ptogrmm=a Teg; KEY AREA Field traps and recreational programs for ages 13 15 INDICATOR Enrollment for designated activities ACTION PLAN 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 mformation on the types of activities teens and parents of teenagers are interested in participating m • Increase mailing list that will target on the households with teens PERFORMANCE MEASURES • Analyze program enrollment • Comments and suggestions from teens and parents 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 • Continue to provide children activities with volunteer coaches r" 177 RECREATION DEPARTMENT ACTIVITY REPORT ACTIVITY FY 1993 Actual FY 1994 Actual FY 1995 Actual FY 1996 Actual FY 1997 Actual FY 1998 Actual Special Events Halloween Face Painting 75 Halloween in Homestead 25 Lighthouse Run 800 1 500 1 500 +I 500 +1 500 +1 500 Health Fair 500 +350 +350 +500 +500 +500 Spring Egg Hunt +800 +800 +800 +800 1000 1000 Big Top Performance 200 45 Summerfest +500 800 Cyclefest 200 Wmterfest 1 000 +1000 +1000 Valentines on the Green 200 +350 +350 National/Local 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 Semmar 28 Seniors 16 22 23 Adults 12 17 0 0 a a a Q a 0 a a q C C C C C C C Q C C Q C 178 RECREATION DEPARTMENT ACTIVITY REP f, K - f r r )oar)rionno-)r)()() 0 C C ACTIVITY FY 1993 Actual FY 1994 Actual FY 1995 Actual FY 1996 Actual FY 1997 Actual FY 1998 Actual 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 Tnps and Tours Youth Day Tours 41 127 73 106 106 Local Attractions 145 216 125 170 200 200 Athletics Flag Football 82 107 +110 112 112 109 Soccer 280 257 270 310 330 337 Adult Soccer 210 210 Soccer Camp 62 71 75 Baseball 260 240 160 167 170 185 Softball 27 180 180 Adult Softball 120 200 Basketball 30 Adult Basketball 35 60 78 53 60 60 Fishing Tournament 88 99 87 179 11 RECREATION Salaries X 12 10 1 572 Recreation Director X1220- 1 572 Sports Coordinator X1220- 1 572 Administrative Assistant X 1230- 1 572 Program Coordinator X1240- 1 572 Part Time Employees $0 $0 $50 000 $50 000 $33 500 $35 558 $37 810 $38 108 $15 000 $0 $25 737 $25 737 $28 728 $33,209 $0 $0 $0 $10,000 $0 $0 Benefits X2100- 1572 Payroll Taxes X2220 1 572 Retirement Contributions X2300- 1 572 Life & Health Insurance X2400 1 572 Workers Compensation X2500- 1572 Unemployment Insurance $5 338 $5 906 $6 176 $6 697 $8 609 $8 641 $4 138 $3 921 $331 $323 $6 026 $7 564 $8 400 $5 709 $787 $8 731 $12 555 $14 030 $3 332 $571 $8 731 $12 555 $14 462 $3 424 $571 General X4500- 1572 Insurance X4600 1 572 Maintenance & Repairs X4800- 1 572 Advertismg X4900 1 572 Vehicle Expense X5100- 1 572 Supplies X5220 1 572 Program Supplies X5240- 1 572 Uniforms X5410 1 572 Memberships & Dues X5420- 1572 Education & Training X5430 1 572 Travel X5740- 1572 Special Events X5742 1 572 Heritage Day Celebration X5744- 1 572 Key Biscayne Athletic Club (1) X5746 1 572 Key Biscayne Art Festival X5748 1 572 Lighthouse Run & Walk (2) X6300 1 572 Park Improvements X6430 1 572 Program Equipment $7 657 $7 475 $0 $0 $6 632 $4 476 $3 581 $4027 $2 711 $3 027 $4235 $7592 $915 $875 $1 076 $1 164 $754 $637 $1 132 $2 136 $75 404 $69 903 $0 $0 $35 000 $35 000 $0 $0 $0 $0 $659 $1 337 $5,962 $4,161 $7 500 $0 $5 000 $3 000 $2 000 $4 000 $1 000 $1 250 $750 $1 500 $121 041 $10000 $35 000 $3 959 $0 $2 000 $6,000 $5 475 $1000 $5 000 $4 000 $3 000 $6 000 $1 000 $1 200 $750 $2 000 $70 586 $10 000 $35 000 $5 000 $10000 $2 000 $6,000 $5 475 $1 000 $5 000 $4 000 $3 000 $6 000 $1 000 $1 200 $750 $2 000 $70 586 $0 $35 000 $5 000 $10000 $2 000 $6,000 Notes (PR Nas a&vnom front amount numbe x3311) to X5744. (2)Reciaaacotton from account somber X6267 to x5146. 180 0 0 0 0 C C Val rl.. C C V C CAPITAL FUND FISCAL YEAR 1995 1999 Capital Outlay of $1 00 000 for 1999 is a decrease of $250 000 over last year It is almost 9% of the total General Fund Budget The following projects are funded for Fiscal Year 1999 Crandon Boulevard Improvements West Mashta Bridge Replacement Harbor Drive Improvements Underground Utility Lines Traffic Calmmg/Sidewalks Beach Nourishment Project Entrance/Street Signage Village Facilities Reserves Fire Rescue Equipment f^� • Fiscal Year 1995 PtscatYear 1996 FfsoitlYeat 1997 FisealYear 1998 Fiscal Year 1999 Total Crandon Boulevard Beautification $0 $250 000 $100 000 $50 000 $5 000 $405 000 Underground Utility Wires 0 25 000 40 000 40 000 5 000 110 000 West Mashta Drive Bridge Replacement 100 000 200 000 150 000 350 000 275 000 1 075 000 Harbor Dnve Improvements 25 000 120 000 100 000 50 000 5 000 300 000 Fernwood Road Landsrapmg 50 000 50 000 0 0 100 000 Sanitary Sewer Reserve 100 000 0 0 0 100 000 Facilities Reserve 250 000 300 000 300 000 300 000 300 000 1 450 000 Fire Vehicle Replacement Reserve 100 000 100 000 100 000 100 000 70 000 470 000 Fire Equipment 0 25 000 0 0 25 000 Calusa Park Improvements 0 25 000 0 0 25 000 Entrance/ Street Signage 25 000 0 10 000 25 000 5 000 65 000 E Enid Drive Parking Lot 35 000 0 35 000 0 0 Ocean Lane Drive 100 000 0 0 0 too 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 0 200 000 217 430 400 000 Bus Shelters 24 000 0 0 0 24 000 Beach Renounshment 0 0 135 000 135 000 135 000 405 000 Sub total SI 89 001 '. $l{}95 O11U $I tt0(3i#11p $125€1I 0 $11317 430 $S 651.430 Contmgency 173 901 116 836 0 0 0 290 737 Reserve 0 170 000' 0 0 0 170 000' TOTAL $1462 901 510 4f 836 S 1404 000 51250 00C $1 017 430 $5 972167 eserve for Beautification of Crandon Boulever 181 X6200 1 519 CAPITAL OUTLAY General Capital Outlay $1 041 836 $1 341 150 $1 250 000 $1 000 000 $1 017 430 TOTAL EXPENDITURES $9,406,523 $9 700113 $11045 603 $11 625,316 -1-4-a,t. -era '_ _� g-T=� ` .,b. --=w =-tea <_.r tt 2 west M tltaBS&c Re l�cem itt Z75#1 } _ 8. -IS, 3 Imbcac ihn � � emetri ." 3 OR � y 18,9496 # Undet vl�nst,t?ll tp. 1 s 90 Catu 3v# s 5 c111 true lule�ttPti &eet t SQ I«7' T tuirmicetS et*gunge 5 ?, ties ,- P»�e r�ui Reese 7tt 1 182 $11 666 316 000000000000 cc C C C C a a a a a a a CAPITAL IMPROVEMENT PROGRAM FISCAL YEAR 1999 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 including funding sources The Master Plan defines capital improvements as non recumng 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 r C� r"• Achieve annual Village Council use of this Element as the framework to monitor public facthty 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 engmeenng 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 12 The Capital Improvement Program shall include a drainage facility improvement/replacement program based upon the 1993 Drainage Master Plan, adopted September 14 1993 Construction of the system began June 19 1995 with final completion by October 18 1997 Policy 1 13 In setting pnonties 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 4 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 mamtam an adopted or otherwise desirable Level of Service • Redevelopment Projects any project that would assist in the revitalwation of detenorated non residential properties • Biscayne Bay Enhancement Projects any project which would enhance the environmental quality of Biscayne Bay .001 C 183 CAPITAL IMPROVEMENT PROGRAM FISCAL YEAR 1999 Policy 1 1 4 The Village shall use designated fimdmg 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 outhned in the policies of other Master Plan elements A Stormwater Utility Fee has been in affect since 1994 CAPITAL IMPROVEMENT ELEMENT IMPLEMENTATION SYS [EMS A Five -Year Schedule of Capital Improvements B Other Programs The other principal programs needed to implement this element are as follows 1 An annual capital programming and budgeting process beginning no later than July of every year and including the use of the project selection criteria contained m Pohcy 1 1 3 related thereto will be the annual review of this element 2 Completion of a Master Dramage Plan and final approval of a dramage urihty fundmg mechanism Master Plan adopted by Village Council on September 14 1993 and a stormwater utility rate was set the same year Project construction started June 18 1995 and was completed October 18 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 The Council adopted the plan February 24 1998 Final Plans and specifications were completed by PBS& J and approved by the State Department of Environmental Protection, October 21 1998 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 5 Exploration of park impact fees Taschler & Associates Inc appeared and 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 renounshment and dune development State grant of $1 189 million approved by 1998 state legislature Additional funding being pursued by Village administration 184 00000000000000000 C a C C C C C C C C CAPITAL IMPROVEMENT PROGRAM FISCAL YEAR 1999 fl ' C C C C C C C C C C C C C Monitonng 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 mtegrated into the Villages annual budget process This section of the 1999 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 operatmg impact of the capital outlay are analyzed the Capital Plan appears to place very limited burden on the operating budget None of the approved 1999 projects shall cause any significant operating expenditures for the 1999 budget Capital Projects typically apply to the following • Expenditures which take place over two (2) or more years requiring contmuing appropriations beyond a single fiscal year • Systematic acquisition over an extended period of time and • Scheduled replacement or mamtenance 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 1999 proposed property tax rate of $3 606 per $1 000 assessed valuation is the same as the Fiscal Year 1998 property tax rate The 1999 capital projects shall have minimal or no impact on the operating General Fund 185 n REVISED CAPITAL IMPROVEME NT P ROGRAM Listed below is a summary of the 1999 2003 Capital Impr ovement Program includi ng co nti nui ng projects with multi year appropriati ons Ge neral F und appropnations for the Fiscal Year 1999 Capital Projects are $1 000 000 from the Ge neral F und Capital O utlay O nce the Budget is ad opted this amou nt is tranferred into the Capital Improvement Fund Only 1999 projects are funded Recreatio n Reserve was $1 85 million from the County impact fees a nd grants and i nterest i ncome This Reserve will finance improvements to the Village Gree n and Ocean Park ($200 000) Stormwater Utility Fund will fi nance the Stormwater construction program Project -Gen eral Fund fpital Outlay FrscaL Year 1194 •H'ta6al Wary/006 Et vr1Yivat 20'nt1 Pi5cal Year 1/t)OZ Fiscal Year 2403 Tot al 5 Year Pr ogram 1 Cran don Boulevard Improvements $5 000 $75 000 $160 000 $175 000 $200 000 $615 000 2 Harbor D nve Improvements $5 000 $50 000 $60 000 $125 000 $225 000 $465 000 3 West Mashta Bridge $275 000 $0 $0 $0 $0 $275 000 4 Underground Wiring $5 000 $40 000 $40 000 $100 000 $125 000 $310 000 5 Sidewalks/Traffic Calnung $217 430 $250 000 $300 000 $250 000 $275 000 $ 1 292 430 6 Beach N ourishment $135 000 $135 000 $135 000 $175 000 $200 000 $780 000 7 Street Signs and Entran ce Sign $5 000 $25 000 $25 000 $100 000 $75 000 $230 000 8 V illage Facilities Reserv e $300 000 $300 000 $300 000 $300 000 $300 000 $1 500 000 9 Ocean Park/ E En id D riv e' $0 $275 000 $155 000 $100 000 $0 $530 000 10 Fire Rescue Equipment Reserve $70 000 $100 000 $100 000 $200 000 $200 000 $670 000 . --a vv eiaLl i F re) K. ' 'Iv 1 P3)91 . i x . � 3r i $�} l s}r 0 W1. 