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HomeMy Public PortalAbout2000 Adopted Budget.tifVILLAGE OF KEY BISCAYNE FLORIDA 0000 r kan A'^1 r^ 0 0 ADOPTED FISCAL YEAR 2000 ANNUAL OPERATING AND CAPITAL BUDGET Fast Pnntmg August 31 1999 Final Printing December 15 1999 MISSION STATEMENT TO PROVIDE A SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT Villag Coun 1 J I Rase Mayor Marsha Fdez Le n Brou k V e May Scott Bass Alan H Fein Mortim Fried Greg ryC Hn Robert Oldalcowski VI/age Ma ager C Samuel Kissinge Office of the Village Manager December 15 1999 The Honorable Mayor and Members of the Village Council Village of Key Biscayne Key Biscayne Florida 33149 RE 2000 Budget Transmittal Letter Dear Mayor and Members of the Village Council On August 31 1999 the 1999 proposed budget of $12 808 865 was submitted to the Council of the Village of Key Biscayne Two public hearings were held on September 9th and September 21st The Council approved the $12 808 865 General Fund budget on September 21 1999 All other fund budgets were adopted as submitted Enclosed is the budget that was submitted to the Village Council with changes to several sections such as the summary chart showing all of the budget adoption modifications budget message clarifications and other refinements Thank you Very truly yours {/lQ� C Samuel Kiss"Inger Village Manager CSK/adv 85 West McIntyre Street Key Biscayne Florida 33149 (305) 365 5514 Fax (305) 365-8936 MISSION STATEMENT TO PROVIDE A SAFE QUALITY COMMUNITY ENVIRONMENT OR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT a Q a d a v Q C a C Q Q r � r" r C IC' 7 C r�^ Wa C C., C C C IC C PROPOSED BUDGET VS ADOPl'JD BUDGET FISCAL YEAR 2000 REVENUES nager's Pri Budget Connell Adopted Budget erence Ad Valorem Franduse Fees Utility Taxes Licenses & Permits State Shared Revenues Charges for Services Interest Grants & Donations Prior Year Fund Balance - $7 677 766 $7 677 766 0 843 425 843 425 0 1 700 000 1 700 000 0 531 304 531 304 0 900 000 900 000 0 103 020 103 020 494 600 494 600 118 750 118 750 440 000 440 000 0 0 0 0 Total 12,808 865 $12 808 865 - n jt EXPENDITURES Village Council Administration Village Clerk Village Attorney Non Departmental Debt Service Building Zoning & Planning Police Fire Rescue Public Worts Recreation Capital Outlay Total Iikax_re r sTroposed Cotmarit-c c*S Buffet er�nce $ 26 500 $26 500 0 497 245 519 842 22 597 168 028 175 233 7 205 213 000 213 000 0 832 000 842 750 10 750 1 538 626 1 538 626 0 1 240 285 1 232 662 < 7 623> 3 055 656 3 039 288 <16 368> 3 233 180 3 221929 <11 251> 591 178 588 739 < 2 439> 401 860 399 000 < 2 860> 1 011 307 1 011 296 < 11> 2 $08 865- 12 808 865 0 n VILLAGE OF KEY BISCAYNE, FLORIDA The following information might be helpful to the reader in finding information m the budget document of the 2000 programs services and financial information The Fiscal Year 2000 Key Biscayne Budget compiles financial and service delivery data in a smgle source document for easy reference This guide explains the budget format and will assist in locating information which may be of particular interest The 2000 budget is intended to serve four purposes As a policy document, the Budget indicates what services the Village will provide during the twelve month period beginning October 1 1999 and reasons for these services The Budget Message summarizes the programs the Village will undertake and how the Budget will address them It also outhnes accomplishments for Fiscal Year 1999 On a more detailed level the Department Budget sections describes the accomplishments for the current fiscal year It provide goals and objectives for each organizational unit in the Village as well as the performance measures upon which programs will be indicated monitored and completed for the forthcoming fiscal year All Village funds are described in detail in their respective sections 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 outhnes the cost of Village service and how they will be funded The Revenues and Expenditures Section provides an overview of the Budget including major revenue and expenditure breakdowns and categories for the General Fund Capital Improvement Fund Stormwater Utility Fund and the Solid Waste Fund In addition there is discussion of the Village accounting structure and budget policies This section mcludes projections of the Villages financial condition as of September 30 1999 and comparison of financial activity over a four year period (Fiscal Year 1997 Fiscal Year 1998 Fiscal Year 1999 and Adopted Fiscal Year 2000) 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 information in text charts tables and graphs A glossary of financial budget terms is included for your reference In addition to this readers guide the table of contents provides a listing in the order of the sections in this document The appendix section includes miscellaneous information relevant to the Village Should you have a questions about the Village budget that this document does not answer please feel free to call the Department of Finance at (305) 365 8903 An Executive Summary is available from the Office of the Village Clerk, 85 W McIntyre Street Key Biscayne Florida 33149 0000000000000000000000000000000000000 The Government Finance Officers Association of the United States and Canada (GFOA) presented a Distinguished Budget Presentation Award to the Village of Key Biscayne for as Annual budget for the fiscal year beginning October 1 1998 The Village has received this award since 1993 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 as eligibility for another award A GOVERNMENT FINANCE OFFICERS ASSOCIATION Distinguished Budget Presentation Award PRESENTED TO Village of Key Biscayne Florida An Outstanding Policy Document Communications Device F nth Fis IY B gn g Oct bent 1998 3 e�/ resaem /gat C C C C r C C C C C C C C C C C C vin C a C C C a a C a C: C C C C C C� CON I ENTS FISCAL YEAR 2000 BUDGET r Fa* r r r•� c PAGE TITLE DESCRIPTION INTRODUCH'HON 1 2 Village Government Listing of Officials and Administration 3 Independent Consultants Listing of Independent Consultants 4 Mission Statements Village Mission Statement 5 Organizational Chart Flowchart Departmental Breakdown 6 8 Authonzed Full Time Positions Departmental Breakdown 9 10 About the Key General Information 11 Annual Budget Procedures Narrative Overview of Budget Procedures 12 13 Fund Structure Narrative and Chart of Fund Structure 14 1999 Budget Schedule Budget Schedule BUDGET MESSAGE 15 23 Budget Message Narrative Overview of the FY 2000 Budget 24 29 Exhibit One 1999 Highlights 30 37 Exhibit Two 2000 Forecast 38 42 Exhibit Three Village Civic Center Narrative 43 45 Exhibit Four Charts deprictmg General Fund Projections and property valuation GOALS & OBJECTIVES 46 .53 Council Goals & Objectives Narrative Overview of Goals & Objectives FINANCIAL POLICY 54 56 Financial Policy Narrative Summanzmg Financial Policy 57 Taxation Ordinance Ordinance Summary CONSOLIDATEDsBUDGET 58 59 Consolidated Budget Summary Summary of FY 1994 2000 All Funds 60 64 Fund Types Changes in Fund Balance 3 year comparison GENERAL FUND 65 66 General Fund Schedule of General Fund 67 1999 Estimated Property Taxes Chart of Estimated Property Taxes 68 Property Taxes Chart depicting 1993 2000 values 69 Appraised Value of Real Prop Chart of Appraised Value of Real Property 70 Property Taxes Companson of Property Tax & Millage 71 Certification of Taxable Value Setting Proposed Mill Rate REVENUES 73 General Fund Revenues Chart Comparing Budget Revenues 73 74 Revenue Budget Detail Chart of Revenues 75 76 General Fund Revenues Detail of General Fund Revenues 77 84 Revenue Projection Rationale Budget Revenue Schedule 1993 2000 — EXPENDITURES 85 Expenditures Chart of Expenditures 86 88 Gen Fund Budget Companson Narrative & Charts of Expenditures 0 CONTENTS FISCAL YEAR 2000 BUDGET 89 91 Village Council Description and Budget 92 105 Administration Description and Budget 106 109 Office of Village Clerk Description and Budget 110 113 Office of Village Attorney Description and Budget 114 Non Departmental Description and Budget 115 119 Debt Service Description and Budget 120 135 Building Zoning & Planning Description and Budget 136 151 Police Description and Budget 152 165 Fire Rescue Description and Budget 166 176 Pubhc Works Description and Budget 177 186 Recreation Description and Budget 187 188 Capital Outlay Description and Budget, im, i � r '" § �", t '� �i i �� �MENiT F[31�7D 189 201 Capital Improvement Fund Narrative Description 202 Sanitary Sewer Zones Map of Zones 203 Street Light Improvements Map of Zones 204 Map of DevelopmentfFacilthes Locations 205 208 Stormwater Utility Fund Description and Budget 209 Stormwater Utility System Map of Stormwater System 210 213 Stormwater Fund Exhibits Tables of Payment Schedule and Fee Collection 214 216 Solid Waste Fund Description and Budget 1 ''' 1E R,T1vIPOVd� - 217 229 Sanitary Sewer Fund Description and Budget 230 Sanitary Sewer System Map of Sanitary Sewer Zones 231 236 Sanitary Sewer Exhibits Tables of Payment Schedule and Fee Collection itP ,14g k C ✓. ,P 237 238 DRI Projects Description and Amounts 239 241 Important Dates for the Village List of Dates 242 Resolutions & Ordinances Resolutions & Ordinances 243 246 Beach Maintenance & Nourishment Narrative Beach Maintenance & Nourishment 247 248 Hurricane Preparedness and Recovery Narrative on Hurricane Preparedness 249 Voter Districts Map and Chart of Voter Districts 250 252 Elected Officials List of Elected Officials a ] CiA 253 264 Glossary Narrative Description of Definitions ��abis ,T YK °b� vii. 5.`Y 1$vx Back Cover Map of Dade County Map of Dade County Map of Key Biscayne Map of Key Biscayne a a a a a C a 0 a a C C a a a C C a a C C C a a C a a C C k.Cnp C Q 1 r r I, I0 0 0 1 d C 0 L^ l y 0 0 LC 0 ,t. 0 C C VILLAGE OF KEY BISCAYNE, FLORIDA FISCAL YEAR 2000 Village Council Joe I Rasco, Mayor (Tenn Expires 11/14/2000) Gregory C Han Vice Mayor (Term Expires 11/14/2000) Scott Bass, (Term Expires 11/12/2002) Martha Fdez-Leon Broucek (Term Expires 11/14/2000) Alan H Fein (Term Expires 11/12/2002) Mortimer Fried (Term Expires 11/14/2000) Robert Oldakowski (Tenn Expires 11/12/2002) Administrative Officials C Samuel Kissinger Village Manager Concluta H Alvarez CMC Village Clerk Weiss Serota Helfman Pastonza & Guedes P A Village Attorney Council -Manager Formaof Government 'Jncor orated on'June1F8,1991 - MISSION STATEMENT TO PROVIDE A SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 1 VILLAGE OF KEY BISCAYNE, FLORIDA FISCAL YEAR 2000 The Administrative Team Jud Kurlancheek AICP Director Eugenio Santiago 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 Mr James P Ward Moyer & Associates/Severn Trent Environmental Services Inc Finance Department Armando Nunez Public Works Supervisor Public Works Department Todd A Hofferberth Director Michael Bam Spon Coordinator Recreation Department Village Council Appointments Special Masters Dennis M 0 Hara (Term Expires on 7/20/2000) Rosemary Sala (Term Expires on 7/20/2000) Special Council Appointees Dr Steven A Simon Playing Fields Liaison (March 11 1998) Government Relations Pinsky Mitchell Partners Mr Richard Pinsky Fire/Police Retirement Board of Trustees (Two Year Terms) Barclay E Cale Chair (September 9 2001) Michael Haring Secretary (September 9 2001) Nicholas Ismailoff (September 9 2001) Servando Parapar (September 9 2001) Sandra L Winters (September 9 2001) MISSION STATEMENT TO PROVIDE A SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIEI E GOVERNMENT 2 C C C C C C C C C C C C. C C C C C C C C C C C C C C Crw C C C C C C a a C C CB C3 C 0 r C r^• C 'C C C C C C C VILLAGE OF KEY BISCAYNE FISCAL YEAR 2000 INDEPENDENT CONSULTANTS Independent Auditor Rachhn Cohen & Holtz Certified Public Accountants & Consultants One Southeast 3rd Avenue Tenth Floor Miami Florida 33131 Bond Counsel Jeffrey D DeCarlo Esquire Adomo & Zeder P A 2601 South Bayshore Drive Suite 1600 Miami Florida 33133 Financial Advisor James P Ward Moyer & Associates/Severn Trent Environmental Services Inc 210 N Umversity Drive Suite 301 Coral Springs FL 33071 Village Landscape Architects William A 0 Leary FASLA President 0 Leary Design Associates P A 8525 Southwest 92nd Street C11 Miami Florida 33156 A Gail B Pettey ASLA President A Gail Boorman & Associates 849 Seventh Avenue Suite 204 Naples Florida 33940 Traffic Engineers Glattmg Jackson Kercher Anglin Lopez & Rinehart 33 East Pine Street Orlando Honda 32801 Tipton Associates Incorporated 760 Maguire Boulevard Orlando Florida 32803 3 General Architectural OBM Miami Inc 2600 Douglas Road Suite 510 Coral Gables FL 33134 Portuondo Perrotti Architects 4102 Laguna Street Coral Gables Fl 33146 Robert Currie Partnership 134 N E 1st Avenue Delray Beach Florida 33414 Engineering Services Coastal Systems International Inc 464 South Dixie Highway Coral Gables Flonda 33146 Corzo Castello. Carballo Thompson Salmi' PA 901 Ponce de Leon Boulevard Suite 900 Coral Gables Honda 33134 Craig A Smith & Associates 1000 West McNab Road Pompano Beach Florida 33069 EAS Engineering Inc 55 Almeria Avenue Coral Gables FL 33134 Edward E Clark Engineers Scientists Inc 7270 N W 12th Street Suite 740 Miami Florida 33126 Post Buckley Schuh & Jenugan Inc 2001 N W 107th Avenue Miami Florida 33172 Williams Hatfield & Stoner Inc 4601 Ponce de Leon Boulevard Suite 220 Coral Gables Florida 33146 VILLAGE OF KEY BISCAYNE, FLORIDA VILLAGE MISSION STATEMENT "TO PROVIDE A SAFE, QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT." 4 c C C C C c C C c c C C C c a a a a a a a C a C C a C 0 0 a C VILLAGE OF KEY BISCAYNE, FLORIDA r—� C Village Clerk (1 5) 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 appoints the five department heads VOTERS OF KEY BISCAYNE VILLAGE COUNCIL (7) Local Planning Agency Special Master (2) VILLAGE MANAGER (2) Assistant to the Manager (1) VII age Attorney Police/ Fire Retirement Board (5) DEPARTMENT OF BUILDING ZONING AND PLANNING (15 5) Building Zoning 1 Planning Code As tnnrr DEPARTMENT OF EMERGENCY SERVICES (73) Fire Rescue Police DEPARTMENT OF RECREATION (2 5) Adopted by Ordinance 93 6 on Apn127 1993 Amended by Ordinance 93 20 on November 23 1993 Amended by Ordinance 95 2 on February 13 1995 -) Special Events] Sports and Athletics ograms and Tours DEPARTMENT OF PUBLIC WORKS (3) - I Village Engineer - I Contract Supervisor Stormwater Management Refuse Collection and Recycling Maintenance DEPARTMENT OF FLNANCE AND ADMINISTRATIVE SERVICES (2 5) Finance/ Accounting Personnel Benefits Risk anageinent MISSION STATEMENT ID PROVIDE SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 5 AUTHORIZED POSITIONS FISCAL YEARS 1995 2000 The Chart below shows the distribution of authorized General Fund full and part time positions by departments for the twelve month period for the years 1995 through 2000 The number of full and part time employees for Fiscal Year 2000 is 101 an increase of 6 employees over 1999 The increase occurred in the Building Department due to the full time status of the part time Inspectors needed to handle the Increase development Authorized Positions Fiscal Years 1995 1996 1997 1998 1999 2000 Cboo l EI ¢,. Village Manager 1 1 1 1 1 1 Assistant to the Manager 0 0 1 1 1 1 Adtniinstrative Assistant 1 1 0 1 1 1 Receptionist/Switchboard 1 1 1 1 1 0 Total Village Manager s Office 3 3 3 4 4 3 e Director 1 1 1 1 1 1 Assistant Part Time 0 5 0 5 0 5 0 5 0 0 5 Finance Assistant 0 0 5 0 5 0 5 1 1 Total Finance Department 15 2 2 2 2 2 5 Village Clerk 1 1 1 1 1 1 Staff Assistant Part Time 0 5 0 5 0 5 0 5 0 5 0 5 Total Village Clerks Office 15 15 15 15 15 1.5 g� � Director 1 1 1 1 1 1 Administrative Assistant 1 1 1 1 1 1 Building Official/Structural Engineer 0 1 1 1 1 1 Planner 1 1 1 1 1 1 Plan Reviewer 0 0 0 0 0 1 Chief Building Inspector 0 0 0 0 0 1 Chief Electrical Inspector 0 0 0 0 0 1 Chief Plumbing Inspector 0 0 0 0 0 1 Chief Mechanical Inspector 0 0 0 0 0 1 C C C C C C C C C C C C C C C C: C a C C a C Cr C C C C C C: C C a a a a C C� C 6 f' C' o C C C C r-`. I ft C"'.' lc AUTHORIZED POSITIONS FISCAL YEARS 1995 2000 It - -_aY s q ''t An B dmg,ron nn & PldmiuigDep"ar Iat- ° a'ru ma y,' 993* -f - ser 7 =)•L_ 1995"'1" fr" b'997'� 'The '998- -1 1999 '_ _2000 Building Inspector 0 0 0 0 0 1 Commumty Assistant 0 0 0 0 1 1 Code Enforcement 1 1 1 1 1 1 Permit Clerk 1 1 1 1 1 1 Permit Clerk Assistant 0 0 0 0 1 1 Building Assistant 0 0 0 0 0 5 0 Inspectors Part Time 0 2 2 2 2 5 3 Receptiomst 0 0 0 0 0 1 Total Building Zoning & Planning 5 8 8 8 11 15 5 Economic Development Department ,„, _ y _ Director 1 0 0 0 0 0 Total Development Department 1 0 0 0 0 0 Police Department_ .x w - _ - r Sworn Police Chief 1 1 1 1 1 1 Deputy Police Chief 1 1 1 1 1 1 Police Lieutenants 3 3 3 3 4 4 Police Officers 18 19 21 21 22 23 Civilian Administrative Assistant 1 1 1 1 1 1 Dispatcher 4 4 4 4 4 4 Public Service Aide 4 4 4 4 4 4 Administrative Aide 1 1 1 1 1 1 Civilian Part Time Crossing Guard 1 1 1 1 0 5 1 Total Police Department 34 35 37 37 38 5 40 .Frpbhc Wor rs Deparkmeu`t,. z m -{ r E Public Works Supervisor 0 0 5 1 1 1 1 Maintenance Laborer 1 1 1 1 1 1 Part Time Laborers 0 0 0 0 0 2 Total Public Works Department 1 15 2 2 2 3 7 AUTHORIZED POSITIONS FISCAL YEARS 1995 2000 Fire Chief 1 1 1 1 Deputy Fire Chief 1 1 1 Administrative Assistant 1 1 1 1 Fire Captain 3 3 3 3 3 3 Fire Lieutenant 3 3 3 3 3 3 Firefighter/Paramedic 19 24 24 24 24 24 Firefighter/EMT 5 0 0 0 0 0 Total Fire Rescue 33 33 33 33 33 33 Director 0 0 0 0 1 1 Program Coordinator 1 1 1 0 0 Sports Coordinator 1 1 1 1 Program Assistants Part Tune 1 1 05 Total Recreation Department 3 3 3 3 3 25 SUMMARY Office of the Village Manager 3 3 3 4 4 3 Finance and Administrative Services 2 2 2 2 2 2 5 Office of the Village Clerk 1 5 1 5 1 5 1 5 1 5 1 5 Building Zoning and Planmng 5 8 8 8 11 15 5 Economic Development 1 0 0 0 0 0 Police Department 34 35 37 37 38 5 40 ' Public Works Department 1 1 5 2 2 2 3 Fire Rescue Department 33 33 33 33 33 33 Recreation Department 3 3 3 3 3 2 5 Total Authorized Positions 83 87 89 5 903 95 101 G C C C C C C C C C C C C C C C n©nnnne ®n©nnnnnnnr 8 C 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 Miami Dade County It is the southern most barrier island in the Umted States of America Two ocean resorts attract visitors throughout the year Local retail busmess activity serve the needs of the community residents and visitors to the island For additional mformation please consult the inside front cover rot r F C C> C r—� r 1s� rte'* C C C General Information Form of Government Council Manager Governing Body Village Council 6 Council member and 1 Mayor Elected at large through non partisan elections Council members have four year terms and the Mayor has a two year term. Date of Incorporation June 18 1991 Population* 1995 8 892 2000 9 559 Est 1997 8 937 2005 10 165 Est 1998 9 471 2010 10 759 Est Village Services Full Service including Police Fire Rescue Recreation Building Zoning and Planning refuse collection and disposal and stormwater management Services provided by Miami Dade County Library schools water and sewer and certain public works functions ,Location A Area 1 25 Square Miles Location Latitude 25 42 North Longitude 8016 West Elevation 5 ft above sea level Miles of Streets 205 miles ire 'rotecfion -., — F -a- <Y Number of Stations Fire e Hydrants 169 Emergency Response Time Less than 3 minutes Number of Rescue Trucks (Ambulances) 2 oficelroteeiafian Number of Stations 1 ' s C `', '— Average Age 40 0 years Average Household Income $92 604 *Estimate provided by the University of Florida 9 ABOUT KEY BISCAYNE ea ini "f3 E"` ' "'`'�� w.vac'a��as. Attendance Centers 1 Number of Students 1 037 Number of Teachers 75 es Electricity Florida Power & Light Telephone BellSouth Telephone Company Miami Dade Water & Sewer Department 1 725 Average Daily Consumption 2 500 000 Sewers 807 Participants Single Family Homes Customers 1 313 @ $220 per annum Single Family Home Rate $7 50 per month Multi Family Unit Rate $5 00 per month Commercial Rate Varies according to impervious area _ 8f'[i V ''ae-C+�R 4�3 y*i'.."a Number of Parks FM/ (15 5 acres) Master Plan 2 5 acres per 1 000 population (25 acres) Village Green 9 5 acres Ocean Park 2 0 acres Lake Park 1 acre Calusa Park 3 76 acres Number of Libraries Miami Dade Branch 1 Churches 4 g �^QU.4� �., Units 5 665 Single Family Homes 1 280 Multi Family Units 4 686 c r e ialtl 1� a Shopping Centers 232 682 square feet (7 Centers) o,.� .s e�aLtni�s�� Newspaper (Weekly) Islander News and La Isla Adelphia Cable Communications (5 371 customers) Miami Dade County F C C letter July 1 1997 Local Cable Channel Channel 99 E Mail info@vkb key biscayne.fl us World Wide Web Site httpl/vkh key hicrayne fl nc C C C C C C C C C C C C: C C C C G C C C a a a a C a C a C 10 C ANNUAL BUDGET PROCEDURES FISCAL YEAR 2000 C C C C C r -k C C C In accordance with the Village of Key Biscayne Charter Article III, (Section 3 03 Powers and Duties of the Village Manager [Subsection 5]) the Village Manager must prepare and submit to the Council a proposed budget and capital program - BALANCED BUDGET BUDGET ADOPTION Each annual budget adopted by the Council shall be a balanced budget in accordance with the Village of Key Biscayne Charter Article IV (Section 4 05a) 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 transferring of available funds within a specific department may be authorized by the Village Manager Reasonable appropriations may be made for contingencies but not within defined spending categories (Section 4 05c) `SPECIFIC APPROPRIATION u. BUDGET AMENDMENTS #1DU>H 3 BASIS } The annual budget is adopted by ordinance and may only be amended by ordinance 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 Revenues are recognized only when they are actually received The Village follows guidelines established by the Honda Department of Banking and Finance the Government Finance Officers Association in association with the American Institute of Certified Public Accountants the Charter of the Village of Key Biscayne and the Auditor General of the State of Florida The Comprehensive Annual Financial Report (CAFR) shows the status of the Village s finances on the basis of Generally Accepted Accounting Principles (GAAP) In most cases this conforms to the method by which the Village prepares its budget The Comprehensive Annual Financial Report shows fund expenditures and revenues on both a (GAAP) basis and budget basis for comparison purposes Except 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 ,'ENTERPRISE. t 4 L S I MISSION STATEMENT 'TO PROVIDE A SAFE QUAlTY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 11 VILLAGE OF KEY BISCAYNE FUND STRUCTURE AND DESCRIPTION Finances of the Village of Key Biscayne are organized according to the specific purpose for which the monies will be spent This organization method is called fund budgeting and fund accounting and is the standardized method for government finance purposes Funds are established to account for different types of activities that governments engage in and to ensure compliance with various legal restrictions placed on their use In the Fiscal Year 2000 The Village of Key Biscayne will operate with the following six funds General Fund Stormwater Utility Fund Refuse Collection Recycling and Disposal Fund Sanitary Sewer Improvement Fund Capital Improvement Fund and Civic Center Fund The chart on the preceding page illustrates the flow of money within and between these funds The six funds listed above can be grouped into three broad categories according to their general characteristics General Fund Enterprise Funds and Capital Project Funds The General Fund group consist of just one fund — General Fund General Fund is used to account for general Village operations and services that cannot be charged to any other fund The Enterpnse Fund group consists of three funds Stormwater Utility Fund Refuse Collection Recycling and Disposal Fund and Sanitary Sewer Fund Stormwater Utility Fund is used to account for costs and revenues associated with the operation and maintenance of the Village s stormwater utility system Refuse Collection Recycling and Disposal Fund is used to account for the costs and revenues associated with the curbside collection and disposal of solid waste as well as recycling of useful matenals Lastly Sanitary Sewer Improvement Fund is used by the Village to account for the costs and revenues of the construction and operation of a sanitary sewer collection and transmission system to serve the currently un sewered portions of the Village The last group of funds Capital Project Funds compnses of the Capital Improvement Fund and Civic Center Fund Capital Improvement Fund is used to account for the financial resources used for acquisition or construction of major capital facilities and improvements Worth noting is the fact that the Capital Improvement Fund is funded entirely through an interfund transfer from the General Fund Civic Center Fund is used to purchase land and construct the Village s Civic Center 12 C C C C C C C E C C C E C C C C C C C C C C C C C C C? a C C Q F-, Cy 1 awhi r"^ r—` r r—� L- C C r C� 7— r-� 7 C C C r Sources of Funds Village of Key Biscayne FLOW OF FUNDS STRUCTURE r Ad valorem Taxes Franchise Fees Utility Fees Licenses & Permits State Shared Revenues Charges for Services Interest Grants & Donations Prior Year Fund Balance GENERAL FUND '♦ General Fund 4 Uses of Funds General Government Operations Fees & Charges Interest Prior Year Fund Balance Loan Proceeds ENTERPRISE FUNDS f-- , Stormwater Utility Fund Refuse Collection, Recycling and Disposal Fund r Sanitary Sewer ♦Improvement Fund Environmental Facilities Interfund Transfers Interest r Prior Year Fund Balance i CAPITAL PROJECT FUNDS Capital Improvement Fund f Civic Center Fund Capital Facilities and Improvements Permanent Community Facilities C� 13 BUDGET CALENDAR FISCAL YEAR 2000 The Village fiscal year begins October 1 and ends September 30 of the following year Preparation of the budget begins in February of each year The Council adopted millage rate Resolution 99 69 in July for use on the Notice of Proposed Taxes to be mailed to all property owners on August 20 1999 In accordance with state law, tentative millage rates are adopted at the first public budget hearing in September and these rates cannot be increased at the second budget hearing Additionally the tentative rates cannot exceed the preliminary rates adopted by the Council in July except by re notifying by mail all affected property owners Below is an outlme of the budget calendar for the 2000 budget. ACTION 1 Village Council sets Budget Schedule 2 Staff meeting to begin preparation of 2000 Annual Budget 3 Departmental Review 4 Certification of Taxable Values by Dade County Property Appraiser is finalized 5 Resolution 99 69 a adopts proposed millage rate for 2000 and selects public hearing dates 6 Notice of proposed tax bill and Public Hearing dates 7 Proposed FY 2000 Budget presented by Village Manager to Village Council 8 First Public Hearing and tentative mill rate adopted Resolution 99 75 9 Final Budget Hearing and adoption of the 2000 Budget Ordinance 99 7 10 Start of new Fiscal Year DATE February 8 1999 April through June 1999 December 8 1998 June 1 1999 July 20 1999 August 20 1999 August 31 1999 September 9 1999 September 21 1999 October 1 1999 C C C C C C C C C C C C C C C a a G a C C a 14 r f t C 0 C G 0 c 0 c 0 C Vllag Council Joe I Ras Mayor Martha Fdez Leon Bro cek V May S tt Bas Alan H Fein M rume Fried Gregory C Han Robert Oldak wsk, Vilag Manager C Samuel Kissnger Office of the Village Manager December 15 1999 The Honorable Mayor and Members of the Village Council of the Village of Key Biscayne Key Biscayne Flonda 33149 RE Message for the 2000 Budget Dear Mayor, Councilmembers and Citizens of Key Biscayne The Fiscal Year 2000 ushers m the new millennium With the turn of the century all Americans have an opportunity to assess their fives personal relationships past accomphshments and future goals The promise and exciting opportunities of the new millennium are within our sight today The Village of Key Biscayne is on the verge of a new level of success — one that will include our first Village Civic Center complex a new gateway to the village restored beaches and a Village Beach Park As citizens of the village we can all savor the once m a lifetime opportunity to create a Village Civic Center The design of these buildings and the pubhc spaces will become the image of the Key The next step m creating the Village Civic Center is the adoption of the Fiscal Year 2000 budget As such it is my responsibility privilege and pleasure to present to you the Mayor and Council, and to the public we serve the proposed Annual Operating and Capital Budget for the Fiscal Year 2000 Our Village Government is m excellent financial condition This budget is balanced and identifies methods of raising and spending funds for specific programs The recommended mill rate is 3 606 mills per $1 000 of assessed valuation The same rate since 1997 A five year Capital Improvement Program is part of this document which mcludes the begmmng of our Village Civic Center The budget includes a General Fund two (2) Capital Project Funds and three (3) Enterpnse Funds Following the Village s adopted mission statement and the start of the next millennium the 2000 Budget was developed under the concept that Key Biscayne government exists to To provide a safe quality community environment for all islanders through responsible government The proposed budget meets the mission statement of providing a quality environment for all Islanders The budget will position the Village m an excellent position to enter the next century 15 1 85 West McIntyre Street Key Biscayne Honda 33149 (305) 365-5514 Fax (305) 365 8936 MISSION STATEMENT TO PROVIDE A SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT BUDGET MESSAGE - continued FISCAL YEAR 2000 3 606 Mill Rate for 2000 The recommended budget is $23 762 775 The budget maintains the Villages existing tax millage rate of 3 606 per $1 000 assessed valuation This rate has been in effect since 1997 The goal is to maintain this rate at least until 2002 Since 1993 the rate has been reduced almost 25% The millage rate is the lowest in Miami Dade County The total comprehensive budget comprises the following funds Consolidated Budget Summary The assessment roll has increased to $2 232 457 904 from $2 020 132 648 for the 1999 assessment an increase of $212 325 256 of that increase $174 287 816 (11%) is from new construction and the two percent from increased valuation This is the largest increase since 1989 The rolled back rate for this year is $3 539 per $1 000 of assessed property or a difference of 1 88% of the proposed rate or a reduction of $148 681 tax dollars No increase is proposed for the Stormwater Utility Fee The Refuse Collection Fee is currently being reviewed by the Village Council Continued residential growth and annual adjustment for land values have provided the means to maintain the millage rate at the same level The Village continues to have an expanding tax base with the 1999 growth rate of approximately eleven (11) percent for the 2000 budget This growth shall continue until the year 2004 Funds are in place to begin the development of our Village Civic Center A detailed project description is included in the appendix Fiscal Year 1999 started the planning land acquisition and financing for the Village Civic Center The development of the Village Center will occur over the next three years In order to provide for an orderly financial flow of funds I have provided a 5 year financial projection which is included in this budget 16 0 Q a a a a a C C C C a C Q C C C C C C BUDGET MESSAGE - continued FISCAL YEAR 2000 Goals and Objectives of the Village Council The Goals and Objectives were developed by the Council at the January 19 1999 Workshop Council Resolution 99 14 unanimously adopted the 1999 Goals on February 9 1999 The Council Goals and Objectives set the tone and established the short term and long term priorities for development of this Budget A summary of the 1999 accomplishments is attached in Exhibit One which follows this statement Exhibit Two contains the proposed 2000 projects 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 and include the Council Goals and Objectives Efforts continue to be directed to the Village Council Goal of responsiveness evaluation communications and public relation activities by each Department General Fund Financial Policies and Objectives The Key Biscayne Village Council has enacted certain guidehnes to address the challenge of growth and continued short and long term financial stability in the General Fund For the Village to continue to maintain its strong and favorable financial position the Village Council has adopted the following C C C r-- C C r C C� C f • Our projections show that we can provide for a balanced General Fund program at least until the year 2002 • Establish by Fiscal Year 2001 a $2 million undesignated fund balance which will amount to approximately 20% of the General Fund ($1 283 319 as of September 30 1998) • Continue the $4 1 million Capital Improvement Program that was prepared and is revised annually in accordance with the guidelines of the long term debt ordinance the Master Plan and Council Goals and Objectives • Continued adherence to the adopted financial pohcy 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 1999 Goals and Objectives adopted unanimously by the Village Council In addition to the guidelines hsted above the administration has established the following objectives for the General Fund Use of conservative revenue projections to help achieve and insure a strong and stable fund balance of $2 million 17 BUDGET MESSAGE - continued FISCAL YEAR 2000 • Evaluation of General Fund resources and uses of these funds • Develop an administrative action plan to implement the guidelines goals and objectives developed at the February 9 1999 strategic goal setting session and • Update the five year Annual General Fund Operating Budget projections The 2000 General Fund budget adheres to the above policy statements It also continues to maintain a strong ending fund balance enhances the natural beauty of the island and improves the overall financial strength of the Village Annual Budget Considerations Since effective fiscal planning is carried out on a multi year basis this Budget should be viewed in the context of past and future budgets The five year General Fund projections are part of this budget Current revenue levels allow the Village to support a General Fund Budget which can continue services at present levels This level is well received by our citizens as attested to in the 1995 Florida International University Survey the 1997 and 1998 Insurance Service Office evaluation of the Building and Zoning department and Commumty Rating System for flood insurance coverage (6) recent departmental citizen surveys and local citizen comments and suggestions and the accreditation of our Fire Rescue Department The basic purpose of this Financial Plan is to implement the goals and objectives of the Village Council It is considered along with the Master Plan the Five Year Budget Plan and present and other future needs General Fund Summary Our largest source of revenue is the property tax This year our assessment increased to $2 232 457 904 from $2 020 132 648 or an 11% increase $212 325 256 The proposed Fiscal Year 2000 Budget allocates $7 677 766 for the General Fund This budget is an increase of $1 142 549 or approximately 9 8% more than the Fiscal Year 1999 Budget of $11 666 316 Review of Revenues Sixty percent of the General Fund revenues are budgeted to come from ad valorem taxes The 1999 fiscal year total assessed property value is $2 232 457 904 An increase of over $212 milhon or 11% over 1998 values which will generate the additional ad valorem revenues based on the proposed 3 606 mill rate 18 0 a a a a C a C C C C C C a C C C C C C C C C C C C BUDGET MESSAGE - continued FISCAL YEAR 2000 fT Below is a breakdown of the General Fund Revenues fy r C — r PCB YN C: C C r 4c C� 0 C� C� k C General Fund Revenues Adopted Fiscal Year 2000 Budget Adopted Fiscal Year 1999 Budget Difference Percent Changed Ad valorem $7 677 766 $6 947 916 $729 850 10 5% Franchise Fees 843 425 692 500 150 925 21 8% Utility Taxes 1 700 000 1 507 000 193 000 12 8% 1 Licenses & Permits 531 304 687 925 <156 621> <22 8%> ' State Shared Revenues 900 000 789 37) 110 625 14 0% Charges for Services 103 020 102 000 1 020 1 0% ' Interest 494 600 250 600 244 000 97 4% Grants & Donations 118 750 148 000 <29 250> <19 8%> Prior Year Fund Balance 440 000 541 000 <101 000> <18 7%> 1 Total Revenues $12,808,865 $11,666,316 $1,142,549 9.8% Fund Balance One measure of a governments financial strength is the level of its fund balance Over the past four years our reserved and designated fund balances are as follows 1995 $2 702 748 1997 $3 401 622 1996 $3 508 685 1998 $3 603 219 When considering that a 5 8 % ratio of fund balance to general fund revenue is deemed to be in a healthy financial situation the Village is in an excellent financial position It shall also meet the required $2 million reserve fund by October 1 2001 as required by Ordinance 97 01 As of September 30 1998 the fund has $1 283 319 This reserve will increase next fiscal year to approximately $1 500 000 The 1998 General Fund surplus has been appropriated to reserved or designated fund balances in accordance with the aforementioned Ordinance requirements In addition $541 000 has been included in the 1999 General Fund Budget. There are no available undesignated funds to reduce taxes for FY 2000 Budget The 1998 audit is dated February 11 1999 and was accepted by the Village Council on March 9 1999 19 C C BUDGET MESSAGE - continued FISCAL, YEAR 2000 Review of Expenditures Below is a breakdown of the Proposed Fiscal Year 2000 General Fund Expenditures as compared to the Fiscal Year 1999 Budget "t i Y ` , GeneralFiind . , Expenditures r kitt Adopted Year t 43 Bfiget4 J \ Adopted (14; "Fiscal Year 199 litii $nom <a, Difference 4 ± >tY Percent Changed a., !SS - Village Council $26 500 $25 000 $1 500 6 0 Administration 519 842 467 219 52 623 113 Village Clerk 175 233 157 463 17 770 11 3 Village Attorney 213 000 213 000 0 0 Non Departmental 842 750 800 082 42 668 5 3 Debt Service 1 538 626 1 136 435 402 191 35 4 Building Zoning & Planning 1 232 662 1 102 062 130 600 11 9 Police 3 039 288 2 787 621 251 667 9 0 Fire Rescue 3 221 929 3 087 321 134 608 4 4 Public Works 588 739 561 084 27 655 4 9 Recreation 399 000 311599 87 401 28 0 Capital Outlay 1 011 296 $1 017 430 <6 134> <0 6> Total Expenditures $12,808865 --- $11 666 316', $1 142,549 98 Review of The Capital Improvement Fund The Capital Outlay for Fiscal Year 2000 is $1 011 296 After the Village Council adopts the General Fund Capital Outlay the monies are transferred to the Capital Improvement Fund as per Resolution No 95 26 adopted on July 25 1995 Projects for this year continue contributions to the reserve funds for fire equipment Village facilities and beach nourishment improvements to Crandon Boulevard and Harbor Drive construction of sidewalks traffic calming improvements and street signs replacements A detailed description of the projects can be reviewed in the Capital Outlay and Capital Improvement Fund section of this budget Review of The Stormwater Utility Fund The Stormwater Utility Fund was created in 1993 by Ordinance 93 11 and is financed by a stormwater utility fee The purpose of this fund to maintain the system and pay the annual debt payment until October 1 2019 The fee generates approximately $450 000 annually which shall increase to approximately $550 00 over the next several years Billing began August 1994 The fund 20 C� co C a a a co to to C C C 9t cl ci ci a a C C C C C C C G BUDGET MESSAGE - continued FISCAL YEAR 2000 has a balance of approximately $941 010 as of September 30 1998 This fund paid for a portion of the cost of the $10 million construction program This construction program began May 1995 and was completed by October 18 1997 Additional enhancement to the system includes $325 000 for Fernwood Road improvements and $330 000 for East Enid Dnve The utility rate has remained the same for the past six (6) years In 1999 a 20 year 4 16% fixed rate interest bond was issued No fee increase is recommended for the 2000 fiscal year For additional information on this fund please consult the Stormwater Utility section of this document t C F f onm Arias C c C C 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 Apnl 11 1995 establishes the fund The reason for the assumption of the service was a substantial decrease in the annual county refuse fee from $399 per year to $199 and a enhancement of the service level The service is provided in accordance with a five (5) year contract with a pnvate contractor which ends December 31 1999 Resolution 99 28 instructed the Village Manager to solicit proposals for a new contract The fee has remained at the same rate since the service was inaugurated in 1995 The solid waste fee was increased in fiscal year 2000 to $220 00 a $21 00 increase After four cost of living adjustments as per the contract the cost to the contractor is $173 52 per year per resident The $46 48 difference is for administrative costs The fund has a reserve of nearly $90 000 as of September 30 1998 For additional information on this fund please consult the Solid Waste section of this document Review of The Sanitary Sewer Improvement Fund The Sanitary Sewer Construction Fund was created in 1998 with the adoption of Ordinance 98 10 October 13 1998 The purpose of extending a municipal sanitary sewer system to the unsewered areas of the community The project will be financed by a special assessment to residents benefitting from the service Council authonzed a percent cost sharing A detailed discussion of this fund can be found in the Sanitary Sewer Improvement Fund section of this document Review of Civic Center Fund The Civic Center Fund was established when Ordinance 99 6 was adopted June 22 1999 and Resolution 99 71 was approved July 23 1999 The $10 million proceeds were deposited into this fund and subsequently incested This proceeds shall be utilized for the purchase and development of the Civic Center Five Year Financial Outlook Key Biscayne s growing tax base continues to enhance the Village s revenue capacity The Grand Bay Resort and Residences and The Ocean Club of Key Biscayne developments are expanding the tax base of the community Completion dates are February 1 2001 and December 31 2002 respectively The projects are proceeding well ahead as schedule and being well received by the public The Building Zoning and Planning Department has observed that owners of newly completed condominium units often provide additional improvements to those constructed by the 21 BUDGET MESSAGE - continued 8 FISCAL YEAR 2000 developer This new construction work also increases the values of the units with corresponding increase in assessed values In addition construction continues in the residential community with many homes being purchased demolished and re constructed with new and typically larger homes This activity subsequently increases the Village s tax base The continued renovation of both single family homes and condominiums shall continue well into the twenty first century The tax base is expected to continue growing making the Village s future forecast one that is exciting and challenging As such, revenues. will continue to increase over the next three years Because of the quality of life of the Island and the positive impact of our capital projects property values will continue to increase in the foreseeable future Our projections show that we can provide for a balanced general fund program through the next three (3) years without seeking further tax adjustments This projection is shown in our five budget plans This includes funding the Civic Center project and assumes no change in state revenue allocation policy, or niajot economic downturn, from now until the 21st century Worth magazine ranked our community 13D fot thean?edian price home sales in the country Next year this number should be even higher Oiir taxable valuelper`capita isjthe highest in South Florida. This number shall also increase next yeear Since 1995 I recommended in each budget that the Council establish a $2 million undesignated fund balance which will be realized on or before 2001 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 I once again continue W rectbmneud the following fiscal pohcles 1 a $2 million Annual Capttai Budget, and 2 a $500 000 Annual Cdntinnency'Funa Budget The proposed budget is balanced in accordance with state statutes and the Village Charter and addresses 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 1999 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 1999 In order to receive this award a government unit must publish a budget document that meets program criteria as a policy document an operations guide a financial plan and as a communications medium The award is only valid for a period of one year We believe our current budget continues to conform to the program requirements therefore we will submit the 2000 Budget to GFOA to determine its eligibility for the Village s eighth consecutive award 22 0 0 C) O O 0 0 a a a GIs. t ilNl' =1p1= C #I�d GE GE EL NCB 4I Ct C 1E C C C C C BUDGET MESSAGE - continued FISCAL YEAR 2000 Acknowledgments In closing I thank you for providing the positive leadership and direction which has assisted in the preparation of this document Thank you also to the Village staff and department directors for their direction and effort not only in the preparation of this budget but in their commitment to providing quality services that meet the needs of the residents of our community in a cost effective and efficient manner Special recognition is deserved for the work of the Village s budget team Thomas Zanms Finance Director Ana de Varona Administrative Assistant and James DeCocq Assistant to the Manager for their substantial contributions in developing and prepanng this document f r� C xrsi Cr; Thank you again for your support and I look forward to working with you this coming year I respectfully recommend this proposed 2000 Fiscal Year Annual Operating and Capital Budget for your consideration CSK/adv 23 Respectfully submitted C Samuel Kissinger Village Manager Ciro©nn©©n©©©0©©9®9990W0W ouwiuwwww6-16 wuwt.) 41 99,9 9, 9 2000 BUDGET MESSAGE EXHIBIT ONE C Cd Pa‘ C f C C C C C C C LI999 HIGHLIGHTS r The following is a breakdown of activities and/or projects this government has undertaken during the 1999 Fiscal Year The 1999 Budget provided increased funds to continue Capital Improvements It continued projects and contracts for municipal services begun in previous years and initiated new community improvements and programs 1 Total 1999 Consohdated Budget The adopted 1999 Annual Budget for all funds was $16 001 222 and is broken down into the following funds General Fund is $11 666 316 Solid Waste Fund is $265 516 Stormwater Improvement Fund is $471 390 and the Sanitary Sewer Improvement Fund is $3 6 million The 3 606 mill rate has remained the same since 1997 2 Stormwater Utilities Revenue Bond Series 1999 The Stormwater Utility Fund was created in 1993 A Stormwater Master Plan was adopted by the Village Council September 14 1993 Construction of the $10 million Stormwater drainage system started June 19 1995 The project was completed October 18 1999 The system is showing remarkable success in disposing of stormwater runoff Financing was from a General Fund $1 5M contribution South Florida Water Management District and federal grants and a $7 2 million 20 year bank loan Ordinance 98 9 was adopted October 27 1998 authorizing the Village Manager to obtain permanent financing for the outstanding Bond Notes of $7 2 million for the Stormwater Fund Proposals were received and via Resolution 99 9 adopted on January 26 1999 the Council accepted NationsBank bid to purchase the Bonds at a fixed annual interest rate of 4 13% for 20 years This rate was one of the lowest received in the country 3 Civic Center Revenue Bond Series 1999 Ordinance 99 6 adopted June 22 1999 authorized the Village Manager to obtain $10 million of Bond Proceeds for the Land Acquisition and Capital Improvements for the Village Civic Center Construction Program Proposals were received and via Resolution 99 71 adopted July 23 1999 the Council accepted NationsBank proposal to purchase the Bonds at a fixed rate of 4 715% over 20 years (See Exhibit Three for more details) 4 West Mashta Bridge On May 26 1999 a ceremony was held on the newly completed Mashta Bridge to officially dedicate this attractive structure Our new budge could become a special Village landmark and focal point for the entire community The new 45 foot single space pre cast concrete 24 2000 BUDGET MESSAGE EXHIBIT ONE (continued) bridge is a 2 lane mediterranean design which incorporates detailing pavers headwalls barrier wall decorative railings and lighting The bridge has 10 foot wide sidewalks and overlooks to encourage pedestrians and cyclist to stop and admire views of Biscayne Bay The bridge allows tidal flushing between Hurricane Harbor and Smuggler s Cove resulting in a cleaner more pleasant environment for the area homeowners The bridge replaced an earthen causeway and 48 pipe linking Mashta Island to the Village The length of the West Mashta Bridge is 44 4 and it is 48 0 wide The bridge superstructure consists of a roadway bed composed of select fill an 8 limerock base and traffic bearing brick pavers supported by pre cast concrete Conspan units Each Conspan unit is 8 0 wide and has a clear span of 42 0 There are concrete headwalls on each end of the bridge to support the compacted fill material The bridge section consists of two (2) 11 0 lanes modified Type F curb and gutter and two (2) 10 0" sidewalks Aluminum railings were built at each headwall 5 Village Green Improvement Programs Village Council authorized the preparation of plans and specifications for the construction of restrooms and a pavilion at their January 27 1998 meeting A contract for the construction of the restrooms and pavilion was awarded April 28 1998 to Carolina Development Corporation (CDC) in the amount of $170 000 Construction started July 7 1998 with a dedication ceremony on November 4 1998 6 Third Annual Town Meeting and Public Information Program The annual Town Meeting State of the Village Address and premiere of the 1998 Annual Video Report was held by Mayor Joe I Rasco on March 10 1999 at the Sonesta Beach Resort The Annual video report was shown at the State of the Village address The 1998 Annual Report and Community Service Guide was mailed to residents June 1999 7 The Key Biscayne Heritage Trail The Key Biscayne Heritage Trail was partially financed by an $18 000 grant from the Florida Department of State Historic Preservation Trust Fund The self guided tour begins at Bear Cut and continues throughout the island winding 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 describing their historic 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 Hentage Trail itself receiving a Certificate of Commendation from the American Association for State and J oral History (AASLH) The Certificate was presented to Council January 12 1999 25 C C C a Q a a a a C a a a a a a a a a C C: C C C C C C C C C 2000 BUDGET MESSAGE EXHIBIT ONE (continued) 8 Beach Nourishment Amencan Hometown Leadership Award In July 1998 the National Center for Small Communities (NCSC) co sponsored by the Wal Mart Foundation chose Councilmember Betty Q Sime for one of their Annual Hometown Leadership Awards The Village received a $1 000 grant from the foundation The Village submitted Councilmember Sime for her involvement with the current Beach Nounshment Program 9 Land Acquisition for Village Civic Center r 4 y� c argff- r c 6w ,ta.