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HomeMy Public PortalAbout2001 Adopted Budget.tifVILLAGE OF KEY BISCAYNE FLORIDA C CC C C C C CPIN C ADOPTED FISCAL YEAR 2001 ANNUAL OPERATING AND CAPITAL BUDGET First Printing July 15 2000 Second Printing December 15 2000 MISSION STATEMENT TO PROVIDE A SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT C tem C C Vlta C t Jo IRa oMy V to F d V M} S tB Ma th Fd L B ou k Al H F Rob Old x slu J m L P t V Rage Man g C Sam 1K n VILLAGE OF KEY BISCAYNE Office of the Village Manager December 15 2000 The Honorable Mayor and Members of the Village Council Village of Key Biscayne Key Biscayne Flonda 33149 RE 2001 Budget Transmittal Letter Dear Mayor and Members of the Village Council On July 15 2000 the 2000 proposed budget of $36 170 551 was submitted to the Council of the Village of Key Biscayne Two public heanngs were held on September 12th and September 26th The Council approved the $13 598 393 General Fund budget on September 26 2000 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 clanfications and other refinements Thank you Very truly yours Samuel ssmger Village M ager CSK/adv 85 West McIntyre Street Key Biscayne Florida 33149 (305) 365 5514 Fax (305) 365 8936 MISS ON STATEMENT TO PRO\ IDE SIFEQUALITY COMMUNITY EN\ I RONMENT FOR ALL ISLA\DERS THROUGH RESPONSTFL GOVERNMFNT PROPOSED BUDGET VS ADOPTED BUDGET FISCAL YEAR 2001 REVENUES Ad Valorem Franchise Fees Utility Taxes licenses' & Permits State Shared Revenues Charges for Services Interest Grants & Donations Pryor Year Fund Balance Manager s Proposed Council Adopted Difference Budget Budget $8 556 788 $8 556 788 0 740 000 740 000 0 1 855 000 1 855 000 0 938 687 938 687 0 900 000 900 000 0 103 020 103 020 0 250 000 250 000 0 50 250 50 250 0 204 648 204 648 0 Tatca $T3 598 393 $13,598 393 0 EXPENDITURES Village Council Administration Village Clerk Village Attorney Non Departmental Debt Service Building Zoning 8, Planning Pollee Fire Rescue Public Works Recreation Capital Outlay Total Manager 5Proposed Council Adopted Budget Budget $36 254 $36 254 636 596 610 161 215 367 215 142 213 000 213 000 805 750 752 860 1 606 403 1 606 403 1 327 300 1 286 950 Difference 0 <26 435> <225> 0 <52 890> 0 <40 350> 3 227 923 3 136 498 <91 425> 3 276 969 3 240 724 <36 245> 758 809 757 589 <1 220> 494 021 492 811 <1 210> $1 000 000 1 250 000 250 000 $13,590$43 $13 598 393 0 r: C C C C C C C C C C C C C C C C 4 C 4 4 C C 4 Q C C Q C VILLAGE OF KEY BISCAYNE FLORIDA GUIDE FOR READERS OG000)() 000000 C The following information might be helpful to the reader in finding information in the budget document of the 20W programs services and financial information The Fiscal Year 2001 Key Biscayne Budget compiles financial and service delivery data in a single source document for easy reference This guide explains the budget format and will assist in locating information which may be of particular interest The 2001 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 2000 and reasons for these services The Budget Message summarizes the programs the Village will undertake and how the Budget will address them It also outlines accomplishments for Fiscal Year 2000 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 outlines the cost of Village services and how they will be funded The Revenues and Expenditures Section provides an overview of the Budget including major revenue and expenditure breakdowns and categories for the General Fund Capital Improvement Fund Stormwater Utility Fund and the Solid Waste Fund In addition there is discussion of the Village accounting structure and budget policies This section includes projections of the Villages financial condition as of September 30 2000 and comparison of financial activity over a four year period (Fiscal Year 1997 Fiscal Year 1998 Fiscal Year 1999 and Fiscal Year 2000) The budget document includes an appropriation from the General Fund to the Capital Improvement Fund The Budget is designed to be user friendly with summary information in text charts tables and graphs A glossary of 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 The Government Finance Officers Association of the United States and Canada (GFOA) presented a Distinguished Budget Presentation Award to the Village of Key Biscayne for its Annual budget for the fiscal year beginning October 7 1999 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 its eligibility for another award ON w ON ON ON aanCIA a©a©©©©aaaanaaa©aaaaC0000000©©()(-)() CONTENTS FISCAL YEAR 2001 BUDGET r r C C C C C C C V 12 3 4 5 6 78 9 10 1 12 13 21 22 26 27 37 38 41 42 44 Village Government Independent Consultants Mission Statements Organizational Chart Authorized Full Time Positions About the Key Annual Budget Procedures Fund Structure 2001 Budget Schedule Listing of Officials and Administration Listing of Independent Consultants Village Mission Statement Flowchart Departmental Breakdown Departmental Breakdown General Information Narrative Overview of Budget Procedures Narrative and Chart of Fund Structure Budget Schedule Budget Message Exhibit One Exhibit Two Exhibit Three Exhibit Four 47 50 Financial Policy Taxation Ordinance Narrative Summarizing Financial Policy Ordinance Summary 45 46 Council Goals & Objectives Narrative Overview of the FY 2001 Budget 2000 Highlights 2001 Forecast Beautification & Quality of Life Program Charts depncting General Fund Projections and property valuation Narrative Overview of Goals & Objectives 51 52 53 Consolidated Budget Summary 54 63 Fund Types Summary of FY 1999 2001 All Funds Changes in Fund Balance 3 year comparison 64 65 General Fund 66 2001 Estimated Property Taxes 67 Property Taxes 68 Appraised Value of Real Prop 69 Property Taxes 70 Certification of Taxable Value 71 General Fund Revenues 72 73 Revenue Budget Detail 74 75 General Fund Revenues 76 86 Revenue Projection Rationale 87 88 91 Expenditures Gen Fund Budget Companson Schedule of General Fund Chart of Estimated Property Taxes Chart depicting 1993 2001 values Chart of Appraised Value of Real Properly Comparison of Property Tax & Millage Setting Proposed Mill Rate Chart Comparing Budget Revenues Chart of Revenues Detail of General Fund Revenues Budget Revenue Schedule 1993 2001 Chart of Expenditures Narrative & Charts of Expenditures CONTENTS FISCAL YEAR 2001 BUDGET 92 96 97 111 112 116 117 120 121 122 128 129 142 143 156 157 166 167 176 177 189 190 Village Council Administration Office of Village Clerk Office of Village Attorney Non Departmental Debt Service Building Zoning & Planning Police Fire Rescue Public Works Recreation Capital Outlay Description and Budget Description and Budget Description and Budget Description and Budget Description and Budget Description and Budget Description and Budget Description and Budget Description and Budget Description and Budget Description and Budget Description and Budget 101 194 195 204 205 206 207 Capital Improvement Fund Village Civic Center Long Range Beach Nourishment Street Light Improvements Map of Development/Facilities Narrative Description Narrative Desorption Narrative Description Map of Zones Locations 208 212 213 214 215 Stormwater Utility Fund Stormwater Utility System Stormwater Fund Exhibits Description and Budget Map of Stormwater System Tables of Payment Schedule and Fee Collection 216 218 Solid Waste Fund Description and Budget 219 237 238 239 240 Sanitary Sewer Fund Sanitary Sewer System Sanitary Sewer Exhibits Description and Budget Map of Sanitary Sewer Zones Tables of Payment Schedule and Fee Collection 241 242 244 245 246 247 248 249 250 252 DRI Projects Important Dates for the Village Resolutions & Ordinances Hurricane Preparedness & Recovery Accomplishments & Awards Voter Districts Elected Officials Description and Amounts List of Dates Resolutions & Ordinances Narrative on Hurricane Preparedness Accomplishments for the Village Map and Chart of Voter Districts List of Elected Officials 253 266 Glossary Narrative Description of Definitions Back Cover Map of Dade County Map of Key Biscayne Map of Dade County Map of Key Biscayne 3 3 Q a a a 0 a C C6 Q C C C C C C C C E C Q C f 6 { { 1 rss F X0000 0 i C C C C C VILLAGE OF KEY BISCAYNE FLORIDA FISCAL YEAR 2001 Village Council Joe I Rasco Mayor (Term Expires 17/12/2002) Mortimer Fried Vice Mayor (Term Expires 11/14/2004) Scott Bass (Term Expires 17/72/2002) Alan H Fein (Term Expires 17/12/2002) Martha Fdez-Leon Broucek(Term Expires 17/74/2004) Robert Oldakowski (Term Expires 11/12/2002) James L Peters (Term Expires 11/14/2004) Administrative Officials C Samuel Kissinger Village Manager Conch -fa H Alvarez, CMC Village Clerk Weiss Serota Helfman Pastoriza & Guedes P A Village Attorney MISSION STATEMENT TO PROVIDE A SAFE, QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 1 VILLAGE OF KEY BISCAYNE FLORIDA FISCAL YEAR 2001 The Administrative Team Jud Kurlancheek AICP Director Eugenio Santiago Building Of icial 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 Bain Sports Coordinator Recreation Department Village Council Appointments Special Masters Dennis M 0 Nara (Term Expires on 8/29/2001) Rosemary Sala (Term Expires on 8/29/2001 Raul Lorente (8/29/2001)) 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 lsmailoff (September 92007) Servando Parapar (October28 2001) Sandra L Winters (September 9 2007) MISSION STATEMENT TO PROVIDE A SAFE QUALITY COMMUMTY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 2 a Q a a a a a a C a fa a a C 4 I 4 4 4 4 r"". N.y C' r^ u r^\ C' C t C C C r C C 0 C.