52Mon $1,600 000 $6 667 430 .5 r w, s M � Project Recreation ReseYe6 Park Impro vement $200 000 $200 000 $200 000 $100 000 $250 000 $950 000 pkto al, a R'R I "M ll Y•, P R' in R%RI'}"I:S .Q i _I „'. t O, UO , '� ila . ... . °011 O0,, ., *0k $250 000 $950 000 ^ �. ikXrx n a "y .... ' .. Q 1.z>s=,,4#` .” Sr, ,4iflr,�V X.. :' Y 5'#'k0 ; ; d g�kk..yy `��`.,,++�� ��5i fft.�aytfl{, �� �b15i1 `..,. . �1�R4 n rthx..>"X iI watt +dAstoutItt> �Sra ., . � qik > *w tM m ur� x 15 b'i ^Y"M .a�+h HSW w:• w I5�'S.l'1 yy6� �, RM`Ofll. Nl ph.' lmv�F Wg M P N 4 "4ka �& `••f•; k✓ ,.YW4 i .z k ak n, L. , e �II ect or water,Thh dn d Pro ject, yFH�Nrt M.. „ •Md •n. p4'x4 Stormwater Sewer Construction $475 000 0 0 0 0 $475 000 .M4q to Icon alFwm� Rsr sQ`6n n XRta tlWLM1IA+`Ws n�0^ 0 > 3a Vaal 0 5475,0 �0 Y�0 p Y'.]f ! > Vy ��y.y S r`@ r 3 L SE R i i 1 Ocean Club donation of $250 000 will finance improvements for Fiscal Years 1998 and 1999 CAPITAL IMPROVEMENT PROGRAM FISCAL YEARS 1999 2003 K C" wed 6 C r stnN C poonn003003020C Introduction The long term debt plan, favorable revenue structure grants economic diversity and fund balances have allowed for continuous capital improvements throughout the Village over the last eight (8) years The capital improvements along with a five year capital improvement plan, is developed along with the annual operating budget The following list of projects and schedule will be used as a framework to guide the future capital improvements that will enhance and replace existing infrastructure m order to improve the character of our community Only the first year of the program is funded and adopted as part of the Annual Budget The CIP is a planning document and does not authonze or fund projects A proposed five (5) year capital improvement plan is prepared and updated each year The Village will coordinate development of the capital improvement budget with the development of the operating budget Future operating costs associated with now capital improvements will be projected and included in the operatmg budget forecast All of these projects are funded by multi -year appropnattons A summary of the 1999 projects mcluded m the budget are discussed below 1 Craw oxelcuardlrapuw zme 0 5 6pt# 188 gcAeplacenfent �y 75 pOO 89 #Weflla5�$�B�iu .1� ntbor F+E,;34MTTIRTTA!pr v {. S Traffic € almaigl5�d v 2-I'7 438 ; 9(R tit fx Taar tmnentf tijeet 9i~ 2 192 , 7 1 �Sixxzt a tl(8A 8 Village Facilities Reserves - 1 $F rre�E* pp� e above funds ($1 017 430) are transferred to the Capital Improvement Fund Capital Improvement Program 1999-2003 Listed below and on the following pages are the projects that comprise the 1999 2003 Capital Improvement Program All projects are financed from the General Fund except the Park Improvements The park improvements are financed from contributions from impact fees county contributions and grant funds All other projects are financed out of current revenues No borrowing is required to undertake these projects 187 CAPITAL IMPROVEMENT PROGRAM FISCAL YEARS 1999 2003 The Crandon Boulevard Improvement Program shall contmue over the next several years as per the Council's Goals and Objectives Highlights from Prior Fiscal Years 1994 Median Improvements 127 green Malayan Coconut Palms and ground cover at a cost of over $500 000 local share was $200 000 • 1996 Streethght Replacement 125 new decorative 18ft high streetlights replacement of 40 standard concrete posts or a distance of 1 3 miles • 1997 Median Up lighting Improvement completed December 15 1997 at cost of $65 000 • 1998 field survey completed as per Council authorization Lightmg for medians 3 4 & 5 awarded July 1 1998 Fiscal Years 1999 - 2003 The Master Plan is being prepared by OBM Miami in conjunction with Miami Dade County Department of Public Works officials Plan to be completed and submitted to Village Council m 1999 Plan shall focus on improved and new landscapmg, modifications of selected medians, additional lighting of medians installation of bus shelters and curbmg Special consideration will be given to Pines Canal vista and a sidewalk to Bill Boggs Cape Florida State Recreation Area shall be constructed Funds previously appropriated Impact on Operating Budget Justification $5 000 $400 000 None Currently maintaining swale areas Master Plan Quality of Life $75 000 $175 000 $175 000 $200 000 $630 000 Highlights from Thor Fiscal Years The present earthen road at the intersection of West Mashta and Harbor Drives shall be replaced by a bndge between Hurricane Cove and Smuggler s Cove The bndge will result in increased tidal flushing between the two (2) bodies of water The new roadway width will meet current highway standards and improve the roadway 188 0 0 0 0 0 Q C a a a 6 C C C C C CAPITAL IMPROVEMENT PROGRAM r ti f r `)OOOO22OOo J FISCAL YEARS 1999 2003 aesthetic existing width with the addition of roadway pavers and will include approach slabs drainage structures and bulkheads The bndge is to be a smgle span precast concrete bridge architecturally treated consisting of columns headwalls barrier wall railings and lights Construction will be in two phases to allow traffic to flow m and out of Mashta Island at all times Plans have been approved by all Federal, State and County permitting agencies Fiscal Years 1999 - 2003 Design bid proposals were received August 13 1997 Council reviewed the proposal at their September 9 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 is estimated at 300 Calendar Days Pre construction meeting took place June 17 1998 The County approved the project May 19 1998 (Resolution R 526 98) Construction began July 13 1998 Substantial completion is estimated for early next year Funds previously appropriated $800 000 Impact on Operating Budget None Annual Maintenance and Inspection Justification Master Plan Safety Highlights from Pnor Fiscal Years • 1996 planted 256 Mahogany Trees • 1996 sidewalk installed on west side from Crandon Boulevard to West Mashta Drive • 1998 traffic calming devices at West Mashta/Harbor Drive turn around and four (4) circles and two (2) traffic separators mcludmg drainage improvements at an estimated cost of $428 000 Fiscal Years 1999 - 2003 Reconstruction of Harbor Drive/Crandon Boulevard intersection and the first block of Harbor Dnve to Femwood Drive has been reviewed and studied for the past several years An acceptable solution has not been agreed to at this time 189 CAPITAL IMPROVEMENT PROGRAM FISCAL YEARS 1999 - 2003 Plannmg is continuing on this improvement in conjunction with Crandon Boulevard Sidewalk on the east side shall be mstalled m the future Funds previously appropriated $295 000 Impact on Operating Budget None Justification Master Plan Quality of Life and Safety $5 000 $50 000 $125 000 $125 000 $225 000 $530 000 Highlights from Thor Fiscal Years For the past several years the Village Council has been discussmg the conversion of the overhead utility distribution system, which mcludes 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 1999 - 2003 Funds are appropriated m the amount of $310 000 over the next five (5) years for planning of this project Funds previously appropriated Impact on Operating Budget Justification $105 000 None Systems maintained by the respective utility companies Master Plan Quality of Life and Safety 190 $5 000 $40 000 $40 000 $100 000 $125 000 $310 000 e00000000000000000 It II It It It It ^C� C C C C C F II CAPITAL IMPROVEMENT PROGRAM FISCAL YEARS 1999 - 2003 f r C F C F f7OOOOGOO-)0003ry3aono.) Highlights from Prior Fiscal Years Sidewalk installed along the entire east side of Femwood Road Sidewalk installed along the west side of Harbor Drive from Crandon Boulevard to West Mashta Drive Sidewalk installed along the side of West Enid Drive from Crandon Boulevard to Glenndge Road (1998) Mashta Drive Traffic Calming Fiscal Years 1999 - 2003 Sidewalk currently planned are for both sides of West Heather Dnve and West Wood Drive including traffic calming devices and sidewalks are planned for west side of Fernwood Road and the east side of Harbor Drive Crandon Boulevard sidewalks to the entrance of Bill Baggs Cape Florida State Recreation Area is planned for fiscal year 1999 Traffic calmmg is being studied for East Heather Drive and North and South Mashta Drives and the areas around and leadmg to the Key Biscayne Community School Funds Previously Appropriated Impact on Operating Budget Justification $200 000 $250 000 $300 000 $250 000 $275 000 $1 275 000 $712 000 None Master Plan Quality of Life and Safety Highlights from Thor Years • 1996 Derelict groins removed from in front of Ocean Club • 1997 Imtiated annually appropriations of $135 000 from Capital Outlay 1997 Beach preservation brochure issued April 22 1997 1997 Long Range Nourishment Plan adopted by Resolution 97 55 October 28 1997 191 Justification CAPITAL IMPROVEMENT PROGRAM FISCAL YEARS 1999 2003 • 1998 State Legislature approved $1 189 million beach nourishment funding • 1998 Short term beach nourishment project completed February 27 1998 Fiscal Years 1999 - 2003 Funds allocated in the Capital Improvement Budget toward the Village s beach will be used to enhance the dune system along the Atlantic Ocean, plant palm trees at selected locations and fund the Nourishment Project The Dune Revegetation Project may be undertaken m cooperation with Miami Dade County or other agencies In addition, other future projects involve the mstallation of a limestone walkway along the beach to link both the East Heather Drive and East Dud Drive beach accesses This project is mcluded in the Village Master Plan and Council Goals and Objectives The 1999 budget contains $135 000 for this project Funds Previously Appropriated Impact on Operating Budget Justification $135 000 $135 000 $135 000 $175 000 $200 000 $780 000 $270 000 None Beach mamtenance included in operatmg budget Master PIan Safety Economic and Quality of Life Highhghts from Thor Fiscal Years Entrance Sign Renovated in 1995 Fiscal Years 1999 - 2003 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 $60 000 Impact on Operating Budget None Master Plan Quality of Life $5 000 $25 000 $50 000 $100 000 $75 000 $255 000 192 8©®©©o©©©©©©Q©©©o©o C C C C C C CAPITAL IMPROVEMENT PROGRAM FISCAL YEARS 1999 2003 r fis 0 G 0 0 C 0 0 r-‘ Highlights from Prior Fiscal Years In February 1994 the Village of Key Biscayne purchased a 9 5 acre parcel of land centrally located [thin the Village hmits at a cost of $9 2 million This parcel was developed into the Village s first municipal park the Village Green Fiscal Years 1999 - 2003 The Land Acquisition allocation m the Fiscal Year 1998 Capital Improvement Budget totals $300 000 The total Five (5)Year program totals $1 500 000 This amount is set aside for future land acquisitions to be determined by the Village Council