+No C� 0 0 SunTrust Bank Acquisition Contract At the January 13 1998 Council Meeting the Village Attorney was authonzed to prepare a contract to purchase the present SunTrust Bank property (2 173 acres) 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 The contract was executed December 29 1998 The due diligence penod according ended Apnl 20 1999 The environmental report dated April 12 1999 from Clark Engineers was discussed by the Council There was no direction to terminate the contract Closing shall take place at the time of the new bank being opened for business approximately October 2001 560 Crandon Boulevard Property Resolution 99 7 adopted January 12 1999 authorized the Village Manager to negotiate a contract for the purchase of 560 Crandon Boulevard (2 06 acres) at a cost not to exceed $3 255 000 The contract was submitted and approved by the Village Council (Resolution 99 29) at the Apnl 20 1999 meeting Resolutions 99 29 and 99 48 were superceeded by Resolution 99 63 which authonzed the execution of the purchase and sale agreement on July 20 1999 The contract was executed July 21 1999 10 Intergovernmental Representatives At the Apnl 9 1998 Council meeting the firm of Pinsky Mitchell Partners for Governmental Services was authonzed to represent the Village to defeat the proposed amendment which would exempt the Miami Seaquanum from the requirements of the Miami Dade County Comprehensive Master Plan and the Florida Growth Management Act Resolution 99 12 adopted February 9 1999 retained the Firm for the 1999 Legislative Session The amendment was not acted upon 11 Insurance Service Office (ISO) Rating On November 18 & 19 1998 Mr Ralph Roberts of the Insurance Services Office (ISO) Inc Public Protection Department conducted a site visit of the Village of Key Biscayne and the 26 2000 BUDGET MESSAGE EXHIBIT ONE (continued) Fire Rescue Department The purpose of this visit was to review the Class 4/9 rating applied to the Village under the Miami -Dade Fire Rescue Department On March 15 1999 the ISO notified the Village that upon completion of their evaluation of the public protection classification for the Village that our protection class has been improved and upgraded to a Class 3 They further stated that this new classification may result in a decrease in the property insurance premium calculations for many insured commercial properties within the Village The new classification became effective May 1 1999 12 Pohce Department Grants During this year the Police 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 cnme prevention program arid continuing our Bike Safety and Theft Prevention program In addition funds were used to begin the VIN Etching program The Police Department has received a total of $143 980 in grant money this year The Federal Government C 0 P S (Community Onented Policing Services) grant partially funded four (4) officers for the year These funds totaled $94 250 The officers hired through This program 'have been involved in the department s crime prevention programs The C 0 P S More grant gave the Department $22,393 for technology improvements They have been able to complete their computer generated reporting system upgrade dispatch using the C A D (Computer Aided Dispatch) and included an imaging system allowing photographs to become part of the case report In addition the imaging system allows the police to photograph prisoners job applicants children (Kidz Identification program) etc All of this advanced technology allows for complete case reporting in a moretimely manner thustiputting officers back on the street more quickly The C 0 P S Domestic Violence Grant gave the Department $13 455 for Domestic Violence Training This is one of the most demanding yet rewarding projects as domestic violence knows no ethnic racial or rdligious boundaries A training program was designed to better serve the citizens of the Village This training program is unique in that in addition to the victim the offender and his/her problem(s) are considered Another grant was received in the amount of $8 014 from the Local Law Enforcement Block Grant This money was used to purchase the D ARE Program electnc car fully outfitted with lights and sirens 13 East Enid Drive Improvement Program The Village Council authorized the East Enid Drive Improvement Program at the February 27 C� O 0 a a a Q a C C G C C C 2000 BUDGET MESSAGE EXHIBIT ONE (continued) is err— .�s r C ra N 10 1998 and April 16 1998 Council meetings (Resolution 98 5) Improvements included repaving (asphalt) the 20 foot wide driving lanes adding brick paver parallel parking spaces north and south of the repaved mad replacing portions of the sidewalk abutting the road on the north side of the street and extending the in place decorative sidewalk on the south side of the road from the Lake Park east to the future site of the Ocean Park In addition the project added two (2) elevated traffic calming/pedestnan crossing devices installed a new well system and drainage and provided accent path lighting at crosswalk areas and along the promenade east of Ocean Dnve The estimated cost for this project is $820 000 The project started on January 4 1999 and was completed on July 20 1999 14 Crandon Boulevard Improvement and Lighting Projects Up lighting for the three (3) medians at the Village entrance were installed December 1997 at a cost of approximately $67 000 At the July 1 1998 meeting Council awarded contracts in the amount of $68 525 and $78 600 to South Dade Lighting for materials and Interior Electric Inc for installation of lighting along Ocean Lane Drive and the next two Crandon Boulevard medians as well as the Lake Park located at the intersection of East Enid Drive and Crandon Boulevard Traffic Calming uplighting along Harbor Drive and West Mashta Drive were completed in October 1999 15 Fernwood Road Drainage At the March 11 1998 Village Council meeting the extension of the Village Stormwater System was authonzed to portions of Fernwood Road not being provided service at that time at an estimated cost of $325 000 The project extended the original drainage system completed in 1998 by approximately 200 feet north of West 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 and was completed in June 1999 16 Fire Agreement for Automatic Aid Renewal In accordance with our automatic aid agreement with the City of Miami the Village is afforded all ancillary services needed to operate our Fire Rescue Department including the E911 Emergency Dispatch Miami s emergency medical pnonty dispatch system and Medical Director in service apparatus maintenance supplies and fuel plan review and other cost items Also included are training programs through the Miami Fire Rescue Training Facility with Video Capabilities and computer familiarization Additionally a state of the art Breathing Air Program including the repair and static testing of our breathing apparatus is provided Finally the provision of Miami s Bio Hazardous Waste Program providing for regular pick up of contaminated items is part of this agreement The automatic aid portion of this agreement provides for 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 28 2000 BUDGET MESSAGE EXHIBIT ONE (continued) 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 The State Oversight Board gave its approval September 22 1998 This contract became effective on October 1 1998 and runs through September 30 2003 for a fixed fee of $460 000 annually or $38 333 monthly 17 Community Emergency Response Team The Community Emergency Response Team (C E R T ) program was initiated in July 1998 A C E R T is a group of ten to fifteen members of a neighborhood apartment/complex or similar residential area who are trained to prepare for and respond after a disaster In November a second team of C E R T members from the Village participated in an accelerated training program that culminated in a countywide dell with three (3) other C E R T s from Miami takes and South Dade Additional C E R T programs will be scheduled throughout the remaining year 1$ Beautification Beautification of the Village continued with-the`installation of a floating fountain/aerator and aquatic vegetation in the Lake Park In addition up -lighting along Crandon Boulevard was extended to three (3) additional medians traffic calming devices were mstalled on additional streets additional landscaping for Ocean Lane Drive medians and up -lighting were completed this year and holiday lighting was extended to additional medians this year A May 16; 1999 Miami Heta1d news article referred to' Crandon Boulevard as "tastefully 1Jndscap}e " A three-tier Tuminated foilmfaiji was authorized by Resolution 99-74 adopted SFRGericb'&r 16 4999 at t,lie West Mash&a pri irlarbor Drive intersection End 29 0 0 0 0 0 CD a a 4" {lt; 9p°= a 4K 4K a 4K C c C C C c C C C C C 2000 BUDGET MESSAGE EXHIBIT TWO o C C C r" C C C 2000 FORECAST The following is a breakdown of upcoming activities or projects the Village Government will undertake dunng Fiscal Year 2000 The Proposed 2000 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 including the Village Civic Center 1 2000 General Fund Operating and Capital Budget of $23,762,775 The General Fund proposed budget for Fiscal Year 2000 is $12 808 865 an increase of 9 8% over Fiscal Year 1999 Thirty five percent (35%) of this increase is due to Debt Service payment required for the Civic Center Revenue Bond Issue of 1999 The Capital Improvement and the Civic Center Funds have ongoing construction budgets of $5 487 800 Enterpnse Funds have the following ongoing budgets for Fiscal Year 2000 Stormwater Fund $544 110 Solid Waste Fund $262 000 and Sanitary Sewer Fund $3 510 000 2 Crandon Boulevard/Harbor Drive Streetscape Project The Building Zoning & Planning Department is in the process of developing a streetscape improvement project at the entrance of the Village from the northerly limits to just south of the intersection of Harbor Drive and along Harbor Drive from Fernwood Road to Ocean Lane Drive Preliminary plans have been reviewed by property owners and presented to the Village Council Staff is now soliciting additional public input The project contains new curbing Royal Palms shade trees eight (8) foot decorative sidewalks entrance features and bike lanes The project is designed to provide a sense of entrance to the Village and represent the high quality of life associated with living on Key Biscayne 3 Building, Zomng & Planning Department In February 1998 the Village Council appointed citizens to a Zoning Ordinance Review Committee (ZORC) The Committee s mission is to prepare new zoning and land development regulations for the entire Village In the absence of locally prepared regulations the Village has been using the Miami Dade County Zoning Ordinance In several instances the County Ordinance does not represent the Village standards and is not consistent with our Comprehensive Plan It is expected the ZORC will submit new regulations to the Village Council in the fall with public hearings next year 30 2000 BUDGET MESSAGE EXHIBIT TWO (continued) 4 Fire Rescue Department The Fire Rescue Deportment continues to provide an excellent response time at or near three (3) minutes while maintaining a minimum on duty staffing of seven (7) or more Firefighter/Paramedics at all times The Department will continue to provide the same excellent level of service as has been provided in years past A second five (5) year Automatic Aid and Ancillary Services Contract between the Village of Key Biscayne and the City of Miami became effective on October 1 1998 and runs through September 30 2003 for a fixed fee of $460 000 annually or $38 333 monthly The Department continues to be the only Accredited Agency in the State of Florida based on cntena as estabhshed by the Commission on Fire Accreditation International (C F A I) The annual review of this status will take place in Kansas City in late August 1999 In addition to this recognition of excellence the Department received an upgrade of its fire protection rating by the Insurance Services Organization (ISO) from a Class 4/9 previously assigned to the Village under a different fire service authority to a class 3 rating The Department shall continue the high -quality emergency medical services to all residents through training programs patient satisfaction surveys and quality assurance audits of the medical care delivery system Strong emphasis and commitment will continue toward the Department s highly successful public service programs such as citizens CPR classes blood pressure testing and school age fire safety training and education All of our sworn personnel are State Certified Paramedics The Department will continue to participate in an extensive fire prevention inspection program in all hi rise and mercantile structures as well as meet the challenges offered by the new construction projects at the Ocean Club of Key Biscayne and Grand Bay Towers Fire Inspector State Certification is currently held by 27 Firefighter/Paramedics Of the Village s 17 existing hi rise buildings all are in compliance with the alarm system requirements 13 are in compliance with the sprinkler requirements and the remaining four (4) are making serious efforts to comply with the sprinkler requirement The Department s 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 1998 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 10 to 15 members of a neighborhood apartment/condominium complex or similar residential area who are trained to prepare for and respond after a disaster 31 C� C C a C C3 a Q a C C a C m III' C C 43 C C C C C C C C C C C C 2000 BUDGET MESSAGE EXHIBIT TWO (continued) 5 Police Department The Police Department provides an excellent emergency response time of under three (3) nunutes The Department will continue to conduct door to door visits with residents providing home/business security surveys of their properties registering bicycles providing cnme prevention and humcane preparedness information Several new programs are being implemented to include etching of car windows with the vehicle identification number to prevent theft and assist in recovery if stolen A partnership with the Chamber of Commerce shall continue to deliver Welcome Baskets to new residents and businesses along with continued cnme prevention fire safety humcane preparedness maps and helpful merchant information The Department continues to operate as a streamlined no fnlls organization in an efficient and cost effective manner The staffing ratio of officers to resident population is one of the lowest staffing levels in Dade County The Department continues to have one of the safest communities with one of the lowest cnme rates of the many municipal governments in this Miami Metropolitan Statistical Area which unfortunately has one of the nation s highest cnme rate 6 Pubhc Works Department The Public Works Department is the maintenance and construction coordinator for the community It is the responsible for preserving and enhancing the infrastructure and amenities of the Village The Department also provides personal response to the needs of the citizens to maintain Key Biscayne as a unique satisfying and liveable Island Paradise Major projects for 2000 include traffic calming devices for West Heather Dnve landscaping of the BellSouth easement on Fernwood Road planning for the development of the Pines Canal overlook and sidewalk extension to the State Park planning and development of the Village Ocean Park and installation of the sanitary sewer project In addition Public Works will continue to oversee the contracts awarded for refuse collection street sweeping and catch basin cleaning and maintenance with Tn County Services and SOS Plumbing Inc respectively as well as all Village landscaping and maintenance 7 Recreation Department The Recreation Department will continue to serve the community and stnve to accommodate the recreational and leisure desires of the residents These programs and activities sponsored by the Department include senunars tours sporting events tnps to cultural and theatrical 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 32 2000 BUDGET MESSAGE EXHIBIT TWO (continued) continues to increase participation and programs such as the youth tennis programs at the Lipton Tennis Center adult soccer and adult co-ed softball The Department will also continue to host the following special events Halloween Weekend Celebration Key Biscayne Lighthouse Run & Walk Winterfest Spring Egg Hunt and Fourth of July Fireworks and related activities The Recreation Department will continue to assist civic groups with their special events as well as contract with outside agencies to provide additional programs and facilities The Department shall finalize community center planning. 8 Inter -Governmental Relations Representative Pinsky Mitchell Partners was retained until September 30 2000 as the Village Government Relations representative in Fiscal Year 1999 The first full year of consultation fees will be reflected in Fiscal Year 2000 9 Key Biscayne Library Funds in the amount of $35 000 are included in the 2000 budget to provide for 25 additional hours of operation mcluding Sundays from October through May for the Key Biscayne Branch of the Miami Dade Library District Resolution 99 77 adopted September 16 1999 authorized the Village Manager to execute the County agreement The new hours are Monday Thursday, Friday and Saturday from 9 30 a m to 6 00 pin. Tuesday Wednesday from 930am'to 900pm and Sunday l00pm to500pm 10 Channel 99 Although a professional television producer was contracted April 20 1999 Resolution 99 30 to operate the Village information station Channel 99 the full financial impact will first be completely reflected in the Fiscal Year 2000 budget 11 Traffic Calming Installations Traffic Calming is simple street modifications that cause motorist to drive with care and reduce speeding A definition might be a holistic integrated traffic planning approach based on common sense which seeks to maximize mobility while creating a more livable community by reducing the undesirable side effects of the mobility Another definition of traffic calming is environmentally compatible mobility management Traffic calming addresses the speeding of vehicles security and safety of pedestrians and beautification of the street Traffic Calming was discussed at a Village Council Traffic Calming Forum on September 10 1994 A neighborhood traffic study for Harbor Drive Fernwood Road and West Mashta areas was presented to Council on September 12 1995 On February 27 1996 the Village 33 Cr C: C a a a a a C� a a a a r a C C C U a a a a a C C C a C C C C C C C C C 2000 BUDGET MESSAGE C r r C C"` C C f C C C C 34 EXHIBIT TWO (continued) Council retained a traffic engineer to review the speeding issue on the same streets Workshops were held March 19 and September 5 1996 to address the speeding issue A Traffic Calming Plan for various streets and intersections was presented to the Village Council at the workshop held September 5 1996 On September 14 1996 the Village Council approved the plan The plan was updated on July 1998 to include West Wood and West Heather Dnves in conjunction with a sidewalk program The following traffic calming projects have constructed 27 devices since the program was initiated by the Village Council in 1997 PIt ( YE ' CX-S� ! 1 West Mashta Drive 1997 4 Traffic Circles 2 Median Diverters 2 Fernwood Road 1997 2 Speed Tables and 1 Choke Tee Intersection 3 West Mashta/Harbor Dnve 1998 Traffic Circle Bus re routed of West Wood 4 Harbor Drive 1998 3 Traffic Circles and 2 Median Diverters 5 East Enid Drive 1999 2 Speed Tables 1 Raised Intersection 6 East Heather Drive 1999 2 Speed Tables 7 Island Drive 1999 3 Speed Tables 1 Choker 8 West Heather Drive 2000 2 Raised Intersections 1 Circle and 1 Radius Adjustment The above traffic calming projects including the design supervision and construction cost approximately $1 nulhon The results have been as predicted Traffic Calming has reduced neighborhood speeding and the devices add to the street attractiveness and create aesthetically pleasing focal points for the community Recently additional landscaping and ornamental lighting have been authonzed for Harbor Drive and West Mashta Drive devices West Wood Drive shall have traffic calming installed after the sanitary sewer line is installed 12 Sanitary Sewer Construction Program The Village Master Plan requires a central sanitary sewer for the enure community by the year 2008 The Master Plan has been completed with final plans and specifications approved by the State of Florida Department of Environmental Protection (DEP) A DCA letter dated June 12 1995 recommended the Village adopt specific implementation 2000 BUDGET MESSAGE EXHIBIT TWO (continued) policies toward the objective of providing central sanitary sewers to all of the Village by the Year 2008 (See Sanitary Sewer Fund for more details) 13 Beach Nourishment The Village will continue its three (3) year effort of performing 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 in the amount of $1 189 million authorized by Honda State Statute Section 161 and included in the State of Honda FY 1998 1999 Budget, and County funding of $670 000 were secured for Fiscal Year 1999 with sand source selection initiated in September 1998 State permits are pending (See Appendix for more details) 14 Civic Center Plans for the Civic Center are in development and Fiscal Year 2000 funding in the amount of $10 million authorized (See Budget Message Exhibit Three for more details) 15 Ocean Park Pursuant to Village Resolution No Z 10 95 adopted on July 27 1995 the Village Council accepted a two (2) acre Ocean Park from the Ocean Club Development This parcel was recorded on February 20 1998 with the County Clerk at which lime 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 occumng by early next year 16 Local Mitigation Strategy (LMS) Miami Dade County has identified 11 Priority Initiatives and will be requesting participating communities to establish and apply their own system of pnonties to local projects To the extent that such locally selected hazard mitigation projects are consistent with County priorities such projects will be able to leverage County support in securing support for their implementation at the State and Federal levels Key Biscayne through its duly adopted Floodplatn Management Plan already has a system of project prioritization and has fulfilled all requirements for its participation in the LMS The LMS as currently conceived is consistent with the Floodplain Management Plan and once published will offer opportunities for further improving its standing in the NFIP/1tMA Community Rating System 17 Pines Canal Overlook Project Resolution 99 47 adopted May 11 1999 authorized the Village Manager to execute an agreement with EAS Engineering Inc for environmental and engineering services for the 35 O 0 0 C7 0 C� 0 a C C C£� a a C� a a Cg lIlt G C C C C C C 2000 BUDGET MESSAGE EXHIBIT TWO (continued) e Pines Canal Overlook, Dock and Sidewalk extension to the State Park at a cost of $19 500 The project was included in the 1999 Goals and Objectives and is proposed to include a small shade pavilion (similar to the one recently constructed on the Village Green) an extension of the sidewalk to the State Park a boat dock with davits to be used by the Police Department two (2) on street parking spaces for emergency vehicles storage facilities for the Police Department and utility hook ups The Pines Canal Overlook shall become an excellent sunset vista 18 Street Light Special Taxing District Study At the January 12 1999 Council Meeting the Village Manager was requested to present an analysis to eliminate the street light special taxing districts To modernize the fixtures would cost about $500 000 The monthly rate would more than double A study should be undertaken to explore all municipal street light options 19 Management Information Study Funds for a Management Information Study are partially funded in the Capital Improvement Program Other funds are included in the Civic Center budget The study should be undertaken with an outside specialty assistance firm 21 Chamber of Commerce Funds are included in this budget to continue the $75 000 contract with the Chamber of Commerce Under the terms and conditions of this contract the Chamber has assumed the business and tourism promotional activities for the community This private public partnership was initially approved in 1995 22 Playing Fields At the May 27 1997 Council Meeting the Manager was authorized 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 appropriate State Officials who have jurisdiction over Bill Baggs Cape Honda State Recreation Area to consider the establishment of a portion of the State Park for use as active playing fields 36 2000 BUDGET MESSAGE EXHIBIT TWO (continued) These discussions began July 1998 through the DCA mediated meeting between the City of Miami Dade County the Village and the Florida Departments of Commumty Affairs and Environmental Protection 23 Crandon Boulevard Master Plan In accordance with a letter dated February 5 1999 the County Department of Public Works has indicated funding for a Master Plan for Crandon Boulevard would be included in 2001 Transportation Improvement Plan As part of the master planmng process As part of the master planning process design objectives will, be identified such as traffic calming safety aesthetics and adequate service levels for the pnmary arterial roadway which serves Key Biscayne These objectives will be, the basis foi development of conceptual design alternatives to be used for presentation at public workshops to obtain community input before proceeding with the final design End 37 ©©©00000000000 a a a a C a Q Q U 2000 BUDGET MESSAGE EXHIBIT THREE THE VILLAGE CIVIC CENTER I rm yot I Introduction A Village Civic Center was discussed as early as 1992 A center is included and discussed in the early drafts of the 1995 Comprehensive Plan The first significant action taken by the Village Council to establish a center was the acquisition development and dedication of the 9 5 acre Village Green in 1995 The center would include a community center police/village offices (which would include the police department fire administrative and village administrative offices) and a separate fire station and related site and street improvements Ce C eseN C CfiaTh II Plannmg Process The Village Council held a three day public participatory planning design session in rind December 1997 The session continued the efforts of Village Council to provide the residents with a true Civic Center reflecting the vitality and permanence of the community and serving the needs of all islanders A summary of the session including a proposed site plan was presented to the Council January 28 1998 At the 1998 Goals session held March 11 1998 the Village Council unanimously adopted a motion to begin planning for the replacement of the Public Safety Complex Resolution 98 21 authorized the replacement of the Public Safety Complex on April 28 1998 Resolution 98 19 retained OBM Miami Inc to provide consulting services for the Capital Improvement Program In response to Resolution 98 21 three (3) separate contracts which involved the preparation of conceptual and schematic building plans for the civic center with OBM Miami Inc were approved at the May 12 1998 meeting On September 1st the architect presented a second civic center site plan and conceptual schematic plans for the emergency services complex Resolution 99 14 (1999 Goals and Objectives) adopted on February 91999 listed the Civic Center as a Top Priority for the next year A third set of site plans were included in the civic center report presented at the April 6 1999 workshop At the June 8th meeting the Council adopted a specific site plan (Resolution 99 57) to serve as a guide for the development of a civic center The following construction project start dates were included in the Resolution Fire Station October 1999 Police Station January 2000 and Community Center March 2000 In November 1998 the Village received the 1998 Community Relations Award for improved communications with our community from the Florida Government Communications Association (FGCA) for the planning design session The following sections in this report discuss the planning process for the civic center buildings Fire Station Police Department and Fire administrative and Village administrative offices and the Community Center In addition there is a section that covers a financing plan A proposed theater 38 2000 BUDGET MESSAGE EXHIBIT THREE (continued) is not included at this time It would be constructed at a later date III Site Plan The Village Civic Center geographically located in the center of the Village will become the heart of the community where residents can meet their friends and where community events can be scheduled The plan emphasizes a pedestrian friendly environment with tree lined streets sidewalk systems and open green spaces As part of the plan a section of W McIntyre Street will be realigned with Galen Drive This realignment originally recommended in the Comprehensive Master Plan will direct the improper intersection into the main civic street for all civic activity The new north south Village Green Way will connect W Enid Drive with the Village Green The plan provides for ample (186) on street and off street parking. The Village requires 117 spaces A copy of the site plan is at the end of this report IV Acquisition Two (2) contracts to purchase the SunTrust property and 560 Crandon Boulevard have been executed The Crandon property (2 068 acres) should be acquired next year at a cost of $3 255 000 The SunTrust property (2 173 acre) will be acquired in 2001 at a cost of approximately $3 492 500 V Pubhc Safety Complex The original temporary public safety complex was dedicated November 30 1994 A portion of the complex consists of temporary portable trailer units and has a projected use of 5 7 years These sections of the facility are rapidly deteriorating Since 1992 and including 1999 the annual goals and objectives included the replacement of the facility VI Fire Station September 1 1998 the Council authorized the architect to prepare a schematic design for the Fire Station ($12 360) The design development contract was approved by Resolution 98 52 October 13 1998 ($32 750) Resolution 99 33 adopted April 20 1999 authorized the architect to prepare contract documents and provide inspection services ($70 240) The two-story 16 400 square foot Fire Station is being designed as a four -bay drive through apparatus room with living and supports facilities for 12 on duty fire personnel Great care was taken to ensure compatibility with abutting residential neighborhoods The first floor elevated to meet FEMA requirements includes a reception area training and community room a watch station and command center The second floor living area includes 12 dormitories a, kitchen and dining room classroom library space work stations the day room with its outdoor terrace as laundry restrooms and shower facilities for the on duty personnel The architectural character of the building is expressed through its standing seam metal roof double wood fascia and rafters and cast stone copings and trim The elements were inspired by Florida vernacular architecture The corner watch tower reminiscent of the hose towers required in historical fire stations serves as the elevator and access tower for the facility A presentation describing the facility was made to the Village Council at the October 12 1999 meeting 39 0 0 0 0 a 0 0 C3 a C ii, III' a C C Q C C C C C 2000 BUDGET MESSAGE EXHIBIT THREE (continued) VII Commumty Center Planning for the Community Center is being coordinated by a local citizens committee Since submitting the initial report September 10 1996 the committee and the Village Council have held two (2) workshops directed by an outside facilitator At the workshops approximately 53 people expressed their opinions with overwhelming support for a center The committee prepared distributed and compiled a community center questionnaire which was sent to all residents This was the third community wide survey undertaken The results which were supportive were submitted to the Village Council at their May 13th Council Meeting At the May 27 1997 meeting the Council authorized a planning design session to be held this fall at a cost not to exceed $15 000 A local newspaper poll reported June 12 1997 indicated a two to one majonty for the construction of a community center A planning design session was conducted by the Village on December 11 13 and 14 1997 Ont C Village Council adopted Resolution 98 56 on November 17 1998 authonzmg the Village Manager to advertise for Request for Qualifications (RFQ) from architectural firms to design our Community Center A draft RFQ packet was sent to the Selection Committee for review on November 30 1998 The revised RFQ packet was made available to the public on December 8 1998 An advertisement appeared in the Daily Business Review on December 8th 10th 15th 17th 22nd and on January 4th 1999 requesting qualifications from architectural firms interested in the community center project Ten (10) responses were accepted on January 8th 1999 The Selection Committee met on January 14th 1999 to receive copies of the submittals and rating sheets to score the ten firms Two weeks later on January 28 1999 the Selection Committee met to short list the top five architectural firms The Committee interviewed the top five architectural firms on March 4 1999 Council Resolution 99 20 adopted Apnl 20 1999 authorized the Village Manager to negotiate with Robert G Cume Partnership for architectural and engineering services for the community center The Council Resolution 99 62 was adopted and approved on July 22 1999 The $155 000 contract with Cume Partnership a $100 000 state grant will offset a portion of this fee and the contract was executed July 27 1999 The Community Center is envisioned to contain an indoor gymnasium with basketball courts racquet ball or squash courts meeting and classrooms a weight room restrooms with lockers a reception area and administrative offices The Community Center is located adjacent to the Village Green and will be designed to interact with the park An entrance pavilion to facilitate the drop off and pick up of children at the Community Center and Village Green, is an integral part of the plan VIII Pohce/Fire and Administrative Offices Resolution 99 10 adopted February 9 1999 authorized the Village Manager to prepare an RFQ for architects interested in designing the Police Administrative Offices facility At the April 20 1999 meeting Council appointed five (5) members to serve on the committee to assist the Manager with 40 tert 2000 BUDGET MESSAGE EXHIBIT THREE (continued) the selection of the architect The RFQ was dated June 4 1999 and mailed June 18 1999 The twenty-one (21) proposals were returnable on July 16th 1999 The committee short listed six (6) firms at the July 28 1999 meeting The committee reviewed the proposals at their August 10th meeting Three of the six firms were ranked This facility is envisioned to house the police department s the fire department's and the Village s administrative offices This facility will also serve as the Village s Emergency Operations Center (EOC) in the event of a disaster Resolution 99-78 authonzed the Village Manager to negotiate a contractwith Spillis Candela & Partners Inc IX Financing Plan The Council held nm? (9) sessions to develop a long-term borrowing plan to finance the Civic Center project At the November 17' 1998 Council Meeting Councilmember Fein suggested the Village take advantage of the current low long-term interest rates Our financial advisor discussed various financing options at the December 8 1998 meeting including refinancing the Village Green A fide -year finai*ixl°projection was requested by Councilmember Oldakowski of the Village Council at the Jartuarr12 11999 Council greeting The firstplaii was included with the January 19 1999 agenda for the Council Goalsfand4Objectrves Vstork'sliop `'It included estimated revenues expenditures `add boriotvmg projedtton debt limns and the estimated amount to be borrowed At the March 9, 1999 Wined meeting a sseiepnd morerefmdd plan was distributed to the Cous it r4t The Village Council discussed the comprehensive civic minter report at the April 6th workshop The report defined the need and reasons for the proposed civic center building components, stains of two land iic`quisians !proposed civic center master site 'plans costg and a, third financing plan 'By consb usithe Council requested a'thrity(3b) year boiro hgplan r 7 t i � 4 fl '� �k o) 0 At the April 20 299 Council Meeting bdrotving options were again discussed iricludthig financing the civic center with or without refinancing the Village Green and,fortlmty- (30) year pendd At the May 41 19199 minting thetanned discussed the amount and the'length of ti1iie,fer the borrovyrpg Fiwpanb\rig issues discussed included the airior'>(ntt length, of tii4e for`' the' loan and the optipi'bf refinancing the Village Green These issues were surpmanzell iii a 19Tay I7th repc{rt, Village1Cilvic Center Financing Plan discussed at the Ma 18t1i Workshop. At this workshop Council directed staiff tb prep -an ord an,'c`hto boir& '10 Milli i k$$110 itul)ila , .0tyeaiSbhriowing Ordinance (99 "6)`"v�asslappr*!i%Zl at!!l�fhe June 22 1999 Ctiurl2 Tq Ace Rescd i on PSi 7'l iatdopted alibi* 23 1999;'ta title sq✓knty}year bank lean i1 day' 7ittS9e+fixeti+ et'tTliefp$tal iniprbiwement Progttii ' iltrhes ReSvetha's.tipproabbnaatel3y $2,4'� F ec"b o`iiriiic'siiOshall be rssu4 m 20130 n tad to t#t detdrmmed tWbrdevr tp tadip to r ) i I X Honda Department of Management Services% Resolution 99 50 adopted May 11 1999 authorized the Manager to negotiate a contract with the Department of Management Services The (DMS) Division of -Building Construction shall provide project management services for the civic center at afnonthly fee of $6 000 The Division shall assist 41 Q C 0 a a a u4 a a a a a a a !Il I �Nlt 11P' 43 C C iC C C C C C C 2000 BUDGET MESSAGE EXHIBIT THREE (continued) the Village through the entire construction process planning designing building contract negotiations construction and occupancy The division shall serve as the Village s agent during the project management process This includes coordination of the design services of the architect and engineer the coordination of the design and construction reviews the selection and negotiation of the construction manager and the construction project The division shall assign a Project Director for the project and the project director and the Village shall select a construction manager The contract was approved by Resolution 99 68 adopted July 20 1999 The contract was executed on August 2 1999 at a monthly cost of $6 000 C C C C tw XI CONSTRUCTION MANAGER The Honda Department of Management Services published a Request for Proposal on September 3 1999 for a Construction Manager to build the Civic Center project This includes the Community Center Fire Station and Police and Village Offices and related infrastructure Ten (10) firms submitted their credentials for the Construction Manager A committee consisting of the 3 architects 2 representatives from the Florida Department of Management Services and the Village staff assisted as non voting members to review the firms credentials October 1 1999 Five (5) firms were short listed for interviews The interviews were held November 1st and these firms are ranked The Council appointed James A Cummings Inc to be the Construction Manager on November 16 1999 The firm was authorized to proceed with the preconstruction phase of the contract at a cost of $113 190 0d-o-is--ea-e ' i \.JIR i S hood � fbllln/� • 0-I. Civic Center Master Plan Village of Key Biscayne Florida ctaf3- I1 42 2000 BUDGET MESSAGE EXHIBIT FOUR VILLAGE OF KEY BISCAYNE GENERAL FUND FIVE YEAR FINANCIAL PROJECTIONS 1999 2003 I (All figures in millions except for assessed values which are shown in billions) 1999 2000 2001 1 2002 2003 A CCP,CCPf1 Vahiec $2. 028 B , $2 241 R , S2 466 B Si?, 692 B $9 901 B Revenues Expenditures $117 $ 9 5 $12 2 $ 9 8 $12 4 $10 1 $13 1 -$10 5 $13 9 $10 9 Available for Debt Service & Capital Outlay $ 2 2 $ 2 4 $ 2 3 $ 2 6 $ 3 0 Capital Outlay $1 0 $ 10 $ 10 $ 1 0 $ 1 0 Available for Debt Service $ 12 1 $ 14 \ $ 1 3 $ 1 6 $ 20 Total Borrowing Capability (assumes 5% rate far 20 vearct $15 0 $17 5 $16 3 $20 0 $25 0 Debt Cap Limitations per Ord 97 1 LT Debt <1% of rnrrent accecament $20 3 , $22 4 $23 7 $26 9 $29 0 Annual DS <15% of prior year GF expenditures $ 1 8 $ 1 8 $ 1 8 $ 1 9 $ 2 0 43 C C C3 a a a a a a 1Ci a Ci C ci C C C C C C C C C C 2000 BUDGET MESSAGE EXHIBIT FOUR (continued) TOTAL ASSESSED PROPERTY VALUE C C) C" Fiscal Year - Assessed Value -Difference Increase 1987 $1 076 540 793 1988 $1 040 997 328 ($35 543 465) (3 3%) 1989 $1 262 010 110 $220 012 782 21 1% 1990 $1 424 569 428 $163 559 318 13 0% 1991 $1 574 025 124 $149 455 696 10 5% 1992 $1 617 141 088 $ 43 115 964 2 7% 1993 $1 560 057 130 ($57 083 958) (3 5%) 1994 $1 741 921 584 $181 864 454 11 7% 1995 $1 767 457 006 $ 25 525 422 1 5% 1996 $1 852 827 752 $ 85 370 746 4 6% 1997 $1 963 065 154 $110 237 402 5 6%v 1998 $2 019 008 604 $ 55 943 450 28% 1999 $2 232 457 904 $213 449 300 X%v � PROJECTION Fiscal Year ,Assessed Value._ n Difference + - * Increase- 2000 $2 366 000 000 $133 542 096 5 98% 2001 $2 652 000 000 $286 000 000 12 1% 2002 $2 875 000 000 $223 000 000 8 4% 2003 $2 956 000 000 $ 81 000 000 2 8% 2004 $3 030 000 000 $74 000 000 2 5% 44 Village of Key Biscayne Projected Property Tax Assessments (2000 2003) Total Add I Assessment $86,031 436 $283,374 660 $196,901 095 $11 024 100 Minus 20% $68 825 149 $226 699 728 $157 520 876 $8 819,280 Net Add I Assessment $2,241 225,536 $2 366 081,324 $2 651 933 085 $2 875 752,288 233y '" $i6`5933"ht85"sr°r 2`*7', S'l � _ 9 56„6`57 � 45 QC0000©000000©0C 00000nnr F C r r team i �n Y rw� 7 7 Vteel 0 VILLAGE OF KEY BISCAYNE S 1999 VILLAGE COUNCIL GOALS AND OBJECTIVES Introduction Since incorporation the Key Biscayne Village Council has adopted Goals and Objectives on seven (7) separate occasions These Goals and Objectives are one of the pnmary items utilized in developing the Annual Operating Budget and the Five (5) Year Capital Improvement Program (CIP) The CIP is updated annually On January 19 1999 the Village Council held its annual Goals and Objectives session By consensus Council suggested the following resident needs 1 Public Safety 2 High Quality Beach 3 High Quality School 4 Venues for Children 5 Venues for Adults 6 Playing Fields 7 Infrastructure 8 Mdlage Rate Discussions 9 Land Acquisition After discussions at the February 9 1999 Council Meeting the Village Council unanimously adopted the following Goals and Objectives by Resolution 99 11 (listed in alphabetical order) Goals are divided into Top, High, and Other pnonties based on their importance in Fiscal Year 1999 and for the following 12 months I TOP PRIORITY A Beach Nourishment ($2 67 M est.) •Complete Planning Process Administer Project B Beautify All Areas Under Village Control (TBD) • •Policy • • Implementation C Connnumty Center/Village Center (TBD) • Complete Planning Funding • Design Land Acquisition D Feasibility/Cost Estimates for Each Project (Being compiled as mformation is developed) C C 46 1999 VILLAGE GOALS AND OBJECTIVES E Fire Station ($2 M est.) • Complete Planning • Funding • Design • Land Acquisition F Ocean Park ($750,000 est ) • Complete Planning G Playing Fields • Work with State Appointed Task Force (Section 25 of CS/SB 74) • Pursue Land in Parks • Development Investigate Purchase of Homes Explore Possible Acquisition North of Village Green H Police/Fire Administration Building ($2 M est ) • Complete Planning Funding • Design • Land Acquisition I Sanitary Sewers ($7 8 M est ) • Financing • Bidding • Design Complete • Construction J. Swale Policy • Develop Policy (Drainage • Enforcement Parking Sporting Activities Flood Plain Management) II HIGH PRIORITY A Revise Zomng/Code Enforcement Ordinance Mitigate Impact of Building on • Neighbors (complete certain exterior features first) Improve Building Zoning & Planning Process and Efficiency B Crandon Boulevard Street Beautification and Improvements (TBD) • Develop Plan • Bus Shelters • Street Tree Planting • Entrance to State Park • Sidewalks • Curbing 47 a a a C 3t =11M1I a a a a a a 8i a a a I a C a C C C E C 1999 VILLAGE GOALS AND OBJECTIVES • Pines Canal Bay Access (Survey Decision Design Completion) • Beautification • Shortening Crosswalks Intersection SF C iozna C t., r C C r�^ C dtxpi rm C C Develop High Quality School •• Complete Infrastructure •• Traffic Calming Around School ($833,000) •Partner with Key Biscayne Community School/PTA/Dade County Public Schools D Harbor Drive Street Beautification and Improvements (TBD) •• Develop Plan • •Curbing •• Street Tree Planting • •Restructure from Crandon Boulevard to •• Sidewalks •Fernwood Road •• School Crossing E Millage Rate Discussion • Charter Amendment Debt Cap F Ocean Lane Dnve Street Beautification and Improvements (TBD) • Develop Plan • Sidewalks • Street Tree Planting G Pedestrian Comprehensive Strategy • Update Comprehensive Study Explore Options to Reduce Vehicular Plan (loop/connect to beach/ Traffic schools/shopping) Determine Parking Capacity HI. OTHER PRIORITY A Community Information Strategy and Action Plan • Improve Public Relations • Better Use of Channel 99 B Harbor Drive Parking/Traffic Flow Improvement (TBD) • Complete Study (3/99) • Policy Direction (5/99) 48 l[ 1999 VILLAGE GOALS AND OBJECTIVES C Land Acquisition for Passive Bay Park ($1.5 M est ) • Investigate Mashta Island Property D Residential Street Lighting Study (TBD) • Village Wide Lighting Design • Replacing Existing Lights with Village Study Character Lights E Residential Street Signs (TBD) • Complete Study F Traffic Calming Strategy (Island Wide) • Replace Village Street Signs G Underground Utilities Study ($10 M est.) • Explore Financing Options • Complete at the Same Time as Street • Crandon Boulevard Lighting (Item D) • Holiday Colony H Virginia Key • Continue to Monitor The above Goals and Objectives were derived at the January 19 1999 Council Workshop adopted unanimously on February 9 1999 by Resolution 99-14 In accordance with Section I Top Pnor►ty Subsection D the aforementioned cost estimates have been prepared but not with architectural and/or engmeenng consultation Costs are based on histonc square foot estimates and other standard cost information available at this time and shall be adjusted as information becomes available END 49 o o 0 o o o o o o a IIE° C C a 119 IIIC�= �IPI al;r a a a It 1 II II Q Q C C C C C C I 0 1999-2000 GOALS AND OBJE CTIVES I TOP P RI ORITY a i � 2000 PRO JECT 1999 Quarter 1 Q uarter 2 Q uarter 3 Q uarter 4 Other A Beach Nourishment ($2 67 M est ) X Complete Plan ning Process Admin ister Project X 13 Beautify All A rea s Un der Village Control (TED) t- 4- On going On gomg -1 i Policy Implementation 4- 4- On going On going -, -1 C Commun ity Center/Village Center (TBD) X Complete Plannin g Design Funding Land Acquisition X $7M X D Feasibility/Cost E stima tes for E ach Project (Bein g compiled as in formation is dev eloped) X E Fire Station (S2 M est ) Complete Plann ing Design Fundmg Land A cquisition X X X F Ocean Park ($750 000 e st ) X Complete Plann ing Dev elopment X 0 Playin g Fields X 1 Work with State Appo inted Task Force (Section 25 of CS/SB 74) 2 Pursu e Land in Parks 3 Investigatea, ;chase of Homes 4- 4- On goi ng On goi ng i -1 X 4 Explore Possible Acqu isition North of Village Green PROJEC T 1999 Quarter 1 Q uarter 2 Quarter 3 Quarter 4 Other H Police/Fire Administratio n Building ($2 M est ) X - Complete Pla nning Design Funding Land Acquisitio n X $7 M X I San itary Sewers ($7 8 M est ) X Finan cing Design Complete Bidding Construction X X ___ X J Swa le Policy X Develo p Po licy (D rainage Pa rking Sporting Acti vities Flood Plam Managemen t) Enforcement X 2000 11 Il iVl l I luvava a PRO JECT 1999 Quarter 1 Q uarter 2 Q uarter 3 Q uarter 4 Other A Revise Zo ning/Code Enforcemen t Or din ance 2 nd Mitigate Impact of Buildin g on Neighbors (complete certain ex terior features first) Improve Building Zo ning & Plann ing Process and Efficiency Regulations 4— will be 4— i ncluded in On g oing new z oning On goi ng Ordma nce 4 Quarter —? B Crandon Boulevard Street Beau tification and X Improv ements (TBD) I Develop Plan 2 Street Tree Planting 3 Sidewalks 4 Curbin g 5 Bus SheltersEn trance to State Park 6 Pines Cana l B ay Access (Survey Decision Design Completion ) 7 Beautificatio n 8 Shorten in g Crosswalks In tersection X X X X X X nnnnCAM= AAeteiMIme nneem® ®®®® ®®®®©©©©000000 ©0 00 00li`) al"krinli ,()" n f - ) N N PROJECT 2000 1999 Quarter 1 Qua rter 2 Quarter 3 Quarter 4 Other C Develop High Quality School X Complete Infr astructure Traffic Calming Around School ($833,000) Partner with Key Biscay ne Comm unity School/PT A/Dade County Public Sch ools X F E On g oi ng On gomg 4 -> 0 H arbor Drive Street Bea utification a nd Improvements (TBD) X Develop Plan Street Tree Planting Sidewalks School Crossin g Curbing Restru cture from Cran don Bou levard to Femwood Ro ad X X I X X X E Millage Rate D iscussion Charter A mendment Debt Cap X F Ocean Lane D rive Street Beautification an d Improvements (T BD ) X Develo p Plan Street Tre e Planting Sidewalks X X G Pedestrian Comprehensive Strategy X U pdate Comprehensive Stu dy Plan (loo p/conn ect to beach/schoo ls/shopping) Explore Option s to Redu ce Vehicular Traffic Determin e Parking Capacity X X III OT HER PRIORITY 2000 in w PROJECT 1999 Quarter 1 Quarter 2 Quarter 3 Q uarter 4 Other A Community Information Strategy a nd Action Plan Improve Public Relatio ns t: 4- On gomg on g omg i 4 Better Use of Cha nnel 99 X B Harbo r Driv e Parlung/Traffic Flow Improvement (TBD) . Complete -Study (3L99). _ _ _ ____ ` X X e Policy Direction (5/99) C Lan d A cquisition for Passiv e Bay Park ($1 5 M est ) Inv estigate Mashta Isla nd Property X A Residential Street Lighting Study (TBD) V illage Wide Li htmg Desi ng Study X Reeplacmg Existing Lights with Village Character Lights X E R esiden tial Street Signs (TBD ) Complete Study X Replace Vdlagp Street Sign s X •F Tr affic Calming Strategy (Island Wide) X G Un dergroun d U tilities Stu dy ($10 M est ) Explore Financmg Optio ns Cran don Bouleva rd H oliday Colony Complete at the Same Time as Street Lightin g (Item D) X X X X II Virgin ia Key Contin ue to Mon itor 4- 4- On going On gomg .9 —1 nnnnnnnnr nn ssA sniziaA ONCOS®®®bo®©E©O©©©©OOOO FINANCIAL POLICY FISCAL YEAR 2000 FINANCIAL POLICY C C C C C tirlofl000 000000©0000000 The following financial policy statements are included as an integral part of the Budget to declare those short and long term policies which will guide the Village s present and future 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 authonzing the issuance of debt The same opportunity is provided to the electors when the budget exceeds 5 mills (5 02 (ii) B) L OPERATING BUDGET POLICY I 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 appropnation 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 coordinate development of the capital improvement budget with development of the operating budget Future operating costs associated with new capital improvement will be projected and included in operating budget forecasts 54 FINANCIAL POLICY (continued) FISCAL YEAR 2000 E The Village will use intergovernmental assistance to finance only those capital improvements that are consistent with the Capital Improvement Plan and Village priorities and whose operating and maintenance costs have been included in operating budget forecasts F The Village will maintain all its assets at a level adequate to protect the 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 The Village will identify the estimated costs and potential funding sources for each capital project proposal before it is submitted to the Village Council for approval I The Village will determine the least costly financing method for all new projects A The Village will confine long term borrowing to capital improvements or projects that cannot be financed from current revenues B When the Village finances capital projects by issuing bonds it will pay back the bonds within a period not to exceed the estimated useful life of the project C The Village will strive to have the final maturity of general obligation bonds at or below thirty (30) years D Whenever possible the Village will use special assessment revenue or other self supporting bonds instead of general obligation bonds E The Village will not use long term debt for current operations F The Village will maintain good communications with bond rating agencies regarding its financial condition The Village will follow a policy of full disclosure on every financial report and borrowing prospectus A The Village will try to maintain a diversified and stable revenue system to shelter it from unforeseeable short run fluctuations in any single revenue source B The Village will estimate its annual revenues by an objective analytical process wherever practical C C C C C C C C C C C C C C C C C a a a a a C� C C a 55 FINANCIAL POLICY TAXATION ORDINANCE ARTICLE I IN GENERAL Sec 25 1 Definitions rTh r^ ra C C C C C C C C r C C C C Debt means 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 Enterpnse Fund shall not be included in the calculation of Debt Enterprise Fund means 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 (Ord No 97 1 § 1 1 16 97) Sec. 25 2 Limits on Debt The total principal of Debt of the Village shall be limited to the greater of the following (1) One percent 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 (2) That amount which would require annual principal and interest payments on Debt during any fiscal year to exceed 15 percent of general fund expenditures for the previous full fiscal year (Ord No 97 1 § 1 1 16 97) Sec 25 3 Reserve funds To provide for emergencies the Village shall maintain non restricted reserve funds in an amount not less than $2 000 000 00 or in an amount greater than $2 000 000 00 but not greater than 20 percent of