� VILLAGE OF KEY BISCAYNE FISCAL YEAR 2001 INDEPENDENT CONSULTANTS Independent Auditor Rachlin Cohen & Holtz, LLP Certified Public Accountants & Consultants One Southeast 3rd Avenue Tenth Floor Miami Florida 33131 Bond Counsel Jeffrey D DeCarlo Esquire Adorno & 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 University 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 ASIA President A Gail Boorman & Associates 849 Seventh Avenue Suite 204 Naples Florida 33940 Traffic Engineers Glatting Jackson Kercher Anglin Lopez & Rinehart 33 East Pine Street Orlando Honda 32801 Tipton Associates Incorporated 760 Maguire Boulevard Orlando Florida 32803 General Architectural OBM Miami Inc 2600 Douglas Road Suite 510 Coral Gables FL 33134 Portuondo Perrot Architects 4102 Laguna Street Coral Gables Fl 33146 Robert Currie Partnership 134 N E 1st Avenue Delray Beach Florida 33444 Engineenng Services Coastal Systems International Inc 464 South Dixie Highway Coral Gables Florida 33146 Corzo Castello Carballo Thompson Salman P A 901 Ponce de Leon Boulevard Suite 900 Coral Gables Florida 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 & Jernigan 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 a a a a a a a a a a a a a C C C C C C C c C C Q C c U 4 t 4 4 I I 4 4 VILLAGE OF KEY BISCAYNE, FLORIDA ORGANIZATIONAL CHART r .1) 00 On A C C C C 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 Cf TIZE N SI R €°S IDE NTS qF KEY BPSCAY NE Local Planning Agency P 1 e/F R tame t B rd (5) 1 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 2001 is 102 an increase of 1 employee over 2000 SUMMARY 3 3 4 4 3 4 5 Office of the Village Manager Finance and Administrative Services 2 2 2 2 2 5 1 5 Office of the Village Clerk 1 5 1 5 1 5 1 5 1 5 1 5 Building Zoning and Planning 8 8 8 11 155 155 Economic Development 0 0 0 0 0 0 Police Department 35 37 37 38 5 40 40 Public Works Department 1 5 2 2 2 3 3 Fire Rescue Department 33 33 33 33 33 33 Recreation Department 3 3 3 3 2 5 3 Total Authorized Positions 87 1 89 5 90 5 95 101 102 6 C 0 C C C C C G 0 C C C Cr C C C C C C C C C C C C C C C C C C C C Q C 1 ti a 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 United States of America Two ocean resorts attract visitors throughout the year Local retail business activity serve the needs of the community residents and visitors to the island For additional information please consult the inside front cover r h 000k)000000 C t C C Form of Government Governing Body Date of Incorporation Population (Estimate provided by the University of Florida) Village Services Services provided by Miami Dade County Council Manager Village Council 6 Council member and 1 Mayor Elected at large through non partisan elections Council members have four year terms and the Mayor has a two year term June 18 1991 1995 8 892 1997 8 937 1998 9471 1999 9 689 2000 9 559 Est 2005 10 165 Est 2010 10 759 Est Full Service including Police Fire Rescue Recreation Building Zoning and Planning refuse collection and disposal and stormwater management Library schools water and sewer and certain public works functions Area Location 1 25 Square Miles Latitude 25 42 North Longitude 80 16 West Elevation 5 ft above sea level Miles of Streets 22 4 miles Number of Stations (Class 3) Fire Hydrants Emergency Response Time Number of Rescue Trucks (Ambulances; Number of Stations 1 1 169 Less than 3 minutes 2 Average Age 40 0 years Average Household Income Historic Sites $92 604 Florida Lighthouse Calusa Park Bear Cut Key Biscayne Archeological Zones and 1855U S Coast Guard Survey Marker 7 ABOUT KEY BISCAYNE Attendance Centers Number of Students Number of Teachers Electricity Telephone Miami Dade Water & Sewer Department Average Daily Consumption Sewers Participants Customers Single Family Home Rate Multi Family Unit Rate Commercial Rate Number of Parks Four (15 5 acres) Master Plan 2 5 acres per 1 000 population (25 acres) Number of Libraries Miami Dade Branch Churches Units Single Family Homes Multi Famil Units Sho..in. Centers Newspaper (Weekly) Adelphia Cable Communications (5 371 customers) Local Cable Channel E Mail 1 1 037 75 Florida Power & Light BellSouth Telephone Company 1 725 2 500 000 807 Single Family Homes 1 313 @ $220 .er annum $7 50 per month $5 00 per month Varies accordin to im.ervious area Village Green 9 5 acres Ocean Park 2 0 acres Lake Park 1 acre Calusa Park 3 76 acres 1 299 Crandon Boulevard 4 5 665 1 280 4 686 232 682 s. uare feet Centers Islander News and La Isla Miami Dade County FCC letter July 1 1997 Channel 99 info@vkb key biscayne fl us hits //,»» vkl Iray hisrnyna fit re 8 WnrlN With \A/ph Rita C C C C C a C C C al C C a C C C C C a a a a a C C c C C (Cmm C C C 4 E E ANNUAL BUDGET PROCEDURES FISCAL YEAR 2001 In accordance with the Village of Key Biscayne Charter Article III (Section 3 03 Powers and Duties of the Village Manager (Subsection 5)) the Village Manager must prepare and submit to the Council a proposed budget and capital program )00000000000( OGC);)C) BALANCED BUDGET BUDGET ADOPTION Each annual budget adopted by the Council shall be a balanced budget in accordance with the Village of Key Biscayne Charter Article IV (Section 4 05a) The Council shall by ordinance adopt the annual budget on or before the last day of September of each year If it fails to adopt the annual budget by this date the Council may by resolution direct that the amount appropriated for current operations for the then ending fiscal year be deemed appropriate for the ensuing fiscal year for a period of fifteen (15) days and may be renewed by resolution each fifteen (15) days with all items in it prorated accordingly until such time as the Council adopts an annual budget for the ensuing fiscal year An ordinance adopting an annual budget shall constitute appropriations of the amounts specified therein (Section 4 05b) SPECIFIC AF?RROPRIATION BUDGET AMENDMENTS , , E N1r$ 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) 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 Florida Department of Banking and Finance the Government Finance Officers Association in association with the American Institute of Certified Public Accountants the Charter of the Village of Key Biscayne and the Auditor General of the State of Florida The Comprehensive Annual Financial Report (CAFR) shows the status of the Villages finances on the basis of Generally Accepted Accounting Principles (GAAP) In most cases this conforms to the method by which the Village prepares its budget The Comprehensive Annual Financial Report shows fund expenditures and revenues on both a (GAAP) basis and budget basis for comparison purposes Except that (GAAP) does not take encumbrances into account until they become payable ENTERPRISE FUNDS 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 9 VILLAGE OF KEY BISCAYNE FUND STRUCTURE AND DESCRIPTION Finances of the Village of Key Biscayne are organized according to the specific purposes 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 Fiscal Year 2001 the Village of Key Biscayne will operate with the following six funds General Fund Stormwater Utility Fund Solid Waste Fund Sanitary Sewer Improvement Fund Capital Improvement Fund and Civic Center Fund The chart on the following 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 consists of just one fund - General Fund The General Fund is used to account for general Village operations and services that cannot be charged to any other fund The Enterprise Fund group consists of three funds - Stormwater Utility Fund Solid Waste Fund and Sanitary Sewer Fund The Stormwater Utility Fund is used to account for costs and revenues associated with the operation and maintenance of the Village s stormwater utility system The Solid Waste 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 materials Lastly the 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 comprised of the Capital Improvement Fund and the Civic Center Fund The 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 The Civic Center Fund is used to purchase land and construct the Village s Civic Center 10 0 O C a a a a a a a a a C C G C C C C C C c C 4 c Q 4 4 4 4 4 4 4 4 I I VILLAGE OF KEY BISCAYNE 0000000 C ea\ �s FLOW OF FUNDS STRUCTURE Sources of Funds L 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 -- Uses of Funds General Government Operations Fees & Charges Interest Prior Year Fund Balance r Loan Proceeds i i T _ 1 L_ `--i Stormwater Utility Fund ENTERPRISE FUNDS ► Sohd Waste Fund Sanitary Sewer Fund Environmental Facilities Interfund Transfers Interest Prior Year Fund Balance CAPITAL PROJECT FUNDS Capital Improvement Fund Civic Center Fund Capital Facilities and Improvements Permanent Community Facilities 11 BUDGET CALENDAR FISCAL YEAR 2001 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 2000 25 in July for use on the Notice of Proposed Taxes to be mailed to all property owners on August 24 2001 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 mil all affected property owners Below is an outline of the budget calendar for the 2001 budget ACTION 1 Staff meeting to begin preparation of 2001 Annual Budget 2 Departmental Review 3 Certification of Taxable Values by Miami Dade County Property Appraiser is finalized 4 Resolution 2000 25 a adopts proposed millage rate for 2001 and selects public hearing dates 5 Proposed FY 2001 Budget presented by Village Manager to Village Council 6 Notice of proposed tax bill and Public Hearing dates 7 First Public Hearing and tentative mill rate adopted Resolution 2000 48 8 Final Budget Hearing and adoption of the 2001 Budget Ordinance 2000 12 10 Start of new Fiscal Year 12 DATE January 25 2000 March through June 2000 July 1 2000 July 11 2000 July 15 2000 August 24 2000 September 12 2000 September 26 2000 October 1 2000 C o o o