Funds Previously Appropriated $1 150 000 Impact on Operating Budget None Justification Master Plan Open space goal is 2 5 Acres per 1 000 population $300 000 $300 000 $300 000 $300 000 $300 000 $1 500 000 Highhghtsfrom Prior Fiscal Years Since 1995 $100 000 has been appropnated annually m the Capital Outlay budget and transferred to the Capital Improvement Fund each year as a replacement reserve for fire vehicles and equipment At the May 12 1998 Council Meeting contracts were awarded to purchase a utility vehicle for the Fire Chief and replacement vehicles for two rescue trucks two commercial vans and one pick-up truck Total cost was $363 770 less trade of $139 776 = $223 994 The replacement pokey for command and reserve vehicles are every five years pumper every six and the qumt every nine years Fiscal Years 1999-2003 Funds in the amount of $725 000 are to be placed in this reserve over the next five (5) years to replace the 1993 pumper and replace the 1993 qumt fire vehicles m accordance with the replacement schedule The 1999 budget contains $70 000 for this project 193 CAPITAL IMPROVEMENT PROGRAM Funds Previously Appropriated Impact on Operating Budget Justification FISCAL YEARS 1999 2003 $400 000 Remaining $175 000 Will reduce operation and mamtenance expenditures Replacement schedule $70 000 $100 000 $150 000 $200 000 $200 000 $720 000 FOLLOWING PROJECTS NOT FUNDED FROM 1999 BUDGET BUT OTHER SOURCES BMcayn Bay N A Fiscal Years 1999-2003 The East Emd Drive Improvement Program was presented and approved by the Village Council at the April 16 1998 Council Meeting (Resolution 98 5) The et !anti 0 improvements include repavmg (asphalt) the 20 driving lane and adding 77 brick paver parallel parking spaces north and south of the repaved road On the north side of Fast Emd Drive the work will include replacement of the existing sidewalk abutting the road The new work includes extending the already in place decorative sidewalk south of East Emd to the east end of the road Design also mcludes adding two elevated traffic calming devices to East Emd Drive New Dramage will be installed to conform to these new improvements and tie into a new well system The lighting will be designed by Municipal Lighting Systems and consist of 25 fifteen foot decorative lighting poles with each having a single environmentally sensitive lummaire In addition, accent path hghtmg will be provided at crosswalk areas and the promenade area east of Ocean Drive The design will include modification to the entrance of the Beach Club (m the east) and the area (on the west) adjacent to Ocean Drive The area between the Beach Club property tine and the street will drain into the new system The lot will be raised on the south side and its existing inlet will be connected to the new system This modification will alleviate flooding at the Beach Club Ordinance 98-8 was adopted October 13 1998 authorized the transfer of Village funds from the Stormwater Utility Fund and from the facilities reserve of the Capital Improvement Fund to provide for the East Enid Drive Improvement project The project is estimated to cost $820 000 $330 000 from the Stormwater Utility Fund and $488 000 from the General Fund less $60 000 from the Safe Neighborhood Parks Bond Act a net total of $428 000 or $430 000 194 G000000000 ci C C C C C C C CAPITAL IMPROVEMENT PROGRAM f r Funds Previously Appropriated Impact on Operating Budget Justification 000000) C) 0 0 0 0 FISCAL YEARS 1999 2003 None None Capital Improvement Plan Budget Year FY 2000 Ft 2001 FY 2002 FY 2003 Total 5 -Year Program 0 $275 000 $155 000 0 0 $430 000 Highlights from Prior Fiscal Years On April 72, 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 on the site include an ADA approved tot- lotlplaygroimd an ADA approved promenade an one half mile joggmg/walkmg path, lighting an informal soccer field and an informal flag football field A total of eighteen (18) decorative light poles were installed along the promenade and the walking path_ In addition, three (3) flag poles with accent lighting at the Crandon Boulevard entrance of the promenade and up -lighting of the trees along the promenade were installed A contract was approved by the Village Council to install restroom facilities and a 300 square foot pavilion on May 12 1998 at a combined cost of $170 000 Projects completed by November 3 1998 Project improvements to date have cost approximately $ 1 3 million The improvements were paid for from a Dade County contribution of $600 000 $1 million from the two (2) Developments of Regional Impact Projects two grants for $100 000 each from the Florida Recreation Development Assistance Program and $35 000 grant from the Small Business Administration for trees and interest income generated from these funds A $500 000 grant front the County Safe Neighborhood Bond issued was approved Construction for 34 brick paved on street parallel parking spaces were completed April 1998 in addition, storm drainage traffic calming devices and landscape improvements were installed Lake Park The Ocean Club of Key Biscayne Inc deeded on May 14 1996 to the Village one (1) acre of improved park land located at the intersection of Crandon Boulevard and East Enid Drive The improvement includes perimeter walls a small combination look out and bus shelter trees and appropnate landscaping The improvements were completed August of 1997 Accent lighting for ornamental and safety purposes have been approved at the July 1 1998 Council Meeting 195 CAPITAL IMPROVEMENT PROGRAM FISCAL YEARS 1999 2003 Ocean Park The Ocean Club deeded another two (2) acre parcel and a $250 000 contribution at the north side of the property which includes beach access for our residents The parcels were recorded with the county clerk February 20 1998 Two public beach access walkways are now available for public use Resolution 98-20 April 28 1998 authorized O B M Miami, Inc to prepare schematic designs for the park Plan was submitted to Council on July 1 1998 The schematic plan concentrates most of the activity along the beach, leaving the remaining park in a passive natural design The plan calls for a `Palm Plaza at the entrance a shaded nine foot wide pathway leading to the beach, a small bench lined plaza with a fountain, a 1 600 square foot open air pavilion, restrooms with shower facilities and an observation tower with storage areas To maximize its usability the beach area has been extended westward from the ocean approximately 225 feet A low limestone wall or small dune line will be used to delineate the boundary between public beach and the private Ocean Park Landscapmg will consist of palms and dune plantings appropriate to the ocean environment The intention is to provide an atmosphere adhering to the traditions of coastal Florida and reflectmg the essence and spirit of Key Biscayne Fiscal Years 1999 - 2003 The Village Council has approved and/or reviewed the possibility of several improvements "m concept which to date remain in the design phase for the Village Green at the December 9 1996 meeting These include picnic pavilions signage entrance features for the promenade a centerpiece m the promenade, a boccie court, additional hghtmg and curbing The Recreation Reserve as well as State and County grants shall continue to fund improvements to the Village Green as they are approved by the Village Council State and County grants shall also fund the improvements Funds previously appropriated None Impact on Operating Budget $75 000 estimate Justification Master Plan Quality of Life 0 $200 000 0 $100 000 0 $300 000 The Master Plan requires the adoption of a sanitary sewer by the year 2006 Ordinance 96 6 adopted June 25 1996 authorized the $723 762 Flonda Department of Environmental Protection loan be accepted for planning and engineering of the proposed sanitary sewer extension program The loan is for 20 years at an interest rate of 2 56% The annual payment is approximately $500 000 State revenue sharing funds are pledged to re pay this loan First payment of $257 400 was received April 14 1998 196 0 a C a a a a a a a a a ci a a C C C CAPITAL IMPROVEMENT PROGRAM FISCAL YEARS 1999 2003 A fact sheet reviewed by the Village Council at the January 29 1998 Council Meeting was sent to all home owners who were not serviced by a municipal sanitary sewer (706) A workshop to explain the program was held February 5 1998 This was the third workshop held for this project April 23 1996 and November 11 1997 were the dates for the other two workshops At the February 10 1998 Council Meeting the assessment rules were amended to permit the 20 year payment plan to be transferred to the new owner when the house is sold Two mailings were also sent to all eligible voters prior to the referendum The referendum was held February 24 1998 173 = yes 199 = no o0000000i30000000n2oG - )OGOC At the February 24 1998 meeting Council adopted the 1997 Sanitary Sewer Feasibility (Collection System Study) Plan prepared by C AP Engineering, Inc which was presented November 11 1997 The engineering firm of PBS & J was retained to prepare plans and specifications for the sewer construction project at a cost not to exceed $400 000 at the March 10 1998 Council Meeting At the March 31 1998 meeting the Council approved a sanitary sewer system On April 14 1998 the Council amended the financing plan to contribute 5% of the total project costs from the General Fund to finance this project to reduce the special assessment of the homeowner Also the Council directed the Village Manager at the same meeting to develop a program to assist homeowners to avoid financial hardships caused by the sewer assessment This is the Capital Financing Plan which was submitted to the State on April 22 1998 The preliminary design report submitted to the Council August 25 1998 The proposal project includes construction of approximately 45 000 linear feet of 8 inch gravity sewer 7 000 linear feet of force main, ranging in diameter from 6 to 24 inches mcludmg appurtenances abandoning 706 septic tanks and construction of approximately 706 service laterals The estimated cost of the gravity sewer force main service laterals in the Village s nght of way and appurtenances is $6 215 000 Septic tank abandonment and service lateral work outside the Village s right of way cannot be funded under the SRF program The October 1997 Sanitary Sewer Collection System Study for the Village of Key Biscayne@ describes the proposed project in detail The project is proposed for funding under an amendment to the Village=s existing preconstruction loan (CSI2085002P) The final plans and specifications were submitted to the State September 30 1998 The plans were accepted effective October 21 1998 Bidding may proceed after all permits are approved Ordinance 98 10 established the Sanitary Sewer Improvement Fund effective October 27 1998 197 ^nggfAih` $ ■ a ■ a 4 4 Street Lighting Improvements Special Taxing Districts 1 Key Biscayne No 2 (L-51) 2 Key Biscayne No 1 (L 48) 3 Cape Ronda (L-94) n 4 Mashta Island (L 37) • Installed m Pnor Fiscal Years Approved Devices