general fund expenditures for the previous full fiscal year (Ord No 97 1 § 1 1 16 97) Sec 25 4 Surplus funds Surplus funds m 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 m 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 (Ord No 97 1 § 1 1 16 97) Sec. 25 5 Pohcy exceptions The Debt limits established by section 25 2 may not be exceeded by the Village unless and until approved by a majority of the qualified electors of the Village votmg m a referendum election (Ord No 97 1 § 1 1 16-97) 57 FINANCIAL POLICY (continued) FISCAL YEAR 2000 C The Village will project revenues for the next year Each existing and potential revenue source will be re examined annually D Hach year the Village will recalculate the full costs of activities supported by user fees to identify the impact of inflation and other cost increases E The Village will automatically revise user fees subject to review by the Village Council to adjust for the effects of inflation A The Village will make a cash flow analysis of all funds on a regular basis Disbursement collection and deposit of all funds will be scheduled to insure maximum cash availability B When permitted by law the Village will pool cash from several different funds for investment purposes C The Village will invest 100% of its idle cash on a continuous basis D The Village will obtain the best possible return on all cash investments A The Village has established and will maintain a high standard of accounting practices B The accounting system will maintain records on a basis consistent with accepted standards for local government accounting The Village will strive to obtain and retain the Certificate of Achievement from the Government Finance Officers Association (GFOA) C Regular monthly and annual 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 pohcy 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 56 C m Qj C C C C C C C C C C C C C C C C C 1 C C G C C C r- nnnnnnnr CONSOLIDATED BUDGET SUMMARY C C r r 0000000 FISCAL YEARS 1994 2000 ALL FUNDS 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 includes the General Fund beginning with Fiscal Year 1994 the Stormwater Utility Fund created in Fiscal Year 1994 the Capital Improvement Fund beginning Fiscal Year 1995 and the Solid Waste Fund established January 1 1995 and the Sanitary Sewer Project Fund started in Fiscal Year 1998 Listed are the resources and expenditures/expenses of all Governmental and Proprietary funds within the Village budget 'VENDING "' ACTUAL ACTUAL ACTUAL ACTUAL. ACTUAL — AMENDED AQQPTED SOURCES FY 1994 FY 199$ FY 1996 ` F_Y_ 1997 FY 1998 _ FY 1999- FY2000 Property Taxes $6 640 045 $6 820 807 $6 486 019 $6 495 465 $6 963 900 $6 947 916 $7 677 766 Other Taxes 1 936 448 1 0910 023 1 932 581 2 223 311 2 223 764 2 199 500 2 543 425 Licenses and 246 533 351 152 430 208 531 401 1 035 768 687 925 513 304 Permits State Shared 732 196 Charges for 62 156 Services Interest Income 288 978 Fines and Forfitures 35 508 Stormwater Fund Solid Waste Fund Sanitary Sewer Fund Hurricane Recovery 0 Miscellaneous 18 000 Grants 265 305 Impact Fees 382 713 Other Financing 9 200 000 Sources Transfers In 0 788 062 790 403 766 638 843 812 789 375 900 000 60 446 140 489 97 423 161 794 38 000 74 740 590 563 736 267 608 000 3 924 477 378 600 655 100 12 822 28 311 28 807 29 774 28 000 28 280 0 464 066 456 515 540 091 542 480 471 390 494 110 0 153 933 241491 260 862 261 393 255 516 261500 0 0 0 0 3 392 3 600 000 3 500 000 190 687 267 682 0 0 73 200 83 532 120 207 38 300 77 931 779 639 392 717 163 107 250 000 0 0 0 0 0 0 0 0 0 Prior Year Balance 0 0 0 0 0 0 0 36 000 0 148 000 118 750 0 0 10 000 000 0 0 0 1 011 307 0 909 638 440 000 Transfers In Begining Fund Balances Beginning Reserves ris42"17 3 0,6533W,A11627,961frat6140948filI 325 671 3 037 183 1 863 620 1 531 150 1 881000 711905 263 935 3 157 310 5 145 075 NA NA 4 294 250 5 358 994 1 948 875 2 196 891 NA NA tairr '� A 9 0 $1 .40k804 X19 42- 42 g38',M4 i3.63597R $}6 409: Changes in Reserves for FY 1999 and FY 2000 and Undesignated Fund Balance for FY 1999 cannot be determined at this time C C 58 i 4 CONSOLIDATED BUDGET SUMMARY FISCAL YEARS 1994 2000 ALL FUNDS EXPENDITURES The Debt Service Budget provides for the prmcipal and interest payments of the Village Green loan the Stormwater Fund loan and the interest on the Civic Center Loan General Government Public Works Stormwater Fund2 Solid Waste Fund Sanitary Sewer Fund2 Economic Development $620 784 $615 480 $605 713 $680 075 $825 952 $862 682 $934 525 609 932 573 844 544 965 634 993 828 287 561 084 588 739 0 8 259 32 371 14 420 649 019' 103 000 126 527 0 157 204 212 610 250 127 237 000 262 500 262 000 0 0 0 0 679 800 3 600 000 3 505 000 126 460 0 0 0 0 0 0 Building Zoning & 403 097 467 621 593 635 804 184 849 592 1 102 062 1 232 662 Planning Parks & Recreation Public Safety Capital Projects Non Departmental Capital Outlay Debt Service 272 158 211 159 237 776 243 451 311252 311 599 399 000 3 918 351 4 294 606 4 821 253 5 192 293 5 523 533 5 874 942 6 261217 0 0 0 0 0 0 6 637 800 227 105 512 331 425 256 613 982 724 420 800 082 842 750 12 758 815 1 752 174 1 041 836 1 000 000 1 250 000 1 017 430 1 011 296 255 106 2 401427 1 488 169 1 474 661 1 460 025 1 136 435 1 538 626 Transfers Reserves Ending Fund Balances 325 671 3 037 183 1 863 620 1 531 150 1 426 000 NA' NA 5 358 994 1 948 875 2 820 372 5 951417 201597 NA' NA 263 935 4 423 641 1 631 930 2 547 601 3 603 219 NA' NA Changes in Reserves and Undesignated Fund Balance for cannot be determined at this time Stormwater and the Sanitary Sewer Project construction costs are earned as fixed assets Includes Depreciation Expense of $269 729 Does not include Police Fire Pension Fund Reserve of $424 227 due to as fiduciary nature 59 C a C3� Q a C3 a a a a 03 a �Ik lllpl VpiN Ci Cs Cw C; C C C C C C C C C C C C C C C rac VILLAGE OF KEY BISCAYNE COMBINED STATEMENT OF REVENUES EXPENDITURES AND CHANGES IN FUND BALANCE AND RETAINED EARNINGS CONSOLIDATED BUDGET SUMMARY THREE YEAR COMPARISON .the General Fund has an annual appropriated Budget The Capital Improvement and the Civic Center Funds have Project ength budgets and all are reported on the modified accrual basis of accounting Budgets for the Propnety (Enterprise) rounds are adopted on the accrual basis of accounting Capital outlay and pnncipal debt payments are budgeted as expenditures Depreciation is not budgeted but is recorded on completed capital projects in the Proprietary Funds C r 4„ C 4w C C 4- 4- frn C C C REVENUE Taxes Franchise Fees Utility Taxes State Share Revenue Licenses and Permits Charges for Services Other Revenue Operating Revenue Grants Contnbutions Other Funds Other Financial Resources Pnor Year Fund Balance TOTAL REVENUE EXPENDITURES Admin and Legal Police and Fire Services Bldg Zoning & Planning Public Works Debt Service Non -Departmental Recreation Capital Outlay Capital Projects (2) Contractual Services Depreciation —ALL FUND TYPES ACTUAL ADOPTED` PROPOSED 199L28 1998 99 1999 00 $6 963 900 709 067 1 514 697 882 112 1 003 768 191 568 477 615 722 127 163 107 1 881 000 723 762 $6 947 916 692 500 1 507 000 789 375 687 925 102 000 603 600 726 906 148 000 1 017 430 13 550 000 0 541 000 $7 677 766 843 425 1 700 000 900 000 531 304 103 020 655 100 755 610 118 750 1 011 307 3 500 000 440 000 $15 232 723 $27 313 652 $18 236 282 $902 055 $1 025 682 $1 059 559 5 278 315 5 874 942 6 288 836 939 087 1 102,062 1 240 285 828 287 561 084 591 178 1 451 065 1 448 435 1 961,209 587 809 800 082 832 000 255 704 311 599 401 860 2 067 297 1 017 430 1 011 307 2 254 073 6 298 324 10 137 800 222 904 237 500 238 741 269 729 0 0 TOTAL EXPENDITURES $15 056 325 $20 677 140 $23 762 775 REVENUE OVER (UNDER) EXPENDITURES 176 398 6 636 512 (5 526 493 FUND EQUITY BEGINNING OF YEAR 8 499 018 8 675 416 14 770 928 FUND EQUITY END OF YEAR $8 675 416 $15,311 928 $9 244 435 Notes (1) These resources created debt obligations and are used for Capital Projects which may be carried over to future fiscal years (2) Capital Project expenditures in the appropriated Governmental Funds are transferred to the General Fixed Assets Account Group on a yearly basis They are kept within the funds of the Proprietary (Enterprise) Funds 60 VILLAGE OF KEY BISCAYNE COMBINED STATEMENT OF REVENUES EXPENDITURES AND CHANGES IN FUND BALANCE GOVERNMENTAL FUND TYPES THREE YEAR COMPARISON The proposed General Fund Budget of $12 808 865 is an increase of $1 142 549 or 9 8 / over Fiscal Year 1999 Thirty five percent of that increase of 9 8 / is the results of the Debt Service payment of the $10 Million that was borrowed to purchase land and finance the construction program of the Civic Center Fund REVENUE Taxes Franchise Fees Utility Taxes State Share Revenue Licenses and Permits Charges for Services Other Revenue Grants Contnbutions Other Funds Other Financial Resources Prior Year Fund Balance TOTAL REVENUE EXPENDITURES Admin and Legal Police and Fire Srvs Bldg Zoning & Planning Public Works Debt Service Non -Departmental Recreation Capital Outlay Capital Projects TOTAL EXPENDITURES REVENUE OVER (UNDER) EXPENDITURES FUND BALANCE BEGINNING OF YEAR FUND BALANCE END OF YEAR GENERAL FUND ACTUAL ADOPTED ,p)2OPOS,�� PERCE 1997 98 1998 99 �, ' 999?O0 °r T $6 963 900 709 067 1 514 697 882 112 1 003,768 191,568 233 654 163107 0 0 0 $6 947 916 692 500 1 507 000 789 375 687 925 102 000 250 600 148 000 0 0 541 000 $7 677 766 843 425 1 700 000 900 000 531 304 103 020 494 600 118 750 0 0 440 000 599/ 66/ 133/ 70/ 41/ 08/ 3 90/ 09/ 00k 00/ 34/ 105/ 218/ 128/ 140/ 228/ 1 0°l 97 4°/ 198/ 00/ 00/ 187/ $11 661 873 $11 666 316 $12 808 865 10000/, $825 952 $862 682 $904 773 7 1 / 5 278 315 5 874 942 6 288 836 49 1 / 939 087 1 102 062 1 240 285 9 7/ 828 287 561 084 591 178 4 6°/ 1 132 825 1 1`36 435 1 538 626 12 0 / 587,809 8'00 082 832 000 6 5 / 255,704 311 599 401 860 3 1 / 1 612,297 1 017 430 1 011 307 7 9/ 0 0 0 00°/ 98/ 49/ 70/ 125k 54/ 354/ 40/ 290/ 06/ 00/ $11 460 276 $11 666 316 $12 808 865 100 00/ 201 597 0 0 3 401 622 3 603 219 3 062 219 $3 603 219 $3 603 219 $3 062 219 61 98/ C C C C G C C C C C C a a a I�( tell a a ai a a a a a a a a r' p r v ertt s f"^ aew flan Vat e1 { aey v — C 4-Y C C 0 €t E� VILLAGE OF KEY BISCAYNE COMBINED STATEMENT OF REVENUES EXPENDITURES AND CHANGES IN FUND BALANCE GOVERNMENTAL FUND TYPES THREE YEAR COMPARISON The proposed Capital Improvement Fund Budget is shown on a year to year basis It receives appropriations from the General Fund for capital projects that may take longer than a year to complete Projects expenditures are moved yearly and recorded in the General Fixed Assets REVENUE Taxes Franchise Fees Utility Taxes State Share Revenue Licenses and Permits Charges for Services Other Revenue Grants Contnbutions Other Fund Other Financial Resources Prior Year Fund Balance —CAPITAL IMPROVEMENT FUND- - $0 0 0 0 0 0 158 823 0 1 881 000 0 0 $0 0 0 0 0 0 175 000 0 1 017 430 0 0 $0 0 0 0 0 0 100 000 0 1 011 307 0 0 TOTAL REVENUE $2 039 823 $1 192 430 $1 111 307 EXPENDITURES Admin and Legal $0 $0 %olice and Fire Srvs 0 0 Bldg Zoning & Planning 0 0 Public Works 0 0 Debt Service 0 0 Non Departmental 0 0 Recreation 0 0 Capital Outlay 0 0 Capital Projects 1 530 311 1 017 430 TOTAL EXPENDITURES $1 530 311 $1 017 430 REVENUE OVER (UNDER) EXPENDITURE 509 512 175 000 FUND BALANCE BEGINNING OF YEAR 3 624 926 4 134 438 FUND BALANCE END OF YEAR $0 0 0 0 The Civic Center Fund was created in Fiscal Year 1999 It received funds from a Bond Issue to begin the construction program to purchase land and build the Village Fire Station and related costs Projects expenditures are moved yearly and recorded in the General Fixed Assets — -- —CIVIC CENTER FUND 0 0 0 0 1 150 000 $0 0 0 0 0 0 0 0 0 0 0 $0 0 0 0 0 0 80 000 0 0 10 000 000 0 $0 0 0 0 0 0 0 0 0 0 0 $1 150 000 (38 693 4 309 438 $0 $10 080 000 $0 $0 $10 000 0 0 O 0 O 0 0 0 0 0 0 0 0 0 0 3 680 894 $0 $3 690 894 $0 0 0 0 0 0 0 0 5 487 800 $5 487 800 O 6 389 106 (5 487 800 O 0 6 389 106 $4 134 438 $4 309 438 $4 270 745 $0 $6 389 106 $901 306 62 VILLAGE OF KEY BISCAYNE STATEMENT OF REVENUES EXPENDITURES AND CHANGES IN RETAINED EARNINGS PROPRIETARY FUND TYPES THREE YEAR COMPARISON The Budget for the Stormwater Fund (an Enterpnse Fund) is not an annual appropriated budget It receives resources for the services it provides to its users All of its activities revenue and expenses are recorded in the fund Capital expenditures are capitalized and depreciated when completed Depreciation is not a budgeted item REVENUES Operating Revenue Interest Income TOTAL REVENUE EXPENDITURES The Budget for the Solid Waste Fund (an Enterpnse Fund) is not appropnated It receives its resources from users in order for the fund to pay the contractual residential refuse services — — — STORMWATER FUND— — -- — —SOLID WASTE FUND — $461 039 $471 390 81 441 40 000 $542 480 $511 390 Administrative Costs $61 050 $103 000 Pnncipal & Interest Expen 318 240 312 000 Contractual Services 0 0 Capital Projects 0 0 Transfers To Other Funds 455 000 0 Depreciation 269 729 0 TOTAL EXPENDITURES $1 104 019 $415 000 I I (UNDER) EXPENDITURE (561 539 96 3901 RETAINED EARNINGS BEGINNING OF YEAR 1 406 159 844 620 941 010 RETAINED EARNINGS — END OF YEAR $844 620 $941 010 REVENUE OVER $494 110 $261 088 $255 516 $261 500 50 000 305 8 000 500 $544 110 $261 393 $263 516 $262 000 $126 527 $15 000 417583 0 0 222 904 0 0 0 0 0 0 $544 110 $237 904 $25 000 $23 259 0 0 237 500 238 741 0 0 0 0 0 0 $262 500 $262 000 0 23 489 1 016 0 66 311 89 800 90 816 $941 010 $89 800 $90 816 $90 816 63 a a a a a C a a C a a a a a a o a o o o o o Q a C 0 a VILLAGE OF KEY BISCAYNE STATEMENT OF REVENUES EXPENDITURES AND CHANGES IN RETAINED EARNINGS PROPRIETARY FUND TYPES THREE YEAR COMPARISON The Budget for the Sanitary Sewer Fund (an Enterpnse Fund) is not appropriated It is currently receiving funds from a State Revolving Loan which will be used to construct collection facilities to eliminate septic tanks within the Village Depreciation is not budgeted and is only recorded when a capital project is completed — --SANITARY SEWER FUND ACTUAL ADOPTED ADOPTED 1997 98 1998 99 1999-00 REVENUES Loan Proceed $0 $0 $0 Interest Income 3 392 50 000 10 000 Other Financial Resources 723 762 3 550 000 3 500 000 TOTAL REVENUE $727 154 $3 600 000 $3 510 000 EXPENDITURES Administrative Costs $53 $25 000 $5 000 Interest Expense 0 0 5 000 Contractual Services 0 0 Capital Projects (1) 723 762 3 600 000 3 500 000 Transfers To Other Funds 0 0 0 Depreciation 0 0 0 TOTAL EXPENDITURES $723 815 $3 625 000 $3 510 000 REVENUE OVER (UNDER) EXPENDITURE 3 339 (25 000 0 RETAINED EARNINGS BEGINNING OF YEAR 0 3 339 (21 661 RETAINED EARNINGS END OF YEAR $3 339 ($21 661 ($21 661 Note (1) Loan Proceeds (Other Financing Sources) of $723 762 were/will be received and expended dunng this Fiscal Year and have been/ will be recorded as a capital asset in the Balance Sheet 64 Ln"tUt/uuuuu©v ocju000000a©©©©oa©o©a©©©®©©©©©u GENERAL FUND FISCAL YEAR 1994 2000 The proposed Fiscal Year 2000 General Fund Budget of $12 808 865 is an increase of $1 142 549 or 9 8% over Fiscal Year 1999 Thirty five percent of that increase of 9 8% is the results on the Debt Service payment of the $10 Million that was borrowed to purchase land and finance the construction program of the Civic Center Fund Ad Valorem (Property) Tax generates 60% of the Total Revenue Vanous State Agencies and Other Entities were contacted to amve at the estimated budgeted Revenue The increase of the interest revenue is due to the $10 Million Bond Proceeds These funds will be appropriated over the next Fiscal Year for debt payments on the borrowing p -a‘ v.� C C C C r�^ r r C C C C C C C C C a�a GENERAL -FUND ACTUAL "ACTUAL, „ACTUAL. ACTUAL -A-ACTUAL ADOPTED' -PROPOSED - FY1994 FY 1995 FY 1996 _FY 1997 FY 1998 FY 1999 EX2000- Beginning Balance REVENUES Ad Valorem Franchise Fees Utility Taxes Licenses & Permits State Shared Revenues Charges for Services Interest Grants & Donations Sale of Investments Prior Year Fund Sub total Other Funding Sources $ 853 822 $ 80 181 $ 753 873 $ 937 943 $854 021 $ $6 640 045 $6 820 807 $6 486 019 $6 495 465 $6 963 900 $6 947 916 $7 677 766 668 020 652 844 638 096 667 815 709 067 692 500 843 425 1 268 428 1,257 179 1294,485 1 555 812 1 514 697 1 507 000 1 700 000 246 533 351 152 430 208 531 401 1 003 768 687 925 531 304 732 196 788 062 790 403 766 638 882 112 789 375 900 000 115 664 146 468 171 344 97 423 191 568 102 000 103 020 288 978 369 540 280 570 313 157 233 654 250 600 494 600 648 018 518 618 1 325 177 301 237 163 107 148 000 118 750 0 0 0 0 0 0 0 0 0 0 541000 440 000 10,607.882 10.904,670 11,416.302 10.728,948 11,661,873 11666316 12,808,86 0 0 9 200 000 0 0 0 0 0 0 EXPENDITURES General Government Economic Development Village Attorney Non Departmental Debt Service Build, Zone & Plan Public safety Public Works Humcane Recovery Recreation $620 784 $615 480 $643 165 $526 372 $609 682 $649 682 $721 575 126460 0 0 0 0 0 0 191 585 166 722 151 834 239 910 216 270 213 000 213 000 227 105 512 331 536 054 650 393 587 809 800 082 842 750 255 106 2 238 101 1 136 089 1 135 901 1 132 825 1 136 435 1 538 626 403 097 467 621 593 635 775 938 939 087 1 102 062 1 232 662 3 918 351 4 314 606 4 634 385 5 017 882 5,278 315 5 874 942 6 261 217 609 932 573 844 753 826 660 780 828 287 561 084 588 739 0 0 0 0 0 0 0 $272 158 $211 159 $234 154 $239 029 $255 704 $311 599 399 000 65 GENERAL FUND FISCAL YEAR 1994 2000 Capital Outlay $12 758 815 $1 670 772 $1257 277 $248 656 Transfers Out Changes in Reserves UN -DESIGNATED RESERVES Debt Service $1 060 364 0 0 0 0 Encumbrances 27 319 9 482 5 877 0 0 Beach Improvements 21 724 23 027 24 355 23 653 24 600 Beautification 188 463 179 412 189 048 22 347 0 Recreation Facilities 1 323 133 559 562 408 448 411 380 243 500 Pol/Fire/Equi/Facil 318 967 89 101 73 298 60 546 40 000 Grant Audits 541 024 541 024 541 024 541 024 0 Supplemental Fire Aid 100 000 106 000 112 095 118 820 125 000 Stormwater Project 1 500 000 0 0 0 0 Inspector Fees 0 0 0 75 000 275 000 Leg Audit & Apprais 0 66 238 87 138 0 0 Commty Center 0 0 28 453 28 930 30 100 Beach Park 0 0 250 000 263 925 259 700 Comp Abscences 0 0 146 227 205 000 670 000 Professional Fees 0 0 0 56 388 60 000 Heritage Trail 0 0 4 500 0 0 Subseq Yrs Bud 0 0 375 750 408 707 541 000 Future Pets Cost 0 250 000 264 375 280 239 0 Emergencies 0 0 0 0 1 283 319 Desig Commty $278 000 $125 029 $60 154 $51 642 51 000 821 784 1 341 150 1 426 000 621 867 (23 141) 201 5972 N/A N/A N/A N/A 325 671 3 037 183 1 064 044 (3 410 119) $186 297 $1017 430 $1011 296 0 $80,181 $753,873 $937.943 $854.0212 Changes in Beginning Balance Reserves for FY 1999 and 2000 and Undesignated Fund Balance for FY 1999 and 2000 cannot be determined at this time Changes in Reserves increased by $201 597 (Excess Revenues over Expenditures) plus FY 1997 undesignated balance of $854 021 were added to the Reserves totals 66 Q 0 C a 9g19'< 41 a a a t4ds� rw 11191 dills �f+ C C C C I C C C C C C C G C C 1999 ESTIMATED PROPERTY TAXES FISCAL YEAR 2000 f r � N rTh r 0 G C 0 0 C Q 0 0 0 For a Key Biscayne property having a net taxable value averaging $325 000 the 1999 Property Tax Bill (including Key Biscayne Taxes) will resemble the following_ _ Jurisdiction Miami Dade County Pubhc Schools Miami Dade County wide services South Honda Water Management Distnct Miami Dade County Library Distract Environmental Project (Everglades) Ronda Inland Navigation District SUB TOTAL Village of Key Biscayne TOTAL Mill Rates Percent Amount Paid 9644 4518% $313430 7021 3289% $228183 597 2 80% $ 194 03 334 1 56% $ 108 55 100 47% $ 32 50 044 21% $ 14 30 17 740 83 11% $ 5.765 51 3 606 16 89% $ 1,171 95 21346 1,00 00% $ 6,937 46 Property taxes that go over the bndge which the village of Key Biscayne has no control over total $5,76551 or 8311% County wide services mcludecorrections rehabilitation, Judicial .adnu►nstration, Transit Agency, Pubhc Health Trust, Air Rescue, Human and Social Services, etc Miami Dade County is the regional govennnent for all -county residents Real Estate Taxes -that Stay on the Island to be used by the Village $1,171 95 Funds are allocated as follows Service Fire Rescue Department Police Department General Government* Capital Outlay Debt Service Building Zoning and Planning Public Works Percent of' Budget 25 24% 23 86% 16 69% 7 90% 1201% 9 68% 4 62% 100 00% Amount per Year $ 295 80 $ 279 64 $ 195 60 $ 92 58 $ 140 75 $ 11344 $ 54 14 $1.171 95 HAD THE VILLAGE NOT INCORPORATED, THE VILLAGE PORTION OF REAL ESTATE TAXES WOTJLD- HAVE BEEN $1,712 42 ON -KEY BLSCAYNE PROPERTY, NOT $1,17195- 54 Note General Government Village Council, Office of the Vtllaie ana• er Office of the ilia• e ler Office of the Villate Att.rnev. Department of Recreation, Department of Finance and Admmtsttattve Services, and Non Departmental TOTAL 2000 GENERAL FUND BUDGETFOR TH 0 67 PROPERTY TAX COMPARISONS FISCAL YEARS 1993 2000 The millage rate determines the amount a homeowner will pay in taxes per $1 000 of assessed property value Village homeowners have expenenced 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 $16 986 687 as the chart below illustrates As a point of clarification, an adjustment to the Fiscal Year 1993 figures was made in the chart below to facilitate the comparison The Fiscal Year 1993 Village Millage rate includes the Metro Dade Fire District Tax as the Village was then receiving fire rescue service from Metropolitan Dade County In Fiscal Year 1994 the Village Fire Rescue Department became operational and was no longer to the Metro Dade Fire District As a result the Village began collecting the tax for fire rescue services FV Assessed Values County Millage County Tax Village Mdlage Village Tax Percent Reduction Annual Savings to Taxpayer Cumulative Savings to Taxpayer 1993 $1617 141 088 4 718 $ 7 639 374 4 624 $7 477 660 2 12% $ 161 714 $ 161 714 1994 $1560 057 130 4 718 $ 7 354 109 4 439 6 925 094 5 834' 429 015 $ 590 729 1995 $1741 921584 4 731 $ 8 241 031 4101 7 143 620 13 32% 1 097 411 $1688 140 1996 $1 767 457,006 4785 $ 8 457 282 3 800 6 716 337 20 59% 1 740 945 $3 429 085 1997 $1861 243 132 5 022 $9 347 163 3 606 6 711 643 28 20% 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 5 381 $10 913 605 3 606 $7 313 596 32 99% $3 600 009 $13 274 109 2000 $2 232 457 904 5 269 $11 762 821 3 606 $8 050 243 31 56% $3 712 578 $16 986 687 Total s $16 986 687 1 FireR scu Servce pro deny tro-Dad 2 344 nvlls(2280) The Village boasts one of the lowest millage rate in the County The graph below reflects the range of the proposed 1999 total millage rates of all Dade County municipalities and the unincorporated area Key Biscayne s proposed 1999 rate of 21 346 The Fire District millage is 2 752 including debt service mills per $1 000 and represents $6 143 724 if Key Biscayne were still in the Fire District The 2000 Key Biscayne Fire Department budget is $3 221 929 35 - 30 - 25- re20- a15- 2 10- 5- a Proposed 2000 Millage Rates Op -0. NMI H m at I MI Sho I BI Pd Hla G d I MI B h Fl C ty MI Sprg S N I I B y H VirgG IS G b l A I dCrk MI GM Bch W MI N MMB h Mdl E Prll Ile S MI N B yVl 111 Sweeter BIB a 0 K yfh M Mp My 68 C� 0 a a a C+ C $1 C C C C C C C C C C C C C C C C C O0000000fl(lflfl0fl00 ra Th f , �) i) cs cr r/ VILLAGE OF KE Y BISCAYNE 1992 2000 APPRAISE D VAL UE OF RE AL P ROPE RTY Code D escription 1993 Value Overage Value (in 000 s) Parcels 1994Val ue AverageValue (in 000 s) Parcels 1995 Value Average Value On 000 s) Parcels 1996 Valu e Average Val ue On 000 s) Parcels 1997 V alue Average Value On 000 s) Parcels 1998 Val ue Average Value On 000 s) Parcels 1999 Value Averag e Value Parcels 00 Vacant Residen tial $31754 196 162 $38 988 215 181 $39 058 217 180 127 382 692 184 120961 720 168 73 962 320 231 mil 000 s) $78 088 86 01 Single Family $446 641 370 1 262 $520 034 418 1 243 $536 802 432 1 244 569 441 453 1256 621 981 467 1331 635 384 501 1 269 908 $522 591 1 280 03 Multi Family > 10 amts $7 885 1 314 6 $7 878 1 313 6 $8 221 1 370 6 7 987 1 331 6 7 982 1 330 6 8 290 1 657 5 408 $3 638 5 08 Multi Family 727 <10 u nits $1 645 183 9 $1 785 198 9 $1 711 214 8 2 403 240 10 2 458 246 10 2 821 282 10 $1180 10 04 Co ndo $868 648 210 4 146 $950 013 229 4 144 $979 914 236 4 146 993 088 240 4 145 1 106 177 256 4 318 1 103 669 251 4 394 180 $1 304 223 4 686 05 Co op $22 556 172 131 $22 699 173 131 $23 982 183 131 23 447 179 131 23 467 179 131 25 354 194 131 278 $28 214 131 10 V acant Commercial $4 256 709 6 $3 182 795 4 $2 271 454 5 1805 451 4 3 866 773 5 57 131 1 426 5 214 $43 220 4 11/ 39 Improved Commercial $139 139 1 008 138 $165 149 1205 137 $151 026 1 087 139 111 135 811 137 89 850 686 131 95 740 736 130 10 805 $128 867 148 50/ 69 Agncultural 16 5 3 16 5 3 867 91/ 97 Misc $1142 1 142 1 $1142 1 142 $1250 1 250 I 1477 1477 1 1477 1 477 1 1655 1 655 1 $1 655 1 1 otal $1 543 712 263 5 864 $1 715 626 293 5 859 1 744 364 298 5 862 1 838 165 31: 5 874 1 978 219 324 6 101 2 004 006 6 176 1 655 $2 111 740 6 351 HO MESTEAD EX EMPTION S 1994 1996 " - iysi 1998 Single Family Homes 784 of 1 238 63% 793 of 1 244 64% 772 of 1 256 61% 784 of 1 331 59% 765 of 1 269 60% Con dos & 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% 1999 761 of 1 280 59% 1 326 of 4 686 28% PROPERTY TAXES PROPERTY TAX AND MILLAGE COMPARISON FY 2000 vs FY 1999 $12000000 $10 000 000 $8 000 000 $6 000 000 $4 000 000 $2,000 000 $0 "000 999 a H # g cage ' A�o�Yntd ,ag 46 -an ifferente %e -et, 'throb ffi f - 'throb to pe of Rate of ax %4 "14 2000 w '�iffetnee 10004 'a �, '0' 1999a , 4:44 School District 9 644 $21 529 824 10 160 $20 606 250 923 574 4 297% Miami Dade 7 021 15 674 087 6 860 13 913 275 1 760 812 11 23% County Village of Key 3 606 8 050 243 3 606 7 313 596 736 647 9 15% Biscayne South Flonda 597 1 332 777 597 1 210 820 121 957 9 15% Water Mgt District Dade County 334 745 641 334 677 410 68 231 9 15% Library System Environmental 100 223 246 100 202 817 20 429 9 15% Project (Everglades) Flonda Inland 044 98 228 047 95 324 2 904 2 96% Navigation otall l 1 1 21 346- $47 654046 2,1704 v $44 019 492 3 634 554 a- 1998 1999 Assessed Value $2 028 174 208 1999 2000 Assessed Value $2 232 457 904 70 a a a a a a a a tt C C C C C C C C G E ECTION I CERTIFICATION OF TAXABLE VALUE 1999 Year Miami -Dade County To Village of Key Biscayne (N.ms a( T.4ng Mithoihy) riot/" - 1) Current Year Taxable Value of Real Property for Operating Purposes $ 2,205 371 189 2) Current Year Taxable Value of Personal Property for Operating Purposes $ 27,086,715 ""' 3) Current Year Taxable Value of Centrally Assessed Property for Operating Purposes $ -0- 4) Current Year Gross Taxable Value for Operating Purposes (1) + (2) + (3) $ 2 232 457 904 5) Current Year Net New Taxable Value (New Construction « Additions + Rehabilitative $ 174,287,816 Improvements Increasing Assessed Value By At Least 100% + Annexations - Deletions) ‘6) Current Year Adjusted Taxable Value (4) - (5) $ 2 058 170 088 t7) Prior Year Final Gross Taxable Jalue $ 2 020 132 648 (From Prior Year Applicable Form DR -403 Series) do hereby certify the values shown herein to be correct to the best of my knowledge and belief Witness my hand and official gnature at Miami -Dade County Florida 1st day of July 19 99 ofPapnrrows.., TAXING AUTHORITY If this portion of the form is not completed in FULL your Authority will be denied TRIM certification nd p • scibly lose its millage levy privilege for the tax year It any line is inapplicable enter WA or -0- f SECTION II "(8) Prior Year Operating Millage Levy $ 3 606 per $1 000 C(9) Prior Year Ad Valorem Proceeds (7) x (8) $ 7 284 598 00 00) Current Year Rolled -Back Rate (9) - (6) $ 3 5394 per $1 006 C (11) Current Year Proposed Operating Millage Rate $ 3 606 per $1 000 C,, 2) Check one (1) TYPE of Taxing Authority cn County x Municipality Independent Dependent Municipal Service Multi-CountySpec al 0 strict Special District Ti king tin t 13) IF DEPENDENT SPECIAL DISTRICT OR MSTU IS MARKED PLEASE SEE REVERSE SIDE. t` (14) Current Year Millage Levy for VOTED DEBT SERVICE $ N/A per $1 000 C115) Year OTHER VOTED MILLAGE $ N/A per $1 000 DEPENDENT SPECIAL DISTRICTS SKIP lines (16) through (22) 1 fl 6) Enter Total Prior Year Ad Valorem Proceeds of ALL DEPENDENT Special Districts $ NSA & MSTU s levying a millage (The sum of Line (9) from each Districts Form DR -420) `-k I7) Total Pnor Year Proceeds (9) (16) $ 7 284 598 00 `.,18) The Current Year Aggregate Rolled back Rate (17) - (6) $ 3 539'4 4 per $1 000 re — i9) Current Year Aggregate Rolled -back Taxes (4) x (18) $ 7,901 562 00 Enter Total of all non -voted Ad Valorem Taxes proposed to be levied by the Principal $ 8,050 243 00 r Taxing Authority all Dependent Districts & MSTU sit any Line (11) x Line (4) 3 606 21) Current Year Proposed Aggregate Wage Hate (20) - (4) $ per $t 000 ern - '"((22) Current Year Proposed Rate as a PERCENT CHANGE of Rolled back Rate 1 88 % " [(Line 21 - Line 18) - 1 001x 100 Date Time and Place of the first Public Budget Hearing and telephone number September 4, 1999 , 7 OOPM CI -Council Chamber 2nd Floor 85 West McIntyre Street Key Biscayne FL 33149 '"ado hereby certify the millages and rates shown herein to be correct to the best of my knowledge and belief FURTHER $certify that all millages comply with the provisions of Section 200 071 or 200 081 F S WITNESS my hand and official 5igna)yr at Key k1sscayne Florida this the 22nd day of July 19 99 1 Crowe and Title I Ghiel mlhills`s iiv C ,a„ 85 W McIntyre St W alUny Md Village Manager Sts rT MrTntyre St Md i Pby,icai Location Thomas N Zann-is CPA Name (contact P on Finance Director " Key Biscayne FL 33149 (305) 365-8903 (305)365-8936 TM Oita S t Z p Piton N nib. SEE INSTRUCTIONS ON REVERSE SIDE Fax N nib I 71 n 000000000 010-41A-4141tatii-U-tatatavow :41* REVENUES GENERAL FUND FISCAL YEAR 2000 F= r Cad C C C As a matter of general policy Village revenue estimates are budgeted conservatively in order to avoid possible shortfalls due to unanticipated changes on the economy or slowing in the rate of construction activity General Fund revenues are projected to maintain a moderate rate of increase in Fiscal Year 2000 The projections are Based on five year historical trends inflation and real economic growth The next several years should witness more growth to the assessment roll The major revenue source for the General Fund is the Ad Valorem (property) tax The Fiscal Year 2000 revenues increased 1118% This budget is balanced by surplus funds from prior Fiscal Years totaling $440 000 SUMMARY OF REVENUES Ad Valareeui. i 7 677 76& $7 677 766 :, 59 94%,, F=ranchiseTees + .,- ,$4,3425. ..843 425 „a ._6S&%a4 Utility Taxes ` w ,_ L700,000, 1 700000 a Y 43 27% , Licenses & Permits e"° ._,,, ,,b- e ,,, 531304 _531804 4 15% State Shared Revenues Ys 900;,000 , 900 000 _t , _ 7 03% harges,for Services,4, it r^ �, i 103 020-=. , 103 020 - 0-80%, interest 494600 - x.494600 =3 86%. Grants &,Donations X118 750 Lt8,750 0 93% , Pnor Year Fund Balance A _ „ 440 000 , . 440 000 = 3.41% TOTAL 12 808 865 $12 808 865 100 00% 72 BUDGET COMPARISON ADOPTED FY 2000 AND ADOPTED FY 1999 1 et e _ d5 ° etsk A�da�tecil�is'cal�Y'ea� ` 99 $12 808 865 $11 625 316 $1 142 549 9 8% REVENUE CHANGES Ad Valorem $7 677 766 $6 947 916 $729 850 10 50% Franchise Fees 843 425 692 500 150 925 21 79% Utility Taxes 1 700 000 1 507 000 193 000 1281% Licenses & Permits 531 304 687 925 156 621 22 77% State Shared Revenues 900 000 789 375 110 625 14 05% Charges for Services 103 020 102 000 1 020 1 00% Interest 494 600 250 600 244 000 97 37% Grants & Donations 118 750 148 000 29 250 19 76% Prior Year Fund Balance 440 000 $541 000 101 000 18 67% REVENUE CHANGES RATIONALE Ad Valorem The July 1 1999 certification of Village property values is $2 232 457 904 - an increase of $204 283 696 over 1998 values or 10 07% At the adopted millage rate of $3 606 per thousand the additional revenue increase is $729 850 This is 62 1% of the total General Fund Revenues Franchise Fees Approximately 89% of the franchise fee revenue is derived from Florida Power and Light electricity sales The Proposed Fiscal Year 2000 Budget estimates that revenue generated through franchise fees will be $843 425 The Fiscal Year 2000 estimate is based on the Fiscal Year 1999 actual franchise fee revenue amount 73 0 C C� C C3 C D C a C I 03 01 C C_ C C C C C BUDGET COMPARISON ,11 rIN F l� r- sno, ruN 0 r-, 0 r- ,a male rix CbisS ADOPTED FY 2000 AND ADOPTED FY 1999 Utility Taxes The Fiscal Year 2000 Budget Utility Tax estimates are $193 000 or 13% higher than Fiscal Year 1999 budget and reflect anticipated revenue trends Licenses and Permits Building permit activity is expected to decrease as construction continues on the two (2) Development of Regional Impact Projects (Grand Bay Resort and Residences and Ocean Club) Overall the decrease of $156 621 is 23% less than Fiscal Year 1999 State Shared Revenue Based on Fiscal Year 1999 estimate revenues state shared revenues are expected to increase by $110 625 or 14% over the Fiscal Year 1999 Budget amount Charges for Services This category encompasses eight (8) categones of fees and fines involving the Police Department the Building Zoning and Planning Department the Recreation Department and the Office of the Village Clerk plus a miscellaneous account The increase of $1020 is 1% more than Fiscal Year 1999 Interest The Fiscal Year 2000 Budget for interest totals $494 600 and is due to the excess funds from the Civic Center Bond issue Those funds will be used in future years for the Civic Center construction projects Grants & Donations The $29 250 decrease in grant revenue is based on estimates of Grants to be available to the village Prior Year Fund Balance A total of $541 000 was included in the Fiscal Year 1999 Budget to complete the fundtng of the expenditure budget For the 2000 Fiscal Year the amount adopted to maintain the current $3 606 nullage rate is $440 000 74 Descnption Actual Actual Actual Adopted Adopted 1996 1997 1998 1999 2000 General Fund Revenues Ad Valorem R0000 1 311 Ad Valorem $6 486 019 $6 495 465 $6 963 900 $6 947 916 $7 677 766 Total Ad Valorem $6 486 019 $6 495 465 $6 963 900 $6 947 916 $7 677 766 Franchise Fees R1000 1 313 Electricity R2000 1 313 Telephone R5000 1 313 Cable Television Total Franchise Fees Utility Taxes R1000 1 314 Electricity R2000 1 314 Telecommunications R3000 1 314 Water R4000 1 314 Gas R7000 1 314 Oil Total Utility Taxes Licenses and Permits R0000 1 321 Occupational Licenses R0000 1 322 Building Permits R1100 1 335 R1200 1 335 R1800 1 335 R4000 1 312 R1500 1 335 Total Licenses & Permits State Shared Revenue $571 093 $578 195 $631 323 $20 179 $27 278 $24 016 $46 824 $62 342 $53 728 $638 096 $667 815 $709 067 $600 000 $750 000 $27 500 $27 775 $65 000 $65 650 $692 500 $843 425 $888 651 $1 032 445 (1) $989 535 $950 000 $1 100 000 $199 746 $274 768 (1) $288 582 $300 000 $325 000 $165 169 $202 918 (1) $196 270 $210 000 $225 000 $37 034 $42 066 $36 427 $43 000 $45 960 $3 885 $3 616 $3 883 $4 000 $4 040 $1 294 485 $1 555 813 $1 514 697 $1 507 000 $1 700 000 $36 810 $30 702 $393 398 $500 699 $430 208 $531 401 Cigarette Tax $8 335 State Revenue Shanng $125 989 Half Cent Sales Tax $442 273 Local Option Gas Tax $211 312 Alcoholic Beverage Licenses $2 494 Total Shared Revenue $790 403 $25 749 $978 019 $1 003 768 $37 925 $38 304 $650 000 $493 000 $687925 $531 304 $10 364 $10 504 $10 000 $10 100 $126 787 $125 324 $138 375 $140 000 $450 755 $507 696 $455 000 $523 840 $173610 (2) $194511 $180000 $220000 $5 122 $4 977 $6 000 $6 060 $766 638 $843 012 $789 375 $900 000 Notes (1) Fiscal Year 1997 Actual Collections Reflect 13 Months as per Auditor (2) Tax Reduced to 03 Cents from 05 Cents per gallon in Fiscal Year 1997 75 C� a a a a a a a C a a a a a ��ii a „INI[ 1�1 t�811�1 C C C C C C C C C C C C C it C C Description Actual Actual Actual Adopted Adopted 1996 1997 1998 1999 2000 Charges for Services R9000 1 343 Zoning Hearing Fees $14 076 $3 423 $7 711 $4 000 $4 040 R9100 1 343 Certificates of Occupancy $7 728 $11 213 $14 623 $10 000 $10 100 R0000 1 354 Code Violation Fines BZP $37 873 $11 650 $3 036 $10 000 $10 100 R2000- 1 347 Recreation Fees $13 330 $3 500 $3 965 $3 500 $3 535 R1000 1 350 Fines & Forfeitures Police $28 311 $28 807 $29 773 $28 000 $28 280 R1000 1 349 Lien Letters $2 204 $1 853 $2 376 $2 000 $2 020 R1200 1 349 Election Qualifying Fees $1 000 $0 $800 $1 000 $1 010 R1100 1 349 Miscellaneous $56 956 $32 011 $66 872 $36 000 $36 360 R1000 1 352 School Crossing Guard $7 322 $4 966 $6 212 $7 500 $7 575 Total Charges for Services $168 800 $97 423 $135 368 $102 000 $103 020 Other Revenues R1000 1 361 Interest $280 570 $248 646 $233 655 $250 000 $444 000 (2) R1000 1 366 Donations & Contributions $0 $0 $6 500 $0 $0 R1001 1 366 Donation Ocean Club $250000 $0 $0 $0 $0 R1002 1 366 Donation Community Center $27 856 $0 $0 $0 $0 R1000 1 369 Recovery Litigation Costs $2 544 $0 $0 $0 $0 R0000 1 364 Sale of Fixed Assets $0 $63 911 $31 800 $0 $50 000 R2000 1 335 Firefighters Supplement $0 $600 $6 784 $600 $600 R5000 1 334 Hurricane Recovery $0 $0 $13 807 $0 $0 Total Other Revenues $560 970 $313 157 $292 546 $250 600 $494 600 Grants R9000 1 334 Rebuilding Trust Fund $267 682 $0 $0 $0 $0 R9100 1 334 Fla Communities Trust $699 082 $0 $0 $0 $0 R9200 1334 K B Hentage Trail $4 500 $4 500 $9 000 $0 $0 R9400 1334 Flood Plain Management $0 $0 $57 000 $0 $0 R0200 1 337 HRS EMS Grant $7 230 $0 $6 676 $6 500 $6 500 R1004 1 337 SBA Tree Planting Grant $34 930 $0 $0 $0 $0 R1004 1 337 Local Law Enfrcm Blk Grant $0 $0 $8 014 $0 $0 R1002 1 337 Dare $4400 $1849 $0 $4000 $0 R1002 1 337 Byrne Grant $0 $0 $3 618 $0 $0 R1006 1 337 Dare -Summer Grant $905 $0 $0 $0 $0 R1003 1 337 Police (COPS) $20 497 $64 250 $94 250 $87 500 $87 250 (1) R1007 1 337 COPS More $8 095 $0 $14 288 $0 $0 R0000 1 331 Grants Other $0 $230 637 $13 455 $50 000 $25 000 Total Grants $1 047 321 $301 236 $206 301 $148 000 $118 750 TOTAL REVENUES $11 416 302 $10 728 948 $11 668 659 $11 125 316 $12 368 865 Q0001 1 271 Prior Year Fund Balance $0 $0 $0 $541 000 $440 000 Total $11 416 302 $10 728 948 $11 668 659 $11 666 316 $12 808 865 Note (1) Creates new position see Police budget (2)Additional Interest from 1999 Bonds (Civic Center) 76 REVENUE PROJECTION RATIONALE FISCAL YEAR 2000 The 2000 General Fund total revenue is estimated to be $12 808 865 The 9 8% increase comes from all sources A discussion of the projection of revenue for the 2000 Fiscal Year is followed by the 1999 estimated budget and the actual receipts for the years 1993 to 1998 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 in Section 192 001 states that the term property tax may be used interchangeably with the term Ad Valorem tax The Florida Constitution limits local governments to a maximum of 10 mills of Ad Valorem taxation The first Village property tax was levied for Fiscal Year 1993 The rate of this tax is determined by the Village Council each year during its budget process For Fiscal Year 2000 which begins on October 1 1999 and ends September 30 2000 the assessed values established by the Miami Dade County Property Appraiser from the previous January 1 are $2 232 457 904 At the recommended millage rate of 3 606 the gross Ad Valorem revenue is $7 647 733 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 Flonda 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 2000 fiscal year is $7 677 766 PROPERTY TAX LEVIES AND COT J FCTION FISCAL YEAR 1993 THROUGH 2000 Fiscal Year Millage Accessed 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 $6 963 900 96 4% 1999 3 606 $2 028 174 208 1 2% $7 313 596 $6 947 916 N/A N/A 2000 3 606 $2 232 457 904 10 07% $7 647 733 $7 677 766 N/A N/A Fire Rescue Service provided by Metro Dade 2 344 mills (2 280) 77 C C C~ Cr C C Cr C C C C C C REVENUE PROJECTION RATIONALE FISCAL YEAR 2000 fT r C .at, r C C THER TAXES AND FEES Section 8 04 of the Charter of the Village of Key Biscayne which was adopted June 18 1991 provides that all municipal taxes and fees imposed within the Village 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 2000 revenues other than property taxes collections or with adjustments as appropriate NON AD VALOREM REVENUES The 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 companies ELECTRICITY A franchise fee in the amount of 6% of gross revenues from sales of electricity was established by Dade County Ordinance No 89 81 adopted on September 5 1989 for thirty years This authority is granted through Section 180 14 of the Florida 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 The estimated revenue from this source for Fiscal Year 2000 is $750,000 are based on actual Fiscal Year 1998 r r Br In, I I ■ ` a • . , I ; ■ ., ■'4 ■ j ■ ■ { ■ 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 2000 is $27,775 78 _u REVENUE PROJECTION RATIONALE FISCAL YEAR 2000 CABLE TELFVISION Miami Dade County Ordinance No 74 88 adopted October 15 1974 and Ordinance No 82 66 adopted July 20 1982 govern the collection of 5% of the gross revenues of Adelphia Cable Communications Inc which revenues are divided 3% to the Village and 2% to the County Dade County Resolution 706 90 adopted July 10 1990 authorized the award of the Franchise to Adelphia Cable until March 3 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 FiscaI Year 2000 is $65.650 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 $631 323 $24 016 $53 728 $709 067 1999 $600 000 $27 500 $65 000 $692,500 2000 (Budget) $750 000 $27 775 $65 650 $843 425 TILITY TAXES 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 Utility Taxes jsma c !E ! a` sr7' u4:fit 590 CO S90 00 0.4000 220 79 C 4,.r7 C a a C C a C a C C a C C G C C C C C C C REVENUE PROJECTION RATIONALE FISCAL YEAR 2000 ELECTRICITY This revenue line item is denved from a 10% tax levied on the electricity bill of each customer who receives service within the corporate limits of the Village Based on the projected trend the estimated revenue from this source in Fiscal Year 2000 is $1.100,000 TELECOMMUNICATIONS This revenue hne item is denved 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 originate within the corporate hunts of the Village and terminate in the State of Honda The estimated revenue for Fiscal Year 2000 is $325.000 WATER This revenue hne item is denved from a 10% tax levied on each customers 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 2000 is $225.000 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 2000 is $45.960 OIL This revenue line item is derived from a 10% tax levied on the oil bill of each customer who receives service within the corporate limits of the Village The estimated revenue from this source for Fiscal Year 2000 is $4.040 0 C 0 rte, ALv r - UTWfl TAX COLLECTION FISCAL YEAR ELECTRICITY TELE 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 $1294 485 1997 $1032 445 $274 768 $202 918 $42 066 $3 616 $1 555 813 1998 $989 535 $288 581 $196 271 $36 427 $4 000 $1 514 814 1999 $1 000 000 $300 000 $210 000 $43 000 $4 000 $1 557 000 2000 (Budget) $1 100 000 $325 000 $225 000 $45 960 $4 040 $1 700 000 * Reflects 13 months 80 REVENUE PROJECTION RATIONALE FISCAL YEAR 2000 ICENSES AND PERMITS VILLAGE AND COUNTY OCCUPATIONAL LICENSES All businesses in the Village must have an occupational license in order to operate a business within the corporate limits of the Village The fees for the various types of businesses are set by ordinance Ordinance 92 13 was adopted June 6 1992, and amended by Ordinance 95 9 September 26 1995 All businesses in the Village must also have an occupational license from the county in order to operate a business within the corporate limits of the county A portion of the county revenues are remitted to the Village The licenses are regulated by Chapter 205 of the Florida Statutes and by the aforementioned ordinances Total estimated revenues from all sources for Fiscal Year 2000 is $38,304 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 $41 50 per resolution 99 3 January 12 1999 Permits for residential construction are based on the 1992 fees of Dade County Permit fees shall start declrmng in 2000 because the two (2) DRI projects have been substantially permitted The estimated revenue for Fiscal Year 2000 is $493,000 Sr YEP - OCCIIPATIONAi!�r4gUILfl1$ LICENCE "- ' , ' 'PERMIT ti. T 1993 $35 746 $255 008 $290 754 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 $25 749 $978 019 $1 003 768 1999 $37 925 $650 000 $687 925 2000 (Budget) $38 304 $493 000 $531 304 81 C C c C C C C C C C REVENUE PROJECTION RATIONALE FISCAL YEAR 2000 r t C ran Tut LIaa C f C aTATE SHARED REVENUES In addition to Ad Valorem taxation communities n 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 in 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) CIGARE I'1'L 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 and yields the Village 2¢ per pack The share of this fund for an individual mumcipahty is not determined by the value of cigarettes sold within the boundary each city Instead a formula is used where the primary factor is the ratio of each city s population versus the county wide municipal population 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 2000 is $10,100 $600 000 $5 0 000 $400 000 $300 00 $2 0 00 $1 0 000 $0 State Sha ed Revenue ferr r r r ■ 041111111: .01 99319991995199619971998159 2000 a a S Revs $n I Ii If C t Sala Lo IOpt Ga C garotte STATE REVENUE SHARING Chapter 72 360 Laws of Florida created the Revenue Sharing Act of 1972 providing for general revenue sharing Revenue for this fund comes from 32 4% of the tax on each pack of cigarettes the one cent municipal gas tax and 25% of the state alternative fuel decal user fee The share of this fund for an individual municipality is determined by a complex formula that includes its own population statewide municipal population county population county sales tax collections total statewide sales tax collections from municipalities municipal property valuation statewide municipalities property valuation and by a factor measuring relative revenue raising ability About 35% of these funds are a result of the municipal gas tax This percentage of the proceeds can be used only for transportation purposes including transportation related public safety activities For Fiscal Year 2000 the estimated revenue from this source is $140 000 A portion of this revenue has been pledged for the repayment of the sanitary sewer state planning loan of $723 762 as per Ordinance 96 6 adopted June 25 1996 The annual loan payment shall be $46.466 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 82 REVENUE PROJECTION RATIONALE FISCAL YEAR 2000 tax was to provide relief from ad valorem taxes in addition to providing counties and municipalities with revenues for local programs Current revenues for this fund come from 9 653% of the state sales tax (which is shared by both counties and cities) The distribution formulas are population oriented but not directly proportional to population increase Municipalities can use these funds for municipal wide programs These funds can also be pledged towards repayment of bonds or used for capital projects The estimated revenue from this source for Fiscal Year 2000 is $523,840 LOCAL OPTION GAS TAX The first local option gas tax was adopted by Dade County on July 19 1985 prior to the incorporation of the Village The Village became eligible to receive these funds at the time the Village was declared eligible for all state shared revenues The tax is levied at the rate of six cents per gallon on motor fuel and special fuel and is collected by the Florida Department of Revenue and remitted monthly to the county and municipalities on a formula which provides a weight of 75% to population and 25% to center line miles of roadway main arced in each municipality (20 5 Miles) These funds must be used for general transportation related expenditures and may include debt service financing on transportation related capital projects 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 in 1996 the levy has been reduced to three cents per gallon The funds are distributed m arrordance 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 2000 is estimated at $220,000 tax proceeds and the communities share the remaining 26 percent —ate tsSTATE SHARED REVENUE COLLECTIONS FISCAL YEAR CIGARETTE TAX STATE REVENUE SHARING HALF CFNT SALES TAX LOCAL OPTION GAS TAX TOTAL 1993 $11 501 $134 463 $454 847 $117 555 $718 366 1994 $10 542 $128 247 $384 937 $162 783` $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 $10 504 $125 324 $507 696 $175 000 $818 5230 1999 $10 000 $138 375 $455 000 $180 000 $783 375 2000 (Budget) $10 100 $140 000 $523 540 $220 0000 $893 940 1 The second local option gas tax was levied in Fiscal Year 1994 at five cents ($0 05) 2 Tax reduced to three cents ($0 03) from five cents ($0 05) m 1996 83 C� 0 0 0 0 0 0 4 a a a a au C C Cr C C. C C. C C _ryre 12, REVENUE PROJECTION RATIONALE FISCAL YEAR 2000 ten ten ten ertneA InWN C'a c tat rte, kw 1044 ".w c THER REVENUES The following chart is a summary of other revenues for the Village which include Interest Income and Fines and Forfeitures INTEREST INCOME In accordance with the Village financial policy investment practices used are Certificate of Deposit cash management overnight investments and state municipal surplus fund pool These are maintained to provide that available funds be invested at all times with minimum nsk and maximum liquidity The revenue from the interest income for Fiscal Year 2000 is estimated at $444,000 on increase over Fiscal Year 1999 of $194 000 due to excess funds on hand from the Civic Center $10 million Building Proceeds 300000 2500 0 20 000 150000 100000 50000 0 Othe Revenues 1993 994 1995 1996 1997 1998 1999 2000 Mill 1 to e I come al Fl e & Forfeit es 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 Flonda Statutes The Village receives 56 4% of the revenues resulting from traffic enforcement activities of the Village Police Department The trend for this revenue is constant Fiscal Year 2000 estimate is 28 000 and based on actual revenues over the past Fiscal Years mot, - wr�T -F(SOAL YEAR : 4 INTEREST INCOME a, FII S & ,FORFEITURES ' TOTAL _ t 1993 $120 968 $7 903 $128 871 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 $233 655 $29 773 $263 428 1999 $250 000 $28 000 $278 000 2000 (Budget) $444 000 $28 280 $472 280 * Includes $13 696 in confiscation from Jomt operations with other law enforcement agencies 84 n ®©©©©©©©©©d0@8®©©®0 ®®el®elel4040Wi404014404440411LiLiuLiCiULiU EXPENDITURES GENERAL FUND FISCAL YEAR 2000 F ra C Ca; Cw C C' C C� C The $12 808 865 adopted Fiscal Year 2000 Budget allocates funds to twelve departments or sections as listed below The department expenditure budgets itemize the funding which provides for the o v e r a l l 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 2000 Budget expenditures have increased a total of 9 8% over the Fiscal Year 1999 expenditures One of the most significant increases in the expenditures involves the Debt Service with an increase of $402 191 or 35% over the fiscal year 1999 adopted budget This increase is attnbuted to interest payment for the Civic Center Bond Debt For a more detailed descnption of the budgetary changes for expenditures please review the Budget Comparison Segment within this section SUMMARY OF EXPENDITURES Vi}lage•Coundi7 .26,500 26 500 0 21% Administration, _ - 497,245 , 319 842 4.06% Village Clerk _ 168 028 175,233 1 37% Village Attorney 2P 000 213 000 166% Non -Departmental - , 832 000 842 750 - 5 58% FOebtService 4 538 626 1 538 626 12 01% 'Bm1ding Zoning &dunning _ 1 240 285 _3 232 662 9.62% Police_ '13 055 656 3 039 288 23 73% Fire Rescue 3,,233 L80, _3,221,929 25 15% tubbc Works 591 178 588 739 _ ,t4 60% „R -creation x,"401 860 • } 399000 -. „,311% Capital Outlay ' I 011307 1 011 296 - 7 90%° TOTAL 122808 865 _ 12808865 _100 00% C r' 85 II BUDGET COMPARISON ADOPTED FY 2000 AND ADOPTED FY 1999 EXPENDITURE CHANGES The total financial program Adopted for Fiscal Year 2000 is $12 808 805 This represents a 9 8% increase in the total operating budget from fiscal year 1999 due to a 35% increase in the debt service for the interest payment on the Civic Center Bonds $26 500 $25 000 $1 500 6 0% Village Council Administration 519 842 467 219 52 623 11 3% Village Cleric 175 233 157 463 17 770 11 3% Village Attorney 213 000 213 000 0 0 Non Departmental 842 750 800 082 42 668 5 3% Debt Service 1 538 626 1 136 435 402 191 35 4% Building Zoning & Planning 1 232 662 1 102 062 130 600 11 9% Police 3 039 288 2 787 621 251 667 9 0% Fire Rescue 3 221 929 3 087 321 134608 44% Public Works 588 739 561 084 27 655 49% Recreation 399 000 311 599 87 401 280% Capital Outlay 1 011 296 1 017 430 6 134 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 2000 Budget for Village Council will increase $1 500 The Village Council budget represents 0 21% of the budget Administration Administration includes the Village Manager s Office the Finance and Administrative Services Department and the Receptions/Switchboard operator At $519 842 the Adopted Fiscal Year 2000 Budget increased 11% 86 0 0 Ci C f a a a a 0 a Q a a C C C C C C C C C C C C C C C C C BUDGET COMPARISON PROPOSED FY 2000 AND ADOPTED FY 1999 CT - o ce 0 ,s =me; .49 0 (glum ! .