a a a C a a a a ci ol ci C o a a a a 4 4 4 4 4 4 1 1 V (lag C l J I R M) M m F d V M) S t Bas M h Fd Le B o I Al H F Rh tOld L wl LPL V[[g M g C S m I w g VILLAGE OF KEY BISCAYNE Office of the Village Manager December 15 2000 The Honorable Mayor and Members of the Village Council of the Village of Key Biscayne Key Biscayne Florida 33149 RE Message for the Fiscal Year 2001 Budget t'S Dear Mayor Councilmembers and Citizens of Key Biscayne The Fiscal Year 2001 promises to be one of the most exciting and prosperous years ever for 1 the Village of Key Biscayne As the new millennium begins the Village of Key Biscayne is on the verge of a new level of success one that will include the start of the Village Civic Center complex a renourished beach and a new Park on the shores of the Atlantic Ocean a Village Green Gazebo/Bandstand and the expansion of the Community School to a K 8 facility The combination of these projects and the relentless hard work and dedication of �. our employees will not only make the Village of Key Biscayne one of the elite municipalities in Miami Dade County but in the rest of the country as well Therefore in accordance with the Village Charter it is great pleasure and honor that I submit this balanced Proposed C Budget for your approval The budget is a plan that presents fund information by category of expense for each department and its component programs Key Biscayne is in excellent C financial condition and this budget has been prepared with a primary objective of protecting continuing and enhancing that condition The document is designed to provide a comprehensive framework for all Village activities during the next twelve months CC) 0000000 3 606 Ad Valorem Rate for 2001 The recommended rate of 3 606 is the same as last year This budget coincides with the fifth year of the Village s five year financial plan which was to maintain the ad valorem millage at the rate of 3 606 mill per $1000 assessed valuation which began in 1997 The goal has been achieved with this budget The next goal is to maintain the current 3 606 mill rate until 2005 Since 1993 the rate has been reduced by almost 257 This rate is the lowest in Miami Dade County 13 85 West McIntyre Street Key Biscayne Florida 33149 (305) 365 5514 Fax (305) 365 8936 MISSION STAT \RENT TO PROVIDE A5 FE QU LITY CO\SML\ITY ENVIRONMENT FOR BEE ISLAND RE HROLCH RESPONSIBLE GOVERN 1ENT BUDGET MESSAGE FISCAL YEAR 2001 Consolidated Budget Summary Goals and Objectives of the Village Council The 2000 Goals and Objectives were developed by the Council at the June 6 2000 Workshop Council Resolution 2000 23 unanimously adopted the Goals on June 13 2000 The Council Goals and Objectives set the tone and established the shod -term and long term priorities for development of this Budget A summary of the 2000 accomplishments is attached in Exhibit One which followsthis statement Exhibit Two contains the proposed 2001 improvement projects Exhibit Three summarizes beautification efforts completed this year 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 and Considerations The Key Biscayne Village Council has enacted certain tenents 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 Our five year projections show that we can provide for a balanced General Fund program at least until the fiscal year 2005 with no increase in the mill rate Establish by Fiscal Year 2001 a S2 million non restrictive reserve which is approximately 8% of the 2001 General Fund ($1 500 000 as of September 30 1999) in accordance with the debt ordinance requirements 14 C C C C C C C C C C C� 8 Cr G C C C Ci C ci Q� C C QC Q Q C 4' Q< Q Q 4' d 4 BUDGET MESSAGE FISCAL YEAR 2001 The Capital Improvement Program in future years will primarily consist of the Civic Center complex and Beach Nourishment program which is in accordance with the guidelines of the (1)Council Goals and Objectives (2) Master Plan and the (3) financial policy Continued adherence to the adopted financial policy while maintaining ample fund balances and reserves as the best strategy for the Village to ensure its sound fiscal position and Continue the progress towards completing the 2000 Goals and Objectives adopted unanimously by the Village Council In addition to the guidelines listed 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 non restrictive fund balance of at least $2 million C:, 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 strategic goal setting session and Annually update the five year Annual General Fund Operating Budget u projections The 2001 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 C C r r Debt Management Plan The favorable interest ratings are due not only to having solid fund balances and reserves but also result from the adoption of financial five year plans maintaining a constant 3 606 mill rate developing and implementing a pay as you go Capital Improvement Fund and conservative financial management The present borrowing rates are 4 36% 4 13% and 4 715% respectively The Village enjoys a solid reputation within the financial community A second $10 million traunche bond issue authorization is included in this budget to finance the Civic Center project A third traunche shall be required sometime after 2002 General Fund Summary Our largest source of revenue is the property tax This year our assessment increased to $2 499 049 161 from $2 223 956 515 or a 12% increase $266 591 257 15 [IL BUDGET MESSAGE FISCAL YEAR 2001 Review of Revenues General fund revenues are expected to total $13 590 053 which represents a $781 188 or 6 1% increase over the previous year s budget of $12 808 865 Ad Valorem taxes of $8 556 788 account for almost 64% of the revenues The Ad Valorem taxes increase of almost $900 000 is the largest in the history of the Village The other significant revenue increase is construction permit fees which shall generate $900 000 Utility taxes are estimated to increase from $1 7 million to $1 855 000 because of the telecommunications tax increase Revenue reductions of almost $600 000 occurred in franchise fees interest revenue and the amount of prior year s fund balance budgeted Other revenues were budgeted at last year s rates Below is a breakdown of the General Fund Revenues General Fund Revenues Proposed Fiscal Year 2001 Budget Adopted Fiscal Year 2000 Budget Difference Percent Chpng914 1 A Ad valorem Franchise Fees Utility Taxes Licenses & Permits State Shared Revenues Charges for Services Interest Grants & Donations Prior Year Fund Balance $8 556 788 740 000 1 855 000 938 687 900 000 103 020 250 000 50 250 $204 648 $7 677 766 843 425 1 700 000 531 304 900 000 103 020 494 600 118 750 $440 000 $879 022 <103 425> 155 000 407 383 0 0 <244 600> <68 500> <$235 352> 11 4% <12 3%> 91% 76 7% 0% 0% <49 5%> <57 7%> <53 3%> Total Revenues $13 598 393 $12 808 865 $789528 d1230 2001 Assessed Valuation According to the Miami Dade County Appraisers assessment roll has increased to $2 499 049 161 from $2 223 956 515 for the 2001 Budget an increase of $275 092 646 of that increase $177 568 803 is from new construction and the 2 7% from increased valuation This is the largest increase in the history of the Village The rolled back rate for this year is $3 4545 per $1 000 of assessed property or a difference of 4 39% of the proposed rate or a reduction of $378 612 tax dollars The Stormwater Utility Fee shall remain the same The Refuse Collection Fee is $220 per year the same as last year Continued residential growth and the annual adjustment for land values have provided the means to maintain the millage rate at the same level The Village continues to have an C C C C C C a C C Q+ C C C C C C C C C C C L I C Q C C 16 BUDGET MESSAGE FISCAL YEAR 2001 expanding tax base with the 2000 growth rate of approximately 12% percent for the 2001 budget Changes in assessed value will have a direct effect on actual taxes paid Properties may have the same a higher of lower value in fiscal year 2001 however the taxable value of property having a homesstead exemption cannot be increased more than 2 7 percent in accordance with Amendment 10 to the State Constitution This expansion shall continue at least until the year 2005 Funds are in place to begin the development of our Village Civic Center Project description is included in the Capital Improvement Fund Fund Balance One measure of a governments financial strength is the level of its fund balance Over the past five our years our reserved and designated fund balances are as follows C C C C C C C C C C a no 0000 1995 $2 702 748 1997 $3 401 622 1996 $3 508 685 1998 $3 603 219 1999 $3 720 236 2000 $4 215 737 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 1999 the fund has $1 500 000 This reserve should increase next fiscal year to the $2 million requirement The 1999 General Fund surplus has been appropriated to reserved or designated fund balances in accordance with the aforementioned Ordinance requirements The 2000 Budget surplus shall not be available for appropriation until the audit is complete and accepted in early 2001 In addition $196 308 has been included in the 2001 General Fund Budget There are no available undesignated funds to reduce taxes for FY 2001 Budget The 1999 audit is dated February 1 2000 and was accepted by the Village Council on April 11 2000 Surplus funds were allocated to reserves amounts and specific fund balance appropriations Review of Expenditures Total fund expenditures for the 2001 fiscal year are estimated at $13 590 053 an increase of $781 188 or 6 1% over the 2000 budget The majority of increase is associated with personnel services category which represents the salaries and wages paid to Key Biscayne employees