Plasmed for Fiscal Year 1999x.. -t 0 0 0 0 It 0 0 0 0 0 0 STORMWATER UTILITY FUND FISCAL YEAR 1999 r f EFN 0 0 0 0 r0 0 GOAL The Stormwater Utility is addressmg the needs of mamtammg the stormwater systems addressmg the needs to improve the quality of water being discharged into Biscayne Bay 111 accordance with our Master Plan and area canals solving the local drainage problems and alleviating flooding m these areas INTRODUCTION In 1987 the United States Congress amended the Clean Water Act to require the Environmental Protection Agency to develop regulations for the permittmg of stormwater discharges into the waters of the United States of America Dade County enacted a County wide Stormwater Uhhty Ordinance 91 66 m 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 utility rate was established by Council on October 12 1993 with the adoption of Resolution 93 46 and an Admimstrative Order was executed by the Village Manager on the same date The billmg rate established is $5 00 per each Equivalent Residential Unit (E R U ) per month. A condommuum unit was assigned one (1) E R U or $5 00 per month and a smgle family residential unit was assigned one and one half (1 'i/2) E R U s or $7 50 per month The commercial rate is determmed at one E R U for each 1 083 square feet The Council also authonzed the Miami Dade Water and Sewer Department to perform the billing and collection of the stormwater utility fee This service was authonzed by Ordinance 93 11 adopted on June 22 1993 and Ordmance 93 11 A adopted October 12 1993 Resolution 93-44 approved by the Council on October 12 1993 authonzed 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 m August of 1994 Income from the stormwater billing was estimated at approximately $480 000 per year The fees authonzed as part of the 1985 Growth Management Act (F S 403 0893) Ordmance No 93 11 ( Ordinance ) was challenged on October 4 1993 by Key Colony Condomimum Association ('Key Colony") and several individual residents in a lawsuit filed m Dade County Circuit Court Key Colony challenged the rate charged by the Ordinance claiming 201 STORMWATER UTILITY FUND FISCAL YEAR 1999 that it was m 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 denymg 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 court and finding that there was evidence m the record to support the courts 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 contmue with DERM as a joint perinittee 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 of $4 200 annually 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 within Village limits 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 appropnate in obtaining the objectives of this program The program is monitored annually 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 twenty eight months to complete This project 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 202 G a e a a C C C C C C C C C STORMWATER UTILITY FUND FISCAL YEAR 1999 Four (4) proposals were received and opened December 18 1992 All firms were mterviewed The firm of Williams Hatfield and Stoner was retained to prepare the Stormwater Master Plan at the April 13 1993 Council Meeting at a cost not to exceed $65 000 for the area west of Crandon Boulevard The area east of Crandon Boulevard was considered separately and not mcluded in the Master Plan The Plan 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 the intense existing development with no available major retention/detenhon 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 evaluatmg the amount of rainfall that will fall on a given area within a specific time period This is the intensity of ramfall that a drainage system is designed to accommodate This intensity is usually expressed as units of inches of rainfall per hour or the inches of rainfall over a one (1) two (2) or three (3) day period L 000000 The rainfall intensities are categonzed withm an average occurrence interval This is expressed in a fixed number of years per occurrence such as a five year storm which means that from the ramfall data this storm will occur on an average of once in every five (5) years Because this in only an average it does not mean that once this storm occurs it will be another five (5) years before another storm of this magnitude will occur It is quite possible that 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 mtensity and frequency the level of service for the drainage system was developed for the area west of Crandon Boulevard The level of service is as follows based on the project cost Minor Runoff Private Property/ Major Runoff Private Property Full Runoff Private Property 203 J t A STORMWATER UTILITY FUND FISCAL YEAR 1999 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 "withm" 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 mcreased 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 letter was presented and discussed at the Village Council meeting of April 26 1994 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 December 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 plus a contingency of $687 000 The pre construction meeting was held April 20 1995 A Notice to Proceed was authorized by the Village Council at the May 23 1995 meeting and re issued to the contractor on November 13 1995 A value engmeernig proposal was received from the contractor on July 25 1995 and after review by the design engineer Williams Hatfield and Stoner Inc the inspection firm PBS & J Construction Services Inc and the Village Engineer the proposal was unanimously rejected Construction began January 8 1996 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 Twelve (12) 204 C C C C O a C C C C C C C LI STORMWATER UTILITY FUND FISCAL YEAR 1999 C-' C C l C r C C C r enN C r"1 4✓ r C C C C C C C engineering companies were notified of the letter of interest for the project Seven (7) proposals engmeermg 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 1995 Council meeting the Manager was authonzed to negotiate an agreement with PBS &J Construction Services Inc The Council approved the agreement on September 12 1995 and it was executed on September 14 1995 Work was completed on the project on October 18 1997 Actual construction was 644 days The final tally of piping and structures are as follows 43 626 linear feet of pipe (8 26 miles) 826 drainage structures manholes and miets and 19 wells Online and external) Since the date of October 31 additional enhancement pipe have been added to the system AREA EAST OF CRANDON BOULEVARD Requests for Proposals (RFPs) were received on February 28 1994 from four (4) engmeermg fines 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 authonzing 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 authonzed the engineer based on his recommendation to proceed with the addition of and design for the pump station for this project The Hohday Colony project was funded in part by a $750 000 grant from the U S Department of Commerce Economic Development Admnustration 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 Dnve 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 205 STORMWATER UTILITY FUND C C FISCAL YEAR 1999 Q] WATER DISTRIBUTION IMPROVEMENT PROGRAM Q] (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 Imes Breakage and disruption of water service would almost , certainly occur addmg to the project At the May 31, 1994 Council meetmg, the Engineer was directed to discuss these concerns with the Miami Dade Water and Sewer Department The Department was contacted and after almost one year of discussion agreed to replace existing water mains with approximately 10 000 feet of 12 8 and 6 mch potable water mams They also agreed to install eight (8) Q additional fire hydrants install tapping sleeves and valves and make service connections along with all other pertinent items required simultaneously with the drainage system mstallation 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 trenchmg and minimal disturbance to the Village residents The road would not be dug twice over a CD 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 brmg the deficient fire protection system up to code standards New water lines and the additional hydrants shall be installed on the following streets 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 biddmg 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 Stornnwater project for the area west of Crandon Boulevard The pre construction meetmg 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 206 a a a a a Q a a Q 0 J Q C C C C Q C C STORMWATER UTILITY FUND FISCAL YEAR 1999 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 last four (4) years Fiscal Year 1992 1995 $1 5 million and an E D A grant $750 000 At the same meeting a motion authonzed the Village Manager to solicit fmancmg proposals for the project on the west side of Crandon Boulevard, with a two (2) year Bond Anticipation Note m the amount of $7 2 million with the right to extend for an additional two (2) years r`‘ An application for a cost share agreement m the amount of $166 681 was submitted to the South Flonda Water Management District for Cape Flonda Area 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 Dnve Cape Flonda Drive and Manner Dnve Funds were received in two (2) payments $100 538 June 21 1996 and $66 142 on September 27 1996 for this phase of the project The project expenditures are broken down as follows construction $7 842 854 contingency $784 285 inspectors supervisors and coordmation $463 000 preparation of plans and specifications $245 800 Stormwater permits from Dade County that were authonzed by Resolutions 95 7 and 95 18 $236 000 and administrative costs for the bond anticipation note $90 000 These are estimates based on unit pnces and quantities prepared by the Village engineer The project expenditures may deviate depending on the actual costs for the project West Cht��dQw EasttYraSloq, (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 Storniwater Permit Fees 181 000 55 000 236 000 Bond Issue Costs 90 000 0 90 000 Total Actual, iimau11 207 4 STORMWATER UTILITY FUND FISCAL YEAR 1999 BANK LOAN, SERIES 1995 ($7,200,000) 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 1995 authorized the Stormwater Utility Revenue Bond Anticipation Notes for the Village m 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 covenant to budget and appropriate to the extent necessary that amount required to meet debt service requirements from all legally available Non Ad Valorem revenues as per Resolution 95 11 adopted April 11 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 National 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 $704 160 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 penod and from the Stormwater Utility Fee BANK LOAN EXTENSION, SERIES 1997 ($7,200,000) The Council directed the manager to extend the bank loan for 364 days 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 364 days at the March 11 1997 Council meeting 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 $325 440 BANK