� Village Clerk The Village Clerk s Adopted Fiscal Year 2000 Budget will increase by $17 770 or 11% The increase covers legal advice for election expenses Village Attorney At $213 000 and 1 66% of the budget the Village Attorney s allocation is unchanged Non Departmental The Adopted Fiscal Year 2000 Budget will increase $42 668 and is 4% of the Budget The increase is due to the $35 000 Miami Dade Library agreement Debt Service The Fiscal Year 2000 requirement for debt service has increased by $402 191 The debt service cost is associated with a 10 year bank loan for the purchase of the Village Green and a new 20 year bond issue for the Civic Center Project Buildmg, Zoning and Planning The Building Zoning and Planning Department budget of $1 232 662 represents 9 68% of the budget The Building Zoning and Planning Department is still expenencmg a substantial increase in 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) Pohce The Police Department s Fiscal Year 2000 budget allocation of $3 039 288 is 24% of the budget The allocation shows an $268 035 or a 9 6% increase from the previous year primarily for personnel costs Fire Rescue At $3 221 929 the Fire Rescue Department s budget allocation is 25% of the total budget The department s allocation provides for an $134 608 or a 4 4% increase most for personnel expenses attributed to COLA and step increases Pubhc Works The Adopted Fiscal Year 2000 Budget for Pubhc Works totals $588 739 This allocation shows an increase of $27 655 mostly for personnel costs Recreation At $399 000 the Recreation Department s budget provides for an increase of $87 401 The increase is due to the additional village activities Capital Outlay The Proposed Fiscal Year 2000 Budget for Capital Outlay is $1 011 296 The capital outlay represents 8% of the budget The allocation for capital outlay has been decreased $6 134 from the prior year 87 BUDGET COMPARISON ADOP lED FY 2000 AND ADOPTED FY 1999 EXPENDITURES BY OBJECT CHANGES re Personnel $6 473 618 $346 581 5 4%O $6 820 199 Other Expenses 2 845 233 2,391 943 453 290 189% Contract Professionals 302 500 355 490 52,990 149% Supplies 101 000 95 400 5 600 59% Equipment 190 000 196 000 6 000 3 1% Debt Service 1 538 626 1 136 435 402 191 35 47% Capital Outlay 1011 307 1.017,430 6 123 6% EXPENDITURES BY OBJECT CHANGES RATIONALE Personnel All full time and part time employees who support the functions of the Village departments Costs include salaries overtime shift differentials and employee benefits which include commitments for employee fringe benefits The change in costs for personnel relates to increases associated with cost of living merit increases and additional personnel Other Expenses The requirements for a department s work program which are provided by either outside vendors or contractors Examples are the costs of repair and maintenance services the change in costs relate to bi annual election expenses utilities insurance microfilming computer supplies seminars and printing Contract Professionals This item includes but is not limited to the Village Attorney Village Engineer and Landscape Architects The decrease in amounts allocated toward contract professionals is a result of the change from contracted building inspectors to Village employees Supphes Represents expendable materials and items necessary to carry out a department s work program for the fiscal year Such items as repair and maintenance materials chemicals office supplies and small tools Debt Service This represents the principal and interest payments for the Village Green and interest payment for the Civic Center debt Capital Outlay Expenditures associated with the acquisition and/or constriction of major capital facilities and improvements such as sidewalks underground wiring and landscaping 88 Q lla a tl'llI C rt C r�lti C I t_' C C C C C C C C C C C VET LAGE COUNCIL FISCAL YEAR 2000 MISSION To provide a safe quality commumty environment for all STATEMENT islanders through responsible government Key Biscayne operates under the Council Manager form of government in accordance with its Charter Legislative authority is vested in a seven member Village Council consisting of a Mayor and six Council members all elected at large and on a non partisan basis The Mayor is elected by the electors of the Village for a two year term and Council members serve a term of four years on a staggered basis No person shall serve as mayor for more than two consecutive elected 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 policy 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 Village Attorney The Council is responsible for the overall direction of the Village and general welfare of Key Biscayne residents Village Council elections are tiE ., first Tuesday after the first Monday of November every even numbered year To be el 21 to seek of i _e a person must be a resident of the Village of Key Biscayne 'or at least one as and 1-4- i i I I i i lad elector of the Village Regular Council meeur I it ,)econd Tuesday of every month (except August) in the Council r Village 11 \ icIntyre Street at 7 00 p m Council meeting schedules are subject a. Lange Co a \ i i n are broadcast live and re broadcast on Thursday at 10 00 a.m and Fnday 7 0n P T i .,reakdown of the Village Councils activities by calendar year as of December 199 C C \ 1942 1993 1994 1995 1996 1997 1998 1999 a2 17 11 9 10 8 13 sr eetiftgs ' '4fl r�� 20 ` 21 f : 17 11 Resolutions 51 60 48 40 38 a --- -es Y ' ISM 2 f 0*1 i 4 '7-r- 0 3 13 8 3 tifrkshops 5 8 r 4 6 The membe a ct the Village Council also serve as the Local Planning Agency (Ordinance 92 8) The Local Planr ng Agency was responsible for the development of the Comprehensive Master Plan The Council sits as the Zoning Appeals Board 89 VILLAGE OF KEY BISCAYNE Local Planning Agency Joe I Rasco Mayor Scott Bass Martha Fdez Leon Broucek Alan H Fem Mortimer Fned Gregory Han Robert Oldakowski 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 The Master Plan was adopted by the Village Council by Ordinance 95 8 September 12 1995 and accepted by the Florida Department of Community Affairs on October 20 1995 The evaluation and appraisal report for our Village is scheduled for February 2004 in accordance with the Florida Department of Coiinuumty Affairs 1998 schedule Responsibilities of the Local Planning Agency • Prepare the local comprehensive plan and any amendments • Make recommendations to the municipal govemmg body regarding the adoption or amendment of plan • Hold Public Hearings on the proposed plan or plan amendment • Momtor 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 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 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 limited to the minimum amount practical in hght of existing development patterns MISSION STATEMENT TO PROVIDE A SAFE, QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 90 C a a a m co a a a Q a C C C C C C C C C C C C C C C VILLAGE COUNCIL FISCAL YEAR 2000 r4 C: C 0 C C 4..r 4pn. C C C Desc p Actual Actual Actual- Adopted Adopted 1996 1997 Village Council 1998 __1999 200Q_ X4000 1 511 Administrative Expenses $3,588 $6 308 $14 081 $15 000 $16 500 X5410- 1 511 Memberships & Dues $2 430 $1 819 $5 774 $6 000 $6 000 X5420 1 511 Education & Training $6 004 $10 686 $3 992 $4 000 $4 000 Total Village Council $12 022 $18 813 $23 847 $25,000 $26,500 91 nnnrnnninrinnflf f1n OoflnegGe00000000000000Q0Q000© OFFICE OF THE VILLAGE MANAGER FISCAL YEAR 2000 To implement Village Council policies and to provide sound ,y leadership and oversee all departmental activities enabling them 4 to work in the best interests of our community instill the C : Village s mission statement among our employees to foster an outstanding level of service at a reasonable cost and effectively implement and administer the pohcies established by the Council C Lwei DEPARTMENTAL ORGANIZATION CHART Voter Village Council Village Manager Assistant to the Village Manager Administrative Assistant MISSION STATEMENT 'TO PROVIDE A SAFE, QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 92 OFFICE OF THE VILLAGE MANAGER DEPARTMENTAL DESCRIPTION The Village Manager is the chief executive officer and adnumstrative 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 adopting a financial plan for Village operations by helping to prepare for Council consideration the Annual Operating Budget and Capital Improvements Program The Village Manager develops and recommends alternative solutions to community problems as well as plans and 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 affording the citizens of the community the opportunity to voice their opinion on issues affecting the Village Authorized Positions Fiscal Years 1993 1994 1995 1996 1997 1998 1999 2000 Village Manager 10 10 10 10 10 10 10 10 Assistant to the Manager 00 00 00 10 10 10 10 10 Administrative Assistant 10 10 10 00 00 10 10 10 Receptionist/Switchboard 10 10 10 10 10 10 10 00 Total 30 30 30 30 30 40 40 30 93 Q E Q 0 a a a a a a 3 a a 0 0 a C C Cr C C C C C C C C C C C C OFFICE OF THE VILLAGE MANAGER SUMMARY OF FISCAL YEAR 2000 OBJECTIVES fl 1 To satisfactonly relay Village Council policy decisions to the orgamzation and administer the decisions in day-to-day operations 2 3 4 5 6 7 8 9 10 11 12 c To maintain administrative control of all departments by reports and verbal and wntten communications and all matters involving daily operation of the Village To conduct any special studies information gathenng and reports as may be necessary and/or requested by the Village Council To attend and participate in intergovernmental activities by attending meetings and facilitating the exchange of information within different jurisdictions To prepare and submit a Village budget by September 1st of each year To increase the level of Village services by increasing the amount of grant in aid revenues To revitalize productivity programs to reduce costs through improved methods 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 carried out including the attainment of budget objectives and adherence to assigned deadlines for completion of projects and studies To communicate all requests for service referral and 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 orgamzation and departmental efforts in identifying and implementing changes to improve efficiency and reduce cost 94 r-^ 00000©4©©©®®®®®®©8Ge®Obniti6iEi6i6iw uu uuuuuuuu P E� Pp At r FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT FISCAL YEAR 2000 0 0 To administer the fmances 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 mterests of the Village and its employees DEPARTMENTAL ORGANIZATIONAL CHART Village Council Village Manager Director of Finance and Administrative Services Finance Assistant MISSION STATEMENT 'TO PROVIDE A SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 4roN Cavt 95 II I 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 which 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 Resolution 99 94 adopted November 9 1999 authorized the Village Manager to retain the services of Moyer & Associates/Severn Trent Environmental Services to provide a broad range of financial services including fund accounting payroll vendor contract administration revenue collection budgeting preparation of the comprehensive annual financial report solid waste billing and collection along with license billing and collection to the Village In addition the Department is responsible for the comprehensive insurance program which includes automobile liability property and workman s compensation program and for the employee benefits program which includes health insurance life insurance long term disability insurance dental insurance deferred compensation plan and legal service plan The 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 responsibihty 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 a Finance Assistant and a part time administrative assistant Authorized Positions Fiscal Years 1993 1994 1995 1996 1997 1998 1999 2000 Director 10 10 10 10 10 10 10 10 Assistant Full Time 00 00 00 00 00 10 10 10 Assistant Part Time 05 05 05 05 05 00 00 00 Administrative Assistant Part Time 00 00 00 05 05 05 05 05 TPotat 1,5 15 15 20 20 25 2.5 25,, 96 0 a a a a a It C C C C C C C C C C C C C FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT ACCOMPLISHMENTS ACCOMPLISHMENTS FOR FISCAL YEAR 1998 The Finance department continued to maintained accurate and up to date records It submitted the Comprehensive Annual Report to GFOA on March 18 1999 The budget was prepared on time and administered carefully dunng the year The budget was filed and accepted by the Flonda Department of Revenue and met the TRIM (Truth in Millage Bill) Requirements All available funds were invested overnight and excess funds were invested in 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 Procedures have been established to promptly record Village properties as they come on line F , W P1\ NY Prtrat Amminy rveri Ls �a r pi HIGHLIGHTS FOR FISCAL YEAR 1999 OBJECTIVE 1 To provide timely accurate and up to date monthly Financial Reports and Comprehensive Annual Financial Report To obtain GFOA Certificate of Excellence STATUS The accounting system was updated and brought up to Y2K compliance Monthly reports were improved and submitted timely The Comprehensive Annual Financial Report for Fiscal Year 1998 was presented to the Village Council on March 18 1999 OBJECTIVE 2 To prepare the Annual Proposed Operating Budget at the direction of the Village Manager and administer the Budget as adopted by the Village Council To obtain the GFOA budget award STATUS Budget meetings were held with all department. Budget status reports are provided monthly with the monthly repots The Budget was amended by Ordinance 99 2 on February 9 1999 The state revenue estimating conference provides the basis for budgeting the shared revenues The application for state shared revenues has been consistently filed in a timely manner Application for the Annual Distinguished Budget Presentation Award from the Governmental Finance Officers Association for the Fiscal Year 1999 budget was filed December 11 1998 97 FINANCE ANi) ADL4114§TRATIVE SERVICE DEPARTME '/ ACCOMPLISHMENTS The Village complied with the requirements of the TRIM' (Truth in Millage Bill) It has been effectively filed and accepted by the Florida Department of Revenue on October 8 1998 OBJECTIVE 3 To manage the investment portfolio of the Village for maximum return with minimum risk, liquidity and yield r STATUS Available funds have been invested with the Florida State Board of Administration Resolution 92 16 April 14 1992 Local Government Surplus Trust Fund Investment Pool in several Certificates of Deposits of varying maturities and cash management agreements with SunTrust and Northern Trust Banks Resolution 99 72 (Florida League of Cities Municipal Investment Trust) and Resolution 99 73 (Northern Trust Bank) permit funds be invested in each bank respectively The advantage of the cash management agreements are that all significant cash balances in both banks earn interest on a daily basis without having to be transferred to other investments or recalled when needed OBJECTIVE 4 To administer the employee benefit programs worker s compensation and liability insurance STATUS Insurance policies are monitored on an ongoing basis Information is periodically made available to employees concerning all programs for which they are eligible Representatives of the various provider organizations have conducted seminars to discuss their programs with Village employees Village Council instructed the administration to issue a Request for Proposals at the September 26 1996 meeting for workers compensation and liabilty insurance privileges Resolution 97-42 August 26 1997 awarded the contract to the lowest proposal Florida League of Cities Risk Management Services Requests for Proposals (REP S) were advertised on February 26 1999 for all the benefit insurance programs Proposals were received on April 9 1999 Resolution 99-34 was adopted April 27 1999 awarding the vanous insurance programs to the provider who offered the best proposal 98 a 0 0 0 0 o 0 a �llt C 'IP Q C C C C G FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT ACCOMPLISHMENTS OBJECTIVE 5 To supervise billing functions for the Solid Waste and Recycling collection fee and monitor the Stormwater Utility fee collection by Miami Dade Water and Sewer Department STATUS The Solid Waste and Recycling Collection function was updated and installed into the regular Village s accounting system which will now allow the Village to aggressively seek payments for its services Meetings between the Village staff and Miami Dade Water & Sewer personnel have been held which have resulted in better coordination in streamlining the billing of the Stormwater fees and the connection of data The Finance Department now has on line access to the Miami -Dade County water and sewer billing records to ascertain un billed and delinquent stormwater accounts so that appropriate action can be taken to recover unrealized fees After an account by account review by the Village staff all discrepancies were brought to the attention of the billing supervisor at the Water and Sewer 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 99 FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT SUMMARY OF FISCAL YEAR 2000 OBJECTIVES 1 2 3 4 5 To provide timely accurate and up to date monthly Financial Reports and Comprehensive Annual Financial Report To assist the independent public accounting firm prepare the Annual Financial Report To obtain Government Finance Officers Association (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 Government Finance Officers Association (GFOA) budget presentation award To manage the Village s investment portfolio for maximum return on investments with minimum nsks To adnnmster the employee benefit programs worker s compensation and liability insurance To supervise billing functions for the Enterprise Funds Aggressively collect receivables and monitor all functions performed by other agencies for the Village 100 0 0 0 O 0 0 0 I '= 0 Jift itl WE C C C C C C C C C C C FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT FISCAL YEAR 2000 OBJECTIVES l.J C , C r C C; 0 r� C OBJECTIVE ONE To provide timely accurate and up to date financial reports and Comprehensive Annual Financial Report To assist the independent public accounting firm prepare the Annual Financial Report To obtain Government Finance Officers Association (GFOA) Certificate of Excellence KEY AREA INDICATOR ACTION PLAN Finance Timely and accurate financial reports Organize Finance Department records for easy retrieval • Momtor computer capability as Village work requirements increase • Review accounting procedures for Departments • Produce records and provide assistance to independent public accounting firm to prepare • Comprehensive Annual Official Financial Report which is in accordance with Section 3 03 of the Village Charter be prepared by an independent auditor • Prepare for Y2K requirements as needed CONTROLS Insure that all check requests have required authonzation and back up prior to issuing payment Continue to earn the Annual Certificate of Excellence in Financial Reporting (CAFR) from the Government Finance Officers Association (GFOA) and distribute copies to external financial institutions Provide full disclosures for General Fund Statement OBJECTIVE TWO To prepare the Annual Proposed Operating Budget at the direction of the Village Manager and administer the Budget as adopted by the Village Council To obtain the Government Finance Officers Association (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 as needed • Obtain forecasts of State shared revenues 101 FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT FISCAL YEAR 2000 OBJECTIVES • Obtain Annual Distinguished Budget Presentation Award from the Government Finance Officers Association • File the annual application for State Shared Revenues • Meet the requirements of the TRIM bill (Truth in Millage) to ensure continued eligibility for State Revenue Shanng (Approval letter from Dept of Revenue ) PERFORMANCE MEASURES • Meet proposed deadlines • Review budget reports for conformance • Obtain the Annual Distinguished Budget Presentation Award from the Government Finance Officers Association • Maintain eligibility for State Revenue Shanng OBJECTIVE THREE To manage the Village s investment portfolio for maximum return on investments with minimum nsks KEY AREA INDICATOR ACTION PLAN Cash Management Identify legal minimum nsk investment opportunities Invest surplus funds with the State Board of Administration Local Government Surplus Trust Funds Investment Pool as per Resolution 92 16 adopted on April 14 1992 or other cash management options depending on market conditions Maximize interest earnings with minimum risk Provide the Village s Financial Advisor and Bond Counsel assistance as required PERFORMANCE MEASURES Review current available investment opportunities • Monitor interest income monthly OBJECTIVE FOUR To administer the employee benefit programs worker s compensation and liability insurance KEY AREA INDICATOR Insurance and Employee Benefits Enhance administration for effective management ACTION PLAN • Manage the liability and worker s compensation insurance policies with the pool administered by the Florida League of Cities in accordance with Resolution 97 42 adopted 102 Q 0 Q a a a a a a a a a a a a a a a a a U Bw; a C a a C C C C C C FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT FISCAL YEAR 2000 OBJECTIVES August 26 1997 and 99 34 adopted April 27 1999 Coordinate the Long Term Disability Plan Deferred Compensation Plan Legal Services Plan and Flexible Benefit Programs of the Village Advise Village employees annually 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 C C r r•� I OBJECTIVE FIVE To supervise billing functions for the Enterprise Funds Aggressively collect receivables and monitor all functions performed by other agencies for the Village KEY AREA INDICATOR ACTION PLAN Utility Billings Identify all Village clients to invoice • Update real property listings from the Dade County Property Appraiser Update billing list Coordinate with Manager s staff to have bills printed and mailed Assist staff with citizen mquines on billing and collection procedures PERFORMANCE MEASURES • Review bank collection and receivable reports for follow up Review effectiveness of billing and collection procedures 103 lit FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT ACTIVITY REPORT ACTIVITY FY 1995 Actual FY 1996 Actual FY1997 Actual FY 1998 Actual FY 1999 Actual FY 2000 Estimated Payroll Checks 2 600 2 340 2 340 2 500 2 700 2 900 Accounts Payable Checks 3 000 2 580 3 300 3 300 3 500 4 900 Deposits 360 350 360 360 375 425 \Sol1a Brllss 1287 1 284 1284 1313 1 313 1 313 1pyees Ins ance "' it ertuums i'te $350 000` $573 037 $598114 $637 900 $691 398 725 520 op es"yl tttab'tttE��� renriuA Included Above 157 621 156 533 140 500 120 085 93 539 )Mpnage Investments R $7 000 000 max $8 000 000 max $5 000 000 max $5 000 000 $5 000 000 15 000 000 f4n, ard2,, a 11; YES YES YES YES YES GOAL �gM yard a `' YES YES YES YES YES GOAL 1 Does not include all insurance premiums 2 Comprehensive Annual Financial Report Certificate of Achievement (1992 first received) 3 Annual Distinguished Budget Presentation Award (1993 first received) 104 Q 0 Q a a co C C C C C a C C C C C C C C c C FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT FISCAL YEAR 2000 r ,.x gym, r rTh r°(.7‘. C C C C C C C 0 C C r r ►AC 1 ". cam' do'p� 1996 1"997 1998 1999 2000 Admix stration X1200 1 512 Salaries $218 658 $252,373 $303 834 $317 129 $361 694 X1210 1 512 Village Manager $0 $0 $0 $113 000 $141000 X1220 1 512 Housing Allowance $0 $0 $0 $12 000 $12 000 X1235 1 512 Assistant to the Manager $0 $0 $0 $44 041 $53 000 X1230 1 512 Finance Director $0 $0 $0 $60 698 $68 932 X1240 1 512 Administrative Assistant $0 $0 $0 $28 350 $30 661 X1250 1 512 Assistant Director $0 $0 $0 $32 639 $36 101 Finance X1260 1 512 Receptiomst/Switchboard $0 $0 $0 $18 901 $0 I X1270 1 512 Sec/Acct P/T $0 $0 $0 $7 500 $20 000 X2100 1 512 Payroll Taxes $14 377 $16 518 $20 800 $23 696 $27 670 X2200- 1 512 Retirement Contributions $21 067 $20 820 $24 292 $34 867 $37 586 X2300 1 512 Life & Health Insurance $22 773 $26 786 $36 170 $29 346 $26 216 X2400 1 512 Workers Comp Ins $1 242 $1288 $1545 $835 $1 013 X2500 1 512 Unemployment Insurance $737 $919 $613 $1 491 $1 808 X4000 1 512 Administrative Expenses $31 729 $34 387 $41 126 $31 000 $35 000 X4500 1 512 Insurance $0 $0 $0 $2 555 $2 555 X5100 1 512 Supplies $0 $0 $0 $5 000 $5 000 X5200- 1 512 Car Allowance $4 800 $5 200 $2 920 $4 800 $4 800 X5210 1 512 Miscellaneous $0 $732 $0 $1 000 $1000 X5410 1 512 Memberships & Dues $4 936 $5 816 $6 051 $6 500 $6 500 X5420 1 512 Education & Training $4 207 $3 757 $2 307 $6 000 $6 000 X5430 1 512 Travel $550 $1,457 $2.461 $3,000 $3,000 Total Administration $325,076 $370,053 $442.119 $467,219 $519.842 Note (i) Position Transfered to Building Zoning & Planning 105 C. 0000n000000000000©0®OOOOO DUW UUUUWWUYWU'Wuuv OFFICE OF THE VILLAGE CLERK FISCAL YEAR 2000 C r-� sy C C C To serve the public of Key Biscayne by pledging to be ever mindful of its neutrality and impartiality - rendering equal service to all while upholding the Village s Mission Statement particularly provide a quality community environment through responsible government DEPARTMENTAL ORGANIZATION CHART Voter Village Council Village Clerk Deputy Clerk MISSION STATEMENT TO PROVIDE A SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 106 OF'FICE OF THE VILLAGE CLERK DEPARTMENTAL DESCRWIION The Office of the Village Clerk was established on June 18 1991 with the adoption of the Village Charter The Charter prescribes that the Council shall appoint a Village Clerk who shall give notice of Village Council meetings keep a journal of its proceedings and perform such other duties as may be prescribed by the Village Council from time to time The Village Clerk also provides a myriad of other services that are dictated through ordinances State statutes and tradition These services include preparing Council Agendas publishing public notices serving as Supervisor of Elections processmg and maintaining custody of agreements contracts ordinances resolutions and proclamations admunstering publication of the Village Code and Charter and providing information and records research to the Council staff and public The Office of the Village Clerk has implemented state of the art technology to enhance the dissemination of information regarding the activities of the Village Council and Village Government including • Optical imaging of vital records and frequently requested documents (agenda packets minutes resolutions etc) which provides for quick retneval time and reduced storage space • Administration of the Village page on the Internet s World Wide Web which provides a direct link to important information and documents The Clerk s Office is staffed by the Village Clerk and a part time Deputy Clerk Authorized Positions Fiscal Years 1993 1994 1995 1996 1997 1998 1999 2000 Village Clerk 10 10 10 10 10 10 10 10 Deputy Clerk Part Time 00 00 00 00 05 05 00 05 Staff Assistant Part Time 00 05 05 05 00 00 05 00 Total 10 15 15 15 15 15 15 15 107 a a a a a OE C C a as UI at a a a a C C C C C C e C c OFFICE OF THE VILLAGE CLERK SUMMARY OF FISCAL YEAR 2000 OBJECTIVES C PM\ r^ 0001 .o. 0 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 To complete and distnbute Council meeting Agendas to the Council staff and public in a timely manner To maintain accurate minutes of the proceedings of the Council To complete and distnbute committee meeting agendas to the committee members and public in a timely manner and maintain accurate minutes of committee meetings To publish public notices as required by law To serve as the Supervisor of Elections for municipal elections To process and maintain custody of agreements contracts ordinances resolutions and proclamations To maintain custody of Village records and coordinate the microfilming and storage of said records To provide clerical and research support for members of the Council To administer the publication of the Village Charter code book supplements and indexing of Council minutes under contract with Municipal Code Corporation To provide information and records research to the public and staff To provide notary service and administer oaths of office to committee members police and fire officers and other Village Officials To compile and maintain the Clerk s Office Procedures and Information Manual To serve as the Financial Disclosure Coordinator with the State of Honda Commission on Ethics and the Records Management Liaison with the State of Florida Department of State To maintain custody of the Village Seal To serve as liaison between the pabhc and Council as directed 108 ELI OFFICE OF THE VILLAGE CLERK X1201 1 512 Salaries X1201 1 512 Salary Clerk X1203 1 512 Deputy Clerk X1221 1 512 Salary Other FISCAL YEAR 2000 $57 797 $46,530 $51425 $58 721 $76113 $0 $0 $0 $40 721 $51498 $0 $0 $0 $18 000 $24 615 $0 $0 $0 $0 $0 X2101 1 512 Payroll Taxes $4,550 $3 530 $4 496 $3 115 $5 823 X2201 1 512 Retirement Contributions $3 793 $3 513 $4 036 $4 479 $5 665 X2301 1 512 Life & Health Insurance $3 984 $4 313 $2 964 $4 831 $5 023 X2401 1 512 Workers Compensation $259 $286 $1 180 $114 $228 X2501 1 512 Unemployment Insurance $231 $210 $152 $203 $381 X4701 1 512 Imaging $4 855 $3 653 $5 790 $5 000 $5 000 Equipment/Supplies X4751 1 512 Ordinance Codification $2 396 $0 $2 581 $3 500 $3 500 X4761 1 512 Indexing Minutes $783 $2 337 $2 123 $2 500 $2 500 X4771 1 512 Elections $2 706 $28 114 $0 $25 000 $10 000 X4801 1 512 Legal Advertising $32 567 $41 503 $63 042 $45 000 $55 000 X5411 1 512 Memberships & Dues $244 $1 049 $599 $750 $750 X5421 1 512 Education &Training $867 $1 815 $1 148 $2 250 $2 250 X5431 1 512 Travel $1749 $653 $2 116 $2 000 $3 000 Total Village Clerk $116,781 $137,506 $141,652 $157,463 $175,233 108 C9 C� C C� C3 a a a a C C i li'�IG !IwV. a a C C C C C C C C C C C C C OFFICE OF THE VILLAGE ATTORNEY FISCAL YEAR 2000 A", r r^ r� r� C r Oa, C C r C C LMISSION STATEMENT To serve the public of Key Biscayne by providing fair honest 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 70 PROVIDE A SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 110 OFFICE OF THE VILLAGE ATTORNEY DEPARTMENTAL DESCRIPTION The Office of the Village Attorney was created by Section 3 05 of the Village Charter The primary goal of the Office of the Village Attorney is to provide legal services to the Village as a municipality The Village Attorney is appointed directly by the Village Council 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 Scrota Hoffman 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 The firm provides 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 interest Drafting and/or review of contracts Litigation * Stormwater Utility advice Real estate and real estate related matters Construction and construction related issues Public Records Law Drafting of resolutions and ordinances Preventive advice relating to contested matters Police related legal advice State Legislative Matters * (Tort litigation is defended by other attorneys through an insurance program sponsored by the Flonda League of Cities ) The Office of the Village Attorney has continued its successful efforts to hold the expansion of the Seaquanum These efforts in prior years have included a trial an administrative hearing and two appeals This past year the Village Attorney continued this effort in the Honda Legislature Representatives of the Seaquanum threatened to file legislation seeking to exempt the Seaquanum project from the State Master Plan approval and compliance process and requirements The Village Attorney s office coordinated lobby efforts to defeat any such legislation The Village Attorney is currently 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 111 C Q Q a 3 a a a a Q co C C C C C C C C C C C C if OFFICE OF THE VILLAGE ATTORNEY SUMMARY OF FISCAL YEAR 2000 OBJECTIVES 0 W� f 0 1 2 3 4 5 To continue to provide the Village with legal advice which helps the Village accomplish its goals while continuing to avoid costly litigation To try to satisfactorily resolve pending litigation If settlement is not possible to pursue litigation to a successful conclusion To continue to approach problems as opportunities for arriving at creative solutions To continue to provide unbiased legal advice To continue to work with the administration in order to standardize forms and procedures to reduce the necessity for legal work and associated costs 112 OFFICE OF THE VILLAGE ATTORNEY FISCAL YEAR 2000 X3120 1 514 Legal Fees $127 030 $132 885 $141387 $135 000 $135 000 X3150 1 514 Legal Fees Lawsuits $15 999 $2 403 $44 121 $50 000 $50 000 X3160 1 514 Prof Fees Contract Matters $0 $102 920 $22 883 $20 000 $20 000 X3190 1 514 Other Professional Fees $3 865 $665 $5 383 $5 000 $5 000 X3300 1 514 Court Cost and Fees $4 135 $1 037 $1 946 $1 500 $1 500 t X4900 1 514 Other Expenses $805 $0 $550 $1 500 $1 500 Total Village Attorney $151,834 $239,910 $216,270 $213,000 $213,000 113 C Q C C C C C C C C C c C C C C C C C C C C C C C C C C C C C C C C C C C C C C C I0 C I0 I7' NON -DEPARTMENTAL FISCAL YEAR 2000 X1210- 1 513 Salaries Overtime $0 $0 $0 $5 000 $5 000 X1220 1 513 Off Duty Employment $0 $0 $3 484 $9 000 $9 000 X2100 1513 Payroll Taxes $0 $0 $0 $1 000 $1 000 X2400 1 513 Workers Compensation $459 $1 913 $2 045 $2 000 $2 000 X2500 1 513 Unemployment $I567 $0 $0 $500 $500 X3100 1513 Appraisers $4500 $0 $0 $0 $1000 X3120 1 513 Committee Expenses $200 $455 $0 $500 $500 X3130 1 513 Financial Advisor $2 745 $4 000 $0 $4 500 $4 500 X3200 1 513 Auditors $25 500 $26 050 $36 203 $32 000 $32 000 X3300 1 513 Tuition Reimbursement $11 623 $7 675 $11 537 $10 000 $9 000 X3400 1 513 Contractual Expenses $0 $2 021 $0 $3 500 $3 500 X4100 1 513 Telephone $35 697 $33 262 $42 424 $35 000 $35 000 X4120 1513 Postage $11994 $20075 $14126 $15000 $15000 X4300 1 513 Electricity $20 726 $6 872 $10 768 $7 000 $7 000 X4320 1513 Water&Sewer $44266 $133693 $100623 $140000 $135000 X4400 1 513 Rent Village Hall $63 106 $81 332 $106 035 $98 500 $100 000 X4420 1 513 Inter-Govermtl Relations Assist $0 $0 $10 234 $40 000 $30 750 X4500 1 513 Insurance $52 447 $55 005 $46 012 $43 926 $44 000 X4600 1 513 Maintenance and Repairs $10 624 $13 882 $43 294 $14 656 $15 000 X4700 1 513 Newsletter/Annual Report $10 000 $3 803 $11 491 $12 000 $12 000 X5100 1513 Supplies $21 120 $31 355 $25 438 $30 000 $30 000 X6430 1 513 Fumrture and Fixtures $13 405 $8 736 $7 255 $5 000 $5 000 X6450 1 513 Equipment $3 888 $24 319 $8 537 $15 000 $15 000 X8200 1 513 Community Grants $884 $88 697 $0 ($1) $0 $15 000 X8201 1 513 Various Grant Expenses $0 $0 $55 895 $2 500 $2 500 X8203 1 513 Federal Empowerment Zone $0 $0 $0 $1 000 ($3) $1 000 X8205 1 513 Chamber of Commerce $74 550 $74 400 $68 200 $70 000 $75 000 X8207 1513 Lighthouse Run and Walk $10 955 $10 121 $0 (Si) $0 $0 X8209 1 513 Jackson Memorial Foundation $5 000 $15 000 (12) $0 $0 $0 X8210- 1 513 Other Charges $0 $15 544 $0 $2 500 $2 500 X8211 1 513 K B Hentage Trail $0 $25 239 $0 $0 $0 X8213 1 513 Miami Dade library Agreement $0 $0 $0 $0 $35 000 X9910- 1 513 Contingency PO al 10 $200,000 $200,000 Notes Total Non Departmental $425,256 $683.449 $603,601 $800.082, $842,750 (1) These Event were transferred to Special Events m th Rare t Department Budg May 26, 1998 (2) The I kso Memonal Foundatn alto onm the erwun f $25000w completed (3) Resal n N98-02Adop d A g 251998 A [honied au annual $1000 tnbun to 10year 114 IC uuuuuuuuuuuououU U©UOD©Un0U00000000©©0©©©©©© DEBT SERVICE saga, r f 41, C r c C r^ fns r� wr FISCAL YEAR 2000 Authorization for Village Green Debt The Village has no outstanding debt financed by general obligation bonds Ordinance 93 21 adopted on December 14 1993 authorized the Land Acquisition Revenue Bond Senes 1993 for the purchase of the Village Green Resolution 93 57 adopted December 14 1993 authorized the issuance of the bonds (Bank Loan) in the amount of $9 2 million for a ten (10) year period, ending December 15 2003 The bonds were purchased by Northern Trust Bank of Honda N A This bond is payable from and secured by a pledge and assignment of proceeds of the public service tax (utility taxes) authorized by Part III Chapter 166 Honda Statutes and received by the Village pursuant to Section 804 of the Village Charter and Ordinance 97 12 adopted Apnl 29 1997 They bear interest payable semi annually at a fixed rate of 4 36% Resolution 94 38 named the Village Green and Resolution 94 44 adopted November 15 1994 approved the public park use for this property The pnncipal and interest payment for Fiscal Year 2000 will be $1 136 541 The outstanding debt as of December 15th will be $4 155 000 This is the only outstanding general fund debt The stormwater construction debt is primarily financed from the Stormwater Utility Fund These Village Green bonds are subject to prepayment penalty under certain circumstances based on prevailing market conditions at the time of prepayment If th -ids were prepaid on February 20 1998 the formula would result in there being no prepayment penalty Section 2 of Resolution 93 57 adopted December 14 1993 regulates the prepayment Debt Restrictions 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 authonty for borrowing monies is provided to the Village by Sections 166 021 and 166 111 Honda Statutes The Master Plan requires that the Village pursue a prudent policy of borrowing for capital improvements or other purposes (Pohcy 1 15) 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) Section 4 10 of the Charter requires the debt be limited by Ordinance Ordinance 97 1 January 16 1997 provides limits on long term debt Based on the 2000 budget the hmit is 1% of assessed valuation ($22 324 579) or an amount that exceeds 15% of the annual general fund expenditures whichever is greater Also State law prohibits a mill rate in excess of 10 mills 115 DEBT SERVICE FISCAL YEAR 2000 The Village has the legal right to borrow an additional $18 2 million dollars without the approval of the voters Section 5 02 of the Charter permits electors to require reconsideration of an ordinance within 30 days after the date of adoption of the borrowing ordinance and if the adopted budget ordinance exceeds five (5) nulls (Section 5 02B) Authonzation for $10 M Civic Center Debt At the April 20 1999 Council Meeting borrowing options were again discussed including financing the civic center with or without refinancing the Village Green and for thirty (30) year period At the May 11 1999 meeting the Council discussed the amount and the length of time for the borrowing Financing issues discussed included the amount length of time for the loan and the option of refmancmg the Village Green These issues were summarized in a May 17th report Village Civic Center Financing Plan discussed at the May 18th Workshop At this workshop Council directed staff to prepare an ordinance to borrow $10 million A $10 million 20 year borrowing Ordinance (99 6) was approved at the. June 22 1999 Council meeting Resolution 99-71 adopted on July 23 1999 authorized the twenty-year bank loan at a 4 715% fixed rate The Capital Improvement Program Facilities Reserve has approximately $2 4 million A second bond issue shall be issued in 2000 m an amount to be determined in order to complete the Center Authonzation for $7 2 M Stormwater Utility Debt Ordinance 98 9 was adopted October 27 1998 authonzmg the Village Manager to obtain permanent financing for the outstanding Bond Notes of $7 2 million for the Stormwater Fund Proposals were received and via Resolution 99 9 adopted on January 26 1999 the Council accepted NationsBank bid to purchase the Bonds at a fixed annual interest rate of 4 13% for 20 years This rate was one of the lowest received in the country 116 C a if m C C C C C C C C C C C C C C C C C C C C C C C C C C C C C C C C C xx DEBT SERVICE FOR GENERAL FUND PAYMENT SCHEDULE VILLAGE GREEN 0 0 I"^ P"^ 0 0 0 0 DATE LOAN BALANCE PRINCIPAL DEBT SERVICE FISCAL YEAR TOTAL IN I'EREST 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 $184101 00 $969 101 00 $166 988 00 $166 988 00 FY 1996 $1 136 089 00 12/15/1996 6/15/1997 $6 840 000 00 $820 000 00 $166 988 00 $986 988 00 $149 112 00 $149 112 00 FY 1997 $1 136 100 00 12/15/1997 6/15/1998 $5 985 000 00 $855 000 00 $149 112 00 $1 004 112 00 $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 FY 1999 $1 136 435 00 12/15/1999 6/15/2000 $4 155 000 00 $935 000 00 $110 962 00 $1 045 962 00 $90 579 00 $90 579 00 R3Y so 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 08900 $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 Acgmsthon Revenue Bonds Senes 1993 Northern Trust Bank of Ronda, N A 117 C DEBT SERVICE PAYMENT SCHEDULE CIVIC CENTER LOAN BALANCE PRINCIPAL INTEREST DEBT SERVICE FISCAL YEAR TOTAL DALE 07/30/1999 $10 000 000 FY 1999 0 12/01/1999 $158 476 $158 476 06/01/2000 235 750 235 750 ` n FY 2000 5394,226 12/01/2000 235 750 235 750 06/01/2001 235 750 235 750 k FY 2001 l a3 471,500 12/01/2001 235 750 235 750 06/01/2002 235 750 235 750 FY 2002 471,500 12/01/2002 9 645 000 $355 000 235 750 590 750 06/01/2003 227 381 227 381 FY 2003 818,131 12/01/2003 9 270 000 375 000 227 381 602 381 06/01/2004 218 540 218 540 FY 2004 820,921 12/01/2004 8 880 000 390 000 218 540 608 540 06/01/2005 209 346 209 346 FY 2005 817,886 ACCUMULATED TOTALS NEXT 13 FY'S 815 000 8 065 000 3 504 462 11 569 462 11 569 462 FINAL PAYMENT 12/01/2019 815 000 19 214 834 214 FY 2020 834,214 TOTAL $10 000 000 $6 197 840 $16 197 840 $16 197 840 Coupon 4 715% per annum $10 000 000 Civic Center Revenue Bonds Series 1999 NationsBank N A. 118 e a C C C C C C C C C C C C C C C C C C C C C C C C C C C a a a a DEBT SERVICE FISCAL YEAR 2000 C r* C a IC C C C II� C Il� C Description ption Debt Service Actual Actual Actual Adopted Adopted' 3996 1997 1998 1999 ` 2000 X7200 1519 Interest Pmt Village Green $351 089 $315 901 $277 825 $241 435 $201 541 X7200 1 519 Interest Pmt Civic Center $0 $0 $0 $0 $402 085 X7100 1 519 Principal Pint Village Green $785,000 $820.000 $855,000 $895,000 $925,000 Total Debt Service $1,136,089 $1,135.901 $1.132,825 $1,136,435 $1,538,626 GENERAL FUND ISSUE DATE SERIES RATE PRINCIPAL AS PRINCIPAL INTEREST OUTSTANDING 9/30/00 OF 10/1/99 December 14 1993 4 369 $ 5 090 000 $935 000 $201 541 $ 4 155 000 1999 July 23 1999 1999 4 715% $10.000,000 $0 $394 226 510,000,000 Sub -Total $15,090.000 $14.155 000 STORM WATER UTILITY FUND January 25 1999 1999 4136% $7 200 000 $125 000 $292 584 $6 940 000 Stormwater Total Outstanding Debt $22.290.000 1999 ASSESSMENT $2 232 457 904 $22 324 579 Debt Limit ($14,155,0001 $ 8,169.579 Outstanding Borrowing Capacity PROJECTION 2001 $23 7 Million 2002 $26 9 Million 2003 $29 0 Million NOTE Civic Center requires an additional $7 Million 119 r.� E3 UU UUWUUUU C. /© 0t.30 000U©000000C30©©©©00C30 BUILDING, ZONING AND PLANNING DEPARTMENT FISCAL YEAR 2000 r C C C C rt� C 1w MISSION STATEMENT To provide the residents of the Village their architects, engineers, and contractors a friendly courteous and expeditious review of applications and provision of information DEPARTMENTAL ORGANIZATION CHART B Idmg Ass t t D re to Bolding Off I Rcpt ist Perm t Clerk As LP m t Clerk Ch fB Id g Inspect Back up Ch f El tr 1 Insp to Ba k p El Meal p t Ch (P1 mb g Inspect Back p Plumb ng Insp cto Ch fM h al Insp t B k up Meehan II pe for St u t IPlan Processing (Consultant) PI R w R w C d Enforcem t Officer MISSION STATEMENT TO PROVIDE A SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT Comm ty Assist t 120 BUILDING, ZONING AND PLANNING DEPARTMENT DEPARTMENTAL DESCRIPTION The Department is composed of three (3) divisions Building Zoning and Planning which work together to accomplish the Departments mission statement The Department also provides information reports and recommendations relating to the orderly growth and development of the Village to the Council and Manager Additionally the Department also provides Geographic Information Services to all Departments in the Village and other governmental agencies The Building Division s pnmary responsibility is the administration of the South Honda Building Code Staff provides for the orderly processing of permits performs inspections in a timely and safe manner and insures that construction complies with the provisions of all applicable codes Staff also verifies contractors have the proper credentials and licenses to perform work in the Village The Zoning Division is responsible for reviewing plans for compliance with the Zoning and Land Development Regulations and providing information to residents and architects on the development potential of property This Division also enforces the zoning and property maintenance standards Staff reviews occupational and liquor licenses and the permitting of residential commercial offices apartments and condominiums and the auxiliary structures and uses Staff administers change of zoning requests variance applications prosecution of violators before the special master Miami Dade County Construction Regulation Board and Flonda Department of Business Regulations Division of Construction The Planmng Division administers the Comprehensive Plan as set forth in Honda Statutes including the processing monitonng and evaluation of amendments to the Plan Concurrency Regulations Development of Regional Impacts and other issues that relate to the overall planning and legislative control of the Village The Division is also responsible for the preparation of new Zoning and Land Development Regulations for the Village consistent with the Master Plan 121 C C C C C C C C C C C C C C a C C C? C C C C 0 C C C C C) C C C C C C C C C C C C BUILDING, ZONING AND PLANNING DEPARTMENT DEPARTMENTAL DESCRIPTION rTh r C^ C^ C Positions Fis al Years 1993 1994 1995 1996 1997 1998 1999 2000 Director 1 0 1 0 1 0 1 0 1 0 10 10 1 0 Building Official 0 00 0 00 0 00 1 0 1 0 1 0 1 0 1 0 Building Assistant 0 00 0 00 000 0 00 0 00 0 5 1 0 1 0 Receptionist (a) 0 00 1 0 Permit Clerk 10 1 0 1 0 1 0 1 0 1 0 1 0 1 0 Assistant Permit Clerk 0 00 0 00 0 00 0 00 0 00 1 0 1 0 1 0 Admimstrative Assistant 0 00 1 0 1 0 1 0 1 0 1 0 1 0 0 0 Plan Reviewer (b) 0 00 1 0 1 0 Code Enforcement Officer 0 00 10 1 0 1 0 1 0 1 0 1 0 1 0 Planner 0 00 1 0 1 0 1 0 1 0 1 0 (1 0) 0 0 Community Assistant 0 00 0 00 000 0 00 0 00 10 10 1 0 Chief Building Inspector (c) 1 0 1 0 1 0 10 1 0 1 0 1 0 1 0 Chief Electrical Inspector (c) 1 0 10 1 0 10 1 0 10 1 0 1 0 Chief Plumbing Inspector (c) 10 1 0 1 0 1 0 1 0 1 0 1 0 1 0 Chief Mechanical Inspector (c) 10 1 0 1 0 10 1 0 1 0 1 0 10 Building Inspector (c) 10 1 0 1 0 1 0 1 0 1 0 1 0 10 Inspectors (4) Part Time 000 0 00 0 00 2 0 2 0 2 0 2 0 2 0 Total 20 50 50 80 80 (d) 13 0 80 (d) 13 0 100 (4) 15 0 160 Note (a) Transfer from Village Managers Budget (b ) Position combined the functions of Administrative Assistant and a contract employee (c) In FY99 (Resolution 98 61) the status of these employees changed from contract to regular (d) Five (5) employees compensated on a contractual basis 122 BUILDING, ZONING AND PLANNING DEPARTMENT DEPARTMENTAL DESCRIYl'ION ACCOMPLISHMENTS FOR FISCAL YEAR 1998 The Building Zoning and Planning Department has provided the Village with services that have met or exceeded that which was expected The Department provides 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 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 All departmental employees are required to fulfill training requirements Specific time slots have been allocated in the morning for building plan review and inspection status information for both types of clientele Varying levels of staff have attended a variety of conferences and seminars to continue to remain as updated and knowledgeable as possible Several elements of the Traffic Calming Master Plan have been installed and are functioning as expected Suggestions received from customer comments and complaints are reviewed in order to identify improvements in 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 was implemented An extensive Hurricane Assessment and Readiness Preparation program was established which address construction trade concerns and Village resident concerns ACCOMPLISHMENTS FOR FISCAL YEAR 1999 The 1999 Budget included six (6) objectives for the Department These objectives are all characterized as on going activities In addition to these the Department had several other accomplishments during the year These additional accomplishments are also listed below at the end of this section OBJECTIVE 1 To provide personalized services that ensure a well built planned and maintained community STATUS Staff periodically meets individually with citizens developers architects and contractors in order to provide personalized services All applications are reviewed to insure compliance with the South 123 C a a a C C C C C C C C C C C C C G C C C C C C C C G C 4..a C C C C f: C C C C C BUILDING, ZONING AND PLANNING r ACCOMPLISHMENTS Honda Building Code Master Plan and the Zoning Ordinance OBJECTIVE 2 To continue to provide and monitor a managed growth process of the two (2) Development of Regional Impact Projects other Village permits and ensure concurrent infrastructure improvements STATUS Staff continues to momtor the Ocean Club and Grand Bay DRI projects When plans are submitted for building permits staff checks for compliance with the site plans that have been approved by the Village Council Dunng construction staff inspects the sites to insure the buildings are being constructed in accordance with the approved permits and site plans Staff insures that the proper infrastructure (water sewer etc ) is in place at the tune it is necessary Grand Bay This project contains 3 hi nses a beach club and 49 single family homes In total the project will contain 707 units The Residences Tower One is completed and occupied The Residences Tower Two and Hotel are under construction The remaining portions of the DRI are divided into two single family developments with different developers Several of the homes have been completed and/or under construction Ocean Club This project contains 11 residential buildings and a beach bar and gnlle 6 buildings have received their Certificates of Occupancy and two are under construction A third building is scheduled to be under construction by January 2000 It is expected the remaining two buildings will be completed in 2001 or 2002 depending on market conditions For those buildings which are completed the Department receives many building permit applications by the new owners of the units for mtenor renovations kitchens bathrooms etc The project will contain 800 832 residential units When the Ocean Club and Grand Bay buildings are completed the Department receives many requests by the new unit owners to renovate kitchens bathrooms demolish walls etc This results in the issuance of a master building permit and sub permits for electncal plumbing mechanical and building As such the Grand Bays 707 umts and the Ocean Club s 800+ units will represent a steady stream of permit and inspection activity OBJECTIVE 3 Continue to monitor support and supplement the Public Works Department STATUS Staff works very closely with the Public Works Department in the planning and construction of the 124 C C BUILDING, ZONING AND PLANNING ACCOMPLISHMENTS projects During this fiscal year the Village Green Restrooms and Shade Pavilion traffic calming devices sidewalks and the East Enid Road Improvement Projects were completed in a collaborative effort with the Pubhc Works Department OBJECTIVE 4 Provide updates to the existing computer database system to monitor infrastructure improvements with special emphasis on pedestrian and vehicular thoroughfare systems STATUS The Department maintains a Geographical Information System (GIS) for the Village The GIS is a mapping function which inventonzes and locates all infrastructure such as streets sewers water lines and hydrants Property records are also maintained including the type of buildings tax records number of units and stones and addresses New data is entered into the system as it is received The Department provides GIS services to the other Departments and the Village Manager OBJECTIVE 5 Focus on the two (2) types of community users the construction trades and the community residents STATUS Staff provides a hands on approach towards assisting citizens and contractors in obtaining permits For those residents who are qualified to pull owner builder permits staff often provides additional technical information and assistance to insure the work meets the South Flonda Building Code OBJECTIVE 6 Ensure the level of professionalism of the Building Zoning and Planning Staff STATUS The Department has a very high level of education expenence and training The Department Head has a American Institute of Certified Planner (AICP) certificate and a Masters Degree in Urban and Regional Planning The Building Official is a Registered Professional Engineer (Civil and Structural) in Florida and has several certifications from the County and State relating to structural plans and inspections One of the inspectors is also a Registered Architect in Fonda Our Plan Reviewer has earned a Bachelor of Architecture and an American Institute of Certified Planner (MCP) certificate Each of the inspectors receive over 50 hours of training during the fiscal year The Chief Inspectors have achieved a Masters Certification and Certificate of Competency in their field All of the inspectors have received certifications from the state and county Our Code Enforcement Officer has 125 C C C C C C C C C C C C a C C C C C ©©00000000 BUILDING, ZONING AND PLANNING ACCOMPLISHMENTS achieved a Level 3 designation which is the highest in his profession ADDITIONAL ACCOMPLISHMENTS IN FY 99 (not listed in the FY99 Budget) Building Division Accomphshments 1 The Department installed a new building permit system with Internet connectivity from Sierra Computers Inc This new system provides a management tool to monitor permit activity including tracking reporting inspections violations and licensing functions Purchase of the system was through the establishment of a user fee 2 For large projects implemented a Team Permitting process Staff reviews 80% complete plans meets with the developers team in one on one team meetings revised plans submitted and a second 2nd team meeting is held The plans are then submitted for a building permit This process has expedited the issuance of permits 3 The Department provides next day service for inspection requests Current Planning and Zoning Accomphshments 1 Prepared and implemented an ordinance that incorporates all of the administrative procedures for the processing of vanances into the Villages Zomng Ordinance Pnor to this Ordinance the Village used the procedures in the Dade County Ordinance 1 rria C Ca' 2 Initiated the preparation of a new zoning ordinance with the assistance of the Zoning Ordinance Review Committee 3 Initiate preparation of a Parking Policy Plan 4 Prepared a Swale Report and Ordinance Comprehensive Planning Accomplishments 1 Concluded the processing of a Land Use Plan Amendment that was initiated in 1998 2 Terminated the services of the Comprehensive Planning Consultant and assumed the responsibilities of monitonng compliance and implementation of the Master Plan in accordance with state statues Personnel Accomplishments 1 Transferred five (5) part time 35 hour per week Chief Inspectors to full time status 126 BUILDING, ZONING AND PLANNING ACCOMPLISHMENTS 2 Developed job descriptions for all employees in the Department 3 Implemented an Organizational Chart and Work Flow Chart. 