two additional employees one police officer under the C 0 P S grant program which reimburses the Village $25 000 and a senior coordinator $30 000 $150 000 increase in the Public Works Department for beautification maintenance improvements and 17 BUDGET MESSAGE FISCAL YEAR 2001 enhancements and debt service payments have increased because of borrowing for the Civic Center Below is a breakdown of the Proposed Fiscal Year 2001 General Fund Expenditures as compared to the Fiscal Year 2000 Budget General,Fund tExp ;nc1iilUres Prbpose'd Adoptett FiscaVear Diffexerice 2401 4ueiq*t 20©0 BIZ?le`t . ± Village Council Administration Village Clerk Village Attorney Non Departmental Debt Service Building Zoning & Planning $36 254 636 596 215 367 213 000 805 750 1 606 403 1 327 300 $26 500 519 842 175 233 213 000 842 750 1 538 626 1 232 662 $9 754 116 754 40 134 0 <37 000> 67 777 94 638 36 8% 22 5% 22 9% 0 <4 4%> 4 4% 7 7% Police 3 227 923 3 039 288 188 635 6 2% Fire Rescue 3 276 969 3 221 929 55 040 1 7% Public Works 758 809 588 739 170 070 28 9% Recreation 494 021 399 000 95 021 23 8% Capital Outlay $1 000 000 $1 011 296 <11 296> <11%> Total Expenditures $13 598 393 $12 808 865 $789528 62% Review of Proposed Employee Benefit Enhancement The Village of Key Biscayne continually reviews and enhances its ability to attract employees for our organization This includes continually evaluating our on -going programs for pay and benefits These programs represent a strong affirmation that we have supported programs for the benefit of our people to improve their lives and insure the Village and our residents of the safety and security that are expected of our services Our pay plan for police service ranks in the top 10% in Miami Dade County and as with most municipal police departments includes a seven step pay plan which provides for performance based reviews and pay adjustments for our trained personnel The plan also includes Fire and Administrative and all other personnel In our continual review of the Village s benefit program I am recommending a 1% increase in the retirement contribution 18 C C C C C C C C C C C C Q C C C C C Q a C C C C C C C a a�q C C C C C C C C C BUDGET MESSAGE FISCAL YEAR 2001 (851 000) a 1% cost of living adjustments ($64 000) and the current monthly health insurance contribution of $350 be increased to $400 per month ($28 200) effective April 1 2001 for all our valued personnel The last increased insurance contribution to the village employees was in 1994 The family plan actual cost increased for fiscal year 2000 from $443 30 to $496 60 per month a 12% increase in one year The lowest cost was $41606 in 1997 However since then the rate has increased each year in four increments to the present rate The percent increase for these benefits is 2 3632% Cost of living increase is 2 7% for this area My review of all other benefits provided to our personnel are in line with other communities throughout Miami Dade County Review of The Capital Improvement Fund The Capital Outlay for Fiscal Year 2001 is 81 000 000 After the Village Council adopts the General Fund Capital Outlay the monies are transferred to the Capital Improvement Fund as per Resolution No 95 26 adopted on July 25 1995 This year s projects include contributions to reserve funds for Village facilities and beach nourishment plans for Crandon Boulevard sidewalk construction and street signs replacements 0000G0000000000000 Beginning in fiscal year 2002 and until 2005 the Capital Improvement Fund shall be substantially reduced in years 2003 (880 000) and 2004 (0) The Civic Center project shall require the debt payments to increase causing a deferral at other capital outlays 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 is to maintain the system and pay the annual debt payment until October 1 2019 The fee generates approximately $500 000 annually which shall increase to approximately 8550 00 over the next several years Billing began August 1994 The fund balance is approximately 81 033 422 as of September 30 1999 This fund financed 87 2 million of the 810 million stormwater system Other revenues were grants and General Fund appropriations This construction program began June 19 1995 and was completed by October 18 1997 The utility rate has remained the same for the past seven (7) years In 1999 a 20 -year 4 16% fixed rate interest revenue bond was issued No fee increase is recommended for the 2001 fiscal year However in fiscal year 2012 or 2013 the fee may have to be revisited for modification For additional information on this fund please consult the Stormwater Utility Fund section ofthis document Review of The Solid Waste and Recycling Collection and Disposal Fund In 1994 the Village Council authorized 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 an enhancement of the service level The 1995 five year contract terminated in 1999 The second five year contract was approved October 26 1999 (Ordinance 99 8) This contract required the fee of 8199 to be increased to $220 Our projection indicates the fee should 19 BUDGET MESSAGE FISCAL YEAR 2001 remain the same until 2004 The fund has a reserve of nearly $114 676 as of September 30 1999 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 this fund is to finance the expansion of the municipal sanitary sewer system to the unsewered areas of the community The project will be financed by a special assessment to residents benefiting from the service and a 50% contribution from the General Fund A detailed discussion of this fund can be found in the Sanitary Sewer Improvement Fund section of this document Review of The Civic Center Fund The Civic Center Fund was established when Ordinance 99 6 was adopted June 22 1999 Resolution 99 71 was approved July 23 1999 which authorized the $10 million bank loan at a fixed rate of 4 715 This proceeds shall be utilized for land acquisition and the construction of the Civic Center A second $10 million borrowing was authorized by Ordinance 2000 8 July 11 2000 Resolution 2000 57 adopted October 24th approved the loan 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 The fire at Tower Three causing the building to be demolished certainly will delay project completion The projects are proceeding ahead of 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 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 decade 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 five 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 five years without seeking further adjustments This projection is shown in our five year budget plan This includes funding the Civic Center project and assumes no change in state revenue allocation policy or major economic downturn from now until end of the decade Worth magazine ranked our community 137"' for the median pnce home sales in the country This year this number should be even higher Our taxable value per capita is the highest in South Flonda This number shall also increase next year 20 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 €t 4 4 4 BUDGET MESSAGE FISCAL YEAR 2001 2000 Award for Distinguished Budget Preparation The Government Finance Officers Association (GFOA) presented the award for distinguished budget presentationto the Village of Key Biscayne for its annual budget for Fiscal Year 2000 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 2001 Budget to GFOA to determine its eligibility for the Villages ninth consecutive award C 0 0 r 0 Acknowledgments In closing I thank you for providing the positive leadership and direction which has assisted in the preparation of this document The proposed budget meets the Mission Statement To provide a safe quality environment for all Islanders through responsible government 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 I would like to extend my sincerest gratitude to the Village s budget team Moyer and Associates our Finance Department(MichalSzymonowicz and Jane Montgomery) and Ana de Varona Administrative Assistant for their substantial contributions in developing and prepanng this document Thank you again for your support and I look forward to working with you this coming year I respectfully recommend this proposed 2001 Fiscal Year Annual Operating and Capital Budget for your consideration Thank you CSK/adv n anC)000 21 Respectfully submitted C Samuel Kissi `pier Village Manage 2001 BUDGET MESSAGE EXHIBIT ONE FISCAL YEAR 2000 HIGHLIGHTS The following is a breakdown of activities and/or projects this government has undertaken during the 2000 Fiscal Year The 2000 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 A considerable amount of time money and effort was expended discussing the Civic Center and the Sanitary Sewer construction program 1 Total 2000 Consolidated Budget The adopted 2000 Annual Budget for all funds was $23 762 775 and is broken down into the following funds General Fund is $12 808 865 Solid Waste Fund is $262 000 Stormwater Improvement Fund is $544 110 and the Sanitary Sewer Improvement Fund is $3 510 000 and the Civic Center Fund $5 487 800 The 3 606 mill rate has remained the same since 1997 2 Third Annual Town Meeting and Public Information Program The annual Town Meeting State of the Village Address and premiere of the 1999 Annual Video Report was held by Mayor Joe I Rasco on March 9 2000 at the Sonesta Beach Resort The Annual video report was shown at the State of the Village address The 1999 Annual Report was mailed to residents July 2000 3 National Flood Insurance Community Rating System The Village of Key Biscayne has now been officially notified by the Federal Emergency Management Agency (FEMA) that it has been verified as a