LOAN EXTENSION, SERIES 1998 ($7,200,000) At the January 27 1998 Council Meeting the Village Manager was directed to begin the process of re financing the $7 2 million stormwater construction bank loan for one (1) additional year The various financing options were discussed at a Council workshop held February 23 1998 The manager was directed to have an ordinance prepared extending the bank loan for 364 days He was further directed to have begun the process of arranging long term financing for this $7 2 million 208 C C C C C C C C Q Q C C 0 0 0 0 0 0 C KSSILYS STORMWATER UTILITY FUND FISCAL YEAR 1999 r� project Ordmance 98 2 and Resolution 98 6 were adopted March 10 1998 authorizing the bank loan extension for 364 days at an interest rate of 4 32% The notes mature March 30 1999 TRANSFER OF FUNDS ` t Ordinance number 98 8 adopted October 13 1998 provides for an amendment of the 1997 1998 fiscal year budget by the transfer of Village funds from the Stonnwater Utility Fund and from the Capital Improvement Fund to provide for the for the East Enid Drive improvement project and providing for the replacement by the general fund of such transferred facilities reserve funds m the 1999 2000 and 2000 2001 fiscal year budgets raN r -- C �y C C C FLOODPLAIN MANAGEMENT PLAN A Floodplam Management Plan has been completed 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 for flood insurance coverage The plan was prepared with a $40 000 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 adopted Resolution 97 31 May 13 1997 which authorized contracts enabling work to start at on May 27 1997 A local citizen Advisory Committee has reviewed planning proposals and made recommendations to the Village Manager The Plan was submitted to the Council April 28 1998 Resolution 98 18 adopted the plan at the same meeting 209 STORMWATER UTILITY FUND FISCAL YEAR 1995 1999 R9000 4-311 Stormwater Fees 464 066 456 515 540 091 475 000 471 390 RI000 4-361 R0000 4 381 R3900-4 331 R0000-4 384 X4000 4 512 Administrative 8 259 923 8 919 15 000 20 000 X5100 4 512 X4600-4 539 X6100-4 539 X6300-4 539 X7200 4 519 X6300 4-540 X7220 1 519 Interest lnterfund Transfer In Economic Development Grant Debt Proceeds BANS Construction Fund Estimated Balance Supplies Maintenance & Repair Construction Project Holiday Colony Construction Project West Side Interest BANS Construction Transfers Principal Bans Construction Fund Estimated Balance 221 023 1 709 450 0 7 200 000 0 0 0 786 471 143 261 163 326 0 0 8 493 222 442 006 0 916 681 0 0 2 520 1 430 816 3 118 785 352 080 0 0 5 403 300 197 000 0 0 0 5 898 283 32 5 469 0 3 771 114 338 760 0 0 2 131 203 75 000 0 0 0 500 000 5 000 50 000 0 0 325 440 0 0 el 654 560 40 000 0 0 0 8 000 75,000 0 0 312 000 400 000 0 65 028 210 Q Q C C C co a C C ci ci C C A C C C C C STORMWATER UTILITY FUND f 00 930 0 C 0 C C' 4 4 FISCAL YEAR 1995 1999 STORMWATER FEES CURRENT AND FUTURE COLLECTIONS 9 i"w, �7 . ✓ r e✓tl tdp0 J.� ✓ a <'9 ° ^ry Y. y ,v fl k d m m "^.;�✓ i P k kdry {fib '�{*sF' d :£" 'v4" 5' e� Current Fees $455 350 $455 350 $455 350 $455 350 $455 350 $455 350 $455 350 Additional Units 7 160 21 480 21 480 21 480 21 480 21 480 21 480 Future Units Cond (117) 1 585 7 020 7 020 7 020 7 020 7 020 Future Units Cond (299) 7 620 17 940 17 940 17 940 17 940 Future Units Cond (133) 3 325 7 980 7 980 7 980 Future Units Cond (169) 5 610 10 140 10 140 Future Units Resid (1) 75 90 90 90 90 90 Future Units Resid (16) 1 200 1 440 1 440 1 440 1 440 Future Units Resid (16) 1 200 1 440 1 440 1 440 Future Units Resid (11) 825 990 990 Future Units Resid (5) 375 450 Future Units Comm (27) 1 350 1 620 1 620 1 620 1 620 Future Units Comm (450) 9 000 27 000 27 000 27 000 Future Units Comm (54) 2 700 3 240 3 240 t 'rfz= AO ADDITIONAL FUTURE UNITS f.0 wp fv phav ).p �f �y • ., <a �„w, wo iy N ' ' ". 4 m it ? "d. %± ° W'+;�M, :� " nr'ky `� H "`r '5��%-a.�d'�€`f���2P ' y �'"g nr {➢018z& 5 '✓`%Q °d �rry&41F' Hwy ' x" �'fd"�✓A 4u4�f Condos @ $5/Mo 358 117 299 133 169 1 076 Residence @ $7 50/Mo 1 16 16 11 5 49 Commercial @ $5/Mo 27 450 54 531 211 SOLID WASTE AND RECYCLING COLLECTION AND DISPOSAL FUND FISCAL YEAR 1999 GOAL To provide a comprehensive responsive efficient and effective residential solid waste collection program by providing curbside pick up and recycling 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 mter 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 recyclmg collection services dated October 19 1993 from CAP Engineering Consultants Inc was executed on October 22 1993 The contract was approved on October 26th 1993 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 recyclmg collection service with a pnvate contractor In anticipation of providing this service the Village presented the county a transfer notice with respect to the service on Apnl 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 m the Miami Daily Busmess Review on June 29 30 and July 1 1995 A pre bid conference was held on July 8 1995 Six (6) proposals from pnvate 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 authonzed 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 The contract ends December 31 1999 The contract shall be automatically renewed for two (2) two year terms unless either party gives wntten notification objecting to the renewal Our program consists of collection and disposal of garbage yard waste and bulky waste items generated within the residential portion of the Village 213 SOLID WASTE AND RECYCLING COLLECTION AND DISPOSAL FUND FISCAL YEAR 1999 In addition our program collects and processes recyclables The county provides a home chemical collection program and a dead animal pick up 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 ASSIGNMENTS On January 6 1995 the Village was notified in a letter that Industrial Waste Services Inc was acquired by Browning Ferns 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 to Brownmg Ferns Industries of Florida, Inc A third assignment was authorized by Resolution 97-54 adopted October 28 1997 to BR Waste System of North America Inc CONTRACT EXTENSION 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 m a letter dated December 16 1944 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 mamtamed the Trash and Recyclmg 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 Budding 95 West McIntyre Street (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 (305 365 0978) 214 C I' Q C C 0 C C C C C C C C C C I r• 0000)20 SOLID WASTE AND RECYCLING COLLECTION AND DISPOSAL FUND FISCAL YEAR 1999 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 weekdays 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 The Village s solid waste collection contractor distributed an information pack detailing all the services to all single family homes m May of 1995 The transition of the services from the County to the Village contractor was accomplished with a minimum of 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 and disposal services Resolution 95 9 established the annual fee at $199 per year on April 11 1995 This is one of the lowest annual solid waste and recyclmg fees in the County The fee reduction translated into a $200 per year savings for Village residents Ordmance 96 3 adopted on Apnl 9 1996 established a 5% late fee 1/2% monthly interest charge and a lien fee of 10% if the bill is not paid Annual % Cumulative % Monthly Annual Increase Increase Increase 1 1995 $13 73 $164 76 — 2 1996 $13 91 $166 92 $0 18 1 31 $0 18 3 1997 $14 11 $169 32 $0 20 1 44 $0 38 4 1998 $14 25 $171 00 $0 14 0 99 $0 52 Revenue vs Expenditure Forecast (Assumes 3% COLA and 1,316 single family homes) Fiscal Year Per Home Per month 1998 $14 25 1999 $14 68 2000 $15 12 2001 $15 57 2002 $16 04 2003 $16 52 2004 $17 02 Contractual Services $225 036 00 $231 787 08 $238 740 69 $245 902 91 $253 280 00 $260,878 40 $268 704 75 3% COLA $6 751 08 $6 953 61 $7 162 22 $7 377 09 $7 598 40 $7,826 35 $8 061 14 MULTI -FAMILY AND COMMERCIAL SERVICE 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 pnonty goal of the Village Council 215 SOLID WASTE AND RECYCLING COLLECTION AND DISPOSAL FUND FISCAL YEAR 1999 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 m 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 The report was up dated 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 matenals The Village has the authonty 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 SERVICE CHANGE ADJUSTMENT The Village Council directed the Manager to investigate the cost of adjusting the present once a month bulky waste pick up service to once a week The company requested an increase of $77 36 per year or $6 53 per month or $247 08 annually At the February 10 1998 meeting the Council opted not to pursue the service adjustment at this time A second proposal was submitted by BR at the May 12 1998 Council Meeting reducmg the proposal to $233 per year from $247 The Council once again deferred action until the end of the contract in the year 1999 DEFINITIONS Garbage Every refuse accumulation of animal fruit vegetable or organic matter that attends the 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 gases or odors or which during or after decay may serve as breeding or feeding material for flies or other germ carrying insects Recycling Shall mean those matenals which are capable of being recycled 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) c) high density polyethylene terephthalate plastics (PET) (beverage containers only clean and dry with lids removed) d) clear glass (beverage and food contamers only clean and dry with lids removed) e) brown glass (beverage and food containers only clean and dry with lids removed) 0 green glass (beverage and food containers only clean and dry with lids removed) g) any other matenal agreed to by the Village Manager and B F I 216 C� C� Q C C C C C C C C Ce C C SOLID WASTE AND RECYCLING COLLECfTION FUND FISCAL YEAR 1999 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 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 ea, shall exceed 50 pounds m weight ` Bulk Trash Large items of various types which cannot be cut for placement in a garbage container or which exceeds the weight and/or size restrictions for yard trash Bulk trash shall be of a type as to be readily handled by the mechanical equipment of B F I and shall not exceed six (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 Batteries acceptable for Recyclmg must fit inside any plastic zip loc bag Only dry cell batteries Recycling mcludmg AA AAA C and D cells 9 volt batteries and button batteries are accepted Place bag on top of recycling bin for collection C Home Safe disposal of such home chemical wastes as oil based paint solvents and bug and weed Chemical killers is available through the Home Chemical Collection Program (HC2) administered Collection by Miami Dade County This program is by appointment only every Wednesday from 9 00 am to 3 00 p m For more information please call 594 1768 Special Residents who require a special pickup of yard trash or bulk trash (outside of and in addition Collection to