4 Combined the inspection and administrative offices in one location This resulted in a higher quality of service to our customers better communication among staff and expedited the issuance of permits and inspections 5 Eliminated the Administrative Secretary position and terminated the contract with a company that provided part time zomng plan review services front Monday -Thursday 7 30 to 11 30 The secretarial services were assigned to other staff A Plan Reviewer with zoning &rifiing and landscape architectural experienced was hired to provide full time zoning assistance to our customers This individual is a member of the American Institute of Certiffea Planners } Plan Implementation 1 Prepared a Request for Qualifications for a Community Center This is the first step in the creation of a Municipal Civic Center that will include an existing 9 acre park new police station fire station and Municipal Hall 2 Issued the police station & administrative office facility building Request for Proposal 3 Coordination of Civic Center Master Plan Occupational License Accomplishments 1 Instituted Next Day Service for occupational license requests and inspections Construction Projects 1 Project Manager for the Village Green Restrooms and Village Green Pavilion completed 2 Initiated the Crandon Blvd Streetscape Improvement Project from northern limits to Harbor Dnve - under design Estimated completion date in Spring 2000 127 C a a C� Ci a a a a a a a fL €B O m C C a C Q Q C C C C C C a a a BUILDING, ZONING AND PLANNING DEPARTMENT SUMMARY OF FISCAL YEAR 2000 OBJECTIVES Prepare and implement a new Zoning Ordinance for the entire Village by March 2000 1 2 3 4 5 6 7 8 9 1 -4 Complete the installation training and deployment of the new building permit system by December 1999 Improve the level of customer service by reviewing plans within the following time frames with an implementation date of December 1999 a Walk through permits same day service b Roofing fence and dnveway permits 1 day c Trade permits 1 day d Inspection requests Next day service e Interior renovations and additions 1 5 days f New additions to single family homes 10 days g Large projects not included above 20 days Continue momtonng the Ocean Club and Grand Bay Projects to insure compliance with the Development of Regional Impact (DRI) requirements Continue to monitor support and supplement the Pubhc Works Department for the entire fiscal year Complete the processing of an amendment to the Comprehensive Plan relating to public schools and Intergovernmental Coordination Element by June 2000 (both amendments are required by state statute) Complete the scanning of all plans by September 2000 Assist in the implementation of the Civic Center by preparing Request s for Proposals evaluating consultants expedite the issuance of permits and inspections Assist the U S Census in providing for an accurate count of all Village residents for the 2000 Census 128 BUILDING, ZONING AND PLANNING DEPARTMENT FISCAL YEAR 2000 OBJECTIVES 'OBJE'CTIVE ONE Prepare and Implement new Zoning and Land Development Regulations v J bynarch., 20pck 1 KEY AREA Growth and Development INDICATOR The Village uses two zomng ordinances to regulate development The Village adopted its own regulations for single family areas m 1996 The County s regulations are used for the balance of the Village The County s regulations are not consistent with the densities set forth in the Village s Master Plan In recognition of the need to create zoning regulations which reflect the standards in the Master Plan in January 1999 the Village Council created a Zoning Ordinance Review Committee (ZORC) The purpose of ZORC is to create a Village based zoning ordinance ACTION PLAN • Maintain the ZORC process through monthly meetings and workshops (total of two per month) TARGET DATE March 2000 PERFORMANCE MEASURES Maintain the ZORC schedule and methodology of recommending articles for adoption by the Village Council on a monthly basis Adopt the Zoning and Land Development Regulations for the entire Village by March 2000 tOBJbCTIVE TWO Complete the installation, training and deployment of the new building permit system by March 2000 KEY AREA Growth and Development INDICATOR The Department presently uses a database program to inventonze requests for building permits and inspections The new building permit system will provide a management tool to track permit requests plan reviewer comments issued building permits inspections and violations C a a a C C a C C C C C a a C C C C� Q a 129 BUILDING, ZONING AND PLANNING DEPARTMENT DEPARTMENTAL DESCRIPTION ACTION PLAN Installation of the permit system • Preparation of permit screens and forms • Downloading of existing data • Train staff TARGET DATE March 2000 PERFORMANCE MEASURES Deployment of the system • Termination of the old building permit system C �.b 0 0 OBJECTIVE THREE Improve the level of customer service by reviewing plans within the following time frames with an implementation date of December 1999 a Walk through permits same day service b Roofing fence and driveway permits 1 day c Trade permits 1 day d Inspection requests Next day service e Intenor renovations and additions 1 5 days f New additions to single family homes 10 clays g T arge projects not included above 20 days KEY AREA INDICATOR Building penmt reports indicating compliance with the review schedule ACTION PLAN Customer Service Implement the new permit tracking system Download existing building data into the new permit system Utihze building tracking reports as a management tool to monitor pernnts and inspections TARGET DATE January 2000 PERFORMANCE MEASURES • Utilize permit and tracking reports as a management tool in making staff assignments 130 BUILDING, ZONING AND PLANNING DEPARTMENT DEPARTMENTAL DESCRIPTION OBJECTIVE FOUR. Continue momtonng the Ocean Club and Grand.Bay Projects to` insure ‘ A compliance with the Development of Regional Impact (DRI) requirements KEY AREA INDICATOR Inspections and compliance with Master Plan as approved by Village Council ACTION PLAN Growth and Development • Review building applications with the approved Master Plan and DRI as amended • Inspect site to insure compliance with building permit • Coordinate permitting with State agencies • Insure infrastructure is in place at time it is needed TARGET DATE On going PERFORMANCE MEASURES • Issuance of permits and inspection results • Issuance of Certificate of Occupancy for each phase OBJECTIVE FIVE Continue to monitor support and supplement the Public Works 1, „Department for the entire fiscal year KEY AREA Planning Growth and Development INDICATOR Adoption of plans by Village Council and subsequent construction of projects ACTION PLAN • Coordinate the design of projects with engmeenng consultants and Public Works Supervisor • Issue building permits and provide timely inspections TARGET DATE On going PERFORMANCE MEASURES • Construction of projects 131 a 3 3 O a U a U ,lial tlal C It cc C C C C C C 64 A 64 64 gi g4 BUILDING, ZONING AND PLANNING DEPARTMENT DEPARTMENTAL DESCRIPTION OBJECTIVE SIX Complete the processing of a two amendments to the Comprehensive Plan relating to public schools and the Intergovernmental Coordination Element by June 2000 (both amendments are required by state statute) KEY AREA Comprehensive Planning INDICATOR Adoption of amendments by the Village Council and approval by the Florida Department of Community Affairs ACTION PLAN • Process amendments as required by State Statutes • Coordinate the processing of amendments with the Florida Department of Community Affairs TARGET DATE July 2000 PERFORMANCE MEASURES • Prepare amendments to the Comprehensive Plan as required by State Statutes • Hold public hearings by Local Planning Agency and Village Council • Request approval from the Honda Department of Community Affairs OBJECTIVE SEVEN Complete the scanning of all plans by September 2000 KEY AREA INDICATOR Percent of plans scanned ACTION PLAN Citizen Service Develop a methodology to expedite the scanning of plans Provide linkages between scanned plans and the building permit system Provide access of scanned plans to citizens on CD ROM TARGET DATE On going PERFORMANCE MEASURES • Number of sheets scanned 132 BUILDING, ZONING AND PLANNING DEPARTMENT DEPARTMENTAL DESCRIPTION OBJECTIVE EIGHT Assist in the implementation of the Civic Center by preparing Request s for Proposals evaluating consultants expedite the issuance of permits and inspections KEY AREA Growth Management INDICATOR Implementation of Civic Center Master Plan ACTION PLAN • Preparation of RFP s for each of the components • Assist selection Committee in evaluating responses to RFP s TARGET DATE On going PERFORMANCE MEASURES • Selection of architects for each component • Issuance of permits and inspections • Issuance of Certificate of Occupancy for each component OBJECTIVE NINE Assist the U S Census in providing for an accurate count of all Village residents for the 2000 Census KEY AREA Intergovernmental Coordination INDICATOR Increased public awareness of the 2000 Census and participation of our residents in the census ACTION PLAN • Assist the Village s Complete Count Committee in obtaining accurate census of the Village s residents • Provide demographic and mapping information to the other governmental agencies involved in the 2000 Census TARGET DATE April 2000 PERFORMANCE MEASURES • Establishment of the Year 2000 Complete Count Committee • Dissemination of information about the census to Village residents 133 t C C C C C C C C Ilia' lk r 'ill I cc GE cc a C C C C C C C C C C BUILDING, ZONING AND PLANNING DEPARTMENT ACTIVITY REPORT C r w C re - C C ACTIVITY FY 1994 FY 1995 FY 1996 FY 1997 FT 1998 I Y 1999 FY 2000 Actual Actual Actual Actual Actual Estimated Estimated Commercial Permits 289 260 200 120 250 66 80 Master Permits 1507 1707 1 629 2 300 1 854 1800 1500 Construction Value $28 319 778 $30 137 936 $57 387 223 $55 000 000 $60 087 861 $123 000 000 $120 000 00 0 Department Revenue $246 533 $351 152 $430 208 $531 401 $1 003 768 $687 925 $531 304 Enforcement Activity 960 800 531 1000 455 600 650 Occupational Licenses Not Available 455 569 443 409 450 475 Certificates of Use Not Available 77 92 85 85 80 105 Inspections Made +3 400 3 500 4 500 7 957 7 176 13 000 13 000 134 0©®®®©©©©0®®d 0E3000® ®®0 IPrf ticaLiLiLiLIUUuuuUu POLICE DEPARTMENT FISCAL YEAR 2000 r r1 L., 0 w r", td t4Avrn E� i»w Par.‘ i.> fOes 0 0 r 4�w C 7 To work m partnership with the community we serve to solve problems and resolve conflicts This will be accomplished by providing courteous competent and effective dehvery of law enforcement services in a fair and impartial manner DEPARTMENTAL ORGANIZATION CHART Chief of Pohce Deputy Chief PATROL SUPPORT SERVICES D ySh ft L ut n t (1) S g t (1) Officers (4) D sp tche (1) Aft n Sh ft L t (1) S g t (1) OtT rs (4) D p t 1 (1) M do ght Sh ft L eu t (1) S g t (1) Oflii rs (4) D p t h (1) Rol f D spatch a) L e ten t (1) 1 eshgators (4) DARE/ S hool R ou ce Off r (1) S h 1 C ng G d /PT (5) Comm ty Pole g/C m P ent Off m l' bite Sry A des (4) R o ds M g (1) r Adm n A de U) A d tat 011 (1) MISSION STATEMENT TO PROVIDE A SAFE, QUALITY COMMUNITY ENVIRONMENT FOR AIL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 136 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/Crime Prevention Officers three (3) Criminal Investigators one (1) Records Manager one (1) Administrative Aide four (4) Public Service Aides and five (5) part time Crossmg Guards The Department operates as a commumty-onented police agency with the philosophy that the community and pohce 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 cnmmal activity and maximize 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 2000 Sworn Police Chief 1 0 10 10 1 0 1 0 1 0 1 0 10 Deputy Police Chief 1 0 1 0 10 1 0 1 0 1 0 10 1 0 Police Lieutenants 4 0 4 0 3 0 3 0 3 0 3 0 4 0 4 0 Police Sergeants 0 0 0 0 0 0 0 0 0 0 0 0 0 0 3 0 Police Officers 16 0 17 0 18 0 19 0* 21 0* 22 0* 22 0 20 0 Sub Total 22 0 23 0 23 0 24 0 26 0 27 0 28 0 29 0 Civilian Adnumstrative Assistant 10 10 10 10 1 0 10 1 0 1 0 Dispatcher 3 0 3 0 4 0 4 0 4 0 4 0 4 0 4 0 Public Service Aide 3 0 3 0 4 0 4 0 4 0 4 0 4 0 4 0 Administrative Aide 0 0 0 0 1 0 1 0 1 0 10 1 0 1 0 Sub Total 70 70 100 100 100 100 100 100 Civilian Part time Dispatchers 10 (Qty 2) 1 0 (Qty 2) 0 0 0 0 0 0 0 0 0 0 0 0 Pubhc Service Aide 1 0 (Qty 2) 1 0 (Qty 2) 0 0 0 0 0 0 0 0 0 0 0 0 Crossing Guard 0 5 (Qty 1) 0 5 (Qty 1) 1 0 (Qty 2) 1 0 (Qty 2) 1 0 (Qty 2) 1 0 (Qty 2) 2 5 2 5 Total 31 5 32 5 34 0 35 0 37 0 38 0 40 5 41 5 One (1) COPS grant officer 1996 two (2) COPS Grant Officers and one COPS Grant Officer 1998 total $100 000 in grant funds U S Dept of Justice 137 0 0 0 0 a C a a C a a a C C C C C C C C (_ C C C C C POLICE DEPARTMENT ACCOMPLISHMENTS ACCOMPLISHMENTS FOR FISCAL YEAR 1998 By all standards Key Biscayne is considered to be one of the safest communities in South Florida Our emergency response time is second to none at under 3 minutes 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 commumties with one of the lowest crime rates of the many municipal governments in the South Honda area in spite of the fact that the Miami area has one of the highest cnme rates in the nation Your police department takes great pnde in this fact and works very hard to maintain our low crime status L Y en f7 .34 0 r The department continues to operate as a streamlined no frills organization in an efficient and cost effective manner The department has funded many of its crime prevention and drug abuse prevention programs with grants totaling more than $27 458 Additional officers have been hired using funds from federal grants totaling $450 000 Traffic safety grants in the amount of $10 074 to keep our children safe as they travel to and from school Technology and computer equipment was purchased using federal grants totahng $36 056 The training budget was supplemented by grants totaling $19 321 In addition to grant funds the department saved an additional $225 000 by beginning operations one month earlier than planned starting operations on March 1 1993 Another $268 009 was brought to the Village through State and Federal Asset Sharing programs In all your police department has brought in excess of $1 000 000 to the Village Key Biscayne is composed of highly diverse cultures hi order to continue our effectiveness the police department has trained all our personnel in matters dealing with domestic violence and how to deal with unique individuals Additionally all employees were recently trained in community relations cultural and human diversity and ethnic sensitivity Employees also received training in community oriented policing to work in partnership with our residents Safety always tops the department s list of pnontres A number of safety and drug abuse resistance programs are taught to students in all the Village s schools as well as pedestrian safety Stranger Danger' and bike helmet safety presentations The department recently received a national award for the video Street Wise which emphasized bicycle and roller blade safety A new gun safety program was added to the long list of programs already offered by the department in order to protect our residents and especially the children Patrol officers check businesses at night watching for unlocked doors and open windows Community Oriented Policing officers conduct door to door visits of businesses and residences providing crime prevention information hurneane preparedness pamphlets registering bikes and conducting security surveys New residents of the Village are welcomed to our Island Paradise with Welcome Wagon Baskets prepared in cooperation with the Chamber of Commerce and delivered by police officers 138 { POLICE DEPARTMENT ACCOMPLISHMENTS HIGHLIGHTS FOR FISCAL YEAR 1999 OBJECTIVE 1 To begin the State Law Enforcement Accreditation process We will establish and maintain standards that represent current professional law enforcement practices which will increase effectiveness and efficiency in the delivery of law enforcement services STATUS Beeun Once material is updated or created each Lieutenant 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 in this fashion an Accreditation Team will begin ali assessment of the department to ensure the written procedures are in place and being followed Only then will the Accr$ditation Team suggest approval and State Accreditation The State Accreditation process provides for a re-accrddrtation process and review every three years to insure continuing compliance of standards An Accreditation Manager has been appointed and the necessary paperwork has been filed with the State Accreditation network There are a total of 39 chapters to be addressed with a total of 254 standards To date we areapproximately 30% complete This is a two year project that once completed will insure that the Department continues to be in compliance with the high standards recognized by professional law enforcement agencies The Accreditation Manager has attended training conferences in order to meet obligations to the accreditation process Additionally initial standards and files in support of the standards have been forwarded to the File Committee for review The File Committee has advised that we are proceeding correctly OBJECTIVE 2 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 STATUS Completed The electric vehicle has been in use for approximately one year It is extremely cost efficient and requires low maintenance The vehicle is used daily and has drawn rave reviews from the officers as well as the general public School children have used the vehicle to begin conversations with the officers who have used the vehicle We have received hundreds of questions about the vehicle by others who are attracted by the environment friendly nature of the car Based on the popularity of the car we have asked for an 139 C 0 II IL I 2 a Q Q C C Q C POLICE DEPARTMENT ACCOMPLISHMENTS additional grant to purchase another electric car that may be used by all members in the department OBJECTIVE 3 To continue the records management function of inputting reports and other items into the electronic filing system STATUS Completed We will measure the input of records and empty hard copies of records from files to storage as required by law We will provide employees with easily retrievable electronic files to supply upon request of citizens the courts and public safety agencies r C C ' C G r. 1 lark 00080 The imputing of criminal reports and pohce incidents that have been filed over the past 6 1/2 years has been completed five months ahead of schedule We are now in the process of entenng personnel records and other documents of importance to the efficient running of the police department This step in the process is approximately 75% completed The electronic filing system is approved for record archiving and is important in the event of an unforseen emergency we may recreate these crucial documents OBJECTIVE 4 To develop and implement a gun safety program to help protect children and all our residents STATUS Be2un We will evaluate the acceptance of the program in the community and the schools By April 1 1999 1 035 representing all the children in all the schools (public and private as well as day care centers) have received approximately 60 minutes of gun safety education Additionally public service announcements have been completed and have been shown on the Village s cable television Three articles have been written for area newspapers regarding gun safety and the department s Gun Safety Lock program We have purchased the gun locks and over 50 have been distributed to residents free of charge OBJECTIVE 5 To accept the $75 000 COPS grant to hire our last Community Oriented Policing Services officer as approved by Council on July 1 1997 STATUS Completed With the hiring of this grant officer our staff has been increased by 4% This has allowed us to place an officer on a federal task force which has brought m well over $ 20 000 to the department with an additional $ 100 000 in the pipeline waiting for final disposition 140 POLICE DEPARTMENT ACCOMPLISHMENTS OBJECTIVE 6 To implement a joint Police/Fire Safe Sitter program. Besides targeting pre teens who babystt 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 babysitting STATUS Canceled The DARE officer was unable to schedule Safe Sitter Training which is required for police instructors to teach the course Once proper training is received the department will offer the program to the community OBJECTIVE 7 To Implement a Childrens 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 STATUS Completed 1 035 children in each of the schools A pilot program was initiated where a child under the age of 16 not weanng a bike helmet is issued a citation for not weanng an approved helmet while riding a bike The department later forgave over 100 citations once a helmet or proof of purchase of a helmet was presented Now it is unusual to see children not wearing a bike helmet The department has participated in two Nationwide buckle up programs urging that parents keep their children in approved child seats or properly restrained using seat belts A Halloween Safety brochure was pnnted and distributed to children in all the schools Over 900 glow -in the dark necklaces were given to children to wear while they went tnck or treating through the Village The department also sponsored the band VIVA to play during Red Ribbon Week a week devoted to the Nationwide anti -drug campaign Over 15 articles dealing with a wide range of safety issues were written and given to the Islander News for publication Two bike safety videos were created and shown on the Village s cable television system OBJECTIVE 8 To implement a 55 Alzve/Mature Driving Program for the safety and convenience of our senior residents STATUS Completed Insurance rates will be lowered for seniors who have completed the program We will strive toward a reduction in accidents involving seniors Seniors will have a better understanding of the reasons why their 141 C Q Q a ti!di; a a a a ci a CL U U ©6 a C C C C C C C C C POLICE DEPARTMENT ACCOMPLISHMENTS driving abilities begin to fade as they grow older They will learn techniques that will make them more aware of the vehicles around them Seniors will learn how to become a defensive driver rZ r r In cooperation with the Recreation Department the first class was held in November 1998 An additional class was held in March In all a total of 35 senior citizens took part in the class OBJECTIVE 9 To implement a police and employee fitness program. STATUS Completed It is anticipated that employees participatmg in the program will use fewer sick leave and will experience greater flexibihty 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 Officers participating in the program will show a total weight loss and or gain depending upon the type of conditioning they are seeking All officers have received their physical exams needed in order to begin the program An officer trained and certified in physical fitness has been appointed to oversee the program Employees were scheduled and have begun individual workout programs which began in May 1999 Employees were not required but volunteered to try the program to improve their overall fitness Many of the goals in law enforcement are difficult to objectively evaluate however the objective evaluation of this program has exceeded our expectation Those ten officers electing to participate in this program have lost an average of 34 pounds each The highest weight loss was 52 pounds for an individual officer The success the participating officers are experiencing has encouraged other employees to begin participating in the program We plan to continue this program for the improvement of the health of all our employees 142 ELI 1 2 3 4 5 6 POLICE DEPARTMENT FISCAL YEAR 2000 OBJECTIVES To continue the State Law Enforcement Accreditation process Accreditation will insure that the department s standards 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 electric car This vehicle may be used to supplement the department s fleet To continue the records management function by entering various employee and administrative records into the electronic filing system To accept the $75 000 COPS grant to hire one additional Community Oriented Policing Services officer with approval by Council To implement a police and employee fitness program To implement a program where specially trained police officers would be available to instruct the public on the correct placement and installation of child safety seats 7 To implement a Citizen s Police Academy 143 C a a a a a a a a a a C C C r C C C POLICE DEPARTMENT FISCAL YEAR 2000 OBJECTIVES 07, 0 eh Lave 0 rn^ 0 0 0 0 0 C 0 0 Cy 0 c OBJECTIVE ONE To continue the State Law Enforcement Accreditation process Accreditation will insure that the department s standards represent current professional law enforcement practices which will increase effectiveness and efficiency in the delivery of law enforcement services KEY AREA Efficient operation quality of service INDICATOR To continue to provide the high quality service the residents have come to expect from the police department State Accreditation ensures the pubhc that quality services are delivered in accordance with recognized and accepted standards that represent current professional law enforcement practices ACTION PLAN • The Accreditation Manager will continue to compare our current General Orders Manual against the State and National Accreditation Standards • Make changes to current manual to ensure compliance of applicable standards • Have all personnel review and comment on draft procedures • Implement procedures into practice TARGET DATE State accreditation is a 24 month process We anticipate completing this objective by December 2000 PERFORMANCE MEASURES • Once matenal is updated or created each Lieutenant and all officers will have an opportumty 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 in this fashion an outside Accreditation Team will begin an assessment of the department to ensure the wntten procedures are in place and being followed Only then will the Accreditation Team suggest approval and State Accreditation status • The State Accreditation process provides for a re accreditation process and review every three years to insure continuing compliance of standards 144 POLICE DEPARTMENT FISCAL YEAR 2000 OBJECTIVES OBJECTIVE TWO - KEY AREA INDICATOR ACTION PLAN To obtain a grant to purchase an environmentally friendly electric car,' This vehicle may be used to supplement the department s fleet sat Efficient operation quality of service This environmentally friendly vehicle will serve as an additional vehicle to the department s fleet of cars Public Service Aides will be able to use this economical vehicle to make deliveries around the Village allowing other vehicles to stay in service for officers to use The main use of the vehicle will be that of a utility vehicle Research and apply for grant funding for an electric vehicle Compare the cost of vehicles Select the one dealer who will give the best price Prepare a grant request and submit it for approval Receive the vehicle and put it into service Try to obtain a $9 000 vehicle for approximately a $3 500 cost to the Village TARGET DATE October 1 2000 A grant was located and application has been made PERFORMANCE MEASURES Evaluate the cost efficiency of the vehicle Evaluate the usefulness of the vehicle in its role as a utility vehicle OBJECTIVE THREE To continue the records management function by entering various- employee and administrative records into the electronic filing system 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 145 C CI a C C C C C C C C C C C C C C C C C C C C C C C C C C C C C C C C rEIr (m" 0 0 0 r� 0 0 o r 0 r^ temp' 0 0 POLICE DEPARTMENT FISCAL YEAR 2000 OBJECTIVES ACTION TAKEN • Continue inputting employee and other adintiustrative records into the filing system • Hire part time clerical devoting time to the system input • Train backup employees to also operate the system TARGET DATE We anticipate completing all of the records input by October 2000 After this clencal help will be needed on a quarterly basis to maintain the inputting of records PERFORMANCE MEASURES • To measure the input of records • To empty hard copies of records from files to storage as required by law • To provide easily retnevable electronic files upon request of employees citizens the courts and public safety agencies OBJECTIVE FOUR To accept the $75 000 COPS grant to hire one additional Community Onented Pohcing Services officer with approval by Council KN Y 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 to replace an experienced officer who may then be assigned to a task force TARGET DATE October 1 1999 PERFORMANCE MEASURES • Current performance measures are in place for patrol officers All officers are monitored and 146 _LI POLICE DEPARTMENT FISCAL YEAR 2000 OBJECTIVES evaluated each month by their training officer and their supervisor dunng their 18 month probationary penod. Then their supervisor evaluates them annually -OBJECTIVE FIVE To implement a police and employee fitness program KEY AREA Personal safety quality of life INDICATOR There is a need for officers to maintain a high level of physical fitness in order to properly carry out their duties Annual medical exams show officers need to improve strength cardiovascular fitness and general conditioning ACTION PLAN • For those police employees participating 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 individual programs may be partly based on a program that the fire department currently has in operation • Officers/employees will participate in the training at a prescribed pace • Each three month period the program will be evaluated and adjustments will be made if needed TARGET DATE October 1999 PERFORMANCE MEASURES • It is anticipated that employees participating in the program will use fewer sick leave and will experience 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 OBJECTIVE SIX To implement a program where specially trained police officers would be available to instruct the public on the correct placement and installation of child safety seats KEY AREA Children s safety protection of life 147 0 C a CJ C Cl a I a a ci Q C C C C C C C C L C C C C C A11O01AAW r POLICE DEPARTMENT FISCAL YEAR 2000 OBJECTIVES INDICATOR There is a need for instruction in the correct placement and installation of child safety seats in vehicles Children may be saved from senous injury or death by being properly placed in child restraints (seat belts child seats etc ) every time they are in a vehicle Many times through out the day officers observe children who are either improperly restrained or are not in restraints of any type A child placed in a safety seat that has not been installed properly is afforded tittle protection and m fact may suffer more severe injury just because the seat was installed incorrectly ACTION PLAN • Officers will be specially trained in the correct installation of child restraint devices • A program will be developed to educate parents and other adults in the importance of having their children safely restrained in approved restraints that have been correctly installed • Enforcement will begin TARGET DATE October 1999 PERFORMANCE MEASURES • Residents in the Village will be more likely to have their children restrained in car seats that are correctly installed • Few children will be seen unrestrained and few citations will be issued for faihng to restrain children in vehicles OBJECTIVE SEVEN To implement a Citizen s Police Academy 1 KEY AREA Crime Prevention community relations INDICATOR A Citizen s Police Academy will give those choosing to attend a greater understanding of police operations crime prevention techniques and an overview of the responsibilities of the police officers who serve them ACTION PLAN • A schedule will be developed to give a good overview of police operations • Officers will be selected to instruct sections of each class • The formation of the Citizen s Police Academy will be advertised in the paper and applications will be distributed for the first class • The class will be completed in the designated amount of time 148 0 POLICE DEPARTMENT FISCAL YEAR 2000 OBJECTIVES The program will be evaluated at the end of the class and a determination will be made as to whether the program will continue Gather citizen input about departmental operations and programs TARGET DATE January 2000 PERFORMANCE MEASURES • Residents completing the course will have a better understanding of the police department its operations and the officers who serve them Citizen and officer evaluation of program 149 a C C C C C C C C C C C C C C C C C C C C C C C C C C C C C C c C C c C POLICE DEPARTMENT ACTIVITY REPORT r r r- 0 C -r` gMat Vaasa cr ci 0 ACTIVITY Actual I Actual Actual 1997 Actual 1998 Actual 1999 Estimated 2000 Part 1 Mandatory Murder 0 0 0 0 0 0 Sex Offense 0 0 0 3 2 2 Robbery 2 1 2 2 2 2 Aggravated Assault Domestic / Other 3 11 13 18 7 5 Burglary /Busmess 6 5 5 7 5 5 Burglary / Residence 21 11 29 16 20 20 Burglary Structure or Business Under Construction 0 11 5 7 5 5 Burglary Garage or Shed 0 8 3 1 1 1 Attempted Burglary 15 5 6 7 11 10 Motor Vehicle Theft 16 25 28 10 10 10 Attempted Motor Velucle Theft 0 0 0 0 5 5 Pocket Picking 4 0 0 0 0 0 Purse Snatching 0 1 0 0 0 0 Shophftmg 9 17 3 2 6 5 Theft/Buildmg 54 17 17 21 21 20 Theft/Com Operated 1 0 2 0 2 2 Theft/Construction Site 0 4 12 7 12 10 Theft to or from Motor Vehicle 73 109 86 96 72 70 Other Larceny 77 104 98 127 125 120 Boat Theft 8 8 8 9 5 5 Bicycle Theft 89 67 74 57 68 60 Arson 1 0 1 0 0 0 Part II Mandatory Kidnappmg/Abduction 0 0 0 0 0 0 Simple Assult 25 40 33 15 36 30 Drug/Narcotic Offenses 8 6 4 2 1 1 Bnbery 0 0 0 0 0 0 Embezzlement 2 1 3 0 0 0 Fraud Offenses 11 9 17 8 3 3 150 POLICE DEPARTMENT ACTIVITY REPORT ACTIVITY Actual Actual Actual Actual Actual i Estimated 1995 1996 1997 1998 1 1999 2000 DUI 13 4 13 13 4 4 Traffic Citations 1401 1 364 1 817 1779 2 737 2 730 Parking Citations 484 591 535 703 901 900 Traffic Accidents 136 154 188 173 202 200 Hit & Run 35 49 53 42 57 50 Resident Alarms 767 739 736 780 650 650 Busmess Alarms 230 270 310 278 276 270 Bank Alarms 32 46 23 25 36 30 Open Doors/Wmdows 62 221 146 208 173 170 Medical Assists 268 284 288 396 435 430 Animal Complaints 59 105 124 193 278 270 Loud Party N/A 35 22 49 71 70 Disturbances 278 332 313 199 194 190 Vandalism to Property 88 238 116 121 143 140 Suicide 2 0 0 0 0 0 Attempted Suicide 1 2 2 4 2 2 Apparent Natural Deaths 11 8 9 16 9 9 Fire Assists 99 67 70 145 154 150 Residential/Bus Security Checks 9 126 9 132 6 918 13 152 10 188 10 180 Suspicious Persons/Vehicles 255 302 236 288 325 320 Miscellaneous Calls 1 280 5 176 4 128 3 014 3 585 3 580 TOTAL SERVICE CALLS 15 017 19 582 16 438 21 732 I 20 848 20 349 151 C II a a a C a C a C C C C C C C C C C C C C C C C C C C C POLICE DEPARTMENT FISCAL YEAR 2000 4 ,n c e- G 7 0 r", r� 7 c 0 0 0 0 0 0 Le lft ��xr Iry X1200 X1201 X1202 X1203 X1204 X1205 X1206 - X1207 X1220- X1260 - X1300 X1231 X1232 X1233 X1234 X1235 X1236 X1210 X1250 X1500 X1800 X2100 X2220 X2300 X2400 X2500 X2600 X2650- X4000- X4100- X4300- X4500 - X4600 X4900 X5100 X5105 X5106 - X5109 X5111 X5200 X5240 X5250 X5260 X5270 X5280 - X5290 X5410- X5420- X6300- X6400- X6450 - owl a alx- ° gip# '" fie 1996 1997 1998 1999 2000 521 Salaries Swom Pohce $1 008 105 $1 176 644 (1) $1 385 641 (1) $1 386 984 $1 561 486 521 Chief of Pohce $0 $0 $0 $102 612 $110 551 521 Chief Housing Allowance $0 $0 50 $17 650 $17 654 521 Deputy Chief of Police $0 $0 $0 $65 670 574 562 521 Pohce Lieutenants 50 50 $0 $243 822 (4) $289 186 521 Police Seargents 50 $0 $0 $0 534 472 521 Police Officers 50 $0 $0 5957 230 51 035 061 6 521 Acting Supervisor Pay $0 $0 $3 228 $4 000 $4 000 521 Village Off Duty Employment $0 $0 $0 50 $0 521 Court Time $0 $0 $8.669 $10,000 55.000 521 Salaries Non-Swom $232 942 5258 554 5259 480 5307 383 $327 717 521 Administrative Assistant $0 $0 $0 525 764 $27 505 521 Dispatchers $0 $0 $0 $113 380 5122 313 521 Public Service Aides $0 $0 $0 $93 531 $101 054 521 Administrative Aide $0 $0 $0 $24 648 $26 657 521 Clerical Assistance P/T $0 $0 $0 $10060 510188 521 Crossing Guards 50 $0 $0 540,000 (5) $40.000 521 Salaries Overtime 522 128 547 778 $69 726 $47 000 $54 000 521 Holiday Pay 529 262 $24 474 $15 747 $42 000 $40 000 521 Police Incentive Pay 517,290 $19,270 $13.584 520,000 519,800 521 Technical Services $5 650 $10 548 $5 963 $12 000 $12 000 521 Payroll Taxes 5102200 $114611 $126665 $129505 $149151 521 Retirement Contributions $127 515 $137 222 $161240 $186 216 5203 576 521 Health Life Disability 5142,711 $153744 $155919 $197784 5204010 521 Workers Compensation 581 912 $71 923 $48 380 $67 715 $79 980 521 Unemployment Taxes $4,820 $4,946 $2.908 $8,464 $9.998 521 Recruiting & Physicals $4 595 $5 195 $8 462 $6 800 $6 800 521 Employee Wellness Program 51 993 $1 646 $3 152 $2 000 $2 000 521 Invesbgabon Expense $1 741 $808 $3 114 $3 000 $3 000 521 Telephone Dedicated Lanes $4 813 $5 893 $6 363 $6 000 $6 000 521 Utilities $0 $8 920 $7 151 $9 500 $9 500 521 Insurance 548 009 548 975 $43 600 $36 500 536 500 521 Maintenance & Repairs $0 $4 809 $8 102 $8 000 $7 500 521 Confidential Informants $0 $2000 5422 $1000 $1000 521 Supplies 521 292 $22 552 525 754 $21 500 $21 500 521 Grant DARE (2) 5740 $7 555 $8 341 $8 000 $8 000 521 Grant Byrne (DARE) (2) $0 $2 768 $4 501 $0 $0 521 Grant C O P S More (3) $8 095 $16 285 50 $0 50 521 Grant -COPS Dom/Violence (3) $0 $11 590 $0 $0 $0 521 Car allowance $4 800 $5 200 $2 696 51 170 $1 170 521 Uniforms $44 624 541 198 $38 665 540 000 $39 000 521 Vehicle Maintenance $19 632 $20 809 $18 749 521 000 521 000 521 Velucle Fuel $13403 514500 $13751 $12000 512000 521 Photography $5 137 $2 588 $4 424 $5 000 54 500 521 Range Expenses $2 083 57 311 $5 206 $6 000 $6 000 521 Communications Maintenance 58 717 $8 907 $9 225 59 600 $11 600 521 Memberships & Dues $4 548 $6 142 $2 371 $3 500 53 500 521 Education & Training 545 406 $44 470 $44 204 $42 000 $42 000 521 Police Facilities $19947 $11274 $15631 $14000 514000 521 Police Vehicles 569 994 $69 821 570 788 570 000 $70 000 521 Pohce Equipment 581.870 551256 536.908 542.000 $42,000 Total Pohce $2.185974 52.442,186 $2,638.730 $2.787,621 $3.039,288 Notes (1) Relocated Accounts X1210 and X1250 (2) Drug Abuse Resistance Education Program (3) Commumty Onented Police Services 152 (4) Includes 6 Months Salary for 4th Laeutenant (5) Additional Funding for Additional Crossing Guards (6) Grant (COP) Creates Additional Position s-� Ueau UULJUUU UUUUUUU UUU UUUUUUUUUU©UUUUUCIU®U00OU FIRE RESCUE DEPARTMENT FISCAL YEAR 2000 r C Cs CZ r-- 0 G MISSION STATEMENT To contribute to a safe quality community environment for all Islanders through responsible Fire Rescue Services DEPARTMENTAL ORGANIZATION CHART Fire Chief Deputy Fire Chief Administrative) Assistant Ij 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 PROVmE A SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS ThROUGH RESPONSIBLE GOVERNMENT 152 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 severity of patient injury or illness using sophisticated tools and methods but also administering the required hfe saving techniques such as, cardiac pacing mtubatmg and defibrillating until the patient can be admitted to the appropriate medical facility The department is responsible for coordinating and planning for hurricanes and other emergency operations as well as recovery efforts 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 comphance with appropriate codes and to provide needed familiarization for the Fire Rescue crews who may be required to fight fires in any one of them Fire Inspector state certification is currently held by twenty six (26) Firefighter/Paramedics Automatic Aid Agreement 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 original 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 On September 22 1998 the the Financial Oversight Board for the City of Miami approved the renewal of the 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 Accreditation On September 10 1998 the Board of Directors for the Commission on Fire Accreditation International awarded the Village Fire Rescue Department International Accredited Agency Status making the Department the tenth (10th) in the world and the first (1 `) in the state of Honda to achieve this recognition In addition the Insurance Services Organization (ISO) conducted a site visit of the Village Fire Rescue Department in November of 1998 On March 15 1999 the ISO notified the Village that upon completion of their evaluation of the public protection classification for the Village that our protection class had been improved and upgraded from a Class 4 to a Class 3 _ Other Services Other functions that build on our full service designation include the provision of citizen blood pressure monitoring citizen CPR classes First aid 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 153 es a C C C C C C C C C C C C C C C C C C C C C C C C C C C C C C C C C C C C FIRE RESCUE DEPARTMENT ACCOMPLISHMENTS r rs^ 0 0 C 0 0 0 0 Authorized Positions Fiscal Years 1994 1995 1996 1997 1998 1999 2000 Fire Chief 1 0 1 0 1 0 1 0 1 0 1 0 1 0 Deputy Fire Chief 1 0 1 0 10 1 0 1 0 1 0 10 Administrative Assistant 1 0 1 0 1 0 1 0 1 0 10 1 0 Fire Captain 30 30 30 30 30 30 30 Fire Lieutenant 3 0 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 24 0 Firefighter/EMT 9 0 5 0 0 0 0 0 0 0 0 0 0 0 Total 33 0 33 0 33 0 33 0 33 0 33 0 33 0 ACCOMPLISHMENTS FOR FISCAL YEAR 1998 The Department completed its fifth annual residential home safety survey of all single family and duplex occupancies This program was conducted in October dunng National Fire Prevention Week Additionally members of the Department participated in Fire Safety Skits dunng a Children s Fire Safety Festival reaching approximately 3 000 Dade County school age children Members of the Department also participated with 350 Key Biscayne school age children in a Fire Safety Puppet Show and tour of the Fire Department The Department became the first Dade County Fire Department to introduce the National Fire Protection Association s Risk Watch TM program to school age children The pilot program was implemented in grades 4 6 & 7 at the Key Biscayne Community School The current success of the program has led to the implementation of this program in all educational facihties in the Village dunng school year 1999 2000 The Department received fonnahzed training and has utihzed the services of the Miami Dade County Elder Links Program The Key Biscayne Fire Station became an authonzed 'SAFEPLACE' for those young individuals needing this program The Department participated in the Community Emergency Response Team (CERT) program through the Miami Dade County Office of Emergency Management and has produced two (2) teams of thirty two (32) trained individuals The Department participated with the Habitat for Humanity of Greater Miami Inc and assisted with the construction of a home in northwest Miami The unique aspect of this project was the installation of a residential spnnlder system by Department members making it the first such installation in conjunction with the project in Dade County In September the Department was awarded International Accredited Agency status making the Department the tenth in the world and the first in the State of Florida to achieve this recognition 154 0 FIRE RESCUE DEPARTMENT ACCOMPLISHMENTS ACCOMPLISHMENTS FOR FISCAL YEAR 1999 OBJECTIVES 1 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 STATUS The Department completed its fifth annual residential home safety survey of all single family and duplex occupancies This program was conducted in October during Fire Prevention Week and will be repeated annually Members of the Department participated in Fire Safety Skits during a Children s Fire Safety Festival reaching approximately 3 000 Dade County school children Members of the Department participated with 350 Key Biscayne school children in a Fire Safety Puppet Show and tour of the Fire Rescue Department as part of National Fire Prevention Week For Fiscal Year 1999 the Fire Rescue Department conducted 48 Citizen CPR and Accident Prevention classes reaching 288 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 mcreased by 135 to a total enrollment of 394 During Fiscal Year 1999 the Fire Rescue Department in conjunction with the Village videographer produced six (6) video spots that periodically appear on the Government Access Channel OBJECTIVE To reduce the incidence of death and disability for all Islanders through new and innovative medical programs such as medication administration internships and training that continue to enhance the capabilities of the Department s Firefighter/Paramedics STATUS All certified Paramedics within the Fire Rescue Department completed an internship with the Dade County Medical Examiners Office to enhance their knowledge of anatomy and practiced certain skills and procedures Department members participated in formal training in defense against weapons of mass destruction with emphasis on nuclear biological and/or chemical agents 155 C C a C a a C C C d C C C C C a C C C C C C C C C C m C C FIRE RESCUE DEPARTMENT ACCOMPLISHMENTS OBJECTIVE 3 To promote the placement of Automatic External Defzbrzlators (AED s) within the Community STATUS The Fire Rescue Department utilizes every opportunity to advocate the purchase and placement of AED s within the Community Discussions are currently under way with a number of public facilities to encourage their participation in this endeavor OBJECTIVE 4 To develop and implement programs that address certain special needs of our young and senior Island population STATUS r The Fire Rescue Department became the first Dade County Fire Department to introduce the National Fire Protection Association s Risk Watch program to school age children The pilot program was implemented in grades 4 6 & 7 at the Key Biscayne Elementary School The success of this program led to implementation of this program m all educational facilities in the Village for school year 1999 2000 The Department has received formalized training in the Miami Dade County Elder Links program and has utilized this service nine (9) times within Fiscal Year 1999 The Fire Station became an authonzed SAFEPLACE for those young individuals needing this program 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 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 STATUS This highly successful program has produced two teams of thirty two (32) trained individuals Training included disaster preparedness disaster fire suppression disaster medical operations hght search and rescue operations and disaster psychology and organization Two additional teams will be trained in the next six (6) months A component of training for all team members will include a Y2K End of Year module to assist the Fire Rescue Department if called upon 156 a a FIRE RESCUE DEPARTMENT ACCOMPLISHMENTS OBJECTIVE 6 To implement a joint Police/Fire 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 babysitting STATUS Training personnel have been selected Lesson plans are being fined tuned An advertisement is expected to be placed in the Islander before the end of 1999 so that interested parties may enroll m the class during the spnng OBJECTIVE 7 To continue the successful programs implemented over the past years and from our 1998 Objectives STATUS Minimum staffing was maintained at seven (7) Firefighter/Paramedics In fact this staffing level was exceeded on numerous days Staffing levels greater than seven (7) will become Iess 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 continues to be very successful and our Paramedics are receiving excellent experience riding Miami units Drill of eight (8) hours per month for each firefighter was met and in many instances exceeded through combined drills with City of Miami units and individual drills conducted by our Company Officers Schooling 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 training Our Company Officers and a variety of other sources provided the remainder of our basic training needs Members of the Department s Technical Rescue Team participated in monthly Regional Training Exercises throughout Dade and Broward County Alarm Activity increased from 1491 alarms dunng Fiscal Year 1998 to 1572 alarms for Fiscal Year 1999 Average response time for Fiscal Year 1999 was two (2) minutes and forty eight (48) seconds This response time continues to exceed expectations and is excellent by any standard 157 C cm a' Q C C C C C C C C C C C C C C C C r C C C C C C FIRE RESCUE DEPARTMENT ACCOMPLISHMENTS The Fire Rescue Department continued the inspection process conducting one hundred and eighty nine (189) inspections of multi residential and commercial properties r F Through our contract with the City of Miami the plans for the Ocean Club of Key Biscayne and the Grand Bay Towers properties continue to be reviewed by the Miami Plans Examiners In addition they have assisted us on several occasions with plan reviews of less complex projects Our staff has reviewed plans for several multi residential properties undergoing renovation within the Village Through routine temtory familiarization our people have kept abreast of excavations and new construction as it progresses in the Village Seven hundred and sixty (760) fire hydrant inspections took place within the Village to insure proper operation 158 FIRE RESCUE DEPARTMENT SUMMARY OF FISCAL YEAR 2000 OBJECTIVES 1 2 3 4 5 6 To initiate a Citizens Fire Academy To continue the successful program aimed at reducing or eliminating 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 continue 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 To continue the implementation of programs that address certain special needs of our young and senior Island population To continue the successful programs implemented over the past years and from our 1999 Objectives To improve the water distribution system by encouraging Miami Dade Water and Sewer Department to implement the proposed hydrant addition and water main replacement plan 159 C C a a C a a C Q D a C C a r FIRE RESCUE DEPARTMENT FISCAL YEAR 2000 OBJECTIVES 421 ens faa 4.y r C OBJECTIVE ONE To imtiate a Citizens Fire Academy KEY AREA INDICATOR ACTION PLAN Fire Prevention Public Education and Community Involvement An opportunity for interested individuals and families to participate in a wide range of structured learning classes dealing with fire safety To provide training to one hundred (100) volunteers in areas of fire prevention To provide training to one hundred (100) volunteers in areas of fire safety To provide training to one hundred (100) volunteers in areas of first aid To provide an overview to one hundred (100) volunteers in areas of fire department operations and procedures TARGET DATE Initiate by Second Quarter and complete by Fourth 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 programs • Provide for semi annual updating of trained personnel OBJECTIVE TWO To contmue the successful program aimed at reducing or eliminating the incidence of injury death and property loss for all Islanders as a result of disaster or catastrophic events by participating in the Commumty Emergency Response Team (CERT) program through the Miami Dade County Office of Emergency Management KEY AREA Resident safety and quality of life activities INDICATOR Address Council Goals pertaining to Responsiveness/Evaluation and Community Involvement ACTION PLAN • To provide training to an additional twenty five (25) selected volunteer citizens in disaster preparedness • To provide training to an additional twenty five (25) selected volunteer citizens in disaster fire suppression To provide training to an additional twenty five (25) selected volunteer citizens in disaster medical operations 160 FIRE RESCUE DEPARTMENT FISCAL YEAR 2000 OBJECTIVES • To provide training to an additional twenty five (25) selected volunteer citizens in hght search and rescue operations • To provide training to an additional twenty five (25) selected volunteer citizens in disaster psychology and organization • To provide for course review and disaster simulation TARGET DATE Complete by Third Quarter PERFORMANCE MEASURES • Continuous feedback from participants on effectiveness of the courses through post surveys • Provide a means for public input and suggestions on changes to the program • Provide for semi-annual updating of trained personnel OBJECTIVE THREE To continue 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 Goals 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 Burn program Junior Fire Marshals program First Alert Junior Fire Inspector program and the Perry Medix and the Sirens Puppet Show ® • To introduce school age Island children to the NFPA Risk Watch ® program • 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 training for family members of high risk 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 161 C a U C C G C C C C C C C C C C C C C C C a C C CI C 0 0 C C C C C C 7 r^ C FIRE RESCUE DEPARTMENT FISCAL YEAR 2000 OBJECTIVES 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 the citizens on the value of the programs • Feedback from 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 patents whose family may require specialized training and assistance in case of an evacuation OBJECTIVE FOUR To continue the implementation of programs that address certain special needs of our young and semor Island population KEY AREA Public safety personal safety and quality of life and community relations INDICATOR The Island has a number of young and semor 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 CM C Pm • 162 FIRE RESCUE DEPARTMENT FISCAL YEAR 2000 OBJECTIVES OBJECTIVE FIVE To improve the safety and effectiveness of fire rescue personnel through i &comprehensive wellness program a KEY AREA Firefighter health and safety INDICATOR Firefighter accident injury and illness data ACTION PLAN • To provide and maintain appropriate physical training equipment as part of the Fire Rescue Facility • To provide a specialized individual physical fitness schedule for each firefighter based on need • To provide annual medical exams for all firefighters • To provide necessary inoculations for all firefighters PERFORMANCE MEASURES • Analysis of illness and injury reports • Analysis of annual medical exam schedules • Analysis of physical fitness testing including Combat Challenge results • Analysis of inoculation and exposure records OBJECTIVE SIX To improve the water distribution system by encouraging Miami Dade Water and Sewer Department to implement the proposed hydrant addition and water main replacement plan KEY AREA Water distribution fire suppression and incident mitigation INDICATOR Addresses a need to increase the amount of available fire hydrants ACTION PLAN • To provide a water distribution plan to Miami Dade Water and Sewer Department • To request funds for the plan be identified in the Miami Dade Water and Sewer Department budget • To review this request semi annually • To inspect all fire hydrants (three (3) times per year) within the Village limits PERFORMANCE MEASURES • Feedback from Miami Dade Water and Sewer Department concerning funding • Contact with Miami Dade Water and Sewer Department concerning related proposed projects within the Village • Analysis of hydrant inspection activity 163 C a C C C C C C C C C C C C C C C C C C C C C C C C C C C C C C C C C C C C C f r FIRE RESCUE DEPARTMENT ACTIVITY REPORT n 0 0 0 0 0 0 c 0 0 0 0 ACTIVITY FY 1995 Actual FY 1996 Actual FY 1997 Actual FY 1998 Actual FY 1999 Actual FY 2000 Estimated Response Time 3 minutes 2 secs 2 minutes 47 secs 2 minutes 55 secs 2 minutes 53 secs 2 minutes 48 seconds 3 minutes Staffing Minimum staffing of 3 on a Rescue unit and4ona firefighting unit Minimum staffing of 3 on a Rescue unit and4ona firefighting unit Minimum staffing of 3 on a Rescue unit and4ona firefighting unit Minimum staffing of 3 on a Rescue umt and4ona firefighting unit Minimum staffing of 3 on a Rescue unit and4ona firefighting unit Mimmum staffing of 3 on a Rescue unit and4ona firefighting umt SWAP Program 332 Exchanges 295 Exchanges 315 Exchanges" 268 Exchanges 186 Exchanges 300 Exchanges Building Inspections 177 Building Inspections 638 Building Inspection 575 Building Inspections 240 Building Inspections 189 Building Inspections 300 Building Inspections Home Inspection 1296 Homes 1296 Homes 3019 Homes 2010 Homes 8 Homes 1500 Homes Hydrant Inspections 342 Hydrant Inspections 485 Hydrant Inspections 394 Hydrant Inspections 419 Hydrant Inspections 760 Hydrant Inspections 400 Hydrant Inspections Hose Tests 2 Complete Fire Hose Tests 2 Complete Fire Hose Tests 2 Complete Fire Hose Tests 2 Complete Fire Hose Tests 1 Complete Fire Hose Tests 2 Complete Fire Hose Tests Citizen Blood Pressure Tests 86 People Enrolled 88 People Enrolled 70 People Enrolled 86 People Enrolled 135 People Enrolled 150 People Enrolled CPR and Accident Prevention Classes 25 Citizen CPR and Accident Prevention Classes reaching 147 residents 43 Citizen CPR and Accident Prevention Classes reaching 323 residents 59 Citizen CPR and Accident Prevention Classes reaching 182 residents 51 Citizen CPR and Accident Prevention Classes reaching 361 residents 48 Citizen CPR and Accident Prevention Classes reaching 288 residents 35 Citizen CPR and Accident Prevention Classes reaching 288 residents Physical Fitness Testing 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 1 Combat Challenges Test for each firefighter 2 Combat Challenges Test for each firefighter Company Drill 3072 hrs of dnll 3072 hrs of drill 3072 hrs of drill 3072 hrs of drill 3072 hrs of drill 3072 hrs of drill Company School 3072 hrs of school 3072 hrs of school 3072 hrs of school 3072 hrs of school 3072 hrs of school 3072 hrs of school Fire Calls* 419 533 561 760 868 750 Rescue Calls 670 652 645 731 704 750 Rescue Transports 375 361 378 376 356 375 Fire Calls m 1 d an ty of s N eons m Iudingresponse to tat are foe elncie fire t motive alarms moke scares and a arhe mctden Nunte f hang lowe due to four months of Deparunent w d Trench R scue and C 'armed Space trammg. Numb f I specuo s 1 wer duet fewer reuspecuon and more bmldmgs m ompbance. 