Class 6 community in the National Flood Insurance Community Rating System This means that flood insurance policies issued or renewed effective April 1 2000 will receive a 20 percent premium discount Key Biscayne currently stands third statewide in the rating system with only Sanibel and Juno Beach enjoying better ratings The number of flood insurance policies currently in force within the Village total 6 807 covering both building and contents The savings amount to almost $400 000 4 East Enid Drive Improvement Program The Village Council authorized the East Enid Drive Improvement Program at the February 10 1998 and April 16 1998 Council meetings (Resolution 98 5) Improvements included repaving (asphalt) the 20 foot wide driving lanes 22 e c c c c C C c c c C c c c c co c C c C c c c 2001 BUDGET MESSAGE 2000 HIGHLIGHTS f 0 C c C C' adding brick paver parallel parking spaces north and south of the repaved road 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/pedestrian crossing devices installed a new well system and drainage and provided accent path lighting at crosswalk areas and along the promenade east of Ocean Drive The cost for this project is approximately $820 000 The project started on January 4 1999 and was completed in October of 1999 5 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 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 6 Municipal Information Technology Study Moyer & Associates/Severn Trent (Financial consultant) is developing a multi staged information Technologies solution to address the deficiencies of the existing legacy system These stages will be supported by a proposed core computer network affording the Village choices in the level and pace of increasingly efficient IT components A report shall be submitted to the Village Council before the end of the fiscal year 7 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 drill with three (3) other C E R T's from Miami Lakes and South Dade In August both C E R T s participated in an eight (8) hour refresher course and combined training exercise Additional C E R T programs will be scheduled throughout the remaining year 23 2001 BUDGET MESSAGE 2000 HIGHLIGHTS 8 Beautification Beautification of the Village continued with the addition of more traffic calming devices on West Heather Drive A May 16 1999 Miami Herald news article referred to Crandon Boulevard as tastefully landscaped A three tier illuminated fountain was authorized by Resolution 99 74 adopted September 16 1999 at the West Mashta Drive/Harbor Drive intersection Key Biscayne s Beautification efforts were recognized by national publication 2000 Stokes Tropicals Plant Guide 9 Twenty Miles per Hour Speed Limit Ordinance After an investigation by the Police department it was demonstrated that a speed of twenty (20) miles per hour is a reasonable speed for all local streets within the residence districts of the Village excluding Crandon Boulevard Ordinance 2000 2 adopted March 14 2000 established a twenty (20) miles per hour speed limit for the residential streets of the Village The 20 miles per hour signs have been installed and have proven to be effective 10 Traffic Calming 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 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 Drives in conjunction with a sidewalk program After a public hearing was held January 11 2000 construction started April 3 2000 The project was completed by mid -June 24 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 cc C C r 2001 BUDGET MESSAGE 2000 HIGHLIGHTS The following traffic calming projects have constructed 27 devices since the program was initiated by the Village Council in 1997 00000DC)UUUUC)C) 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 Drive 1998 Traffic Circle Bus re routed off 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 9 West Wood Drive 2002 1 Median Diverter 1 Choker Tee Intersection 1 Circle The above traffic calming projects including the design supervision and construction cost over $1 25 million 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 installed for Harbor Drive and West Mashta Drive devices West Wood Drive shall have traffic calming installed after the sanitary sewer line is installed 11 Ocean Park a Phase I The unparalled beauty provided by the Atlantic Ocean and the Key Biscayne beach is undeniably the Village of Key Biscayne s greatest asset The intent of the beach Park Plan is to achieve simplicity by design and to provide access for Village Residents to our greatest amenity With this understanding the plan of the Village Beach Park concentrates most of the activity along the beach leaving the remaining park in a passive natural design The Council at the June 8 1999 meeting authorized the staff to proceed with the construction of Phase One of the project 25 2001 BUDGET MESSAGE 2000 HIGHLIGHTS To facilitate construction and meet state coastal permitting deadlines the project was split into two (2) phases Phase I construction contract approved by Resolution 2000 2 on January 11th 2000 consists of the palm plaza (a grid of 16 Florida Royal Palms) a trellised pavilion landscaping and retaining walls and water and sewer hook ups The contract for construction was awarded to C D C Builders for $300 000 b Phase I I Construction for Phase II of the Village Beach Park was approved by Resolution 2000 34 on July 11 2000 The contract for construction was awarded to Danco Development in the amount of $8W 000 Improvements to be constructed in this final phase include extension of the 9 -ft wide Beachfront Promenade installation of a water feature as its center point construction of a 1 600 sq ff Open air pavilion construction of restrooms with outdoor shower facilities and construction of an observation tower with storage areas The landscaped open space has been designed as a natural -passive area with no programmed activity Modeled after traditional South Florida landscapes a variety of native palms trees shrubbery will provide the primary palette for this area The beach area has been extended westward from the ocean approximately 225 feet The intention is to provide an atmosphere adhering to the traditions of coastal Florida and reflecting the essence and spirit of Key Biscayne Architectural components will feature metal roofs and horizontal siding bases of the landscaped terraces will be constructed of natural limestone where hard surfaces are required they will consist of keystone pavers or brick 26 C C C C C C C C C c C C C C lli C C C C C C C C C c C m C tr 2001 BUDGET MESSAGE EXHIBIT TWO 2001 FORECAST The following is a breakdown of upcoming activities or projects the Village Government will undertake during Fiscal Year 2001 The Proposed 2001 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 Sanitary Sewer Construction Program construction of Gazebo/Bandstand on the Village Green and the plan for the Pines Canal Overlook 1 2001 General Fund Operating and Capital Budget of $13 598 393 The General Fund proposed budget for Fiscal Year 2001 is $13 598 393 an increase of 6 2% over Fiscal Year 2000 The Capital Improvement program and the Civic Center Funds have ongoing construction budgets of $15 725 000 Enterprise Funds have the following ongoing budgets for Fiscal Year 2001 Stormwater Fund $551 158 Solid Waste Fund $296 000 and Sanitary Sewer Fund $6 000 000 The Mill rate has been 3 606 since 1997 0000000000 2 Bolding Zoning & Planning Department The Department will prepare a landscape ordinance for new single family and duplex homes It is envisioned that the new ordinance will create a more tropical appearance screening between homes and additional shade Presently the Village uses the Miami Dade County regulations which do not reflect the high quality of life and image of the Village This department will continue to improve the quality of services offered to our citizens This fiscal year we intend to place the building permit system on the Internet This will enable our citizens and contractors to tract the status of plans permits and inspections The department is also storing plans on CD ROMS We have capacity to retrieve plans ans print copies in our office 3 Fire Rescue Department The Fire Rescue Depot Ir r rent 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 27 2001 BUDGET MESSAGE EXHIBIT TWO 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 Strong emphasis and commitment will continue toward the Department s highly successful public service programs such as citizen CPR classes blood pressure testing and school age fire safely 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 atthe Ocean Club of Key Biscayne and Ritz Carlton Hotel Fire Inspector State Certification is currently held by twenty seven (27) Firefighter/Paramedics Of the Village s seventeen (17) existing hi rise buildings all are in compliance with the alarm system requirements five (5) are in compliance with the sprinkler requirements and the remaining two (2) are making final 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 An members of the Department have taken a United States Coast Guard boating safety course The Department shall continue teaching Village residents the Community Emergency Response Team (C E R T) Program A C E R T is a group of ten (10) to fifteen (15) members of a neighborhood apartment/condominium complex or similar residential area who are trained to prepare for and respond after a disaster The Department continues to be the only Accredited Agency in the State of Florida based on criteria as established by the Commission on Fire Accreditation International (C F A I) The second annual review of this status will take place