the regularly scheduled pickups) may call Browning Ferns 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 pnor to actual collection, a BFI Supervisor will provide the resident with a written proposal for the cost of the Special Collection 217 SOLID WASTE AND RECYCLING COLLECTION AND DISPOSAL FUND FISCAL YEAR 1999 FUND DESCRIPTION The Fund is a self supplying enterpnse fund mtended to recover all contractual expenditures to provide residential refuse services REVENUES Fiscal Year 1995 covered a nine (9) month portion of the year from January 1 1995 through September 30 1995 Subsequent years include a twelve month period beginning October 1 through September 30 The $261 884 represents the total billed at $199 00 per smgle family home (1 316 single family homes) There has been no change for this fee 0 C C Q C C C C C C C C C C C C r EXPENDITURES The line item for administrative expenses covers administrative personnel costs billing and collection costs supply costs and uncollectible fees The remaining funds generated are utilized for public information matenal to our residents billing and collection of the invoices postage special collections, other miscellaneous administrative expenditures and uncollectible fees The line item for contractual services includes both the solid waste and recyclmg collection service and disposal 218 C C C C C C C C Q C C 0 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 The development is a mixed use project which will include a first-class luxury 264 room hotel and condominium hotel with 227 units two condominium towers containing 225 units one with 122 units and the other containing 103 units in each 14 story building The project also includes 57 single family residences The 44 acre site will feature lush landscaping and 1 250 feet of sandy beach The development offers a gated entrance state of the art security and pnvate key operated elevators The residences are designed m a variety of studio one two and three bedroom floor plans ranging in size from 480 to 1 932 square feet priced from $190 000 to the $700 000 s The Grand Bay will feature a variety of amenities including 20 000 square foot European style health spa, gourmet dining facilities full tennis center with 11 lit hydro clay courts and two heated pools Residents will be able to enjoy a variety of luxury services such as in room massages daily maid service valet parking and 24 hour room service More than 20 000 square feet of indoor meeting and banquet space will be available including a 7 500 square foot Grand Ballroom Construction to be completed on or before February 1 2001 Approval date is November 16 1997 Z 23 93 The following is a breakdown of the $1 117 713 impact fees paid by the developer Oc)fl000000c Rickenbacker Causeway Signage Marjorie Stoneman Douglas Nature Center Miami Dade County School Board $ 135 000 Park Improvements $ 500 000 $ 50 000 Fire Service $ 132 713 $ 300 000 • The Ocean Club of Key Biscayne The Ocean Club is the second DRI project within the Village This luxury condominium is being developed on a 52 acre oceanfront site This project includes six mid rise and five high rise towers containing 832 units All residents will have waterfront views Amenities will include 1 000 feet of beachfront 20 000 square foot beach club with health spa fine dining nine swimming pools a eight court tennis center with pm shop jogging trails covered parking a teen activity center and 24 hour security Unit sizes will range from 2 500 to 4 500 square feet and in price from $500 000 to over $3 6 million Developers of this project have donated a two acre oceanfront park and a 0 75 acre lake park to the Village of Key Biscayne for use by all its residents The following are the approval dates of the Ocean Club July 27 1995 (Resolution Z 09 95) July 27 1995 (Resolution Z 10 95) January 29 1996 (Resolution Z 03 96) Build out date is 2002 The following is a breakdown of the $9 548 023 impact fees paid by the developer Roadway Improvements $ 23 553 Monetary Fire Service Contribution $239 470 Bill Baggs Cape Florida State Rec Area $140 000 Variable Message Signage Contribution $ 65 000 Local Park $500 000 Monetary School Contributions $3 200 000 Village Beach Park (2 acres) Est $4 250 000 Village Lake Park (1 acre) Est $ 880 000 Beach Access Promenade $ 250 000 219 DEVELOPMENT OF REGIONAL IMPACT (DRI) PROJECTS � _ 'Fr 'S ��' .+. . ii T .azv-4'.., rs� ,,O���-s� (' �Y�''{�p a _ EA#, X+h(4J t & _ "y _ Lake Villa One 36 December 2001 Lake Villa Two 36 36 1997 36 Lake Villa Three 51 December 1998 Resort Villa One 46 30 June 1998 Resort Villa Two 46 46 November 1997 46 Lake Tower 66 July 2000 Club Tower One 92 December 1998 Club Tower Two 101 92 March May 1998 Club Tower Three 92 September 1999 Ocean Tower One 133 April 2001 Ocean Tower Two 133 March 2002 '^ Resort Hotel 450 July 2000 Condo 1 143 143 November 1996 May 1998 138 Condo 2 90 March 2000 Single Family 49 11 July 1998 September 1998 3"..m.. 'e`° k w'J�' .* '•tS'm A 1998 82 138 220 1999 290 16 306 2000 92 0 92 2001 66 578 644 2002 169 0 169 2003 133 0 133 girx'{' '� 220 ©000000000000 0 C C C C C C C C C C C C C C W IMPORTANT DATES FOR THE VILLAGE Incorporation November 6 1990 Yes= 1 653 No= 1 137 r r fl 0 �a rTh 0 0 A-. Charter Adoption June 18 1991 Yes= 1 124 No= 541 Date of First Council Election September 3 1991 First Council Meetmg September 23 1991 Ordinance 92 8 (Local Plannmg Agency) February 25 1992 Village Manager Hired March 2 1992 Beautification Program Initiated May 12 1992 Mission Statement Adopted June 6 1992 Ordinance 92 14 (Special Master) June 23 1992 Village Offices Dedicated June 25 1992 Recreation Department Operational July 20 1992 Pohce Chief Hired August 17 1992 HURRICANE ANDREW August 24 1992 Building Zomng and Planning Department Operational September 1 1992 Calusa Park Exchange Unofficially Given to Village October 20 1992 Ordmance 93 2 (FEMA Flood) January 5 1993 Village Government Recognized by ICMA January 28 1993 Police Department Operational March 1 1993 Resolution 93-08 (Opted out of Fire Distract) March 9 1993 Organizational Chart Adopted Apnl 27 1993 Fire Referendum April 27 1993 Yes= 752 No=1 313 221 IMPORTANT DATES FOR THE VILLAGE Fie 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) 200 Crandon Boulevard Demolished Ordinance No 94 6 (Master Plan Adopted) Emergency Complex Dedication Temporary Facilities Solid Waste & Recycling Collection Service Inception Village Green Dedicated Stormwater Sewer Construction Project Commenced Ocean Club Project Approved Ordinance 95 8 (Master Plan Final Adoption) Village Green Development Plan accepted Land Purchase Straw Ballot Community Center Village Offices Y= 706 N= 775 Y= 430 N= 938 Police/Fire Facilities Y= 584 N= 830 Sidewalk Construction Program initiated Fifth Year Anniversary Celebration of Incorporation Master Plan approved by State 222 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 13 1994 August 16 1994 November 30 1994 January 1 1995 Apn122 1995 June 19 1995 July 27 1995 September 12 1995 January 9 1996 March 12 1996 Apn129 1996 June 18 1996 October 20 1996 00000000000©©000000000 C �1lt C C C C C C C C C C IMPORTANT DATES FOR THE VILLAGE Charter Revision Committee appointed December 10 1996 Petitioner s Debt Cap Charter Amendment January 21 1997 Yes= 386 No= 646 Charter Election 24 Amendments approved June 10 1997 Long Range Beach Nourishment Plan Adopted October 28 1997 Ordinance 97 21 (Fire/ Police Retirement Plan) September 9 1997 Heritage Trail Dedication November 11 1997 r Sanitary Sewer Ballot February 24 1998 Yes= 173 No=199 Mayor Term Referendum June 30 1998 Yes= 286 No=646 C 223 VILLAGE OF KEY BISCAYNE The following actions were taken by the Village Council to adopt the 1999 budget RESOLUTION NO 98 32 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 1998 RESOLUTION NO 98-48 A RESOLUTION OF THE VILLAGE OF KEY BISCAYNE, FLORIDA, ADOPTING THE TENTATIVE MILLAGE RATE OF THE VILLAGE OF KEY BISCAYNE FOR THE FISCAL YEAR COMMENCING OCTOBER 1, 1998 THROUGH SEPTEMBER 30, 1999 PURSUANT TO FLORIDA STATUTE 200 065 (TRIM BILL), SETTING A DATE FOR A FINAL PUBLIC HEARING TO ADOPT THE MILLAGE RATE, PROVIDING FOR AN EFFECTIVE DATE PASSED AND ADOPTED on September 8 1998 ORDINANCE NO 98-6 AN ORDINANCE OF THE VILLAGE OF KEY BISCAYNE, FLORIDA, ADOPTING THE BUDGETS FOR THE FISCAL YEAR COMMENCING OCTOBER 1, 1998 THROUGH SEPTEMBER 30, 1999 PURSUANT TO FLORIDA STATUTE 200 065 (TRIM BILL), PROVIDING FOR AN EFFECTIVE DATE PASSED AND ADOPTED on the First Reading on September 8 1998 PASSED AND ADOPTED on the Second Reading on September 15 1998 224 ®®®®4®000000000©00000000 0 C IC C C C C C C C W C C BEACH NOURISHMENT ACTIVITIES FISCAL YEAR 1999 r ti 1 Beach preservation maintenance and dune vegetation have been short tern and long term goals of the Village Council smce mcorporation The beach was restored m 1987 at a cost of $2 7 million The funds were obtained from the following sources $1 million from the Federal Government $529 000 from the State of Flonda and $1 172 million from local sources of which $1 063 million came from eight of the 11 private beachfront property owners with the remammg $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 Flonda 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 bean seaward of the Erosion Control Line (ECL) In a May 28 1998 article Dr Stephen Leathermore is quoted naming our beach the seventh best in the country Since incorporation of the Village the following improvements have been accomplished r • Authorization by Village Council July 27 1993 of a three year beach maintenance contract executed August 2 1993 The contract was extended by Council until August 1998 at their Apnl 9 1996 meetmg and again for a five year penod at their May 12 1998 meetmg by Resolution 98 23 The beach is maintained five times per week by Universal Beach Service Corp • Adoption of Ordinance 94 4 June 14 1994 regulating boating along Key Biscayne shores Installation of six poles and 18 signs 300 feet off shore during February 1995 to designate No Boating along the Village beach r^ f"1 • Appointment by Village Council of Sandra Goldstem as Village Resource Volunteer by Resolution 94 48 on December 22 1994 • Construction of a complete functional dune system for beach stabilization and erosion reduction within the Village mcludmg five pubhc dune plantmgs since 1995 Significant activities include ^ the January 23 1995 Metro Dade County Department of Environmental Resources Management ,a, (DERM) and Flonda Department of Environmental Protection (DEP) Dune Vegetation Project totaling $48 000 for the mstallation of seven native dune plants the Apnl 13 1996 Beach Awareness Day and planting sponsored by the Village DERM and Grand Bay Resort and Residences September and November 1996 Eagle Scout Projects involvmg exotic species and 0 weed eradication and revegetation Village partnership with the Sands Condominium in its first r'f public/pnvate dune creation June 28 1997 planting 2000 sea oats as the first line of defense for a more complex biodiverse dune system