0 164 FIRE RESCUE FISCAL YEAR 2000 11200 1 5 2 S. apes $1 531971` $1 592692. %4 776 $1718 133 $1 804,071 X1201 1 522 Fire Chief $0 $0 $0 $93 028 $102 249 Housmg Allowance Chief $0 $0 $0 $12 000 $12 000 X1202 1522 Deputy Fire Chief $0 $0 $0 $77 907 $84 580 11203 1 522 Ffte Captains $0 $0 $0 $207 973 $206 773 11204 1 522 Fire Lieutenants $0 $0 $0 $173 411 $191 750 X1205 1 522 Firefighters/Paramedics $0 $0 $0 $1 128 900 $1 i79 774 11206 1 522 Administrative Assistant $0 $0 $0 $24,914 $26,945 11207 1 522 Acting Supervisor Pay $0 $0 $0 $0 $2 500 X1210 1 522 Salaries Overtime $0 $0 $82 986 $52 920 $55 296 X1220 1 522 Off -duty Employment $0 $0 $0 $5 400 $5 400 11320- 1 522 Holiday Pay $0 $0 $26 826 $57 024 $61 440 X1500 1522 Incentive Pay $6,404 $7,300 $7,800 (2) X2100 1522 Payroll Taxes $116369 $123925 $131202 $139767 $148500 X2220 1522 Retirement $148 550 $148 597 $169 147 $201 166 $198 976 X2300 1 522 Health & Life Insurance $142 147 $139 933 $144,394 $164 781 $166 740 X2400 1 522 Workers Compensation $109 345 $103 244 $53 100 $73 059 $77 652 12500- 1 522 Unemployment Insurance $4,846 $4,936 $2,444 $9,132 $9,707 12600- 1 522 Recanting & Physicals $5 099 $8 662 $5 044 $8 460 $8 460 12650- 1 522 Employee Wellness Prog $3 399 $326 $553 $1 000 $1 000 13400 1 522 {automatic Aid Agreement (1) $402 000 $402 000 $335 000 $460 000 $460 000 14010 1 522 FireRescue Safety Matenals $5 317 $5 260 $10,079 $5 000 $10 000 X4040 1 522 ALS Licences Fare Safety $625 $5 563 W52 $2 500 $2 500 14100- 1 522 Communications $3 961 $2 858 $5 090 $4 600 $5 600 14200- 1 522 Postage $360 $144 $533 $500 $500 X4300 1 522 Utilities $7 826 $6 317 $9 564 $10 849 $10 849 14301 1 522 Electricity $0 $8 921 $8 505 $7 500 $7 500 X4500 1 522 Insurance $49 508 $45 078 $32 347 $32 850 $32 850 14600- 1 522 Maintenance & Repairs $0 $2 223 $6 668 $2 000 $4 336 14900- 1 522 Pnntmg $61 $202 $223 $500 $500 15100- 1 522 Supplies $5 694 $8 344 $13 626 $8 900 $8 900 15105 1 522 Equipment EMS Grant $0 $0 $6 701 $0 $4 500 (3) X5130 1 522 Linen Supplies $189 $817 $0 $1 000 $1 000 X5200 1 522 Car Allowance $4 800 $4 800 $4 000 $4 800 $4 800 15240 1 522 Uniforms $32 631 $28 994 $27 033 $28 720 $31 800 X5250- 1 522 Vehicle Maintenance $5 792 $778 $301 $5 000 $5 000 15260- 1 522 Fuel $250 $225 $285 $500 $500 X5270 1522 Photography $0 $1115 $1758 $1000 $1000 X5280 1-522 Small Tools/Consumables $1 673 $7 798 $2 099 $2 000 $2 000 X5290 1 522 Miscellaneous $2 189 $1 385 $5 086 $2 000 $3 000 X5410 1 522 Memberships & Dues $ 1 930 $2 703 $2 900 $2 140 $2 140 X5420 1 522 Education & Training $26 294 $50 209 $33 068 $29 818 $34 818 X6300 1 522 Eire Rescue Facilities $7 836 $6 432 $18 880 $6 000 $9 294 X6400 1 522 Eire Rescue Vehicles $360 $1 564 $1 451 $4 000 $4 000 X6450- 1 522 Fire Rescue Equipment $8,420 $39,942 $11,825 $27,000 $27,000 Total Fire Rescue $2,629,442 $2,755,987 $2,801,850 $3,087,321 $3,221,929 Notes (1) Five (5) Year Automatic Aid and Ancillary Services agreement with the City of Miami Fire Rescue Department (October 1 1998 September 30 2003) Per Resolution 98 13 Adopted April 16 1998 (2) Reimbursed by the State of Florida (3) Reimbursed by the State of Florida C C a a 0 Q C 4. Q 165 PUBLIC WORKS DEPARTMENT FISCAL YEAR 2000 C l.. C C C C ems. r -s C C e^a* C 0 C C MISSION To promote beautification through mamtenance of public nght- STATEMENT of -ways streets library and school grounds and providing for a quality community environment DEPARTMENTAL ORGANIZATION CHART Village Manager Landscape Architect Village Engmeer 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 166 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 Engineers Village Landscape Architects and Coastal Consultants The Village Engineers are responsible for all general engineering services such as plans for paving curbs and sidewalks storm sewers and bridge repairs The Village Landscape Architect consults the Village on all landscape related projects such as the Crandon Boulevard median street trees and parks The Coastal Consultant, specializes on beach issues The following is a hst of the contractors and a brief description of their responsibilities who provides services to this department a Beach Maintenance Contractor Responsible for maintaining the beach free of litter and debris (Contract approved on July 27 1993 and extended on April 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 maintenance 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 eight (8) inter local agreements with the County 1) 2 The initial agreement entered into with the County for the transfer of municipal services and responsibilities to the Village was approved by the County R 970 92 July 21 1992 The Council approved the agreement June 9 1992 Key Biscayne Elementary School ten (10) year agreement beginning 1993 as per Council Resolution 93 19 adopted September 14 1993 and ending 2003 for supervision and maintenance of play area and grounds Resolution 99 76 adopted September 16 1999 authorized the Village to maintain all of the school grounds 3) Crandon Boulevard median maintenance agreement authorized by Resolution 93 49 and Resolution 93 60 adopted October 26th and December 14 1993 This is a continuing agreement 167 QG a C C C C C C C C C C C C C C C C C C a C C C C C C C C C C C C C C C PUBLIC WORKS DEPARTMENT DEPARTMENTAL DESCRIPTION 4) 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 Resolution 98 14 April 16 1998 authorized the extension to 2000 5) Compliance with the National Pollution Discharge Elimination System (NPDES) is in accordance with a five (5) year contract which ends November 16 2000 with Miami Dade County and includes the Village as a Jomt permittee in association with the County Department of Environmental Resource Management r C, 6) 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 authonzed the Mayor to execute the billing and collection agreement The agreement was approved by the County Commission July 26 1994 (R 1235 94) The contract is on going 7) Resolution 98 38 adopted August 25 1998 authorized the execution of an Inter local agreement with Miami Dade County to develop a county wide local mitigation strategy 8) Resolution 98 45 adopted August 25 1998 authorized the Village to construct a sanitary sewer system in accordance with the terms of the inter local agreement The agreement contains a provision for a twenty (20) year lease whereby the County shall maintain the system and after 20 years the ownership of the system is transferred to the Miami Dade Water Sewer Department d City of Miami The City is under a letter agreement dated September 30 1994 which provides rsC stormwater drainage maintenance and street maintenance on an as needed basis C r� C C C C r C C r C C e Stormwater Pump Stations Pollution Elmunation Corporation (PELCO) is responsible for maintaining the two stormwater pump stations (100 East Heather Drive and 200 Ocean Lane Dnve) as per Resolution 96 10 adopted April 23 1996 Stormwater Drainage Maintenance PELCO cleans and maintains the stormwater drainage system as per Resolution 99 52 adopted May 11 1999 g Street Cleaning Tn County Services of Miami is under contract approved to sweep streets on a monthly basis Contract was approved July 1 1998 Authorized Positions i Fiscal Years 1993 1994 1995 1996 1997 1998 1999 2000 Public Works Supervisor 00 00 00 05 10 10 10 10 Maintenance Laborer 10 10 10 10 10 10 10 15 Total 10 10 10 15 20 20 20 25 168 C PUBLIC WORKS DEPARTMENT ACCOMPLISHMENTS FOR FISCAL YEAR 1999 ACCOMPLISHMENTS FOR 1998 The department continued to maintain municipal landscape projects such as Neighborhood Public Landscaping Program Crandon Boulevard medians and street trees Traffic calming devices on Harbor Dnve/West Mashta Drive were completed on November 20 1998 Installation of lighting along Ocean Lane Drive and two Crandon Boulevard medians were completed The project includes four(4) traffic circles and two (2) seperators All stormwater drains were cleaned twice during Fiscal Year 1998 by the City of Miami through a service agreement with the Village ACCOMPLISHMENTS FOR 1999 OBJECTIVE 1 To maintain public areas and irrigation systems and preserve plantings and trees STATUS The Village landscape maintenance contractor is responsible for maintaining municipal landscape projects such as Crandon Boulevard median Neighborhood Public Landscaping Program and street trees This contract is currently supervised by the Public Works Supervisor In addition the Department of Agriculture and Consumer Services have provided inspection services of the plantings due to grant moneys received in the past for vegetation projects All inspections have received an excellent rating The Gorgeous Lawns and Gardens Inc Contract was extended July 28 1999 OBJECTIVE 2 To maintain parks library ballfields Village Green and surrounding areas that will instill pride in the community STATUS This Village has been maintaining the library grounds (October 1 1994) as well as the Key Biscayne Elementary School and St Agnes School ballfields in accordance with specific agreement The Village Green opened April 1995 and has been maintained since that date The Lake Park was opened 1998 Maintain Village Green restrooms as of November 1999 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 169 C C C C C C C C C 411iI lit a tIIIIM ~ Wli i�llh a a f a a C C C C C C C C C PUBLIC WORKS DEPARTMENT ACCOMPLISHMENTS FOR FISCAL YEAR 1999 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 debns pick up services five (5) times a week and contouring This work is monitored by the Pubhc Works Supervisor In addition the litter cans located on the beach are emptied approximately three (3) times a week by a full time Village employee and contractor OBJECTIVE 5 To continue the Crandon Boulevard Beautification Project by installing new street and median lighting curbing irrigation and trees along right of way areas r F�9 c 4+a ct r^T aorS PiSN STATUS The installation of the new street hghts 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 additional curbing trees and irrigation as well as traffic calming devices are being studied by the Village staff OBJECTIVE 6 To collect garbage trash and recycling material from single family dwellings STATUS The last year of refuse collection will be completed on December 31 1999 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 stoiuiwater drams have been cleaned twice annually by PELCO in accordance with contract dated 1999 Pump stations are maintained 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 170 VC PUBLIC WORKS DEPARTMENT vt 1 2 3 4 5 6 7 8 FISCAL YEAR 2000 OBJECTIVES To maintain public areas and irrigation systems and preserve plantings and trees To maintain parks play fields library grounds and public areas that will instill pride in the community To maintain on a daily/periodic basis portions of Crandon Boulevard East Drive and selected areas as litter free To maintain the Village Beach by cleaning grading and contouring area To continue the Crandon Boulevard Beautification Project by installing curbing litigation 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 171 C 0 C 0 0 0 0 0 a 0 �i11= a C a a a a a E C Q C C C C C C C C C C ( f 1 f PUBLIC WORKS DEPARTMENT FISCAL YEAR 2000 OBJECTIVES C C rz.. C 74. C C C C C C C OBJECTIVE ONE To maintain public areas irrigation systems and preserve plantings and trees KEY AREA INDICATOR Review work by periodic checks and constant review of contractual obligations of Gorgeous Lawns and Gardens Inc ACTION PLAN Landscape maintenance of cul de sacs medians and swale areas and trees by contractor Enforce all provisions of Landscape Maintenance contract which was approved by the Council August 28 1997 for a two (2) year period with an option for a year to year basis Service complaints resolved within seventy two (72) hours PERFORMANCE MEASURES Public Works Supervisor Meet as often as necessary with contractor to review work Have landscape architects review public areas annually Analyze public comments OBJECTIVE TWO To maintain parks play fields library grounds and public areas that will instill pnde in the community KEY AREA Maintenance of Calusa Park area Key Biscayne Library Village Green Key Biscayne Community School and ballfields and St Agnes Catholic Church ballfields and surrounding area INDICATOR Review work by periodic checks and constant review of contractual obligations of U S Lawns of South Florida Inc ACTION PLAN • Enforce all provisions 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 172 _1LI PUBLIC WORKS DEPARTMENT FISCAL YEAR 2000 OBJECTIVES OBJECTIVE THREE To maintain on a daily/periodic basis portions of Crandon Boulevard East Drive and selected areas litter free KEY AREA INDICATOR ACTION PLAN Litter and Debris Patrol Penodic checks and citizen comments Monitor clean up activities of Public Works employee as per work schedule Service complaints resolved within twenty-four (24) hours except during weekends PERFORMANCE MEASURES Review work schedule four (4) times per year Inspect work areas periodically 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 INDICATOR ACTION PLAN Maintenance of Atlantic Ocean Beach Review work by periodic checks and meetings with contractor • Enforce all provisions of the Beach Maintenance contract 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 173 a c a a C C 4111 lE Qt a C C C C C C C C C C C C 0 0 PUBLIC WORKS DEPARTMENT FISCAL YEAR 2000 OBJECTIVES OBJECTIVE FIVE To continue the Crandon Boulevard Beautification project by installing curb imgation and trees along nght-of-way areas KEY AREA INDICATOR Coordinate activities of Mianu Dade Public Works Department Mmann Dade Parks and Recreation and consulting engineers ACTION PLAN Crandon Boulevard Improvements Prepare plans and specifications for the installation of curbing along both sides of Crandon Boulevard Prepare plans and specifications for the installation of an imgation system and trees and other beautification installation projects Receive bids for projects to be undertaken PERFORMANCE MEASURES Curbing imgation system and trees shall be installed by late 1997 or mid 1998 OBJECTIVE SIX To collect garbage trash and recycling matenal fivm single family dwelhngs KEY AREA INDICATOR ACTION PLAN Solid Waste Management Review contract with BFI Waste Systems of North Amenca Inc Enforce all provisions of the new five (5) year contract to end 2004 Respond to service misses in accordance with contract section 17 3 which specifies that complaints received before 12 00 noon will be resolved prior to 5 00 p m that day When a complaint is received after 12 00 noon on the day preceding a Holiday or on a weekend it shall be resolved no later than the next working day PERFORMANCE MEASURES • Spot checks by Staff • Quarterly meetings with contractor • Review complaints on a monthly basis 174 PUBLIC WORKS DEPARTMENT FISCAL YEAR 2000 OBJECTIVES OBJECTIVE SEVEN To clean all stormwater drains annually KEY AREA Stormwater Management INDICATOR Check stormwater drains annually and maintain two (2) pump stations as per Pelco agreement ACTION PLAN Review service complaints monthly Contract for maintenance of two (2) pump stations with Pelco (Pollution Elimination Corporation) 100 Fast Heather Drive and 200 Ocean Lane Drive as authorized per Resolution 96 10 adopted April 23 1996 PERFORMANCE MEASURES Physical inspection Complaints received Analyze maintenance log on a monthly basis Review terms of Pelco agreement monthly OBJECTIVE EIGHT To repair all Village roads on an ongoing basis KEY AREA 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 175 C C iI; a a a C 91; v a si r ll'I ilt 1. +ail r Flu i' a C C C C C C C C C C C PUBLIC WORKS FISCAL YEAR 2000 pF+a a., iank tid agw C G C C C is r>^ P'1 Desertion X1200 1 539 Salaries X1210 1 539 Public Works Supervisor X1220 1 539 Maintenance Laborer X1220 1 539 Laborers/Overtime Actual Actual Actual Adopted Adopted - 1996 1997 _1998 . 1999 2000 Public Works $40 613 $59 745 $75 752 $89 695 $100 631 $0 $0 $0 $42 831 $47 278 $0 $0 $0 $25 346 $26 939 $0 $0 $0 $21 518 $26 414 X2100 1 539 Payroll Taxes $3 026 $4 388 $5 697 $5 862 $7 698 X2220 1 539 Retirement Contributions $2 624 $6 202 $6 664 $7 866 $8 209 X2300 1 539 Life & Health Insurance $6 075 $8 624 $8 666 $9 004 $19 173 X2400 1 539 Workers Compensation $2 180 $4 379 $4 395 $2 695 $4 025 X2500- 1 539 Unemployment Insurance $193 $220 $209 $462 $503 X3180 1 539 Engineering $61 103 $21 055 $30 021 $50 000 $50 000 X3210 1 539 Landscape Architect $7 424 $2 160 $0 $5 000 $5 000 X3400 1 539 Contractual Services $334 740 $433 965 $617 862 $300 000 $300 000 X3410- 1 539 Village Lake Park $0 $1 994 $0 $0 $0 X3420- 1 539 Village Green Construction $0 $24 294 $0 $0 $0 X3430 1 539 Beautification Project $0 $8 044 $0 $0 $0 X3435 1 539 Beach Improvements $0 $2 163 $0 $0 $0 x3440 1 539 Police/Fire Complex $0 $17 150 $0 $0 $0 X3450 1 539 Consulting Services $5 809 $15 237 $10 428 $5 000 $5 000 X4300 I 539 Utilities $0 $590 $0 $0 $0 X4500- 1 539 Insurance $0 $0 $0 $0 $3 000 X4600- 1 539 Maintenance and Repairs $40 582 $35 784 $31 442 $30,000 $30,000 X5000 1 539 Maintenance Contracts $31 802 $10 611 $33 959 $38 000 $38 000 X5100 1 539 Supplies $0 $0 $0 $5 000 $5 000 X5250 1 539 Vehicle Maintenance $0 $0 $0 $2 000 $2 000 X5280 1 539 Small Tools/Consumables $0 $0 $0 $3 000 $3 000 X5420- 1 539 Education & Training $0 $0 $214 $500 $500 X6000 1 539 Hurricane Expenditures $0 $4 175 $0 $0 $0 X6450 1 539 Equipment $8994 $1,570 $4,891 $7,000 $7,000 Total Public Works $544,965 $662350 $830,200 $561,084 $588,739 176 000000000000®000 00© ©00® ®®6® fl 000000Uuuuuu RECREATION DEPARTMENT FISCAL YEAR 2000 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 hfe opportunities for positive recreational expenences 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 177 RECREATION DEPARTMENT DEPARTMENTAL DESCRIPTION The Recreation Department caters to nearly 10 000 participants a year by offenng 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 bondmg 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 workmg in each Division when necessary The Key Biscayne Community Center will provide a wide variety of programming for children on Key Biscayne The Community Center location will allow children to walk to the facility from all the local schools The after school program will provide a much needed service for the children of Key Biscayne Within the after school program there will be several activities to choose from These activities will include a Kids Club homework room computer club athletic activities arts class to name a few These programs will be available to children durmg school vacations and holidays This ensures that the children on Key Biscayne will always have positive activities to participate m The Recreation Department offers programming for children throughtout the year such as special trips during holidays and breaks and several different camps The camps range from fishing camp to theatre camp The Key Biscayne Athletic Club sports programs include flag football soccer baseball and tennis The Athletic Club offers soccer and baseball camps during the year as well as the fishing tournament every June 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 spring 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 Though 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 Hmojoza 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 Ceremonies 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 pubhc parks 178 C C C C C C a a C a C a C C C C C C C C C C C C C C C C C C C C C qx XI; RECREATION DEPARTMENT ACCOMPLISHMENTS Authorized Positions Fiscal Years 1993 1994 1995 1996 1997 1998 1 1999 1 2000 Director 10 10 0 0 0 0 0 0 0 0 1 0 1 0 Program Coordinator 1 0 1 0 1 0 1 0 1 0 1 0 0 0 0 0 Sports Coordinator 1 0 10 1 0 1 0 1 0 1 0 10 1 0 Program Assistants (2) Part Time 0 5 0 5 0 5 0 5 0 5 0 5 1 0 1 0 Total 35 35 25 1 25 25 25 ' 311 30 ACCOMPLISHMENTS FOR 1998 The Recreation Department continued to serve the community and strive to accommodate the recreational and leisure demands of the residents The department was responsible for special events such as annual Spring Egg Hunt, Fourth of July Fireworks celebration and annual Wmterfest A community service r volunteer package for students was developed which fulfill community service requirements for graduation The playground equipment was checked on a monthly basis throughout the year C^ C C 4,as C C r=^ C ACCOMPLISHMENTS FOR 1999 OBJECTIVE 1 To increase Departmental involvement with national and state professional associations such as the National Recreation & Parks Association (NRPA) and the Florida Recreation & Parks Association (FRPA) STATUS The Recreation Department has renewed annual memberships to both national and state organizations and the program and sports coordinators attend FRPA District VII Committee meetings and volunteer for sub committees and clinics The program coordinator also assisted FRPA District IIV with the Safe Neighborhood Bond Act campaign OBJECTIVE 2 To provide additional recreational opportunities for the teenage population ranging from ages thirteen (13) through eighteen (18) 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 179 RECREATION DEPARTMENT ACCOMPLISMENTS 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 seminars The department has developed a monthly check list/audit forms for all playground equipment which includes measuring tools for entrapments pinch or crush points protrusions etc This program will help reduce possible injuries caused by faulty playground equipment and maintenance OBJECTIVE 4 To provide certification clinics and workshops for coaches and referees for each organized sport in cooperation with the Key Biscayne Athletic Club STATUS The Department of Recreation hosted a Coaching Clinic that the Florida Youth Soccer Association conducted over a three day period A total of 16 KBAC coaches received state certification The Department of Recreation also conducted the National Youth Sports Coaches Association certification for the KBAC baseball program A total of twenty five volunteer baseball coaches attended 1997/199311994 1995 1996 1997 1998 1999 Youth flag football 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 soccer Youth baseball Youth baseball Youth baseball Youth baseball Youth baseball Youth baseball Youth fishing tournament 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 Youth Seasonal Sports Camp Adult Spring and Summer Basketball Adult Spring and Summer Basketball Adult Basketball Adult Basketball Adult Basketball Adult Soccer Tournament Adult Soccer Tournament Adult Soccer Tournament Adult Soccer Tournament Youth Fall & Spnng Team Tennis Youth Fall & Spring Team Teams Youth Fall & Spnng Team Tenors Adult Coed Softball Leagues Adult Coed Softball Leagues Adult Coed Softball Leagues Adult Soccer League Adult Soccer League Youth Soccer Tournament Youth Soccer Tournament 180 C C C a S C C U a a I a C C C C C C C RECREATION DEPARTMENT SUMMARY OF FISCAL YEAR 2000 OBJECTIVES r r� r., r c C eaa ammo 000000 1 2 3 4 To assist civic and community orgamzations with the planning design and programing of a future Community Leisure Center Expand the volunteer program for students needing to complete community service requirements Implement a 'Teen Night for ages 13 15 Increase adult participation m athletic activities 5 Promote Volunteensm for youth sports 181 RECREATION DEPARTMENT FISCAL YEAR 2000 OBJECTIVES OBJECTIVE ONE To assist civic and community organizations with the planning and E1, designing a Community Leisure Center KEY AREA Community Leisure Center INDICATOR Design and plan an adequate center for all sectors of the community ACTION PLAN 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 (Fonda 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 m the community OBJECTIVE TWO Expand the volunteer program for students needing to complete community service requirements 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 182 C C C pit a a C OD C C C C C C C C C C C C C C C C C i� C C C C C C C C RECREATION DEPARTMENT FISCAL YEAR 2000 OBJECTIVES ars /44 F“^ - C C C C C .a, C OBJECTIVE THREE Program a Teen Night KEY AREA Field trips 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 information on the types of activities teens and parents of teenagers are interested in participating in Increase mailing list that will target on the households with teens PERFORMANCE MEASURES • Analyze program enrollment Comments and suggestions from teens and parents O'In JECTIVE FOUR Increase adult participation in athletic activities KEY AREAS Sports and Athletic Programs INDICATOR Number of participants in programs offered ACTION PLAN Offer leisure activities for adults • Program additional athletic programs for adults • Promote and advertise events and activities for adults PERFORMANCE MEASURES • Program attendance records OBJECTIVE FIVE Promote Volunteensm 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 183 RECREATION DEPARTMENT ACTIVITY REPORT ACTIVITY FT 1994 Actual FY 1995 Actual FY 1996 Actual FY 1997 Actual FY 1998 Actual FY 1999 Actual FY 2000 Estimate ISSeciaQE`vents Lighthouse Run 1 500 1 500 +1500 +1500 +1500 1200 +1200 Health Fair +350 +350 +500 +500 +500 Spring Egg Hunt +800 +800 +800 1 000 1000 1 300 +1 300 Big Top Performance 45 Summerfest 800 Cyclefest Wmterfest 1000 +1000 +1000 1200 +1200 Valentines on the Green 200 +350 +350 350 +350 Haunted House 1 300 +1,300 Concert Senes 1 500 +1 500 National/Local itceiebtations Earth Day +200 +200 National Trails Day 100 Arbor Day +750 +750 Memorial Day 250 +250 +250 +250 +250 Government Day Flag Day 600 July 4 15 000 +15 000 +15 000 12 000 12 000 12 000 +12 000 Key Biscayne Historians 600 600 Cultural Entertainment Plays/Performances 110 145 110 126 126 235 250 Seminars/Lectures Coaching Mature Driver 22 59 68 75 75 82 100 Eating Healthy Seminar 28 Seniors 22 23 Adults 17 C CB C a C C C C C C C C C C C C C C C C C C C C C C C C C C C C C C 184 C C RECREATION DEPARTMENT ACTIVITY REPORT (-q vat C ACTIVITY FY 1994 Actual FY 1995 Actual FY 1996 Actual FY 1997 Actual FY 1998 Actual FY 1999 Actual FY 2000 Estimate Sports Games Football 220 20 150 150 130 150 Hockey 89 69 75 120 120 Baseball 98 +100 100 100 Basketball 22 +100 Polo 18 10 18 20 20 20 20 Classes Tumblebees Gymnastics 112 37 Karate 56 Yoga 23 45 50 Feldenkrais Boat Safety 17 +20 Art 9 132 140 Scuba 2 Trips and Tours Youth Day Tours 41 127 73 106 106 Local Attractions 216 125 170 200 200 230 230 Athletics Flag Football 107 +110 112 112 109 125 130 Soccer 257 270 310 330 337 360 360 Adult Soccer 210 210 240 250 Soccer Camp 62 71 75 84 85 Baseball 240 160 167 170 185 196 200 Softball 180 180 Adult Softball 120 200 200 200 Basketball 30 20 20 Adult Basketball 60 78 53 60 60 60 60 Fishing Tournament 88 99 87 84 90 185 RECREATION FISCAL YEAR 2000 ecreatto: X1200 1 572 Salaries $67 466 $77 228 $66 078 $113,845 $119 251 X1210 1 572 Recreation Director $0 $0 $0 $50 000 $51 970 X1220- 1 572 Sports Coordinator $0 $0 $0 $38 108 $41 215 X1220 1 572 Administrative Assistant $0 $0 $0 $25 737 $26 066 X1230- 1 572 Program Coordinator $0 $0 $0 $0 $0 X2100 1 572 Payroll Taxes $5 338 $5 906 $4 784 $8 731 $9 123 X2220 1 572 Retirement Contributions $6 176 $6 697 $5 332 $ 12 555 $10 258 X2300 1 572 Life & Health Insurance $8 609 $8 641 $6 512 $14 462 $14 577 X2400- 1 572 Workers Compensation $4 138 $3 921 $4 724 $3 424 $4 770 X2500 1 572 Unemployment Insurance $331 $323 $211 $571 $596 X3310 1 572 Key Biscayne Athletic Club $0 $0 $35 130 $0 $0 X4500 1 572 Insurance $7 657 $7 475 $7 128 $5 475 $5 475 X4600 1 572 Mamtenace & Repairs $0 $0 $0 $1 000 $10 000 X4800 1572 Advertising $6 632 $4 476 $7 472 $5 000 $7 000 X4900- 1 572 Vehicle Expense $3 581 $4 027 $4 308 $4 000 $4 000 X5100- 1 572 Supplies $2 711 $3 027 $2 481 $3 000 $3 000 X5220- 1572 Program Supplies $4 235 $7 592 $ 12 292 $6 000 $12 000 X5240 1 572 Uniforms $915 $875 $147 $1 000 $1 000 X5410 1572 Memberships & Dues $1 076 $1 164 $319 $1 200 $1 200 X5420 1572 Education & Training $754 $637 $728 $750 $750 X5430- 1 572 Travel $1 132 $2 136 $1 137 $2 000 $2 000 X5740- 1 572 Special Events $75 404 $69 903 $83 461 $70 586 $40 000 X5741 1 572 Fourth of July Fireworks $0 $0 $0 $0 $60 000 (ai X5742 1 572 Wmterfest $0 $0 $0 $0 $28 000 en X5744 1 572 Key Biscayne Athletic Club (1) $35 000 $35 000 $0 $35 000 $35 000 X5746- 1572 Key Biscayne Art Festival $0 $0 $0 $5 000 $5 000 X5748 1 572 Lighthouse Run & Walk (2) $0 $0 $0 $10 000 $10 000 X6200 1 572 Heritage Day Celebration $0 $0 $13 461 $0 $0 X6300 1 572 Park Improvements $659 $1 334 $3 753 $2 000 $6 000 X6430 1 572 Program Equipment $5.962 $4,161 $6.377 $6.000 $10.000 Total Recreation $237,776 $244,523 $265,835 $311,599 $399,000 Notes (1) Reclassified from account number X3310 to X5744 (2) Reclassified from account number X8207 to X5748 (3) Were part of account number X5740 in prior years ©©©©00000000000© C C C C C C a CAPITAL FUND FISCAL YEAR 1995 1999 7771), Capital Outlay of $1 00 000 for 2000 is a decrease of $6 123 over last year It is almost 8% of the total General Fund Budget The following projects are funded for Fiscal Year 2000 Crandon Boulevard Improvements Harbor Drive Improvements Underground Utility Lines Traffic Calming/Sidewalks Beach Nourishment Project Entrance/Street Signage Village Facilities Reserves Fire Rescue Equipment Fiscal Year 1996 Fiscal Year 1997 Fiscal Year 1998 Fiscal Year 1999 Fiscal Year 2000 Total'21 Crandon Boulevard Beautification $250 000 $100 000 $50 000 $5 000 $175 000 $580 000 Underground Utility Wires 25 000 40 000 40 000 5 000 5 000 115 000 West Mashta Drive Bridge Replacement 200 000 150 000 350 000 275 000 0 1 075 000 Harbor Drive Improvements 120 000 100 000 50 000 5 000 25 000 325 000 Femwood Road Landscaping 50 000 0 0 0 0 100 000 Salutary Sewer Reserve 0 0 0 0 0 100 000 Facilities Reserve 300 000 300 000 300 000 300 000 300 000 1 750 000 Fire Vehicle Replacement Reserve 100 000 100 000 100 000 70 000 30 000 500 000 Fire Equipment 25 000 0 0 0 0 25 000 Calusa Park Improvements 25 000 0 0 0 0 25 000 Entrance/ Street Signage 0 10 000 25 000 5 000 5 000 70 000 E Enid Drive Parking Lot 0 35 000 0 0 100 000 100 000 Ocean Lane Drive 0 0 0 0 0 100 000 West Mashta Sidewalk 0 100 000 0 0 0 185 000 Harbor Drive Sidewalk 0 0 0 0 0 260 000 Harbor Drive Trees 0 0 0 0 0 35 000 Femwood Road Sidewalk 0 0 0 0 0 100 000 Traffic Calming 0 0 200 000 217 430 225 000 642 430 Bus Shelters 0 0 0 0 0 24 000 Beach Renourishment 0 135 000 135 000 135 000 135 000 540 000 MIS Study 0 0 0 0 11296 11 307 Sub -total t 4if195O00t 1 $1000600 k'$1259;U & * $1017430 - $10111276 < $6662/30 Contingency 116 836 0 0 0 0 290 737 Reserve 170 000' 0 0 0 0 170 000' TOTAL $l 836 $i 000000 $> Oii0*0 mss,- x $1X117 49 �- =,? _ 01 296 $6662 7 a k Reserve for Beautification of Crandon Boulevard 2 Totals include prior years not shown on this sheet 187 CAPITAL OUTLAY FISCAL YEAR 2000 X6200 1519 Capital Outlay $1 041 836 $1 341 150 $1 426 000 $1 017 430 $1 000 000 X6210 1 519 Management Information Study $0 $0 $0 $0 $11 296 Total Capital Outlay $1.041.836 $1.341.150 $1,426,000 $1.017,410 $1.011,296 EXPENDITURES TOTAL $9.400.686 $10.836.011 $11,467.062 $11.666.316 $12,808,865 188 a a a a a C C C C C C o Q C C+�^y� o o o C o o C o o o o o o Q o o o CAPITAL IMPROVEMENT PROGRAM FISCAL YEAR 2000 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 Achieve annual Village Council use of this Element as the framework to monitor public facility needs as a basis for annual capital budget and five year program preparation Policy 1 1 1 As part of the annual budget process staff and 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 7 7_ Pohcy 1 14 Pohcy 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 Pohcy 1 13 In setting pnonties the following kinds of cntena shall be used by the Village Council in all cases financial feasibility or budget impact will be assessed • Public Safety Projects any project to ameliorate a threat to public health or safety Quality of Life Projects any project that would enhance the quality of life such as a public streetscape improvement project • Level of Service or Capacity Projects any project needed to maintain an adopted or otherwise desirable Level of Service Redevelopment Projects any project that would assist in the revitalization of detenorated non residential properties • Biscayne Bay Enhancement Projects any project which would enhance the environmental quality of Biscayne Bay The Village shall use designated funding mechanisms such as the drainage utility and sewer assessments to the maximum extent feasible thereby freeing up general funds (and general obligation bonds) for such Village wide projects as park land acquisition 189 -u CAPITAL IMPROVEMENT PROGRAM FISCAL YEAR 2000 and streetscape work as outlined in the policies of other Master Plan elements A Stormwater Utility Fee has been in affect since 1994 CAPITAL IMPROVEMENT ELEMENT IMPLEMENTATION SYSTEMS A Five Year Schedule of Capital Improvements B Other Programs The other principal programs needed to implement this element are as follows 1 An annual capital programming and budgeting process beginning no later than July of every year and including the use of the project selection criteria contained in Policy 1 1 3 related thereto will be the annual review of this element 2 Completion of a Master Drainage Plan and final approval of a drainage utility fundmg mechanism Master Plan adopted by Village Council on September 14 1993 and a stormwater utihty rate was set the same year Project construction started June 18 1995 and was completed October 18 1997 3 Preliminary financial and engineenng 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 thetplan February 24 1998 Final Plans and specifications were completed by PBS& J hnd 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 Tischler & 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 C Monitoring and Evaluation The Village Manager or designee shall annually prepare a status report on this Capital Improvement Program for submittal to the Village Council The primary purpose is to update the five year schedule including the basis for the next years capital budget The project evaluation criteria shall be used in the project list review and special attention shall 190 C C C C C C C C C C C C C Cl fl ft fl fl Cl 1 CAPITAL IMPROVEMENT PROGRAM FISCAL YEAR 2000 be devoted to maintenance of the level of service standards This entire evaluation process shall be integrated into the Village s annual budget process This section of the 2000 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 14 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 operating budget provides funding for most capital projects and will carry the operating impacts of those projects once constructed Operating and maintenance are reviewed with each of the capital projects The 2000 capital projects will have minimal or no impact on the operating General Fund budget The operating budget The Capital Improvement Program as distinguished from the General Fund Operating Budget is a multi year financial plan for the acquisition expansion or rehabilitation of infrastructure capital assets or productive capacity of Village services The Capital Outlay along with the Capital Improvement Program is developed along with the annual operating budget All projects are adopted Goals of the Village Council A Capital Asset is defined as an asset with a value of more than $25 000 and a useful life of over three (3) years Some exceptions may be made to this rule for practical reasons When the operating impact of the capital outlay are analyzed the Capital Plan appears to place very limited burden on the operating budget None of the approved 2000 projects shall cause any significant operating expenditures for the 2000 budget except for debt payments Capital Projects typically apply to the following • Expenditures which take place over two (2) or more years requiring continuing appropriations beyond a single fiscal year • Systematic acquisition over an extended period of time and • Scheduled replacement or maintenance of specific elements of physical assets Upon completion the Civic Center buildings shall impact the General Fund operating budget No additional uniformed personnel shall be required However personnel for mamtence and programming shall be neccesary Also utility cost projections currently are being prepared These two cost items shall be reflected in future budgets (2001) as well as a significant mcrease in debt service payments These costs were included in the 5 year projection 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 and on the books 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 2000 proposed property tax rate of $3 606 per $1 000 assessed valuation is the same as the Fiscal Year 1999 property tax rate 191 Re vised Capital Impr ovement Program Lasted bel ow is a summary of the 2000 2004 Capital Improveme nt Pr ogram including conti nuing projects with multi year appropriati ons Ge neral F und appr opriations f or the Fiscal Year 2000 Capital Projects are $1 000 000 from the General F und Capital Outlay O nce the Budget is adopted this amou nt is tra nsferred into the Capital Improvement Fund O nly 2000 projects are fu nded Recreation Reserve was $1 85 million from the Co unty impact fees a nd grants and i nterest income This Reserve will finance mprovements to the Village Green a nd Ocea n Park ($250 000) Yowl t` ears Progra ND ND Cran don Bo ule vard Impr oveme nts $ 175 000 $ 150 000 $ 50 000 $ 50 000 $ 400 000 $ 825 000 2 Harbo r Drive Improvements 25 000 70 000 160 000 0 0 255 000 3 Un dergrou nd Wiring 5 000 0 15 000 65 000 100 000 185 000 4 Sidewalks/Traffic Calming 225 000 100 000 100 000 200 000 50 000 675 000 5 B each N ourishmen t 135 000 0 100 000 135 000 150 000 520 000 6 Street Signs an d Entran ce Sign 5 000 0 25 000 100 000 100 000 230 000 7 Villa ge Fa cilities Reserve 300 000 0 0 0 200 000 500 000 8 Fire R escue Equipmen t Reserve 30 000 0 50 000 50 000 500 000 630 000 9 East End Drive 100 000 180 000 0 0 0 280 000 00 ' Adopted Ca pital Improvement Budget is $1 011 296 MIS Study $11 296 Park Impro veme nt 200 000 I 300 000 200 000 25 000 nn nnnnnnnnnnnnn ssss nag Et OeOeeB®80©0400000© CAPITAL IMPROVEMENT PROGRAM n r r' C C C C C C 19. FISCAL YEARS 2000 2004 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 in 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 authorize 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 operating budget forecast All of these projects are funded by multi year appropnations A summary of the 1999 projects included m the budget are discussed below ry _ i F `;', T -r/, '2000CAP1TAT.L4w ^"y ,,. t WPROYEMENTS -�-h. v w k 0 .. 3 M - PAGE' wad *a 1 Crandon Boulevard Improvements $175 000 194 ' 2 Harbor Drive Improvements ry _ $25 000 194 3 Underground Utility Lines $5 000 195 . _ 4 Traffic Calming/Srdewalks =$225 000 196 5 Beach Nourishment Project v ° 3 $;35400 197 6 Entrance/StreetSignage 000 ` - 1- 98 - 7 village-E'acihnes Reserves $300 000 198 _ 8 Fire Rescue Equipment -Reserve $30 000 199 9 E Enid Dnve $100 000 - 27 10 MIS Study $11,296 -To ai :.*3 .ems The above funds are transferred to the Capital Improvement Fund Capital Improvement Program 2000 2004 Listed below and on the following pages are the projects that comprise the five year Capital Improvement Program All projects are financed from the General Fund except the Park Improvements stormwater payments and the proposed sanitary sewer 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 193 CAPITAL IMPROVEMENT PROGRAM FISCAL YEARS 2000 2004 The Crandon Boulevard Improvement Program shall continue over the next several years as per the Council s Goals and Objectives Highlights from Prior Fiscal Years • 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 18 ft high streetlights replacement of 40 standard concrete posts or a distance of 13 miles • 1997 Median Up fighting Improvement completed December 15 1997 at cost of $65 000 • Lighting for medians 4 & 5 completed completed by the end of 1998 Fiscal Years 2000 2003 In accordance with a letter dated February 5 1999 the County Department of Pubhc Works has indicated funding for a master Plan for Crandon Boulevard would be included in 2001 Transportation Improvement Plan As part of the master planmng process As part of the master planning process design objectives will be identified such as traffic calming safety aesthetics and adequate service levels for the pnmary arterial roadway which serves Key Biscayne These objectives will be the basis for development of conceptual design alternatives to be ussed for presentation at public workshops to obtain community input before proceeding with the final design Funds previously appropriated Impact on Operating Budget Justification a 70 9dK r1 g• s: $175 000 $150 000 $50 000 $50 000 $400 000 $825 000 $405 000 None Currently mamtaming swale areas Master Plan Quahty of Life Highlights from Prior Fiscal Years 1996 planted 256 Mahogany Trees 1996 sidewalk installed on west side from Crandon Boulevard to West Mashta Dnve 1998 traffic calming devices at West Mashta/Harbor Dnve turn around and four (4) circles and two (2) traffic separators including drainage improvements completed 194 G a c c a a a C C C c c c c c G c c C c c c c c C C C C C C C C c C C CAPITAL IMPROVEMENT PROGRAM C,' r (77 C C C FISCAL YEARS 2000 2004 1999 Up lighting and landscaping for traffic calming devices completed Fiscal Years 2000 2003 Reconstruction of Harbor Drive/Crandon Boulevard intersection and the first block of Harbor Drive to Femwood Drive has been reviewed and studied for the past several years Planing is continuing on this improvement in conjunction with Crandon Boulevard Sidewalk on the east side shall be installed in the future Funds previously appropriated $300 000 Impact on Operating Budget None Justification Master Plan Quality of Life and Safety Birdget Year .FY 2003 4 - , 2002 -- ; h2003 - BY2004 -U --.-t e� $25 000 $70 000 $160 000 $ 0 $ 0 $255 000 Highlights from Prior Fiscal Years For the past several years the Village Council has been discussing the conversion of the overhead utility distribution system, which includes electric telephone and cable television to an underground system The estimated cost is $9 million This project shall be implemented over a 10 15 year period This project is part of the Council Goals and Objectives Fiscal Years 1999 2003 Funds are appropriated in the amount of $310 000 over the next five (5) years for planning of this project Funds previously appropriated $110 000 Impact on Operating Budget None Systems maintained by the respective utility companies Justification Master Plan Quality of Life and Safety a+ •-4� —yrA}q�yyy�., gb.LLG[1 lJ'�' ^." Y ..�qyy' n^ 2 $ "r' Fi T '� , iy.