in Dallas in September 2000 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 28 C C G C C C C C C C C C C C C C C C C C C a a a a a a a a a 4 4 4 4 C 4 1 1 1 2001 BUDGET MESSAGE EXHIBIT TWO and quality assurance audits of the medical care delivery system 4 Police Department The Department operates as a community oriented police agency with the philosophy that the community and police should be interrelated and work together to resolve problems that negatively affect the community This partnership is most desirable because by working together we can minimize criminal activity and maximize our efforts to provide a safe environment and enhance the quality of life within our community C C r" 0 L C 0 1 0 0 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 communities with one of the lowest crime rates of the many municipal governments in the South Florida area in spite of the fact that the Miami area has one of the highest crime rates in the nation Your police department takes great pride in this fact and works very hard to maintain our low crime status The department continues to operate as a streamlined no falls organization in an efficient and cost effective manner Actual expenditures have decreased each year since the police department was formed 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 totaling $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 In order to continue our effectiveness the police department has trained both sworn and non sworn personnel in matters dealing with domestic violence and how to deal with 29 u 2001 BUDGET MESSAGE EXHIBIT TWO unique individuals Additionally all employees are 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 remains high on the department s list of priorities 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 hurricane preparedness pamphlets register bikes and conduct 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 5 Public 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 2001 include expansion of the sidewalk program to other streets around the school to be selected after our study is completed planning for the development of the Pines Canal overlook and sidewalk extension to the State Park, Crandon Boulevard planning development of the second phase of the Village Ocean Park and start the 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 contractors 30 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 C a a a a a a a a 4 4 4 2001 BUDGET MESSAGE EXHIBIT TWO 6 Recreation Department The Recreation Department will continue to serve the community and strive to accommodate the recreational and leisure desires of the residents These programs and activities sponsored by the Department include seminars tours sporting events trips to cultural and theatrical performances youth day tours spring and summer camps for children and sport clinics The Recreation Department will continue offering a swimming program at the Miami Rowing and Water Sports Center Also the Recreation Department has increased efforts to meet the needs of the Islands senior population Working with the Keep Seniors on Key Biscayne Committee (KSOKB) the Recreation department is developing a program that will meet the information recreation and service needs of this valued population An appropriation of $30 000 is included in this budget to hire a person to work with the committee Funds are included in the amount of $35 000 for the Village to contract with the Key Biscayne Athletic Club to conduct numerous activities for the Village Participation in Athletic Club activities continues to increase as well as the number of programs they provide This year youth basketball and flag football camp were some of the programs introduced this year The Department will also continue to host the following special events Halloween Weekend Celebration Key Biscayne Lighthouse Run & Walk Concert Series 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 planning for the community center 7 Finance Department The Village will continue the contract 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 corporation of the City s comprehensive annual financial report solid waste billing and collection along with license billing and collection of the Village Resolution 99 94 adopted November 9 1999 authorized the continuing contract which was executed November 15 1999 The Village has chosen a firm who is a pioneer and leader in providing contract services to local governments through an integrated approach that 31 2001 BUDGET MESSAGE EXHIBIT TWO will assure the Village of Key Biscayne the ability to continually enhance and broaden the scope of services to its residents 8 Inter Governmental Relations Representative In order for the Village to be better represented in the legislative process the Village secured intergovernmental representation from the firm of Pinsky Mitchell Partners Resolution 99-56 retained the firm until September 30 2000 9 Key Biscayne Library Funds in the amount of $42 000 are included in the 2001 budget to continue to provide for 25 additional hours of operation including Sundays from October through May for the Key Biscayne Branch of the Miami Dade Library District Resolution 99 77 adopted September 16 1999-authonzed the Village Manager to execute the inter local agreement The hours are Monday Thursday Friday and Saturday from 9 30 a m to 6 00 p m Tuesday Wednesday from 930 am to900pm and Sunday 1 00 p m to500pm County Board of Commissioners adopted Resolution (R 1308-99) authorizing the agreement Service began on January 3 2000 This is the second year for the appropriation to fund the inter -local agreement which provides for the additional library services 10 Sanitary Sewer Construction Program The Village Master Plan requires a central sanitary sewer for the entire 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) Bids were received September 9 1999 The contract was awarded November 16 1999 The contracts were extended to November 15 2000 in accordance with Resolution 2000 11 Beach Renounshment The Village will continue its effort of performing a full out beach Renounshment for the Village Beach This will entail placing 100 000 cubic yards of beach quality sand on the Village beach from the Commodore Club southern boundary to the Towers northern boundary State funding has been secured in the amount of $1 189 million authorized by Florida State Statute Section 161 and included in the 1999 State of Florida Budget and County funding of $670 000 were secured for Fiscal Year 1999 with sand source selection initiated in September 1998 (See Capital Improvement Program) 32 E ( C ( C C C C C Q C C C C C C C C C C C C C C C C C 41 I 4 41 41 Q C 41 C 41 C C 2001 BUDGET MESSAGE EXHIBIT TWO C C F C C C 00000( C C C C 12 Civic Center Plans for the Civic Center should be completed in Fiscal Year 2001 including funding in the amount of $20 million (See Capital Improvement Program for more details) 13 Ocean Park Phase II Construction for Phase II of the Village Beach Park was approved by Resolution 2000 34 On July 11 2000 The contract for construction was awarded to Danco Development Company in the amount of $800 000 Improvements to be constructed in this final phase include extension of the 9 ft wide Beachfront Promenade installation of a water feature as its center point construction of a 1 600 sq ft open air pavilion construction of restrooms with outdoor shower facilities and construction of an observation tower with storage areas The landscaped open space has been designed as a natural passive area with no programmed activity Modeled after traditional South Florida landscapes a variety of native palms trees shrubbery will provide the primary palette for this area The beach area has been extended westward from the ocean approximately 225 feet The intention is to provide an atmosphere adhering to the traditions of coastal Florida and reflecting the essence and spirit of Key Biscayne Architectural components will feature metal roofs and horizontal siding bases of the landscaped terraces will be constructed of natural limestone where hard surfaces are required they will consist of keystone pavers or brick 14 Pines Canal Overlook Project The Pines Canal Project is a proposed scenic overlook which will be located on the west side of Crandon Boulevard at the eastern terminus of the Pines Canal and within the viewing corridor to Biscayne Bay The Project will include a continuous safe pedestrian walkway on the westside to the entrance of Bill Baggs Cape Florida State Park This boardwalk located over water on the canal will be approximately 110 linear feet long by 5 feet wide with two 12 by 12 viewing pavilions at both ends The pavilions will be similar to those in the Village Green and will provide overall continuity in recreational design Sunset viewing from the boardwalk or pavilions will be optimal and provide many fine photo opportunities 33 2001 BUDGET MESSAGE EXHIBIT TWO An ancillary dock extension for police/fire rescue vessel(s) is also planned A boat hoist is proposed to preserve the condition of the boat and to prevent vandalism and theft Storage may be located anywhere along the planked dock extension or in locked storage benches within a third pavilion This plan is recommended because it would provide a portion of dock (outside the seagrass area) for emergency docking of the boat if necessary The dock extension will not be accessible to the public Three parking spaces will also be provided on the west shoulder of Crandon Boulevard for emergency vehicles only The project has been designed to avoid/minimize environmental impacts while providing a view of the bay and