and an island wide dune plantmg event, October 4 1997 involving 300 volunteers co sponsored by the Chamber of Commerce and the Lipton e Championships supported by RSMAS Grand Bay DERM the Village and several ocean \Y condominiums • Creation of the annual University of Miami Rosenstiel School of Marine and Atmosphenc Science (RSMAS) Village Beach Preservation Internship Program through the efforts of RSMAS the 225 BEACH NOURISHMENT ACTIVITIES FISCAL YEAR 1999 Village and the Rotary Club of Key Biscayne December 27 1995 • Removal of derelict groin structures from in front of the Ocean Club property by Metro Dade County February 1996 Creation of the Village Beach Resource and Management (BRM) Task Force Chaired by Village Resource Volunteer Sandra Goldstein, June 25 1996 The Task Force has held subsequent semi monthly or monthly meetings over the last two years concentrating on accomplishmg the proposed beach nourishment projects as well as other pertinent beach and coastal zone issues Appointment by Village Council of Task Force Member and National Oceanic and Atmosphenc Administration (NOAA) Meteorologist and Humcane Specialist Sam Houston, as Village Beach Resource Volunteer by a motion on July 9, 1996 Establishment of a Beach Preservation reserve fund October 1 1996 contammg $270 000 by September 30 1998 and planned annual contributions totaling $915 000 by September 30 2002 • Creation of Key Biscayne Beach Preservation informational brochure Apnl 22 1997 • Presentation of the Long Range Beach Nourishment Plan authorized November 14 1996 by Resolution 96 36, to Council on August 26 1997 with a televised workshop held September 16 1997 Village Council adopted the Long Range Beach Nourishment Plan prepared by Coastal Systems International Inc outlmmg beach preservation needs for the next five 10 and 50 years October 28 1997 by Resolution 97 55 • Coordination since June 26 1996 with Miami Dade County Department of Environmental Resources Management (DERM) as a sponsor in all beach preservation efforts • Appointment of pro bono lobbyist L Grant Peeples February 10 1998 who successfully secured $1 189 million in beach nourishment funding from the State and assisted in establishing a dedicated source of State funding in the annual amount of $30 million • Completion of the Short Term Beach Nourishment Project February 27 1998 utilizing 10 000 cubic yards of Cape Florida Wetland Restoration sand financially supported by the Ocean Club of Key Biscayne in cooperation with the State County and the Village • Completion of the Storm Preparation and Recovery Plan for the Village of Key Biscayne Beaches complimentary to the Village Hurricane Plan • Preparation for the 1999 fill Village Beach Nourishment consisting of 120 000 cubic yards of sand *The Beach Resource and Management (BRM) Task Force is an advisory group to the Village Council and Village Manager for beach preservation 226 0000000000©000000©000 II C C C C C W C DADE COUNTY CITIZEN SURVEY AND INSURANCE SERVICES OFFICE RATING NATIONAL FLOOD INSURANCE PROGRAM F - 0900()C) In 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 then 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 plannmg and zoning The comparison involved a total of eleven municipalities m Dade County (mcludmg the Village of Key Biscayne) four areas of Dade County currently attempting to mcorporate and the remaining area of unincorporated Dade County 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 For further information on the Dade County Citizen Survey contact Dr Hugh Gladwm 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 OI!'J410E 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 mdicatmg 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 m 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 Apphcation 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 premium reductions for residents in excess of 10% 227 • VOTER DISTRICTS (PRECINCTS) VOTER PRP`C T BREAKDOWN Democrat Republican Minor Party No Party Total Registered Precinct Poll Location 049 Key Biscayne Presbyterian Church 050 Key Biscayne Presbytenan Church 051 Key Biscayne Community School FISCAL YEAR 1999 326 666 16 249 1 257 348 621 8 241 1 218 500 916 14 281 1 711 Total 1 174 2 203 38 771 4 186 0000000000000 u! 111 i. ill 228 VILLAGE OF KEY BISCAYNE LOCAL ELECTED OFFICIALS ELECTED COUNTY OFFICIALS I Miami Dade Mayor The Honorable Alexander Penelas Stephen P Clark Center 111 Northwest First Street Suite 2910 Miami, Florida 33128 Tel 375 5071 Fax 375 3618 www metro-dade corn II County Commissioner (District Seven) )2009020: The Honorable Jimmy Morales Genaro Chip Iglesias Chief Administrative Aide Metropolitan Dade County Board of County Commissioners District 7 111 Northwest I Street Suite 220 Miami Flonda 33128 1963 Tel (305) 375 5680 Fax (305) 372 6103 III Miami- Dade County School Board (District Six) The Honorable Manty Sabates Morse Antonio Cotarelo Administrative Assistant Mercy Mrnagom Secretary 1450 N E Second Avenue Suite 202 Miami FL 33132 Tel (305) 995 1334 Fax (305) 995 1572 District Office 2000 Southwest 27 Avenue Suite 102 Miami Florida 33145 Tel (305) 529-0599 Fax (305) 529 1188 E Mail cmor@co miami dade fl us Team Metro Office Suzanne Sahchs Regional Coordinator Kendall office Kendall Town & Country 11820 Sherri Lane Miami Florida 33183 Tel (305) 270-4979 HTTP //itd metro co dade fl us ELECTED STATE OFFICIALS IV 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 229 C VILLAGE OF KEY BISCAYNE Aides Tallahassee Office 246 Senate Office Building 404 South Monroe Street Tallahassee Florida 32399-1100 Tel (850) 487 5121 Fax. (850)921 7546 LOCAL ELEC 1ED OFFICIALS V Senate (District 38) The Honorable Ronald Silver (D) Sharon James Rana Magdaleno & Barbara Merman Miami Office 2999 N E 191st Street, Suite 901 Aventura, Florida 33180 3123 Tel. (305) 936 8858 Fax (305) 919 1832 VI House of Representatives (District 107) VACANCY 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 E Mail bobgraham@graham senate goy District Representative Ellen Roth District Director 44 W Flagler Street, Ste 1715 Miami Florida 33130 Tel (305) 536 7293 Fax (305) 536 6949 VIII The Honorable Connie Mack (R) Washington Aide & Address John Reich Administrative Assistant 517 Hart Senate Office Bmldmg Washington D C 20510 Tel (202) 224 5274 Fax (202) 224 8022 E Mal connie @mack senate gov Miami Aide & Address Elizabeth Nodal 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 230 0 0 000000000000000 m1 w C C d C fa 637 te- - 1 r (E 02030 VILLAGE OF KEY BISCAYNE LOCAL ELECTED OFFICIALS DC United States House of Representatives (District 18) The Honorable Ileana Ros-Lehtmen (R) Washington Aide & Address Arturo A Estopman Chief of Staff 2440 Rayburn Building Washmgton D C 20515 0918 Tel (202) 225 3931 Fax (202) 225 5620 Miami Aide & Address Debra Musgrove District Director 9210 S W 72nd Street Suite 100 Miami Flonda 33173 Tel (305) 275 1800 Fax (305) 275 1801 MISSION STATEMENT TO PROVIDE A SAFE, QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 231 od©dO©© ©©OOOO®®O,ed® ®®®0000UUgkwuwhoVVsw " FINANCIAL TERMS 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 financial 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 r 0 ory)opo\-)anonoo\ Accountability The state of bemg obligated to explain actions to justify what was done Accountability requires the justification for the raismg of public resources and the purposes for which they are used Accounting System The total structure of records and procedures which discover record, classify summanze 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 ordmance 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 mcur obligations Appraise To estimate the value particularly the value of property Appropriation The authorization by the governing body to make payments or mcur obligations for specific purposes Appropriated Fund Balance The amount of surplus funds available to finance operations of that fund in a subsequent year or years 232 C FINANCIAL TERMS 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 m terms of cost or some other value Probable future economic benefits obtamed or controlled by the government as a result past transactions or events 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) Beach Nourishment. The maintenance of a restored beach by the replacement of sand 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 used to finance capital expenditures Bonded Indebtedness Outstanding debt by issue of bonds which is repaid by ad valorem or other revenue 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, 233 0000000000©©©00 FINANCIAL TERMS usually one year Budgetary Basis This refers to the basis of accountmg used to estimate financing sources and uses in the budget This generally takes one of three forms GAAP cash or modified accrual CCCDC000CCCCCO OC Budget Calendar The schedule of key dates which the Village follows m the preparation and adoption of the budget Budget Document (Program and Financial Plan) The official wntten 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 wntten by the Village Manager to the Village Council The message provides the Village Council and the public with a general summary of the most important aspects of the budget Budget Ordinance The schedule of revenues and expenditures for the upcoming fiscal year which is adopted by the Village Council each year Budget Process The process of translating planning and programmmg decisions mto specific financial plans C 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 m the operatmg budget each year for capital expenditures Capital Protect 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 Protects 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 financmg them 234 0 0 FINANCIAL TERMS Cash Basis The accountmg 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 -team investments of idle cash Certioran 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 mcrease m the cost of living (i e economic inflation) Consolidated Budget The consolidated budget section contains a summary of all Village funds and all revenues and expenditures 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 mamtenance 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 Miami Dade County is the regional government for all residents of the county As the area wide government the county has the responsibility to provide certain services to all residents The countywide services mclude public health care (Jackson Memorial Hospital) sheriff jails, courts mass transportation (Metrorail) environmental protection certam 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 Emergency Management, Trauma Coordination, and Air Rescue are part of the Metro Dade Fire Department but are classified as county wide services and therefore are in the county wide budget not in the Fire Rescue District budget All of these services are provided for all residents (and visitors) in the county regardless of where they live 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 235 0 0 0 0 0 0 0 0 