� p. 6 3A j jj+�i r 4Ji`JJ L � $5 000 $ 0 $15 000 $65 000 $100 000 $185 000 195 _.W CAPITAL IMPROVEMENT PROGRAM FISCAL YEARS 2000 2004 Highlights from Prior Fiscal Years • Sidewalk installed along the entire east side of Fernwood Road (1996) • Sidewalk installed along the west side of Harbor Dnve from Crandon Boulevard to West Mashta Drive (1997) • Fernwood Road (1997) • Sidewalk installed along the side of West Enid Drive from Crandon Boulevard to Glenndge Road (1998) • Harbor Dnve (1998) • Mashta Drive and Harbor Traffic Calming (1998) • Island Drive and East Heather (1999) Fiscal Years 2000 2003 Sidewalk currently planned are for both sides of West Heather Drive 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 calming is being studied for North and South Mashta Dnves and the areas around and leading to the Key Biscayne Community School Funds Previously Appropriated $912 000 Impact on Operating Budget None Justification Master Plan Quality of Life and Safety ai h— udget� �, r 20 01 Itt1 s*�n�l� s4 Y 02 '�L"§ 1 v = *FY 2003 i".J*sIl( i �, 4 SPX 2004 ' 414323 VA i --` Tatal5 Ter,. $225 000 $100 000 $100 000 $200 000 $50 000 $695 000 196 ci C C a a C a C C a C C a C C C C C C C C C C C C C C C E CAPITAL IMPROVEMENT PROGRAM to FISCAL YEARS 2000 2004 0 _f P ON t 0 C 0 o 0 5 Beach Nourishment Project 1 Hzghlzghts from Prior Years 1996 Derelict groins removed from in front of Ocean Club • 1997 Initiated annually appropnations of $135 000 from Capital Outlay • 1997 Beach preservation brochure issued April 22 1997 Adopted Long Range Nounshment Plan • 1998 State Legislature approved $1 189 million beach nounshment funding • 1998 Short term beach nourishment project completed February 27 1998 1999 Planning for Beach Nourishment completed • Fiscal Years 2000 2004 Funds allocated m 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 in cooperation with Miami Dade County or other agencies In addition other future projects involve the installation of a limestone walkway along the beach to hnk both the East Heather Dnve and East Enid Dnve beach accesses This project is included in the Village Master Plan and Council Goals and Objectives The 2000 budget contains $135 000 for this project Funds Previously Appropriated $405 000 Impact on Operating Budget None Beach maintenance included in operating budget Justification Master Plan Safety Economic and Quality of Life Budget Year FY 2001 FY 2002 FY 2003 FY 2004 Total 5 Year Program $135 000 $ 0 $100 000 $135 000 $150 000 $520 000 197 CAPITAL IMPROVEMENT PROGRAM FISCAL YEARS 2000 2004 Highlightsfrom Prior Fiscal Years Entrance Sign Renovated in 1995 Fiscal Years 2000 2004 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 $65 000 Impact on Operating Budget None Justification Master Plan Quality of Life Bu � ea 3- Y:2460] , iu � ,� y 20021 V662'41)-4 � ✓�¢ -i, 03 "s a ,12 ota 54 e $5 000 $ 0 $25 000 $100 000 $100 000 $230 000 Highlights from Prior Fiscal Years In February 1994 the Village of Key Biscayne purchased a 9 5 acre parcel of land centrally located within the Village limits at a cost of $9 2 million This parcel was developed into the Village s first municipal park the Village Green Fiscal Years 2000 2004 The Land Acquisition allocation in the Fiscal Year 2000 Capital Improvement Budget totals $300 000 The total Five (5)Year program totals $500 000 This amount is set aside for land acquisitions and/or the construction of the civic center as determined by the Village Council Funds Previously Appropriated $1 750 000 + $700 000 from C I P Impact on Operating Budget None Justification Master Plan Open space goal is 2 5 Acres per 1 000 population per V � .y /� YF � Ve V � 7200 eve lt4P $300 000 $ 0 $ 0 $ 0 $200 000 $500 000 198 C C C C C a C C a C C C C C C C C C C C C C C C C C C C C CAPITAL IMPROVEMENT PROGRAM FISCAL YEARS 2000 2004 1 r^ \ale c r- ^ c 0 r^ tir 0.1 0 Highlights from Prior Fiscal Years Since 1995 $100 000 has been appropriated annually in 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 policy for command and reserve vehicles are every five years pumper every six and the quint every nine years Fiscal Years 2000 2004 Funds in the amount of $876 000 are to be appronated to this reserve over the next five (5) years to replace the 1993 pumper and 1993 quint in accordance with the above replacement schedule The 2000 budget contains $30 000 for this project Funds Previously Approprzated $470 000 Remaining $246 000 Impact on Operating Budget Will reduce operation and maintenance expenditures Justification Replacement schedule ` trx t-5 "a te*" udgettYea � , . $ .y„nza.1q , Y 200 �. $30 000 $ 0 $50 000 $50 000 $500 000 $630 000 FOLLOWING PROJECTS NOT FUNDED FROM 1999 BUDGET BUT OTHER SOURCES Highlights from Prior Fiscal Years On Apnl 22 1995 the Village Green was dedicated and officially opened to the pubhc The Village Green was developed into a passive recreational area The primary facilities existing on the site include an ADA approved tot lot/playground an ADA approved promenade an one half mile joggrnglwalking path fighting an mformal soccer field and an informal flag football field 199 CAPITAL IMPROVEMENT PROGRAM FISCAL YEARS 2000 2004 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 from the County Safe Neighborhood Bond issued was approved The Council approved the development plan in concept on January 9 1996 Construction for 34 bnck paved on street parallel parking spaces was 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 appropriate 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 in the amount of $27 856 for this park Ocean Park The Ocean Club deeded another two (2) acre parcel and a $250 000 contribution for 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 0 B M Miami Inc to prepare schematic designs for the park Plan was submitted to Council on July 1 1998 At the September 1 1998 meeting the architect was authorized to proceed with the final plan with off street parking spaces and a gatehouse to control access to the park Resolution 99 13 authorized the Manager to execute the architects contract 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 pnvate Ocean Park Landscaping will consist of palms and dune plantings appropnate to the ocean environment The intention is to provide an atmosphere adhering to the traditions of coastal Honda and reflecting the essence and spirit of Key Biscayne 200 ci a a C C C C C d C C C C C C C C C a C C C C C C C C C C C C C C C C C C C a C CAPITAL IMPROVEMENT PROGRAM FISCAL YEARS 2000 2004 Fiscal Years 2000 2003 The Village Council has approved and/or reviewed the possibility of several improvements in 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 in the promenade a boccie court additional lighting 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 s Bddgatteat . FY2.00C : nE201}2 -� F 003 �2D0 } of $200 000 $ 0 $100 000 $ 0 $ 0 $300 000 7 7 r C� C^ 7 0 C C^ 201 CAPITAL IMPROVEMENT PROGRAM ra\ f r� C C� r r C C os C CM C C C Street Lighting Improvements Special Taxing Distracts • 1 Key Biscayne No 2 (L 51) • 2 Key Biscayne No 1 (L 48) °1 3 Cape Florida (L 94) ® 4 Mashta Island (L 37) N W -OBE 015 03 Miles FISCAL YEAR 2000 Eip ran -▪ 9; F-1 G7 W trRVlda t bVTTC1l5LfYTd�� C C 203 STORMWATER UTILITY FUND r r C C C r-� r `-a‘ I r^ C C Ic tC IC IC cC IC iC C FISCAL YEAR 2000 MISSIONSTA IP,MENT To maintain manage plan and enhance drainage systems to safeguard public health and control flooding while protecting our waterways. To work cooperatively to respond to the community s nerA by providing reliable professional and cost effective services GOAL The Stormwater Utility is addressing the needs of maintaining the stormwater systems addressing the needs to improve the quality of water being discharged into Biscayne Bay and area canals in accordance with our Master Plan solving the local drainage problems and alleviating flooding in 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 permitting of stormwater discharges into the waters of the United States of America Dade County enacted a County wide Stormwater Utility Ordinance 91 66 in 1991 The Village Council of Key Biscayne passed Resolution 92 23 on June 9 1992 which authorized the Village to withdraw from the Metro Dade Stormwater Utility Village Ordinance 93 11 created the Key Biscayne Stormwater Utility Fund effective June 22 1993 STORMWATER UTILITY RATE AND BILLING PROCESS The utility rate was established by Council on October 12 1993 with the adoption of Resolution 93 46 and an Administrative Order was executed by the Village Manager on the same date The bilhng rate established is $5 00 per each Equivalent Residential Umt (E R U ) per month A condominium unit was assigned one (1) E R U or $5 00 per month and a single family residential unit was assigned one and one half (1 i) E R U s or $7 50 per month The commercial rate is determined at one E R U for each 1 083 square feet The Council by Resolution 93 44 adopted October 12 1993 also authorized the Miami Dade Water and Sewer Department to perform the billing and collection of the stormwater utility fee This service was authorized by Ordinance 93 11 adopted on June 22 1993 and Ordinance 93 11 A adopted October 12 1993 Resolution 93-44 approved by the Council on October 12 1993 authorized the Mayor to execute the agreement The Inter local Agreement with the County was approved by the Board of County Commissioners on July 26 1994 (R 1235 94) Cost to the Village is 87¢ per bill The first charges were mailed in August of 1994 Income from the stormwater billing was estimated at approximately $480 000 per year The fees authorized as part of the 1985 Growth Management Act (F S 403 0893) 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 27 205 STORMWATER UTILITY FUND FISCAL YEAR 2000 A adopted June 22 1993 authorized the Village to continue with DERM as a joint permittee for the second part of the process The second Inter local Agreement was approved and executed by Metro Dade on July 12 1994 for a five (5) year penod 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 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/detention area limited the drainage system options The other major consideration was to develop a system that was affordable to the Village Based on these considerations a level of service was developed to define these parameters The stormwater design has been developed by evaluatmg the amount of rainfall that will fall on a given area within a specific tune period This is the intensity of rainfall 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 The rainfall intensities are categorized within an average occurrence interval This is expressed in a fixed number of years per occurrence such as a five year storm which means that from the rainfall 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 intensity and frequency the level of service for the drainage system was developed for the area west of Crandon Boulevard The level of service is as follows based on the project cost 206 C C C C C C C C C C C C C C C C C C C C C C C C C C C C C C C C C C C C C C C C C STORMWATER U'1'nLITY FUND FISCAL YEAR 2000 CrTh 1 C C C� i C iC IC C IC 4.. This is to say that the design storm will be evacuated from the streets within a 4 to 11 hour period The Village had set a level of expectation of within 24 hours This level of service is based on the drainage wells handling the total stormwater discharge This system however has an overflow capability into eleven existing positive drainage outfalls discharging directly into Biscayne Bay after flowing through a pollution control structure Therefore these flooding durations could be less based on the ability to overflow into these existing outfall systems Although the design storm is based on a once in a five (5) year average the intensity of lesser occumng storms does not cause major reduction in the rainfall intensity Therefore these conditions could occur with minor reductions in the flooding after lesser storms If a greater level of service were desired then the drainage system would have had to be upgraded Our Engineers estimate that if the system pipe sizes are increased a single size the flooding issue would reduce from 4 to 11 hours to 1 to 4 hours and the cost of the system would increase by over $2 5 million The above project descnption 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 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 m the Community Rating System for flood insurance coverage The plan prioritizes proposed project improvements The plan was prepared with a $40 000 State of Florida Department of Community Affairs Emergency Management Preparedness and Assistance Trust Fund (EMPA 1'F) 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 Apn128 1998 Resolution 98 18 adopted the plan at the same meeting CONSTRUCTION PROJECT The stormwater project cost is approximately $10 milhon The revenue was derived from a bank loan of $7 2 million a direct $1 5 million contribution from the General Fund authorized February 9 1995 a $750 000 grant from the 1995 U S Department of Commerce Economic Development Administration a 1996 $167 000 grant from the South Florida Water Management District and interest income The project was started on the east side of Crandon Boulevard and began on June 19 1995 and was completed March 1 1996 The second phase west of Crandon Boulevard was started January 8 1996 and was completed October 18 1997 In conjunction with the stormwater project Miami -Dade Water and Sewer Department replaced approximately $1 5 million of existing water mains at their cost In addition to the above $7 2 M contracts additional drams were installed along portions of 207 STORMWATER UTILITY FUND FISCAL YEAR 2000 Fernwood Road and all of East Enid Drive 1999 STORMWATER UTILITY REVENUE BOND SERIES The $7 2 million Stormwater Revenue Bond Anticipation Notes were originally issued April 11 1995 extended in 1997 and 1998 Ordinance 98 9 adopted October 27 1999 authorized the issuance of $7 2 milhon of Stormwater Utility Revenue Bonds for the purpose of providing permanent funding for the project R �IiI ANC © TE 1995 95 3 95 11 4 89% 1997 97-9 97 11 4 52% 1998 98 2 98 06 4 32% 1999 98 9 99 09 4 13% Bids were received and opened January 8 1999 Council by motion accepted the ow bid by NationsBank at a fixed annual rate of 4 13% for 20 years at the January 12 1999 meeting Resolution 99 9 adopted January 26 1999 approved the sale of bonds to NationsBank The bonds mature October 1 2019 Interest is payable January April July and October beginning April 1 1999 on the outstanding balance The principal is due annually each October 1st The payments shall be from the stormwater utility fees and from a covenant to budget and appropriate from legally available Non Ad Valorem revenues LOCAL MITIGATION STRATEGY Resolution 98 38 authorizes the execution of an interlocal agreement with Miami Dade County wherein the Village agrees to actively participate in the preparation of a County wide unified Local Mitigation Strategy (LMS) which addresses not only flooding hazards but all hazards to which Key Biscayne and the County are prone In consideration for such participation the Village receives an award of $30 000 208 C: C C C C C C C C C C C C C C C C C C C C:3 C C C C C� C 0 0 0 C C C Q 0 0 0 0 0 STORMWATER FUND DEBT PAYMENT SCHEDULE DATE I :OAN Ai I CE PRINCIPAL .�, 3 'INTEREST' S 2 liL' VISCAL 1, ` 0+V ,.43 � '$ , '4 01/28/99 $7 200 000 04/01/99 $51 325 07/01/99 74 136 09/30/99 7 065,000 $135 000 74 951 $335 412 Aft 01/01/2000 73 546 04/01/2000 72 746 07/01/2000 72 746 09/30/2000 6 940 000 125 000 73 S46 417 584 bkr4"i✓,s8 01/01/2001 72 244 04/01/2001 70 674 07/01/2001 71459 09/30/2001 6 810 000 130 000 72 244 416 622 "20111 a ' � 416,622 ACCUMULATED TOTALS NEXT 16 FY'S 595 000 6 215 000 3 163 993 9 378 993 9 378 993 1 FINAL PAYMENT 01/01/2019 6 194 04/01/2019 6 059 07/01/2019 6 127 09/01/2019 595 000 6 194 619 574 i , 19 t. - £� 619 574 " TOTAL $7 200 000 $3 968 185 $11 168 185 $11 168 185 oupon 4 136%o per annum, $7 200 000 Stormwater Construction Facilities Series 1999 NationsBank N A. 210 C C C C C C C C C C. Cr C C C C C C C C C C Q C3 C C 0 C F r 0 r 0 c- 0 0 is 0 a 0 1= I0 STORMWATER UTILITY FUND FISCAL YEAR 1996 2000 BUDGET PROJECTION FY 2000 FY 001 FY 2002 FY 2003 FY 2004 FY /005 FY 006 FY /007 FY 2008 FY 009 FY /010 B gmnmg Fund Balance $1 147 471 Pnor Year Fund Balance $1 147 471 $1 165 592 $1 194 233 $1 190 129 $1 178 882 $1144563 51 107 409 $1 067,748 $1 025 914 5868 268 $7D4 340 Fees $494110 $518465 $550495 5556105 5556180 $556180 $556180 $556180 $556180 $556180 $556180 Interest In om $40 796 541 798 $41 655 _ 541 261 540 060 $38 759 $37 371 $35 907 $30 389 524 652 $18 528 General Fund Contaabun Total Re enues 52,829 848 51 725 855 51 786 383 51787495 $1 775 122 51 739 502 51700,960 $1 659 835 51612,483 $1449100 51,279 048 - Le E pe drtur Adrmmstran e C st 530 000 $35 000 535 000 540 000 $45 000 $45 000 $45 000 545,000 $50 000 550 000 $50 000 R pair & Mai tenant 560 000 570 000 580 000 590000 $100,000 $100 000 $100 000 5100,000 $100 000 $100 000 5100 000 Pump Steno Replac m t Co n gency 510000 510 000 $15 000 $10 000 $15000 $15000 $15 000 515,000 $15000 $15000 $15000 Refi enema Costs P&I N w Loan $416 785 5416,622 $466 253 $468 613 $470 559 5472093 $473 213 $473921 5579215 $579 760 $584 686 T tat E pendrtures $516 785 5531,622 5596 253 5608613/ $630559 $632,093 $633,'213 5633 9211 5744,2151 $744 760 $749686 E di e dBalance 1 52.313,0631 51,194,2331 51,190,1301 $1.178,8821 51444,5631 51307,4091 51.067,7471 51,025,9141{ 5868,2681 57043401 5529362. FY 2011 FY 2012 FY 2013 FY 2014— FY 2015 FY 2016 FY2017 FY 2018 FY 2019 20 Year Total B guuuug Fund Balanc 51147471 Pnor Y ar Carry Forward 5529 361 $343 789 $148 093 567 $19 526 $20 $8 $2 Fee 5556180 $556180 $556180 5556180 $556180 5556180 $556180 $556180 $556180 $11,018055 Interest In me $12 033 $5 183 5408 392 G ral 5 dC tnbuti 5210 300 $359 900 5215 750 $370 500 $379 225 $236 929 5250 400 52023 004 Total R enues '51 097 574 5905 152 5914573 5916 147 5771949 5926 706 5935425 $793117, $306582 514,5969/2 Less Expenditures Admim Iran Costs 550 000 $50 000 $55 000 555 000 555 000 $55 000 560 000 $60 000 $60 000 $970 000 R pair &Maintenance $100000 5100000 5100000 $100000 5100000 5100000 5100000 $100000 5100000 51900000 Pump Stan R placement 5150000 5150000 $150000 $150000 5600000 Contingency $15 000 $15 000 515000 515 000 $15000 $15 000 $15 000 $15 000 515000 5285000 P&I n N w Loan $588785 5592 059 5594,506 $596128 5601 923 _ $606686 $610 417 $618 115 $619,574 $10 829 913 T tal 5 pendtnu $753,785 5757059 -5914,506 5916128 5771,923 $9'&686 5935417 5793 1151 $794574 14584913. 5 d aFund 13 lance 1 5343.7891 5148,0931 5674 5191 5261_ 5201 587 521 51 ,0081 512,009 Assumptions 1 $7 200 000 Stormwater Utilities Revenue Bonds issued for 20 years at fixed annual rate of 4 136% 2 Revenue is based on the anticipating new units coming on line per attached Schedule A No additional umts or a CPI Increase is projected after FY 2004 3 A 2 50% Cost of Living yearly Increase starts in FY 2000 on certain Expenditures and continues 4 A reserve is established for replacement of the pump stations (Life expectancy 15 20 years anginal costs $560 000) 5 Deficient is projected in start of fiscal year 2013 Available Options to repay General Fund 1 Increasmg the Stormwater Fees by a CPI adjustment 2 Repaying the General Fund with interest after the Bonds are paid FY 2019 C 211 STORMWATER UTILITY FUND FISCAL YEAR 1998 2004 STORMWATER FEES CURRENT AND FUTURE REVENUE PROJECTIONS VJSOII CES FYI -I999° �`Acfira t a ' tea ��� a �? , 1 v .,4., c ` a,. �Y'Zb044 5 4 r 39984 rc Ac#� Current Fees $455 350 $455 350 $455 350 $455 350 $455 350 $455 350 $455 350 Additional Units 7160 21480 21480 21480 21480 21480 21480 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 Resul (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 Read (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 TT Fees $462-510 .$478 490 - �= $494130 '911518'465 $550'49514 $5561053- x,$556,180 ADDITIONAL FUTURE UNITS "Is 3 4 -t R FY11998st FY 1999 - ,T 2000 —FY 20�1 t FY -2002 FY`.Z003-' �, TotaflTmts= 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 C C C C C L C C C Cr C C C C C C C C C C C8 C C C C Q C C C 212 STORMWATER UTILITY FUND FISCAL YEAR 1996 2000 C a C C C ENTERPRISE FUND STORMWATER UTILITY FUND REVENUES _ Artiial FY 1996 Actual FY 1997 Actual FY 1998 Adopted FY 1999 ?Adopted FY 2000 R9000 4 311 Stormwater Fees 1 456 515 540 091 461039 471 390 494 110 R1000 4 361 Interest 442 006 197 000 81441 40 000 50 000 Sub Total Revenue 898 581 738 OH 542 480 511390 544110 R0000 4 381 Interfund Transfer In 0 0 0 0 0 R3900 4 331 Economic Development Grant 916 681 0 0 0 0 R0000 4 384 Debt Proceeds BANS 0 0 0 0 0 Construction Fund Estimated Balance 8 493 222 5 898 283 561539 368 638 0 Total Revenue 10 308 424 6 636 294 1 050 000 - 880.028 544 110 ' -EXPENDITURE L X4000 4 512 Administrative 923 8 919 27 603 20 000 30 000 X5100-4 512 Supplies 0 32 0 8 000 5 000 X4600-4 539 Maintenance & Repair 2 520 5 469 33 447 75 000 91 527 X5900 4 539 Depreciation 0 0 269 729 0' 0' X6100-4-539 Construction Project Holiday Colony 1 430 816 0 0 0 0 X6300-4-539 Construction Project West Side 3 118 785 3 771 114 0 0 0 X7200-4 519 Interest 352 080 338 760 318 240 312 000 292 583 X6300 4-540 Construction Transfers 0 0 455 000 400 000 0 X7220 1 519 Principal 0 0 0 0 125 000 TotalExpense 4,905124 4 322,124 ' 1 104 019 815 000 F 544110 Construction Fund Estimated Balance 5 403 300 2 131 203 0 65 028 0 Total Expense & Est: Balance t 10,308424 x 6 373283 1 104019 i,. "880 028 °`- 544110 t 1 Fee by Miami Dade County is deducted from revenue in accordance with 1993 mterlocal agreement NOTE Depreciation of the completed Stormwater Utility Project began m FY 1998 Depreciation is not a budgeted item but is recorded at year end C 711 ©©®©d©©Q©©©©©©©o©o®©oo©©©o©©©©onnnnnnnnnnrin SOLID WASTE AND RECYCLING COLLECTION AND DISPOSAL FUND FISCAL YEAR 2000 r^' c C red Led r C C C C C C MISSIONSTATEMENT2ATo°providea o prehensive'servi Staid' waste ananagemei*service s x Sets GOAL To provide a comprehensive responsive efficient and effective residential solid waste collection program by providing curbside pick up and recycling and delivery 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 transitional inter local agreement Section III A executed December 30 1992 In accordance with Village Goals and Objectives on October 26 1993 Council approved a contract submitted October 19 1993 to study the cost of providing single family residential sohd waste and recycling collection services The study analyzed the then current annual fee ($399) levied by Metro Dade County as compared to an undetermined fee of a Village private contractor In anticipation of providing this service in accordance with the inter local agreement the Village presented the County a transfer notice on April 1 1994 Council discussed the collection program over the next several months FIRST CONTRACT On May 10 1994 Council authonzed staff to draft a Request for Proposal (RFP) The RFP was advertised in the Miami Daily Business Review on June 29 and 30 and July 1 1995 with a pre bid conference on July 8 1995 Six (6) private contractors and the City of Miami submitted proposals on July 22 1994 On August 24 1994 a committee of local municipal officials interviewed all contractors developing a four (4) contractor short list Village Council via Resolution 94-46 adopted December 22 1994 awarded the contract to Industrial Waste Services Inc (presently known as BPI) All parties executed the five (5) year contract on December 30 1994 with services beginning on January 2 1995 This contract ends December 31 1999 RATE SCHEDULE AND BILLING Adopted April 11 1995 Ordmance 95-4 authorized Village Council to set fees for solid waste and recycling collection and disposal services On April 11 1995 Resolution 95 9 established the annual fee at $199 per year which is one of the lowest annual solid waste and recycling fees in Miami Dade County This fee reduction translated into a $200 annual savings for Village residents Ordinance 96 3 adopted Apnl 9 1996 established a 5% late fee 1/2% monthly interest charge and a 10% lien fee for delinquent bills 214 C C 9 SOLID WASTE AND RECYCLING COLLECTION AND DISPOSAL FUND FISCAL YEAR 2000 1 1995 2 1996 3 1997 4 1998 5 1999 Monthly Annual $1373 $16476 $1391 $16692 $1411 $16932 $1425 $17100 $1446 $17352 Monthly Annual % Cumulative Increase Increase Increase $018 $0 20 $014 $0 21 PROJECTED 131 $0 18 144 $0 38 0 99 $0 52 147 $0 73 Starting Fund Balance $90 000 $83 000 $72 000 $56 000 $36 000 $90 000 Revenue 275 000 275 000 275 000 275 000 275 000 1 375 000 Contract Expenses 257 000 259 792 263 789 266 787 270 784 1 318 152 Admm Expenses 25 000 26 000 27 000 28 000 29 000 135 000 Total Expenses 282 000 285 792 290 789 294 787 299 784 1 453 152 COLA Fee 205 00 208 00 211 00 213 00 216 00 N/A EOY Net Inc./loss 7 000 11 000 16 000 20 000 25 000 79 000 EOY Bal. $83 000 $72 000 $56 000 $36 000 $11 000 $11 000 SINGLE FAMILY HOME SERVICE The Village program consists of garbage yard waste bulky waste and recyclable collection and disposal from single family homes The county provides a home chemical collection program and dead animal pick up BR provides the following services for approximately 1 316 single family homes within the Village • • Garbage collection twice per week including yard trash month • • Recyclable collection once per week per day • Special collections $12 00 per cubic yard upon request • Bulk Waste collection once per • Residential dumpster 24 hours SECOND CONTRACT Resolution 99 28 adopted Apnl 20 1999 directed the Manager to issue a Request for Proposal (RFP) for soliciting bids for sohd waste haulers Letter dated May 10 1999 to BFI Inc In accordance with section 2 2 of the contract stated the non renewal of the agreement by the Village The advertisement appeared in the Miami Business Review on July 1 1999 On July 8 1999 the Village held a pre bid meeting to discuss the Solid Waste and Recycling Collection Request for Proposal Waste Management Inc and BFI Waste Management of North Amenca Inc submitted RFPs on July 22 1999 215 0 0 0 C� C3 C 0 C a a a C C C G C C C C C C C C C SOLID WAS'I'b AND RECYCLING COLLECTION AND DISPOSAL FUND FISCAL YEAR 2000 f r 0 f c 0 c 0 A memorandum dated August 17 1999 to the Village Council from the Manager recommended a five (5) year contract be awarded BFI Waste Systems of North America provided the annual refuse fee is increased to $220 from $199 Resolution 99 74 (September 9 1999 authonzed the Village Manager to negotiate a new five year contract Resolution 99 81 (October 12 1999) set the fee at $220 per year Ordinance 99-8 (October 26 1999) approved the five (5) year agreement and the contract was executed December 10 1999 FUND DESCRIPTION The Solid Waste and Recycling Collection and Disposal Fund is a self supporting enterprise fund intended to recover all contractual expenditures to provide residential refuse services REVENUES The $275 000 revenue represents the total of all billed single fanuly homes (1 316) at $220 per residence EXPENDITURES The line item for administrative expenses covers administrative personnel costs bilking and collection costs supply costs and uncollectible fees The remaining generated funds are utihzed for public information material special collections and other miscellaneous administrative expenditures R0000 5 311 Sohd Waste Fees $123 072 $241 491 $260 862 $261 088 R0000 5 325 Penalty and Late Charges© R1000-5 361 Interest 13 691 7 956 X3400 5 539 Contractual Services Oa $119 465 $205 692 305 $233 057 $223 635 X4000 5 512 Adnumstrative Expenses 3 607 6 918 17 070 16 808 00001 5 271 Estimated Fund Balance 42 572 18 691 20 950 ® Mu (9) months of b Ding thy ®"Penalty and Late Charges were formally included in 'Solid Waste Fees ® C tactual Senn:es includes both ad wa to and recycling colkcton and disposal $275 000 6 000 1000 $257 000 25 000 0 216 ©00000©©©©000©000000w®r n® uuuuuuuuuuuuuuuu'd', I Wan PM — f'""1 C rTh r C C C r-� C C C C C C C C C C C C C C SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2000 MISSION STATEMENT To finance and construct a sanitary sewer collection an transmission facilities to serve the un-sewered areas of ou community Sanitary Sewer Improvement Fund The Sanitary Sewer Improvement Fund was created by Ordinance 98 10 adopted October 27 1998 within the enterpnse funds of the Village The purpose of this fund is to construct and finance this project with a special assessment of the benefited property owners and a contnbution from the General Fund to service 706 homes that do not have a municipal sanitary sewer available to them Ordinance 99 3 adopted April 20 1999 authorizes the special assessment process After completion of construction the sanitary sewer system will be maintained and operated by the Miami Dade Water and Sewer Department in accordance with an inter local agreement Reasons for Sanitary Sewers 1 The 1995 Master Plan adopted by the Village and approved by the State of Florida after extensive workshops and public discussion mandates that a sanitary sewer system be made available to all areas being served by a septic tank on or before the year 2006 2 Because of the Village s high water table and the poor water absorption characteristics of its soil septic tanks may contaminate the environment after heavy rains with effluents rising to the surface and otherwise contributing to ocean and bay pollution This fact was discussed in The Islander News article of March 25 1999 In the same issue Mr Samir Einar State Health Department Administrator for Miami Dade County made the following statement A sewer system is better for a community than a septic system because it pumps the sewage away for treatment rather than treating it locally It is safer and much better system @ 3 There is a potential for loss of real estate values for those homes/lots not served by a municipal sanitary sewer system New home sizes may have to be reduced due to a larger drain field installation (In 1986 the dram field area requirement for a four bedroom dwelling was 125 S F in 1995 it was 1 142 S F) From 1998 until the present time a three bedroom home with a 900 gallon tank requires a 428 S F dram field a four bedroom home with a 1 050 gallon tank requires a 571 S F drain field 4 The financial impact of the system on the residents is relatively short term It is likely to represent an investment that will be returned in the form of increased property values over a relatively short time particularly if major home improvements are contemplated 5 State Health Department regulations with respect to septic tank maintenance repair and replacement are subject to constant amendment The regulatory environment and the 217 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2000 regulations are becoming more and more restrictive resulting in a higher and higher cost of compliance and 6 The Florida Department of Environmental Protection (DEP) has made available an extraordinary opportunity to encourage the construction of the sanitary sewer system by providing pre construction construction and long term (20 year) financing at 2 56% interest for the total capital cost of the project. There is no assurance if the Village does not avail itself of this financing that a comparable opportunity to build and finance the system will be available at this rate in the future Information Conveyed to Affected Home Owners The above information was delivered to homeowners as part of a packet of information dated January 29 1998 for a Sanitary Sewer Information Workshop held on February 5 1998 Where appropriate the information was updated Service Area The limits of the project areas are Ocean Drive the East Biscayne Bay to the West West Heather Drive to the North and West Mashta Drive to the South (see attached map) Comprehensive Plan A citizen survey in 1993 reported that the extension of the sanitary sewer system was supported by a majority of those respondents replying to the survey The Comprehensive Plan adopted in 1995 (Ordinance 95 8) requires a central sanitary sewer to all of the community by the year 2006 It is part of the Capital Improvement element of the plan More specifically future Land Use Policy 2 1 1 states that 'The Village shall cooperate with the County in an attempt to complete a financial and engineering plan to extend sanitary sewers to as much of the remaining un sewered areas as is financially and otherwise desirable The intent is to complete that plan as soon as technically and financially feasible but not later than 1998 and to begin implementation as soon as technically and financially feasible and complete implementation no later than 2006 The State of Flonda Department of Community Affairs (DCA) noted that the collection system is part of the settlement agreement between the Village and DCA in their June 12 1995 letter to the Village The Village request was 2014 Other DCA communications including its letters dated February 5 1998 and February 18 1998 urge the Village to proceed with its sewer program as included in its Master Plan Finally it should be noted that the program is also consistent with the Florida Coastal Management Program 218 a a a a a a a a C C C C a C C C C C C C C C C C C C SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2000 Goals and Objectives of Village Councils Since incorporation in 1991 Village Councils have adopted Goals and Objectives on seven (7) separate occasions On each occasion the construction of a sanitary sewer collection system was included as one of the Council goals and given a high priority Florida Department of Environmental Protection Loan Program (State Revolving Loan) 1 Application for funding of a State Revolving Loan (SRL) was filed March 15 1996 and was approved June 26 1996 Funding covers pre construction and construction costs in the amount of $7 790 600 00 The Loan is to be repaid over a 20 year period at an interest rate of 2 56% i e a repayment constant of approximately 6 4% per year The state loan should save the taxpayers of the Village millions of dollars when compared with the rates and terms of a conventional 20 year loan The annual debt service payment on the loan and other the details of its repayment are in the Financing Plan 2 All pre construction work has now been completed and the portion of the SRL designated for this purpose has been drawn down As such a Final plans and specification for the sanitary sewer system have now been completed b The requisite construction permits have been secured and c All arrangements for the management and maintenance of the completed system have been completed These and all other pre -construction activities have been reimbursed out of the drawn down Pre Construction portion of the SRL loan ($723 762 00) pursuant to the Village=s loan agreement with the State dated June 26 1996 Ordinance 96 6 adopted June 25 1996 authorizes the Village staff to proceed with this phase of the project The Council authorized the draw down of the funds April 16 1998 The funds were received April 14th and November 4 1998 The 20 year annual debt payment for this portion of the loan shall be $46 466 per annum and is presently secured by a pledge of state revenue shanng funds 3 A second Loan Application was completed April 2 1999 in order to qualify the Village for a Completion Loan covering all construction period costs (including the construction work) and to preserve the Village s position in the fundable portion of its Revolving Loan Priority List Funding of these costs will occur pursuant to an Amendment to the existing SRL Agreement The Amendment is currently in draft form and was scheduled for executed 219 c SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2000 no later than June 30 1999 if the 2 56% interest rate is to be absolutely preserved Evidence of continual progress toward a construction start however has provided a basis for the State continue with some uncertainties to preserve the -2 56% rate for the Village 4 The final plans and specifications were submitted to the State September 30 1998 The plans were accepted effective October 21 1998 A letter dated November 3 1998 from the State DEP authonzes post allowance (i e Construction and construction related) costs to be incurred A letter dated January 20 1999 from the Village Manager requested that the project be placed on the `Fundable Portion of Pnonty List ° A memorandum dated January 22 1999 from the Department confirmed that this was done 5 The Capital Financing Plan was submitted to DEP on May 5 1999 The Plan in the DEP approved construction loan application was reviewed by DEP in some detail and conveyed to the Village on May 204999 The financial information in this report which reflects the results of this review has provided the basis for the draft amendment to the proposed loan agreement and for the `FINANCING Plan included in this report r Miami -Dade County 1 Secured Miami Dade County Environmental Quality Control Board (EQCB) approval on a class basis for an extension of up to 10 years plus an additional hardship extension for up to another 5 year to connect to the system and abandon the existing septic systems (June 12 1997) 2 Pursuant to this approval the homeowner is required to connect to the collection system immediately when one or more of the following conditions occur a Failure of property s existing septic tank system occurs b Improvements or repairs to a property exceed 50% of its value or c A change in property ownership occurs 3 County Resolution #1164 98 adopted October 26 1998 approved an inter local agreement providing for the operation and maintenance of the system by the Miami Dade County Water and Sewer Department The system will be leased for a period of 20 years then sold to the County for a nominal payment Resolution 98 45 adopted August 25 1998 authorized the Village Manager to execute the agreement (The wastewater from the proposed collection system will be transmitted to the central district combined wastewater treatment plant for treatment on Virginia Key ) 4 As indicated in the Financing Plan residents served by the System must pay a one time additional permit fee to the County to connect to the system estimated to total $4 039 40 220 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2000 r- r 5 The annual Miami Dade Water & Sewer Department (WASD) wastewater disposal rate is based on water usage For example if your usage or quarterly water bill is $75 per month you can expect an additional charge of $135 per quarter or $540 annually The more water consumed the greater the sewer cost Additional installation of water meters for spnnklers and pools would reduce the total water bill since only the water entenng the system has an additional charge Based on the above construction of the system can begin in late 1999 or early 2000 Completion can occur in 2001 with most of the owners connected within a time frame consistent with the Village Master Plan and the County EQCB Florida Health Department A letter dated Apnl 20 1999 to the Village Manager from the Village Attorney indicates that the Honda Department of Health will not take any action to interfere with the Sanitary Sewer connection timetable which has been approved by the Miami Dade County DERM and the Miami Dade County Environmental Quality Control Board pursuant to Board Order No 97 49 The Board order states the Village residents shall have ten (10) years to connect to the sanitary sewer line unless a Failure of a property s existing septic tank system occurs b Improvements or repairs to a property exceed 50% of its value or c A change in property ownership occurs This information was submitted to the Village Council in a memorandum dated Apnl 23 1999 from the Village Manager 1998 Referendum Resolution 98 1 January 13 1998 authonzed a mail ballot referendum February 24 1998 on the proposed sanitary sewer collection system construction project at an estimated cost not to exceed $8 4 milhon Resolution 98 2 January 13 1998 supported the sanitary sewer improvement project A fact sheet reviewed by the Village Council at the January 29 1998 Council Meeting was sent to the 706 homeowners who were not serviced by a municipal sanitary sewer A workshop to explain the program was held February 5 1998 This was the third workshop held for this project The referendum results were announced February 24 1998 172 i e 46 6% voted yes and 199 i e 53 4% voted no (371 out of the 706 affected homeowners i e 52 5% voted) The Village Attorney ruled at the March 9 1999 Council Meeting the referendum was on the specific financial plan descnbed on the fact sheet Special Assessment for the Sanitary Sewer Construction Project Ordinance 99 3 adopted Apnl 20 1999 permits a special sanitary sewer assessment to be levied and collected Assessment rules will be adopted accordingly 221 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2000 The ongmal capital financing plan special assessment rules were amended on three occasions (1) On February 10 1998 to permit the twenty (20) year plan to be transferred to the new owner when a house is sold (2) On Apnl 14 1998 when Council authorized the Village Manager to develop a program to assist home owners to avoid financial hardships caused by this program and (3) On April 14 1998 when the Council amended the financing plan to contribute 5% of the total project costs from the General Fund This contribution reduces the speciaTassessment cost to the homeowner A financial hardship is defined in Ordinance 99-3 Section 29 1 18 Engineering Plans for Collection and Transmission System At its 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 to the Council November 11 1997 The plan described the project. At its March 10 1998 meeting the Village Manager was authorized to retain the engineering firm of PBS & J to prepare plans and specifications for the sewer project at a cost not to exceed $400 000 At its March 31 1998 meeting the Council by motion agreed to construct a sanitary sewer collection system PBS & J submitted the preliminary design report to the Council August 25 1998 The sanitary sewer system construction will consist of the installation of approximately 39 000 linear feet of gravity sewers approximately 1 825 linear feet of force main one (1) new 30 HP pump station upgrading (1) pump station to 15 HP and providing service laterals to the right of way line for approximately 706 addresses The entire system discharges into a proposed 24 Force Main along Crandon Boulevard This force main extension connects to the existing main sewer system at Crandon Boulevard and Harbor Drive The estimated direct construction costs of the gravity sewer force main service laterals in the Village s right 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 this program As indicated earlier in this report construction financing for the project will be provided pursuant to an amendment of the Village s existing pre construction loan (CSI2085002P) The final plans and specifications were submitted to the State September 30 1998 and subsequently received approval as previously mentioned Samtary Sewer Collection and Transmission System Cost Estimate 222 Q C 0 0 C 0 GB Yf IP'I@ 4K 4K 'Ik III 44 C 4i C ai Un C C C C C C C C C C C 1�� SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2000 The amount of the SRL is based on a preliminary cost estimate for the project The total cost based on engineenng estimates and State DEP reviews is $7 790 600 00 including all pre -construction and construction hard and related costs A further cost breakdown is found in the financing plan Based on this estimate the average assessment cost for each property is $11 035 00 or $10 483 00 with the Village assuming 5% of the cost If financed and amortized over 20 years at the 2 56% interest rate the cost is less than $700 per year This estimate plus a general contingency of about 8% brings the estimate to a total of about $8 400 000 That estimate was developed and approved at the January 13 1998 Council Meeting The data was prepared by CAP Engineering Inc PBS & J the design engineers amved at a similar estimate at completion of the project plans Construction Schedule Resolution 99 25 adopted April 20 1999 authorized the Village Manager to instruct the design engineer PBS & J to proceed to advertise and receive bids for the project The following is a proposed schedule 1 Advertise for Bid 2 Pre -Bid Meeting 3 Bid Opening 4 Council Receives Bids August 2 1999 August 10 1999 September 7 1999* September 9 1999 5 Council Workshop & Special Meeting October 5 1999 Bid valid for one hundred twenty (120) days 6 Award Contract 7 Notice to Proceed 8 Pre Construction Meeting 9 Start Construction November 16 1999 TBA TBA TBA 10 Completion January 2002 The above schedule was submitted to the Council at the May 11 1999 meeting The workshop & Special Meeting date was rescheduled for October 7 1999 at the July 20 meeting It was changed to October 5 1999 at the September 16 1999 meeting The above schedule is subject to adjustment in accordance with certain conditions The bids were submitted to the Council on September 7 and reviewed at the September 14 Council Meeting Following the October 5 workshop Ordinance 99 9 was adopted at the Special Council Meeting authorizing the execution of the State Loan Agreement and pledging revenues for the program 223 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2000 Financing Plan The Financing Plan is based on the following data and assumptions which have been approved by the State of Florida Department of Environmental Protection (DEP) based on Key Biscayne is loan application for construction financing dated May 4 1999 1 Construction Contracts and Start/Completion Dates CONTRACT ZONE START COMPLETION # 1 2/3 11/99 8/01 # 2 1 10/99 3/00 # 3 4 8/99 11/99 2 Loan Principal The principal amount of the loan as proposed and calculated by DEP in a draft amendment dated June 1 1999 of SRL agreement is $7 790 600 00 This amount which is consistent with the current loan agreement for pre -construction activities with DEP will involve • $312 800 m capitalized interest • $693 000 in pre construction costs and expenses already disbursed to the Village and • $6 784 800 for reimbursements to the Village for construction and construction related costs More specifically the cost breakdown to be funded with loan proceeds as approved by DEP is estimated as follows Item Cost a Admimstrative Allowance $ 39 600 b Planning Allowance 198 000 c Engmeenng Allowance 422 400 d Construction and Demolition 5 650 000 e Contingencies 565 000 f Technical Services during Construction 345 000 g Startup 40 000 h Loan Repayment Reserve 217 800 i Capitalized Interest 312,800 TOTAL TO BE FUNDED WITH SRL PROCEEDS $ 7,790.600 224 C C a a C C a a C C. C C SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2000 3 Loan terms • The term of the loan is 20 years and the interest rate is 2 56% resulting in semiannual Loan C C r-� Clar C C ea - rat w.. raTh C C Payments in the amount of $255 086 00 or $510 172 00 annually • This results in a total annual loan obligation of $612 206 00 when the maintenance of a minimum 120% debt coverage requirement is included 5 Loan Repayment Secunty The following revenues are required to be pledged to assure repayment of the loan • "State Revenue Sharing.. Distributions" Assured through annual covenants to budget as necessary to cure up any debt service shortfall including maintenance of a minimum debt coverage of 120% For the purpose of the loan apphcation to DEP the amount of $125 324 00 has been used as the most reliably documented amount for this source of revenue This amount reflecting actual revenue from this source for the year 1996 discounts the trend that points to a larger amount each year For example projections for 1999 indicate an amount in excess of $138 000 00 The availability of these funds is evidenced by a A Florida Department of Revenue Confirmation for $125 324 00 covenng the period between October 1 1997 and September 30 1998 and b A copy of the detail postings for the year ending 9/30/97 showing a year end credit balance of 121 365 It should be noted that while the entire annual amount of this source of revenues is pledged shortfalls if any in meeting loan repayment requirements may be cured from other sources of funds available to the Village It should be further noted that the amount pledged is non cumulative and limited only the amount received in any one given year • Payment into the State Revolving Loan Repayment Account (SRLR) of 25.509 00 annually by the Village of Key Biscayne This amount represents the Village s share of the total annual debt service (before 20% coverage) to be funded as a General Fund outlay 225 114 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2000 The $25 509 00 in revenues is to be paid into the SRLR Account under an annual appropnation from the Village s General Fund Such payment is a source of revenue in addition to the State Revenue Funds pledge This pledge is reflected in Village Ordinance No 96 6 • All proceeds from the collection of Special Assessments on the estimated 706 properties and users connecting to the system calculated by adding and averaging columns D and F on Debt Repayment Analysis table or $483 793 00 annually Collection of theses revenues is secured by a Liens on the real estate with standing comparable to that of the owner=s ad valorem tax obligation b A debt service reserve equal to one year s debt service i e $510 172 00 plus the than Repayment Reserve from Loan Proceeds in the amount of $217 800 00 c Additional reserves resulting from any surplus to be retained in the SRLR Account d The pledged Revenue sharing funds assumed at $125 324 00 (For the purpose of this document this source of revenue is part of the revenue base It is also part of the Loan Reserves to the extent actual disbursement of these funds out the SRLR does not occur) Interest revenues based on 7% of the amount estimated to be retained in the SRLR Account This amount is essentially the sum of the Debt Service Reserves identified above At a simple non compounded rate of 7% this revenue source should yield about $59 704 annually discounting the use of any interest on any surplus retained cumulatively in the SRLR To recap the four revenue sources identified above include • State Revenue sharing • The Village s 5% share of the debt service on its share of the Loan obligation before coverage • Special assessments proceeds (see DEBT Repayment Analysis Interest on funds retained in the SRLR These sources total 226 $ 125 324 25 509 483 793 59.704 $ 694.330 C 0 C C C 0 C 0 Vf Illf'd C C C C C C C C C C C C C C C C C SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2000 Given a debt service requirement of $510 172 00 it is evident that 120% coverage of this debt service or a minimum of $612 206 00 is clearly achievable Moreover beyond the planned revenues the following Debt Repayment Reserves and other funds in the SRLR would be generally available at any given lime to cure any potential shortfall FT ‘taw C Fan r C C r^ C (�. C C Cm • One year s debt service to be paid into the SRLR in four Installments and retained therein until the loan is repaid as part of the reserves i e $510 172 00 • The $217 800 00 to be derived from loan proceeds and • The State Revenue Sharing funds available in the SRLR i e $125 324 00 (performing double duty as a source of revenue as well as an element of loan repayment reserves) This represents a total of $853,296 00 or better than 20 months of reserves to deal with a worst case zero revenue situation 1 Costs to Homeowners and Payment Plans Connection to the sanitary sewer system will involve three areas of cost for the benefited homeowners The first is the proportionate share of 95% of the $7,790,600 00 State DEP Loan to finance the capital cost off the system. (About $10 483 00 per unit) Three methods to finance the $10 483 00 capital cost of the system are proposed 1 A one lime all cash payment of the $10 483 00 due within one year after service becomes available in which case of course there would be no interest charge or 2 A 20 year 2 56% financing of the $10 483 00 capital cost resulting in 20 annual payments (assessments) of $699 00 This method will be available only for one year after sewer service becomes available or 3 Connection to the system at any time within the maximum 15 year penod with a one time cash payment, at the time of connection of $10 483 00 plus an amount equal to the accrued pro rata cost of interest incurred on behalf of the property owner calculated at the 2 56% rate The Financing Plan as expressed on the May 20 A Debt Repayment Analysis ® has assumed that about one third of the affected owners will opt for the second of these methods and that under the third method the rate of connections will tend to average about 28, or roughly 6% per year 227 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2000 The second area of cost is a one time charge at the time of connection (based on County 1997 fees) including $1 950 00 Abandon the septic tank and install the service lateral which connects the house to the sewer $ 50 00 Permit fee $2 000 00 - Miami Dade Water and Sewer Department Connection Fee $ 39 40 B Village Permit $4.039 40 Total Connection Fees The third area of cost is the Miami Dade Water and Sewer Department quarterly sewer bill which will vary with the amount of water usage For example if your present usage or quarterly bill is $225 00 ($75 00 per month) you can expect an additional charge of $135 00 per quarter 4 Capital Financing Plan Debt Repayment Analysis The two tables that follow descnbe a projection of cash flows in and out of a State Revolving Loan Repayment Account (SRLR) One table deals with the total amounts mvolved and the other breaks down the appropnate amounts on a per property served basis Column A of the tables reflects the fiscal year Fiscal year 1 is assumed as the year 2000 Column B shows the annual contribution to debt service from the Village s General Fund Column C shows the number of owners (about one third) assumed to opt for the 20 year plan Column D shows the annual contribution to debt service from these owners Column E shows the owners who opt for extensions until (1) their septic systems fail (2) they undertake property improvements exceeding 50% of the property s value or (3) the properties are sold The number shown for each year is an estimate based on 5% of the properties in this group At that rate at the end of 15 years 104 of these 471 will have to connect Column F shows the amount paid by the owners in the above group of 471 properties calculated to include the pm rata share of the capital cost of the system i e $10 483 00 per property plus any interest on a compounded basis accrued between availability of service and the time of connection Column G shows the sum of all collection i e columns B+D+F Column H shows the debt service covering repayment of the State Loan principal plus interest This is the amount approved by State DEP to be reflected in the Loan Agreement 228 o L. 0 C 0 0 0 0 l+Ifl's Vkllb i�alr I'IP 1111" t'II^ f7P7 dpi C S C c SST C C C C C C C C C C 1 �I SANITARY SEWER IMPROVEMENT FUND K (� i fa"‘ Sit C C C G C C C C C C C FISCAL YEAR 2000 Columns I and J show the operating results respectively on an annual and cumulative basis by deducting Column G (total collections) from Column H (the debt service obligation) Column L shows all of the revenues that flow into the SRLR before loan reserves (i e the one year s debt service to be maintained by the Village and the $217 800 00 provided as part of the loan for debt service reserves) These revenues represent the sum of Columns G+K+J Column M shows the extent to which debt service coverage is achieved by dividing