education about the littoral mangrove habitat 15 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 16 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 Letter dated June 1 1998 was sent to owners 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 Florida State Recreation Area to consider the establishment of a portion of the State Park for use as active playing fields 34 C C C Q C C C a a a a a a a a a a a 4 C C C C C C C Q C Q c Q C c c 4 Q ii 2001 BUDGET MESSAGE EXHIBIT TWO These discussions began July 1998 through the DCA mediated meeting between the City of Miami Dade County the Village and the Florida Departments of Community Affairs and Environmental Protection At the June 6 2000 Council Mr Richard Pinsky and Dr Steve Simon reported to the Council on the playing field issues Both reported there are legislative cabinet and county solutions that need to be explored 9000000000 000000000 17 Crandon Boulevard Master Plan Miami Dade County has funded an engineering study to prepare a Streetscape Master Plan for Crandon Boulevard from the entrance to the Village to Bill Boggs Cape Florida State Park The study will commence in the Fall and be completed in late Spring It is anticipated that the Master Plan will present recommendations that address street trees lighting wider sidewalks street lights crosswalks bike lanes signalization and other improvements that will provide for a safer pedestrian environment 18 Key Biscayne Community Elemiddle School At the June 6 2000 Council Meeting Mr Victor Alonso R A Supervisor Region IV Miami Dade County School Board addressed the Village Council regarding the playing fields at the Community School The School Board will take up consideration of a funding proposal to build a $10 million (new classroom building) at the school in order to make it equivalent to any K 8 facility The project was funded by the Board at their July Meeting Final approval was September 13th The middle learning center would house the school s sixth seventh and eighth grades and be located south of the school s two story wing The three story 52 000 square foot addition could break ground as early as next summer AT the October 24th Council Meeting Mr Alonso stated the school should be completed by 2003 The building will have room for up to 700 students with 20 general classrooms and five specialized labs including science labs It will also include physical education facilities additional dining and kitchen space and administrative offices and a ground level parking garage for 100 cars The current enrollment as of February 14 2000 is 1 035 19 Village Green Gazebo/Bandstand At the June 6 2000 Council Meeting the Village Council approved passed a motion to seek construction bids and approved a design by an architect for the Village Green Gazebo Bandstand Located near the northwest corner of the Village Green the new Key Biscayne Bandstand Gazebo is a 35 I L I 2001 BUDGET MESSAGE EXHIBIT TWO 24' high octagonal structure 16' in diameter made primarily of wood and concrete The Gazebo consists of approximately 600 sq ff of covered area and a 2 500 sq ft Outdoor storage area The Gazebo is designed to address a series of functions It can be a setting for informal concerts as well as simply being evocative bright and whimsicle piece of urban sculpture Larger performance can be accommodated on the ample stage area provided The appearance of the Gazebo is based on a reference to the rich tradition on American bandstands and park structures The structure also makes references to the cape Florida Lighthouse and other fundamental Florida elements (coral rock palms) The roof will be framed in wood with a metal shingle finish A louvered lantern is located atop the roof and will provide for the venting of the space below The columns will be pre cast concrete with a smooth finish and the floor material will be pavers on compacted sand In the center of the brick paved stage the Village seal will appear in bronze casting AT the June 6 2000 Council Meeting a motion was adopted approving the design of the structure and authorized the project to go to bid Primary technical support for the performances will be portable (speakers spotlights) therefore the flexible stage are will be equipped with the proper electrical infrastructure necessary An 18 inch high stone retaining wall with recessed lighting will surround the back of the octagonal structure in a semicircle providing a handicap ramp and a place for spectators to sit Ample night and security lighting will also be provided 20 Keep Seniors on Key Biscayne The Village is in the process of working with the Keep Seniors on Key Biscayne Committee to provide a single community resource that would be a repository of information and available resources to the islands senior community such as meal delivery and housecleaning The goal of this program is to keep seniors on their homes and out of nursing homes Representatives appeared before the Village Council on May 31 2000 The Council agreed and recommended the Keep Seniors on Key Biscayne program as a top priority in their 2000 Goals and Objectives On June 6 2000 the KSOKB program took another step toward success when the Village Council directed the Village Manager to allow one of the current 36 /C ^V V C a a C a C C' C C C C C C C C C C C C C CI C C C 4 4 fi 44 C C 4 C Q 4 c r C r� K C C C C C C C C C C C C C 2001 BUDGET MESSAGE EXHIBIT TWO staff members to help in their organizational stage The Administrative Assistant in the Manager s Office was assigned this responsibility as Senior Citizen Resource Coordinator Their most recent success occurred on July 7 2000 when the Key Biscayne Chamber of Commerce agreed to endorse the KSOKB program The Chamber is now preparing a mailing to its members with suggestions on how the business community can be more Senior Friendly On July 11 2000 the Village Council adopted Resolution 2000-26 directing funds be incorporated into the 2001 Budget and re affirmed its support for the program 37 2001 BUDGET MESSAGE EXHIBIT THREE BEAUTIFICATION AND QUALITY OF LIFE PROGRAM Since incorporating in 1991 the Village of Key Biscayne has been active in the beautification of the municipality In 1992 the Village Council adopted a Beautification and Quality of Life Program which has resulted in various improvements throughout the community This program included the Comprehensive Tree Planting Program (Over 4000 trees have been planted) a Sod Replacement Program (500 000 sf) the Crandon Boulevard Median Improvement Program (2 miles) and a Neighborhood Public Landscape Program (14 sites) In 1999 despite Hurricanes Floyd and Irene the Village Council approved plans for the following beautification projects as a continuance to the Beautjfication and Quality of Life Program I Key Biscayne Community School Maritime Hammock Project Comprehensive Invasive Exotic Removal Plan and Native Outdoor Classroom Project This project which was developed by the school administration the parent teacher association and the Village gives new meaning to the term Classroom Environment The project was funded in part by a grant from the South Florida Community Urban Resources Partnership the Village of Key Biscayne and Parent Teacher Association fund raisers The courtyard of the Key Biscayne Community School was once an unusable damp area but through a cooperative effort it now serves as an alternative to the standard indoor classroom 40 trees have been planted to provide shade for the students and teachers These trees include Gumbo Limbo Pigeon Plum Greed Buttonwood Silver Buttonwood lnkwood Longleaf Blolly Black Ironwood Redbay Live Oak Cabbage Palm and Saw Palmetto A variety of shrubs and ground cover were also planted to complement the trees Seating will allow teachers to conduct class in an outdoor setting Not only does the environment benefit from the new trees but the children also benefit from a unique educational experience Hammock Planting Project This project was an educational experience for the 200 parents and children who participated Approximately 350 shrubs were planted near the facade of the Key Biscayne Community School The shrubs that were selected were small and light in weight so that the children were able to fully participate in the tree planting experience These shrubs consisted of Coccoplum Marlberry Jamaica Caper White Stopper Spanish Stopper and Shiny Leaf Wild Coffee Although this project may seem small in size the Village of Key Biscayne will benefit greatly from it because the children that participated and learned about trees today will be teaching their children and planting trees of their own tomorrow The Key Biscayne Parent Teacher Association co sponsored this project 38 C C C a a C C C a a a C C C C Q C C c c c c c c c c c C C c C E 2001 BUDGET MESSAGE EXHIBIT THREE C C C C C c 00000000, II East Enid Drive Improvement Project The East Enid Drive Improvement Project was divided up into the three following stages The Lake Park the Pedestrian Promenade and the Palm Plaza The Lake Park improvements were completed in 1997 The two remaining stages were either completed or under construction in 1999 The Pedestrian Promenade serves as a link between the Lake Park and the Palm Plaza 125 Coconut Palm Trees and Mahogany Trees were planted along this walkway to provide Village residents shade relief while they are walking to and from the beach To encourage alternative transportation methods bicycle storage racks and N E V (Neighborhood Electric Vehicles) parking will be provided along East Enid Drive The Palm Plaza at the intersection of East Enid Drive and Ocean Drive is the primary entrance to the