0 0 a 0 Q C C C C C C C C C C C C C: 0 0 0 0 0 0 FINANCIAL TERMS 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 pnncipal 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 administrative division of the Village which mdicates 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 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 Secunty and the deferred compensation medical legal disability and life msurance plans Encumbrance Commitments of funds for contracts and services to be performed When encumbrances are recorded available appropriations are correspondmgly 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 pnvate enterprises The mtent is that the expense of providing services to the public on a continuing basis (including depreciation) be financed or recovered pnmanly through user fees Equity Balance remammg 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 availabihty of cash Estimated Revenues Projections of funds to be received during the fiscal year 236 LI FINANCIAL TERMS Expenditure An expenditure is an outlay of money It includes the cost of goods delivered or services provided, including operatmg expenses capital outlays and debt service Includes such things as paying salanes of police fire and others purchasing materials electricity water and gas and makmg long term debt payments F Final Budget Term used to descnbe revenues and expenditures for the upcoming year beginning October 1st, and ending September 30th, as adopted by the Village Council Financial Policy A government s policies with respect to revenues spending and debt management as these relate to government services programs and capital 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 Financial Terms A glossary of specialized financial terms 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 pnvilege granted by a government permitting the contmumg use of public property such as city streets and usually involving the elements of monopoly and regulation Franchise Fees Fees levied by the Village in return for grantmg a privilege which permits the continual use of public property such as city streets and usually involves the elements of monopoly and regulation Full Faith and Credit A pledge of government s taxing power to repay debt obligations 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 Stonnwater Utility Fund Fund Balance The excess of entity s assets over liabilities for a fund A negative fund balance is sometimes called a deficit 237 0 a 0 0 0 a 0 0 0 0 0 0 0 0 0 0 a a C a C C C C C C C C C C C C FINANCIAL TERMS r ca C K r 0 0 0 G GAAP Generally Accepted Accountmg Pnnciples Uniform minimum standards for financial accounting and recording encompassing the conventions rules and procedures that define accepted accounting pnnciples The pnmary authoritative body on the application of GAAP to state and local governments is the Governmental Accounting Standards Board (GASB) General Fund The fund that is available for any legal authonzed purpose and which is therefore used to account for all revenues and all activities except those required to be accounted for 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 Obl:Ration 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 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 Obtecttves 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 penod Grant A contnbution by one governmental or other organizational unit to another The contnbution 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 m 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) 238 FINANCIAL TERMS Inter -fund Transfer Equity funds transferred from one fund to another Intergovernmental Revenue Funds received from federal state and other local governmental sources in the form of shared revenues ISO Insurance Services Office/Commercial Risk Service An msurance rating system used to rate the cost of insurance for property owners The lower a districts rating the lower the cost of insurance Village rating is a three 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 mclude encumbrances Lane 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 Management Plan The strategic planning items that summarizes and articulates the Goals and Objectives for each department Mallage 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 The millage rate is a rate of taxation ultimately adopted by the Village Council Mill of Tax A mill is a rate of tax equal to $1 for each $1 000 of assessed property value If a house has a taxable value of $50,000 and the millage rate is 1 then $50 m taxes are assessed and if the millage rate is 10 then $500 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 penod or soon enough thereafter to be used to pay liabilities of the current period and expenditures are recognized when the related liability is incurred 239 eo0000©©©©©©0C 0 C C C C C Q C C C C C C 0 FINANCIAL TERMS N Non Departmental Appropriations (Expenditures) The costs of government services or operations which are not directly attnbutable to Village Departments O Obechve 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 msurance rentals utilities postage advertismg prmtmg maintenance 500 Supplies Publications Dues & subscnptions 600 Capital outlay (land buildmgs improvements equipment construction m 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 outlmes proposed expenditures for the coming fiscal year and estimates the revenues which will be used to fmance 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 clay services Ordinance A formal legislative enactment by the Village Council A law OSHA Occupation Safety & Health Admmistration P Personnel Services Expenditures for salaries wages and related employee benefits Pohcv A plan course of action or guiding principle designed to set parameters for decisions and actions 240 r, FINANCIAL TERMS Productivity A measure of the service output of Village programs compared to the per unit of resource input invested Programs and Obiectives 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 assessed value of the real property It is also called an ad valorem tax The tax is determined by multiplying the taxable value of the property by the nnllage 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 1000 and multiplying it by the millage rate (3 606) the 1999 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 Resolution A special or temporary order of a legislative body requiring less formality than an ordinance or statute 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 finance expenditures Risk Management The identification and control of risk and liabilities incurred by a local government to conserve resources from accidental loss Rolled Back 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 nullage rate level for no tax increase 241 000000000000000000000 C C C C= C C C C C E C C C C C E C C FINANCIAL TERMS S Service An activity that produces an output that is not physical in nature and produces an output that, when provided, provides utility to the customer m the form of intangible benefits Servace 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 accountmg is generally discouraged because it creates a potential for misleading inference Undesignated fund balance is used instead The concept of net worth m commercial accounting is comparable to fund balance m government accounting That portion of the fund balance which is not reserved for specific purposes or obligations is called the undesignated fund balance it is the true surplus T 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 showmg the amount of taxes imposed against each taxable property flame Limit The maximum rate at which the Village may levy a tax which for Flonda municipalities is 10 mills or $10 per thousand dollars of assessed value 0 r 4. Transfers Amounts transferred from one fund to fmance activities m another fund. TRIM Truth m mrllage (section 200 065 Florida Statute) Trust Fund A fund used to account for assets held by the City m a trustee capacity for individuals other governments or other funds 242 0 FINANCIAL TERMS U Undesawnated Fund Balance That portion of the fund balance available for use m subsequent budgets The term is preferable over the commonly used and ill defined surplus User Fee Charges for specific services provided only to those paying such charges Examples would be stormwater utility and refuse collection disposal and recycling fees Unlit', Taxes Municipal charges levied by the Village on every purchase of a public service withm its corporate limits Public service includes electncity gas fuel oil water and telecommunications service V Value Worth of a product or service related to the use to which it can be put reflection of the cost of a product or service measured in terms of labor time absorbed 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 hes outside the range of planning It descnbes an orgamzation 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 243 000000000000000 Cif C1 C� C� C� C C a a a C 4t C C t C C t VILLAGE OF KEY BISCAYNE, FLORIDA f r" K P I K 0 C r C C f_ C C C C C C The Fiscal Year 1999 Key Biscayne Budget compiles financial and service delivery data m a single source document for easy reference This guide explains the budget format and will assist in locatmg mformation which may be of particular mterest. The 1999 budget is intended to serve four purposes As a policy document, the Budget mdicates what services the Village will provide during the twelve month period begummg October 1 1998 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 1998 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 mdicated monitored and completed for the forthcoming fiscal year All Village funds are described in detail m their respective sections As an operations 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 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 hi addition there is discussion of the Village accounting structure and budget policies This section includes projections of the Villages financial condition as of September 30 1998 and comparison of financial activity over a four year period (Fiscal Year 1996 Fiscal Year 1997 Fiscal Year 1998 and Adopted Fiscal Year 1999) The budget document includes an appropriation from the General Fund to the Capital Improvement Fund GUIDE FOR READERS The Budget is designed to be user friendly with summary mformation m text, charts tables and graphs A glossary of budget terms is included for your reference In addition to this reader's guide the table of contents provides a listing m the order of the sections in this document The appendix section includes miscellaneous mformation 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 1997 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 GOVERNMENT FINANCE OFFICERS ASSOCIATION Distinguished Budget Presentation Award PRESENTED TO V It ge of K y B cayn Fl d An Outstand ng P Icy Doc m t, and Comm it n De CO Rr/�4o�N .�� yd GEC Fo the Fee flea Begi g Oct ben 1 1997 O©©8©©© ©O©©©© OO©©©©®©QQ®QVEDW69ucowwwwwwwwcoUvw