Column H into Column L 229 CAPITAL FINA NCING PL AN DEBT REPAYMENT AN ALYSIS May 20 1999 N W A B C D E F G H I J K L M 1 Fiscal Yea r V illage Gen er al Fund (5 /) # Units @ 20 Year Payba ck De bt Service 20 Years Est C onn Pe r Year Us ers w/e xt ensions @ 10 483 + I nt Total Annual Collectio ns Annu al SRF Debt Service Annual Balance Cum B alance Int erest on Reser ves Pl us Pledged Reve nue Sharing Total Reven ue in SRLR Acct Before Rese rves Debt Coverage 3 2 25 509 235 164 225 28 296 822 486 556 510 172 23 616 23 616 185 028 647 967 1 270 ' 3 25 509 235 164 225 28 599 067 788 800 510 172 278 628 255 012 185 028 1 228 840 2 409 5 4 25 509 235 164 225 28 599 353 789 087 510 172 278 915 533 926 185 028 1 508 041 2 956 6 5 25 509 235 164 225 28 599 639 789 373 510 172 279 201 813 127 185 028 1 787 528 3 504 6 25 509 235 164 225 28 599 926 789 659 510 172 279 487 1 092 614 185 028 2 067 302 4 052 8 7 25 509 235 164 225 28 600 212 789 946 510 172 279 774 1 372 388 185 028 2 347 362 4 601 9 8 25 509 235 164 225 28 600 499 790 232 510 172 280 060 1 652 448 185 028 2 627 708 5 151 9 25 509 235 164 225 28 600 785 790 518 510 172 280 346 1 932 794 185 028 2 908 340 5 701 10 25 509 235 164 225 28 601 071 790 805 510 172 280 633 2 213 427 185 028 3 189 259 6 251 12 11 25 509 235 164 225 28 601 358 791 091 510 172 280 919 2 494 346 185 028 3 470 465 6 803 13 12 25 509 235 164 225 28 601 644 791 377 510 172 281 205 2775 551 185 028 3 751 957 7 354 13 25 509 235 164 225 28 601 930 791 664 510 172 281 492 3 057 043 185 028 4 033 735 7 907 15 14 25 509 235 164 225 28 602 217 791 950 510 172 281 778 3 338 821 185 028 4 315 799 8 459 16 15 25 509 235 164 225 104 1 392 502 1 582 235 510 172 1 072 063 4 410 884 185 028 6 178 148 12 110 17 16 25 509 235 164 225 0 1 111 761 1 301 495 510 172 791 323 5 202 207 185 028 6 688 730 13 111 18 17 25 509 235 164 225 0 4 868 194 601 510 172 315 571 4 886 637 185 028 5 266 266 10 323 19 18 25 509 235 164 225 0 5 154 194 888 510 172 315 284 4 571 352 185 028 4 951 268 9 705 20 19 25 509 235 164 225 0 5 441 195 174 510 172 314 998 4 256 355 185 028 4 636 557 9 088 21 20 25 509 235 164 225 0 5 727 195 461 510 172 314 711 3 941 643 185 028 4 322 132 8 472 22 21 25 509 235 164 225 0 6 014 195 747 510 172 314 425 3 627 218 185 028 4 007 993 7 856 23 Total $510 172 235 $3 284 496 471 $10 035 990 $13 830 658 N/A $3 627 218 N/A $69 935 396 6 854 [I L r CAPITAL FINANCING PLAN DEBT REPAYMENT ANALYSIS (Per Unit) May 20 1999 A B C D E F Fiscal Xear Village General Fund (5 7) $ Per Umt # Umts @ 20 I Year Payback Debt Service 20 Years $ Per Unit Estimated # of Connect Per Year Users w/extensions @ $10 483 + Int Per Unit I 2 361 235 699 28 11 179 3 361 235 699 28 r 11 479 4 36 235 699 28 11778 5 I 36 235 699 28 12 077 6 36I 235 699 28 12 377 7 36 235 699 28 12 676 8 361 235 699 28 t 12 976 9 36 235 699 28 13 275 10 36I 235 699 28 13 575 11 36I 235 699 28 13 874 12 36 235 699 28 14 1,73 13 36 235 699 28 14 473 14 36 235 699 28 14 772 15 36 235 699 104 14 878 16 36 235 699 0 0 17 (36 235 699 0 0 18 36 235 699 0 0 19 86 235 699 0 0 20- 06 235 699 0 0 21 13.0 235 699 0 0 Total $723 235 $13 977 471 N/A 232 C C 0 C C C C C C C C in in t�d5 C C C C C C Sanitary Sewer Construction Project This summary chart illustrates the amount the General Fund contribution shall reduce the payment for the homeowner For example if the village contributes 5% ($387 200) of the construction cost the annual payment would be reduced from $703 annually to $671 c C" r — n C C C C C C C C C C C r — C C 2.56 k Annual $703 Annual Option Village Portion Debt Payment Homeowner Payment 1 5% $35 $24 979 $671 2 10% $70 $49 958 $636 3 15% $105 $74 936 $601 4 20% $141 $99 915 $566 5 259' $176 $124 894 $531 6 309' $211 $149 873 $496 7 35% $246 $174 851 $460 8 40% $281 $199 830 $425 9 45% $316 $224809 $390 10 50% $352 $249 788 $354 11 60% $422 $299 745 $283 12 80% $562 $399 660 $142 13 100% $703 $499575 $0 1 Payment Options @ Various Financing Levels 2 Bonds Issued @ 2 56% Interest Rate for 20 Years $7 744 000 Village Share (Percent Village Share (Funds) Total debt m 2001 Debt Cap in 2001 5% $400 000 $20700 000 $23 700 000 10% $800 000 $21 100 000 $23 700 000 159' $1 200 000 $21 500 000 $23 700 000 20% $1 600 000 $21 900 000 $23 700 000 25% $2 000 000 $22 300 000 $23 700 000 30% $2 400 000 $22 700 000 $23 700 000 35% $2 800 000 $23 100 000 $23 700 000 40% $3 200 000 $23,500 000 $23 700 000 50% $4 000 000 $24 300 000 $23 700 000 609' $4 800 000 $25 100 000 $23 700 000 709' $5 600 000 $25 900 000 $23 700 000 80% $6 400 000 $26 700 000 $23 700 000 90% $7 200 000 $27 500 000 $23 700 000 1009' $8 000 000 $28 300 000 $23 700 000 4 C 233 Amortization vs Payment Schedule $11,000 Prmcipal Amount Principal Interest Rate Beginning Period Schedule I = 20 Year Payment Plan P & I Year Amount $176, 2 $703 3 , $703 4 $703 5 1$70-3, 6 $703 & 7 $763 8 $703 9 w$7O3 10 $703 141 _$1703 12 $703 13 < $1/03` 14 $703 15f ' $703 16 $703 1f7 ',$703' 18 $703 19 t$703 20 $703 „Ili.. $528' $11 000 2 56% TBD Cumulative P & I $176 (3 Mons) $879 $1 582 $2 285 $2 988 $3 691 $4°394 $5 097 $5 800 $6 503 $7 206 $7 909 $8612 $9 315 $10,18 $10 721 $11 424 $12 127 $12 830 $13 533 441061 (9Mos) Schedule II = 15 Year Cumulative Interest Year 1 2 3 4 5 6 7, 8 9 10 11 12 13 14 15 16 Principal Amount $11 000 $11 000 $11 000 $11 000 $11}000 $11 000 $0 000 $11 000 $1'1000 $11 000 $11 000 $11 000 $11 000 $11 000 u11000 $11 000 Interest On Interest Total P & I $70' $11070 (3 Mons) $283 $11 354 $291 $11 644 $298 $11 943 $306' $12 248 $314 $12 562 $32'2 $12 883 $330 $13 213 $338 $13 552 $347 $13 898 x"356 $14 254 st $365 $14 619 $374 $14 993 $384 $15 377 $394 $15 771 $404 $16 175 (9 Mos) Notes Schedule I shows the normal 20 year amortization principal and interest payments of $703 annually for financing $11 000 at an interest rate of 2 56% Schedule II shows a 15 year analysis that accumulates and compounds interest at a rate of 2 56% The amount of payment would be at time of connection to sanitary sewer system 234 C C C C C C C C C C C a C a C C IL' roI, VIII I�Illi uµt C C C C C C C C C C C C C C C 11 Village Amortization Schedule rna -x. r^� r-^ r'^ C r-� C s*�130,1 Clen Year 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 Total Key Figures Annual Loan Payments Interest Over "Term of Loan Sum of All Payments $24 757 44 $107 948,80 $495148 80 Yearly Schedule of Balances and Payments Beginning Payments $24 757 44 24 757 44 24 757 44 24757 44 24 757 44 2475744 24 757 44 2475744 24 757 44 24 757 44 24 75744 24 757 44 24 757 44 24 757 44 24 757 44 24757 44 24 757 44 24757 44 24 757 44 10 315 60 Balance $378 484 73 363 238 30 347 597 09 331 550 72 315 088 72 298 200 31 280 874 45 263 099 80 244 864 74 226 457 35 206 965 40 187 276 32 167 077 24 146 354 96 125 095 92 103 286 22 80 911 59 57 95740 34 408 64 1024991 Principal $15 246 15 641 16 046 16,462 16 888 17326 17 775 18 235 18 707 19 192 19 689 20199 20 722 21 259 21 810 22 375 22 954 23 549 24159 10250 235 Interest 9 511 9116 8 711 8295 7 869 7 432 6 983 6 522 6 050 5 565 5 068 4 558 4 035 3 498 2 948 2,383 1 803 1 209 599 66 Inputs Loan Principal Amount Annual Interest Rafe Loan Period in Years Base Year of Loan Based on Cumulative Principal $23 961 70 39 60291 55 649 28 72 111.28 88 999 69 106 32555 124 100 20 142 33526 161 042 65 180 23460 199 923 68 220 122 76 240 845 04 262104 283 913 78 306 288 41 329 242 60 352 79136 376 950 09 387 20000 387 200 00 u, Cumulative Interest 15 237 58 24 353 81 33 064 88 41 360 32 49 229 35 56 660 93 63 643 72 70 166 10 76 21615 81781 64 86 850 00 91 408 36 95 443 52 98,941 92 101 889 66 104,272 47 106 075 72 107 28440 107 88311 107 948 80 107 948 80 $387 200 00 256°/ 20 2000 $7 744 000 Ending Balance $363 238 347,597 331 551 315089 298 200 280,874 263 100 244 865 226 157 206,965 187 276 167 077 146 355 125 096 103 286 80912 57 957 34 409 10 250 0 Key Figures Annual Loan Payments Interest Over Term of Loan Sum of All Payments Homeowner Amortization Schedule $703 32 $3 06640 $14 066 40 Yearly Schedule of Balances and Payments Beginning Payments Year Balance 2001 2002 2003 2004 2d05 2006 2007 2008 2009 2010 2011 2012 2013 t14 2015 2016 2017 2018 2019 ;?d2A Total vt $10 752 42 10 319 03 9 874 69 241864 8 951 18 SA7140" 7 979 20 7,47425 6 956 22 6424 78 5 879 56 x,320 23 4 746 40 4 157 71 d 3'553 78 293420 ,+r2 298 57 } 1$4648 977 50 <291'18 $703 32 703 32 70332 70232E 70332 703-3'2 703 32 703 32 703 32 70332 703 32 7032 70332 1i14 a5 70332 + 7002 ' 1°1/2' 703 32 � x 703 32 it 703 32 293 05 Principal $433 444 456- 468 480 492 505 518 531 545 559 574 589 604 620 636 652 669 686 rkl 29`1 236 Interest 270 259 247 236 224 211 198 105 172 158 144 Inputs Loan Principal Amount Annual Interest Rate Loan Penod in Years Cumulative Cumulative Principal $680 97 1 125 31 1 581 16 2046',82 2 528 60 3021) 80 3 525 75 404378 4 575 22 5;12044 5 679 77 129 6253 60 115 684229 99 7,44822 84 ' t ` 1 8,06520 68 ft701 A3 51 41 9 353 52 34 10 02250 17 4 $1 1110 708 82 "' 3 064 53 2 { 11 600.00 z s 3E41 Interest 432 62 69160 939 07 1 174 73 1 398 27 990938 1 807 76 199005 2 164 93 232303 2467 02 '7 2,596 51 2 711 14 78171}5d 2 894 27 2,91.9e 801$19 304753 11 000 00 '3 066 40 $11 000 00 2 56% 20 Ending Balance $10319 9 875 9 419 8951 8 471 7979 7 474 6956 6 425 51380 5 320 4749 4 158 3,554 2 934 2,290 1 646 977 291 3 0 C C C C C C a 0 II ©©OUO©QOD©C®tOC® DEVELOPMENT OF REGIONAL IMPACT (DRI) PROJECTS r 1 0 C C C C C C 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 mcrease m 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 lints The development is a mixed use project which will include a first class luxury 264 room hotel and condominium hotel with 227 units ground breaking was held for the Grand Bay Resort Condominium Hotel July 16 1998 two condominium towers contammg 225 amts 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 private key operated elevators The residences are designed in a variety of studio one two and three bedroom floor plans ranging in size from 480 to 1 932 square feet pnced from $190 000 to the $700 000 s The Grand Bay will feature a variety of amemties including 20 000 square foot European style health spa gourmet dining facihties 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 m room massages daily maid service valet parking and 24 hour room service More than 20 000 square feet of indoor meetmg 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 Rickenbacker Causeway Signage $ 135 000 Park Improvements $ 500 000 Marjorie Stoneman Douglas Nature Center $ 50 000 Fire Service $ 32 713 Miami Dade County School Board $ 300 000 Key Biscayne School $ 300 000 The Ocean Club of Key Biscayne The Ocean Club is the second DILL 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 pro 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 milhon 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 December 2002 C The following is a breakdown of the $9 548 023 impact fees paid by the developer C Roadway Improvements $ 23 553 Monetary School Contributions $3 200 000 Monetary Fire Service Contribution $239 470 Village Beach Park (2 acres) Est $4 250 000 C Bill Baggs Cape Florida State Rec Area $140 000 Village Lake Park (1 acre) Est $ 880 000 C Variable Message Signage Contribution $ 65 000 Beach Access Promenade $ 250 000 c Local Park $500 000 C C 237 C DEVELOPMENT OF REGIONAL IMPACT (DRI) PROJECTS Lake Villa One 36 December 2001 Lake Villa Two 36 36 1997 Lake Villa Three 51 December 1998 Resort Villa One 46 30 June 1998 Resort Villa Two 46 46 November 1997 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 Condo 2 90 Single Family 49 238 March 2000 11 July 1998 September 1998 c c C C C C C C E C C C C C C C C C C C C C C C C C C C C C C C C C C C C C C r- C C C r MILESTONES FOR THE VILLAGE rr' O r= C� C' C fis C= C C Incorporation _ x Yes=1653 No=1 137 Novembert 1990 1 - Charter Adoption Yes= 1 124 No= 541 June 18 1991 Date of First Council Election September 3 1991 First Council Meeting September 23 1991 Ordinance 92 8 (Local Planning Agency) February 25 I992 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 Police Chief Hired August 17 1992 HURRICANE ANDREW ($2 212 725) - August 24 1992 Building Zonmg and Planmng Department Operational September 1 1992 Calusa Park Exchange Unofficially Craven to Village _ October 20-1992 ORDINANCE 93 2 (1t'EMA Flood) January 5 1993 Village Government Recognized byICMA h January 28 1993 Mx Police Department Operational March 1 1993 Resolution 93 08 (Opted out of Miami Dade Fire District) March 9 1993 - Organizational Chart Adopted April 27 1993 Fire Referendum 1 _ Yes= 752 No=1 313 , ; . 15 April 27 1993 _ Fire Rescue Chief Hired May 17 1993 Village Seal Adopted - 4 E June 8 1993 � w µ Stormwater Utility Fund created June 22 1993 Police Station at 85 West Enid Drive Operational - August 25 1993 Stormwater Master Plan Adopted September 14 1993 Fire Rescue Department Operational October 1 1993 C 239 MILESTONES FOR THE VILLAGE Grand Bay Project Approved November 11 1993 armiAcquisttt'en" (VtllageGreen) 994 200 Crandon Boulevard Demolished August 13 1994 an Adoptell n RESOLUTION 94 38 (Naming Village Green) October 11 1994 Solid Waste & Recychng Collection Service Inception January 1 1995 Stormwater Sewer Construction Project Commenced June 19 1995 ORDINANCE 95-8 (Master Plan Final Adoption) September 12 1995 Land Purchase $traw Ballot 1) Community Center 2 ) Village Offices Y= 706 N= 775 Y= 430 N= 938 3) Pohce/Fire Facilities Y= 584 N= 830 March 12 1996 Sidew iMI Program initiated Apn129 640-. r Fifth Year Anniversary Celebration of Incorporation June 18 1996 a an te _ !tlo t159'6�� Master Plan approved by State October 20 1996 Key Biscyane School 27 000 sq ft Ground Breaking November 1 1996 point° gembemo Petitioner s Debt Cap Charter Amendment Defeated Yes= 386 No= 646 January 21 1997 y inet il0 »7 4±M, w ` Long Range Beach Nourishment Plan Adopted October 28 1997 240 C a C C C E C C C C C C C C C C C C C C C C C C C C C C C C C C C C C MILESTONES FOR THE VILLAGE r C C C r C C G" C C Heritage Trail Dedication November 11 1997 Take and Ocean Parks dedicated to the Village February 20 199&:' '''--- Sanitary Sewer Ballot Yes= 172 No=197 February 24 1998 Floodplain Management Plan adopted April 2& 1998 Mayor Term Referendum Yes= 286 No=646 June 30 1998 CRS Rating 7 approved byFEMA March 5 1998 County School Board approves K 8 April 28 1999 Fire Rescue receives Accreditation September 10 [998 ORDINANCE 98-10 (Sanitary Sewer Improvement Fund) October 27 1998 ORDINANCE 99 3 (Special Assessment Procedures) April 20 1999 - - Mashta Bridge Dedication May 26 1999 East Emd Drive Completion July 20 1999 CRS Rating 6 August 25 1999 New Council Chamber August 31 1999 - Swale Referendum Yes= 380 No= 967 October 5 1999 ARM 241 VILLAGE OF KEY BISCAYNE The following actions were taken by the Village Council to adopt the 2000 budget RESOLUTION NO 99 69 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 Adopted July 20 1999 RESOLUTION NO 99 75 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, 1999 THROUGH SEPTEMBER 30 2000 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 Adopted September 9 1999 RESOLUTION NO 99 80 A RESOLUTION OF THE VILLAGE OF KEY BISCAYNE, FLORIDA, ADOPTING THE FINAL MILLAGE RATE OF THE VILLAGE OF KEY BISCAYNE FOR THE FISCAL YEAR COMMENCING OCTOBER 1 1999 THROUGH SEPTEMBER 30, 2000 PURSUANT TO FLORIDA STATUTE 200 065 (TRIM BILL) PROVIDING FOR AN EFFECTIVE DATE Adopted September 21 1999 ORDINANCE NO 99 7 AN ORDINANCE OF THE VILLAGE OF KEY BISCAYNE, FLORIDA, ADOPTING THE BUDGETS FOR THE FISCAL YEAR COMMENCING OCTOBER 1 1999 THROUGH SEPTEMBER 30, 2000 PURSUANT TO FLORIDA STATUTE 200 065 (TRIM BILL), PROVIDING FOR AN EFFECTIVE DATE Adopted First Reading September 9 1999 Adopted Second Reading September 21 1999 242 C C C C C C7 a Q G C C C C C C C C C� C C C C 0 C C C C C C C C C C BEACH NOURISHMENT FISCAL YEAR 2000 (l r� rer F-, C Village Beach Preservation Mission Statement `To pmvide short-term and long term momtonng and management strategies to sustain Key Biscayne s beaches as the preeminent natural asset for our community " Beach preservation maintenance and dune vegetation have been short term and long term Village Council Goals and Objectives on seven (7) separate occasions since incorporation in 1991 The Village beach was completely restored in 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 Florida and $1 172 million from local sources of which $1 063 million came from eight (8) of the 11 private beachfront property owners with the remaining $109 000 from Dade County The restoration involved approximately 460 000 cubic yards of sand added to the beach front area from the southern border of Crandon Park to the southern point of Bill Baggs Cape Florida State Recreation Area The Village beach along the Atlantic Ocean is approximately 1 2 miles long with a design berm width varying between 65 and 155 feet seaward of the Erosion Control Line (ECL) Since incorporation the following beach preservation activities and improvements have been accomplished in anticipation of a full beach nourishment 1 July 27 1993 Village Council authonzation of a three (3) year beach maintenance contract, executed August 2 1993 The contract was extended by Council until August 1998 at their rs' April 9 1996 meeting and again for a five (5) year period at their May 12 1998 meeting via Resolution 98 23 Universal Beach Service Corp beach maintenance has increased from three (3) days to five (5) days per week C 2 Construction of a complete functional dune system for beach stabilization and erosion reduction within the Village including a complete mapping of the Village dune system by University of Miami Rosenstiel School of Marine and Atmospheric Science (RSMAS) Beach Preservation Interns and five (5) public dune plantings since 1995 Significant activities include 1 January 23 1995 Metro Dade County Department of Environmental Resources Management (DERM) and Florida Department of Environmental Protection (DEP) Dune Vegetation Project totaling $48 000 for the installation of seven (7) native dune plants 2 April 13 1996 Beach Awareness Day and planting sponsored by the Village DERM and Grand Bay Resort and Residences 3 September and November 1996 Eagle Scout Projects involving exotic species and weed eradication and revegetation of Village beach dunes 4 Village partnership with the Sands Condominium m its first public/private dune creation June 28 1997 planting 2 000 sea oats as the first line of defense for a more complex biodiverse dune system and 5 an island wide dune planting event October 4 1997 involving 300 volunteers co sponsored by the Chamber of Commerce and the Lipton Championships supported by RSMAS Grand Bay DERM the Village and several ocean condominiums Six (6) poles and 18 signs were installed 300 feet off shore during February 1995 to designate No Boating along the Village beach supported by Ordinance 94-4 adopted June 14 1994 243 r-^ BEACH NOURISHMENT (conntmued) FISCAL YEAR 2000 3 Creation of the annual University of Miami Rosenstiel School of Marine and Atmospheric Science (RSMAS) Village Beach Preservation Internship Program through the efforts of RSMAS the Village and the Rotary Club of Key Biscayne annual $1 500 grant December 27 1995 4 February 1996 Dade County removal of the derelict groin structures from in front of the Ocean Club of Key Biscayne 5 Estabhshment of a Beach Preservation reserve fund October 1 1996 with a budget of $135 000 per annum totaling $915 000 by September 30 2002 6 Creation of Key Biscayne Beach Preservation informational brochure April 22 1997 7 Village Council authorized the preparation of the Long Range Beach Nourishment Plan via Resolution 96-36 on November 14 1996 Coastal Systems International Inc presented a draft copy of the plan to Council on August 26 1997 with a public information session held September 16 1997 Village Resolution 97 55 dated October 28 1997 adopted the Long Range Beach Nourishment Plan for the Village of Key Biscayne Dade County Florida which outlines the requirements and time frames for beach nourishments over the next 50 years 8 February 27 1998 work was completed on the Village Short Term Beach Nounshment For almost two (2) years Village representatives discussed with County and State officials the possibility of a small beach nourishment project utihzmg Cape Florida Wetland Restoration Sand Council adopted several resolutions authorizing the 10 000 cubic yard project including accepting funding in the amount of $110 000 from the Ocean Club Development Company Board of Dade County Commissioners Resolution R 1531 97 passed December 16 1997 approved the inter governmental agreement necessary for said project 9 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 10 Since May 1998 Key Biscayne beach ranked in the top 10 of all United States beaches by Stephen P Leatherman Ph D Florida International University (FIU) International Hurncane Center Director 11 Village Resolution 98-41 dated August 25 1998 authorized the Village Manager to contract Coastal Systems International Inc for general engineering services Since October 1 1998 the following beach nourishment activities have been accomplished 1 The Village continued its three (3) year effort of performing a full out beach nourishment This will entail placing approximately 120 000 cubic yards of beach quality sand from the 244 C cII fC C C C C C C C C C C C C C C C C C C C C C C C a C C C C: C C C C C C C.a C� BEACH NOURISHMENT (conntinued) FISCAL YEAR 2000 Commodore Club South southern boundary to the Towers of Key Biscayne northern boundary widening the beach by 90 to 110 linear feet as presented to Council on August 26 and October 28 1997 Final designs may incorporate a public walkway connecting the accesses at East Heather and East Enid Drives 2 Village Resolution 98 55 dated October 27 1998 adopted Addendum #1 to the Long Range Beach Nourishment Plan to be used as a guide to sand source selection for beach nourishment projects 3 Village Resolution 99 6 dated January 12 1999 authorized the Village Manager to contract Coastal Systems International Inc for professional coastal and environmental engineering services for the proposed 1999 Village Beach Nourishment at a cost of $395 000 On July 20 1999 Resolution 99 66 authonzed an additional $75 600 for expanded field investigations as required by the United States Army Corps of Engineers (COE) the State of Florida Department of Environmental Protection (DEP) and the Miami Dade County Department of Environmental Resources Management (DERM) 4 On February 17 1999 representatives from Coastal Systems International Inc and the Village of Key Biscayne attended a pre application meeting in Tallahassee with Florida Department of Environmental Protection (DEP) and Miami Dade County Department of Environmental Resources Management (DERM) staff to review the project scope and to identify areas of concern In general it was concluded that the most significant DEP concerns concentrated on potential seagrass impacts 5 On March 31 1999 representatives from Coastal Systems International Inc and the Village of Key Biscayne hosted a second pre application meeting in Coral Gables with DEP DERM and U S Army Corps of Engineers (COE) staff Coastal Systems presented an overview of the proposed beach nourishment biological assessments and seagrass evaluations In general it was concluded that impacts to seagrass in the proposed project site would be minimal compared to the 1987 beach nourishment project but that further investigation was required in the proposed borrow area and pipeline corridor C G C 0 6 April 22 1999 Chamber of Commerce Earth Day Breakfast presentation by Assistant to the Village Manager James D DeCocq concerning landscaping with native plants and the detriment of invasive and exotic species 7 On July 20 1999 Resolutions 99 64 and 99 65 authorized the execution of Interlocal Agreements with DEP Division of Water Facilities Bureau of Beaches and Coastal Systems in an amount not to exceed $1 189 million or up to 50% of the project cost(CS/HB3427) and DERM in an amount not to exceed $667 000 or up to 50% of the local project cost 8 August 1999 submitted Beach Nourishment Permit Applications to the COE DEP and DERM for dredge and fill activities in navigable waters and submerged State owned lands 245 BEACH NOURISHMENT (conntmued) FISCAL YEAR 2000 COST ESTIMATES FOR PROPOSED VILLAGE BEACH NOURISHMENT* Total Estimated Project Cost $2 670 000 Less State Commitment (50% of total) $1 335 000 Sub Total (Local Share) $1 335 000 Less County Commitment (50% of local share) $ 667 500 Village Portion $ 667,500 Based on the Village Long Range Beach Nounshment Plan developed by Coastal Systems International Inc adopted by Village Council via Resolution 97 55 October 28 1997 Proposed 1999 Village Beach Nourishment $2 500 000 $2 000 000 $1 500 000 $1 000 000 $500 000 $0 Cost Sharing Q Total Beach Nounshment ® State Fu ding ▪ C my Funding II Village Funding The following activities are planned for the remainder of Fiscal Year 1999 1 Completion of the Storm Preparation and Recovery Plan for the Village of Key Biscayne Beaches complimentary to the Village Humcane Plan in cooperation with National Oceanic and Atmospheric Administration (NOAA) Meteorologist and Humcane Specialist Sam Houston This document outhnes pre season pm storm mid storm and post storm activities provides impact evaluation guidelines and a list of proper avenues and contacts for mitigation and recovery concerning the beach The following activities are planned for Fiscal Year 2000 1 December 1999 approval of Permit Applications by the COE DEP and DERM for dredge and fill activities in navigable waters and submerged State owned lands 2 Three (3) month construction period scheduled to avoid sea turtle nesting season May 1 through October 31 Alternative construction is spring of 2001 3 Monitonng and mitigation as deemed necessary by permitting agencies Monitoring will minimally consist of observations of sand compaction sediment readjustment sea turtle surveys and work associated with presently undetermined mitigation projects END 246 C C C C Q C C C C C C 0 C a a 0 0 0 C 0 0 0 a HURRICANE PREPAREDNESS AND RECOVERY PLAN FISCAL YEAR 2000 Located m the center of the southern most U S barrier island situated in the path of powerful hurricanes and tropical storms the Village made an early commitment to storm preparation Even though storm mitigation had been an important issue for the Village since incorporation Humcane Andrew s destruction on August 24 1992 emphasized the dire need for a formal hurricane preparedness and recovery plan In the wake of Humcane Andrew the Village of Key Biscayne has formalized two (2) separate storm plans the Emergency Response Plan (ERP) and the Storm Preparation and Recovery Plan for the Village of Key Biscayne Beach (SPRP) as well as initiated citizen training Since incorporation the following storm preparation and recovery activities have been accomplished 1 The Village received $2 212 725 from the Federal Emergency Management Agency (F E M A ) to cover a portion of Hurricane Andrew s destruction 2 Completed May 1994 the Emergency Response Plan (ERP) outlines Village hurricane preparedness and recovery procedures Information on the ERP is annually reviewed and discussed by staff as well as disseminated to condominium managers All condominiums have been invited to share the Village radio frequency for emergency purposes As a test of effectiveness Village staff participates with other Florida Communities in the annual statewide hurricane preparedness drill cre Cn C C" 3 Village Resolution No 96 8 adopted April 9 1996 authorized Village 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 aid and assistance in times of emergencies The Village received an executed copy of this agreement from the Director of Emergency Management on October 29 1996 4 The 1996 locally produced hurricane procedures video Before the Storm is available for viewmg at the Office of the Village Clerk. The humcane video community workshops and other storm information are shown on channel 99 throughout the humcane season. Annually the Village provides through its government offices the NBC 6 brochure Storm Watch a hurricane plammig preparation and protection guide 5 In June 1997 the Village purchased a generator certified to run the two (2) fully operational stormwater pump stations as well as the entire Emergency Services Complex consisting of the Police and Fire Stations and the Emergency Operations Center (E 0 C ) 6 In July 1997 a voice mail information system became operational enabhng Village residents to obtain current governmental information by dialing (305) 365 NEWS This system enhances the Village ability to inform residents of pre incident and post mcident actions 7 The first group of 25 Commumty Emergency Response Team (C E R T ) members completed the six week training course on August 27 1998 The C ER T program is designed to train a group of 10 to 15 members of a neighborhood apartment/condominium complex or similar residential 247 HURRICANE PREPAREDNESS AND RECOVERY (continued) FISCAL YEAR 2000 area to prepare for and respond after a disaster The second 14 member class completed their training on December 19 1998 Additional CE R T classes will be scheduled throughout the remainder of the year 8 Complementary to the Humcane Plan is the Storm Preparation and Recovery Plan for the Village of Key Biscayne Beach (SPRP) Devised in 1998 by National Oceamc and Atmospheric Admunstrahon (NOAA) Meteorologist and Beach Resource Volunteer Sam Houston and Assistant to the Village Manager James DeCocq the SPRP was reviewed by several County State and Federal agencies for accuracy The plan is mtended to document pre storm and post storm Village beach conditions, as well as help to identify hazards along the Atlantic coast following any major weather phenomenon This plan was designed in response to the November 1996 storm that ravaged the Dade County coastline and the resulting realization that the Village of Key Biscayne must take steps to ensure its own beach recovery This plan is presently being reviewed and updated 9 In a continuing effort to better storm preparation and recovery efforts Village Emergency Mitigation and Recovery Manager Fire Chief John Gilbert attended the annual Governor s Hurricane Conference in Apnl 1998 as well as a seven day extended course sponsored by the MiaunDade County Office of Emergency Management in May 1998 10 In July 1998 the Village of Key Biscayne and the Ocean Club reached an agreement whereby the oceanfront development would provide manpower and equipment to clear road debns and provide post hurricane headquarters to the Village Government at no cost Ocean. Club Project Superintendent Mr Rick Chitwood acts as our contact as well as help assess damages and orchestrate the first stage of recovery This is believed to be the first pnvate public agreement of its kind in Miami Dade County 11 The President of the United States issued an emergency declaration on September 22 1998 making the Village eligible for disaster relief funding for Humcane Georges Resolution 98 60 adopted December 8 1998 authonzed the Village Manager to execute the Disaster Relief Fundmg Agreement for $112 924 12 Resolution 98 57 adopted November 17 1998 established Village support of the Humcane Mitch relief effort in Central Amenca urging residents to send aid through local charities and authonzmg the Village Manager to investigate an active role for the Village Government 13 Resolution 99 46 adopted May 11 1999 established a Special Disaster Relief Reserve Fund in which the Humcane Georges federal reimbursement of $112 924 was deposited The Village will utilize this fund for humcane plannmg and improvement of the Emergency Management Plan 14 At the nomination of the Village Ocean Club Project Superintendent Mr Rick Chitwood received the 13th Annual Governor s Humcane Conference Corporate Award on June 9 1999 for his knowledge and expertise in the principles of emergency management and hazard mitigation 248 C C+ Cr C C: G C C Ca a CJ C C C C C C) C C C C C a a C C C ; VOTER DISTRICTS (PRECINCTS) FISCAL YEAR 2000 VOTER PRECINT BREAKDOWN Precinct Poll Location Democrat Republican Minor Party No Party Total Registered 049 Key Biscayne Presbyterian Church 050 Key Biscayne Presbyterian Church 051 Key Biscayne Community School 339 625 2 283 1 249 357 669 4 283 1313 449 259 8 315 1 031 TOTAL 1 145 1 553 249 14 881 3 593 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 com II County Commissioner (District Seven) The Honorable Jimmy L Morales Downtown Office Donnie Sockel Stone Chief Administrative Aide Metropolitan Dade County Board of County Commissioners District 7 111 Northwest First Street Suite 220 Miami Florida 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 Mmagorri Secretary 1450 N E Second Avenue Suite 202 Miami FL 33132 Tel (305) 995 1334 Fax (305) 995 1572 District Office 2000 Southwest 27th Avenue Suite 102 Miami Florida 33145 Tel (305) 529 0599 Fax (305) 529 1188 E Mail district?@co miann dade fl us Web Page www co miamr dade fl us/district7 Team Metro Office Suzanne Sahebs Regional Coordinator Kendall office Kendall Town & Country 11820 Sherri Lane Miami Florida 33183 Tel (305) 270 4979 H1 1'F //rtd metro co dade fl us ELECTED STATE OFFICIALS IV Governor The Honorable Jeb Bush 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 250 C C C C C C C C E C C C C C C C C C C C. C iC C C C C C C C C C C Ci C C /CE C 0 C VILLAGE OF KEY BISCAYNE Cr: A ens L. r'' �s C t,. C C G Aides Tallahassee Office 246 Senate Office Building 404 South Monroe Street Tallahassee Florida 32399 1100 Tel (850) 487 5121 Fax (850) 921 7546 Tallahasse Office 206 House Ofice Building 402 South Monroe Street Tallahassee Florida 32399 Tel (850) 488 9930 LOCAL ELECTED OFFICIALS V Senate (District 38) The Honorable Ronald Silver (D) Sharon James Rana Magdaleno & Barbara Riderman Miami Office 2999 N E 191st Street Suite 901 Aventura Flonda 1,180 3123 Tel (305) 936 8858 Fax (305) 919 1832 VI House of Representatives (District 107) The Honorable Gustavo Barreiro Miami Office 1454 S W 1st Street Suite 100 Miami FL 33135 Tel (305) 643 7326 ELECTED FEDERAL OFFICIALS VII Umted States Senate The Honorable Bob Graham (D) Washington Aide & Address Ken Klein Chief of Staff 524 Hart Senate Office Buildmg Washington D C 20510 Tel (202) 224 3041 Fax (202) 224 2237 E Mad bobgraham@graham senate gov District Representative Ellen Roth District Director 44 W Flagler Street Ste 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 Building Washmgton D C 20510 Tel (202) 224 5274 Fax (202) 224 8022 E Mail cone @mack senate gov Miami Aide & Address 1715 Elizabeth Nodal Regional Director 777 Bnckell 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 251 VILLAGE OF KEY BISCAYNE LOCAL ELECTED OFFICIALS IX United States House of Representatives (District 18) The Honorable Ileana Ros-Lehtinen (R) Washington Aide & Address Miami Aide & Address Arturo A Estopman Debra Musgrove Chief of Staff Distnct Director 2440 Rayburn Building 9210 S W 72nd Street Suite 100 Washmgton D C 20515 0918 Miami Florida 33173 Tel (202) 225 3931 Tel (305) 275 1800 Fax (202) 225 5620 Fax (305) 275 1801 MISSION STATEMENT TO PROVIDE A SAFE QUA-ITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 252 C C C C C a a a ci U a a C a C lei C C C C C C C C C C C C a C 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 Accountability The state of being obligated to explain actions to justify what was done Accountability requires the justification for the raising of public resources and the purposes for which they are used Accounting System The total structure of records and procedures which discover record classify summarize and report information on the financial position and results of operations of a government or any of its funds fund types balanced account groups or organizational components Accrual Basis of Accounting The method which records revenues when earned (whether or not cash is then received) and records expenditures when goods or services are received (whether or not cash is disbursed at that time) Activity Departmental efforts which contribute to the achievement of a specific set of program objectives the smallest unit of the program budget Actual Prior Year Actual amounts for the fiscal year preceding the current fiscal year which precedes the budget fiscal year Adopted Budget The financial plan adopted by the Village Council as an ordinance which forms a basis for appropnations 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 authonzed to incur obligations Appraise To estimate the value particularly the value of property Appropriation The authorization by the governing body to make payments or incur obligations for specific purposes Appropriated Fund Balance The amount of surplus funds available to finance operations of that fund in a subsequent year, or years 253 FINANCIAL 1'hRMS Assess To establish an official property value for taxation Assessed Value. A valuation set upon real estate by Metro Dade County Property Appraiser as a basis for levying real property taxes (Ad Valorem Tax) Asset Resources owned or held by a government which have monetary value Assets may be tangible or intangible and are expressed in terms of cost or some other value Probable future economic benefits obtained 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 habilities 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 wntten promise to pay a designated sum of money (the pnncipal) 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 254 0 0 0 0 0 C I?t C C C C C C C C C C C C C C C C C C f E FINANCIAL TERMS r and its departments operate usually one year Budgetary Basis This refers to the basis of accounting used to estimate financing sources and uses in the budget This generally takes one of three forms GAAP cash or modified accrual C C C r r r C G C cm C r C; c Ca C Budget Calendar The schedule of key dates which the Village follows in 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 written 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 financial plans C The process of translating planning and programming decisions into specific Capacity A measure of an organization s ability to provide customers with the demanded service or products in the amount requested and in a timely manner Capital Improvement Program (CIP) A projection of capital (long-lived and significant) expenditures over the coming five years The method of financing is also indicated Cadiital Improvement Fund An account used to segregate a portion of the government s equity to be used for future capital program expenditures Capital Outlay The amount set aside in the operating budget each year for capital expenditures Capital Project Major construction acquisition or renovation activities which add value to a governments physical assets or significantly increase their useful life Also called capital improvement Capital Projects Budget A fiscal year budget for capital expenditures i e items or projects of significant value with a probable life of one or more years and the means of financing them Cash Basis The accounting method which records revenues when they are received in cash and records expenditures when they are paid 255 4 FINANCIAL TERMS Cash Management The process of managing monies for the Village to ensure maximum cash availability and maximum yield on short term investments of idle cash Certiorari A judicial proceeding to review an assessment of real property Consumer Price Index (CPI) A statistical description of price levels provided by the U S Department of labor The index is used as a measure of the increase in the cost of living (i e economic inflation) Consolidated Budget The consohdated 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 maintenance agreements professional consulting legal and auditing services Cost Sharing The contribution that a grantee must make to help fund the total cost of a project County Wide Service Area 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 include public health care (Jackson Memorial Hospital) sheriff jails courts mass transportation (Metrorail) environmental protection certain parks and public works activities elections tax collection property appraisal and social service programs The revenue to pay for countywide services comes from property and gas taxes licenses charges for services intergovernmental aid fines and forfeitures transfers and interest earnings Emergency Management Trauma Coordination and Air Rescue are part of the Miami Dade Fire Rescue 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 256 D 0 0 t4� Itll� iN IG t l� tI C C C C P C Cr C C C: C C C C C C r C C C C 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 principal and interest on borrowed funds Delinquent Taxes Taxes remaining unpaid on or after the date on which a penalty for nonpayment is attached Department A major administrative division of the Village which indicates overall management responsibility for an operation or a group of related operations within a functional area A department usually has more than one program and may have more than one fund 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 has received this award since 1993 gesm- E Employee for Fringe) Benefits Contributions made by a government to meet commitments or obligations for employee fringe benefits Included are the government s share of costs for Social Security and the deferred compensation medical legal disability and life insurance plans (^ r°^ a c Cr C C C C C Encumbrance. Commitments of funds for contracts and services to be performed When encumbrances are recorded available appropriations are correspondingly reduced These funds cease to be an encumbrance when paid and become a disbursement Enterprise Fund Funds established to account for operations which are financed and operated in a manner similar to private enterprises The intent is that the expense of providing services to the public on a continuing basis (including depreciation) be financed or recovered primarily through user fees Equity Balance remaining after liabilities are deducted from assets Equity Funding Funding is accomplished with available resources and does not include leveraged resources Project funding is dictated by the availability of cash Estimated Revenues Projections of funds to be received during the fiscal year 257 II d FINANCIAL TERMS Expenditure An expenditure is an outlay of money It includes the cost of goods delivered or services provided including operating expenses capital outlays and debt service Includes such things as paying salaries of police fire and others purchasing materials electricity water and gas and making long term debt payments F Federal Emergency Management Agency (FEMA) Federal agency responsible for the overall coordination of federal chaster response and recovery activities including public assistance programs Final Budget Term used to describe revenues and expenditures for the upcoming year beginning October 1st and ending September'30th as adopted by the Village Council 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 privilege granted by a government permitting the continuing use of public property such as city streets and usually involving the elements of monopoly and regulation Franchise Fees Fees levied by the Village in return for granting a privilege which permits the continual use of public property such as city streets and usually involves the elements of monopoly and regulation 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 the Stormwater Utility Fund and the Sanitary Sewer Fund Fund Balance The excess of entity s assets over liabilities for a fund A negative fund balance is sometimes called a deficit 258 C C 0 a a ci a C C C C C C C C C C: C C C. C C C C C C C C FINANCIAL TERMS G r GAAP Generally Accepted Accounting Principles Uniform minimum standards for financial accounting and recording encompassing the conventions rules and procedures that define accepted accounting principles 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 authorized purpose and which is therefore used to account for all revenues and all activities except those required to be accounted for in another fund Note The General Fund is used to finance the ordinary operations of a governmental unit The entity receives revenue from specific sources and spends it on specific activities " General Ledger A book file or other device which contains the accounts needed to reflect the financial position and the results of operations of an entity In double entry bookkeeping the debits ,r, and credits in the general ledger are equal therefore the debit balances equal the credit balances General Obligation Bonds Bonds for the payment of which the full faith and credit of the issuing government are pledged In issuing general obligation bonds the Village of Key Biscayne pledges (— to levy whatever property tax is needed to repay the bonds for any particular year General Obligation Bonds cannot be issued without voter approval and are usually issued with maturities of between 15 and 30 years r^ C C C C C �C C C GFOA Government Finance Officers Association An organization founded to support the advancement of governmental accounting auditing and financial reporting Goal A long term attainable target for an organization An organization s vision of the future Goals and Objectives A narrative in each department which establishes a program of non routine or especially emphasized intentions and tasks for each Village department or subdepartment during a one-year period It is not necessarily a fiscal period Grant A contribution by one governmental or other organizational unit to another The contribution is usually made to aid in the support of a specified function (for example public works) I Impact Fees Fees charged to developers to cover in whole or in part the anticipated cost of improvements borne by the Village that will be necessary as a result of the development Infrastructure The physical assets of a government (e g streets water sewer public buildings and parks) 259 FINANCIAL TERMS 4 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 forat of shared revenues Insurance Services Office/Commercial Risk Service (ISO) An insurance 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 include encumbrances Line hem 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 Millage rate One mill equals $1 of tax for each $1 000 of property value The millage rate is the total number of mills of tax assessed against this value 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 in taxes are assessed and if the millage rate is 10 then $500 in taxes are assessed Mission A description of the scope and purpose of a Village department Modified Accrual Accounting A basis of accounting in which revenues are recorded when collectable within the current period or soon enough thereafter to be used to pay liabilities of the current period and expenditures are recognized when the related liability is incurred N Non DepartmentalApprovriatwns (Expenditures) The costs of government services or operations which are not directly attributable to Village Departments 260 0 0 3 0 ea III cc GE it C C C C C C C C C E C C C C C C FINANCIAL TERMS r r 4_ r ry C C O Objective A specific measurable and observable result of an organization s activity which advances the organization toward its goal Objects of Expenditure Expenditure classifications are based upon the types or categories of goods and services purchased The Village s are 100 Personal Services (salaries and wages) 200 Payroll Related Expenses (payroll taxes retirement contributions health and insurance benefits workers compensation insurance) 300 Professional and Other Contracted Services 400 insurance rentals utilities postage advertising printing maintenance 500 Supplies Publications Dues & subscriptions 600 Capital outlay (land buildings improvements equipment construction in progress) 700 Debt Service (Principal and Interest) 800 Grants to Other Governmental Units and/or Private Organizations 900 Interfund Transfers Contingency Obligations Amounts which a government may be legally required to meet out of its resources They include not only actual liabilities but also encumbrances not yet paid Operating Budget The Village s financial plan which outlines proposed expenditures for the coming fiscal year and estimates the revenues which will be used to finance them Operating Revenue Funds that the government receives as income to pay for ongoing operations It includes such items as taxes fees from specific services interest earning and grant revenues Operating revenues are used to pay for day to day services Ordinance A formal legislative enactment by the Village Council A law OSHA Occupation Safety & Health Administration P Personnel Services Expenditures for salaries wages and related employee benefits Policy A plan course of action or guiding principle designed to set parameters for decisions and actions C Productivity A measure of the service output of Village programs compared to the per unit of resource input invested 0 C Pr grams and Objectives The descriptions of the structure purposes activities tasks and volumes or frequencies of each organizational unit shown in the budget The period spans the fiscal year katti -^* 261 FINANCIAL TERMS S 4. 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 millage rate If a house has a taxable value of $300 000 and the millage rate is 1 then $300 in taxes are assessed and if the millage rate is 10 then $3 000 in taxes are assessed. Property Tax Calculations If the taxable value of a property after taking all exemptions is $300 000 and the millage rate used to determine taxes is 3 606 then assessed taxes would be $`I (181 80 The calculation is performed by taking the taxable value ($300 000) divided by 1 000 and'multiplying it by the nullage rate (3 606) the 2000 FiscaI 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 nsk and liabilities incurred by a local government to conserve resources from accidental loss Rolled Back Mzllage Rate The millage necessary to raise the same amount of Ad Valorem tax revenue as the previous year excluding taxes from new construction It represents the millage rate level for no tax increase S 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 in the form of intangible benefits Service Charges The amount the Village receives for the provision of services and commodities or the performance of specific services benefiting the person charged 262 C C 0 C C 0 C U QC C QC C C C C C C C C C C C C C C C C C C C C S f E FINANCIAL 1'hRMS 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 pnmanly benefit those properties All tax exempt property in the affected area will also have to pay the special assessment f F C 1 C C I I (3 0 0 0 ri (3 Surplus The use of the term surplus in governmental accounting is generally discouraged because it creates a potential for misleading inference Undesignated fund balance is used instead The concept of net worth in commercial accounting is comparable to fund balance in government accounting That portion of the fund balance which is not reserved for specific purposes or obligations is called the undesignated fund balance it is the true surplus T Tax Base Total assessed valuation of real property within the Village Tax Levy The total amount to be raised by general property taxes for purposes specified in the Tax Levy Ordinance Tax Rate The amount of tax levied for each $1 000 of assessed valuation Tax Roll The official list of the Dade County Tax Assessor showing the amount of taxes imposed against each taxable property Taxing Limit The maximum rate at which the Village may levy a tax which for Honda municipalities is 10 mills or $10 per thousand dollars of assessed value Transfers Amounts transferred from one fund to finance activities in another fund TRIM Truth in niillage (section 200 065 Flonda Statute) Trust Fund A fund used to account for assets held by the City in a trustee capacity for individuals other governments or other funds U Undesignated Fund Balance That portion of the fund balance available for use in subsequent budgets The term is preferable over the commonly used and ill defined surplus User Fee Charges for specific services provided only to those paying such charges Examples would be stormwater utility and refuse collection disposal and recycling fees 263 FINANCIAL TERMS Utility Taxes Municipal charges levied by the Village on every purchase of a public service within its corporate limits Public service includes electricity gas fuel oil water and telecommunications service V Value 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 lies outside the range of planning It describes an organization s most desirable future state and it declares what the organization needs to care about most in order to reach that future w Workload Indicators An indication of the output of a department It may consist of transactions products events services or persons served END 264 C C 3 0 CD 0 CCy C C �C C C cc C C C C C C r_ C C; C G C C C C C