Village Beach Park The Plaza s major feature a grid of 16 Florida Royal Palms will act as a terminus to East Enid Drive and as a demarcation of the park s entrance Proceeding east from the Palm Plaza the promenade will continue as a 9 foot wide shaded path towards the beachfront The landscaped open space between the plaza and the beachfront has been conceived as a natural passive area with no programmed activity Modeled after traditional South Florida landscapes a variety of native palms trees and shrubbery will provide the primary palette for this area Specifically this area will include 12 Pigeon Plums 6 Green Buttonwood 2 Geiger Trees 1 Seagrape 8 Pigmy Date Palms 1 Screw Pine 7 Saw Thatched Palms 16 Royal Palms 20 West Indies Mahogany and 31 Cabbage Palms A great variety of shrubs will also be planted as well The East Enid Drive Improvement Project is just one of the many reasons why the Village of Key Biscayne is known as Island Paradise III Vista Park Improvement Project This project (which was proposed by the Mayor) at the November 16 1999 Council Meeting consists of the beautification of nine (9) areas with certain under utilized and unsightly right of ways throughout the Village Seven of the sites are prime waterfront parcels and two are large focal cul de sacs at major neighborhood street ends In order to accomplish the goals of beautification and view enhancement as well as minimal maintenance a great variety of drought tolerant shrubs and ground covers will be planted within 15 native shade and flowering tree species and 83 native palm species These planted areas will allow residents to enjoy the beauty of Key Biscayne while walking or biking throughout the island Resolution 2000 14 adopted Apnl 11 2000 authorized and financed this important project 39 2001 BUDGET MESSAGE EXHIBIT THREE IV Ocean Lane Drive Intensified planting screens multifamily residences from the street and it softens the street scape by utilizing a vanety of plant material textures and colors The original plan consisted of 33 Royal Palms planted along with a variety of shrubs such as Arbncolas Crown of Thorns Coccoplums and Linope but additional palm trees have been added This combination of palms and shrubs gives Ocean Lane Drive beautiful colors and textures which it never had before The additional trees and shrubs greatly enhance the tropical atmosphere of Key Biscayne Ornamental uplighting was installed in 1998 V Bell South Telecommunications Inc Easement Project At the request of the Village Council Bell South Telecommunications Inc granted the Village of Key Biscayne a 500 sf easement for beautification purposes (Resolution 99 02 January 12 1999 )A variety of textures and canopy levels were used to help soften the impact of a light industrial site adjacent to a single family residential neighborhood Benches were installed for residents to sit and relax Within the planting composition ten (10) 35 foot Sabal Palms were preserved and complemented with a backdrop of Cinnecord Trees The high solid canopy of the Sabals blends well with the medium height canopy of the Cinnecords to provide a full screen of the existing light industrial property from the adjacent residential neighborhood The coarse texture of the Sabals and delicate texture of the yellow flowering Cinnecords provide a pleasant aesthetic street side setting But most importantly use of these native species provides a strong base of hardy minimal maintenance vegetation which projects an ecologically conscientious image to the Village Community Resolution 99 84 adopted October 12 1999 awarded the landscape contract to Gorgeous Lawns Inc VI Traffic Calming Circles The Village installed nine (9) traffic calming devices to fulfill two main goals Safety and Aesthetics 1 Safety The traffic calming devices break up the linear flow of traffic on the island forcing motorists to reduce their speed creating a safer motorist and pedestrian environment 2 Aesthetics The traffic device landscaping softens the street scape by utilizing native plant materials of various heights textures and colors Criteria for vegetation selection within these areas include degree of hardiness wind resistance salt and drought tolerance immunity to disease and desired appearance Specifically 21 booted Sabal Palms 18 Buccaneer Palms 6 Black Beard Trees and 3 Lignum Vitea 40 C 4 a a a in a a a a a a a a a a a C C C C C C c C C C C C f C C C C C C f C !C w C a a 2001 BUDGET MESSAGE EXHIBIT THREE Trees were planted among a base of native shrub species These particular trees were chosen amongst the list of possible candidates because besides filling the aforementioned criteria they are all Key Biscayne native species they are currently threatened and endangered species and they attract birds and butterflies The landscaping in conjunction with the decoratively paved traffic circles create very attractive scenery while simultaneously meeting safety needs C f c."—; C C C C 0000000( 0000000 VII Enhancements of Existing Sites In 1995 the Neighborhood Public Landscape Program was completed A May 16 1999 Miami Herald article referred to Crandon Boulevard as tastefully landscaped Although a great success further improvements were added in 1999 These improvements included a new irrigation system lighting and additional trees and vegetation Aside from the said projects the Village is continuously searching for ways to improve the landscaping In fact in addition to the 4000 trees mentioned in the introduction an additional 500 trees were planted to replace the trees which were diseased hit by automobiles or destroyed by severe weather in or added in needed areas These 500 trees in addition to approximately 250 trees planted in the aforementioned projects equals about 750 total trees planted this year All of the efforts by the Village of Key Biscayne to keep the island green today will benefit our residents in the future Whether it is a Kapok tree in the park for parents and their children to have picnics in the shade or Royal Palms beautifying our medians the benefits of having our island green are immeasurable 41 2001 BUDGET MESSAGE EXHIBIT FOUR Village of Key Biscayne General Fund Five Year Financial Protections Fiscal Years 2001 2005 Assessed Value FY 2001 FY 2002 FY 2003 FY 2004 FY 2005 $2499049661 $2641345502 $13771752 $11 211 829 $2,880 529 028 $15029829 511901326 $3054 241 149 $15514721 $12385625 $3 168 968 166 $15389336 $12892364 Revenues Expenditures $13598393 $10 991 989 Available for Debt Service and CoptalOutlay $2606,404 $2,559924 $31285113 $3129096 $2496972 CaptalOutlay $1000000 $306903 $0 $0 $0 Available for Debt Seance $1 606404 $2253 021 $3128 503 $3129096 $2496 972 rad Borrowing Capacity -4---- (6k for 20 years) — — $18425,327 33 — $25 841969A4 $35 883 681 50 $35 890 479 88 $28 640 073 05 A 1% of Assessed Value Assessed Value Limit Current Debt Outstanding Anticipated Debt 1 Additional Debt Capacity B 15% of Gen Fund Exp Gen Fund Expenditures Limit Current Debt Service Anticipated Debt Service Status Includes $15 8 million for the $2 499 049 161 $24 990 492 $13 180 000 $21 905 000 $3 085 492 $13 598 393 $1 921 330 $1 606 403 $1 606 403 UNDER Civic Center and $2 641 345 502 $26 413 455 512 400 000 $26 400 000 $13 455 $13 771 752 S2 039 759 $1 703 021 $2 253 021 OVER $4 million for the $2 880 529 028 $28 805 290 $14 970 000 $28 815 000 ($9 710) $15 029 829 $2 065 763 $2 322 827 $3 054 241 149 $30 542 411 $3 168 968 166 $31 689 682 $15 510 000 $15495000 $28 842 000 $28 295 000 $1 700 412 $3394682 $15 514 721 $15 389 336 $2 254 474 $2 327 208 $1 979 156 $1 352 185 $3 128 503 $3 129 096 $2 496 972 OVER OVER OVER Sanitary Sewer Project This chart projects the available borrowing capacity for the next five years The current outstanding debt is $13 18 million which includes the Village Green ($3 18 M) the Civic Center ($10 M) The Village will be in compliance with the 1% of assessed value borrowing limit for all years except 2003 Available borrowing as of June 7 2000 is $8 169 million The 15% of annual budget expenditure provision is exceeded from 2002 to 2005 42 C C C C C C C C a a C a m Q a a C C Q C a C C C C 4 E 000000000 2001 BUDGET MESSAGE 14. EXHIBIT FOUR TOTAL ASSESSED PROPERTY VALUES Fiscal Year Assessed Value Difference Increase 1988 $1 076 540 793 1989 $1 040 997 329 ($35 543 464) 3 30% 1990 $1 262 010 110 $221 012 781 21 23% 1991 $1 424 569 428 $162 559 318 12 88% 1992 81 574 025 124 $149 455 696 10 49% 1993 $1 617 141 088 $43 115 964 2 74% 1994 $1 560 057 130 ($57 083 958) 3 53% 1995 81 741 921 584 $181 864 454 1166% 1996 81 767 457 006 $25 535 422 1 47% 1997 51 861 243 132 $93 786126 5 31% 1998 $2 003 049 232 $141 806 100 7 62% 1999 $2 028 174 208 $25 124 976 1 25% 2000 $2 223 956 515 $195 782 307 9 65% 2001 82 499 049 161 $275 092 646 12 37% PROJECTION Fiscal Year Assessed Value Difference Increase 2002 82 641 345 502 $142 296 341 5 69% 2003 82 880 529 028 8239 183 526 9 06% 2004 $3 054 241 149 $173 712 122 6 03% 2005 83 168 968 166 $114 727 017 3 76% $3 500 000 000 $3 000 000 000 $2 500 000 000 $2 000 000 000 $1 500 000 000 $1 000 000 000 $500 000 000 $0 Assessed Value ■■■■ ■'■■■■■I 1111111111,1111 Itat II • V■■■■■ ■■■■R■■■■■ 1988 1990 1992 1994 1996 1998 2000 2002 2004 in Assessed Value 43 l 2001 BUDGET MESSAGE Ocean Club Lake Villa One (36 Units) Lake Villa Three (50 Units) Resort Villa One (46 Units) Lake Tower(75 Units) Club Tower One (94 Units) Club Tower Two (101 Units) Club Tower Three (94 Units) Ocean Tower One (111 Units) Ocean Tower Two (111 Units) Sub Total Condor Village Grand Bay Resort Hotel Condo 1 (143 Units) Condo 2(90 Units) Single Family (49 Units) Sub Total Total Last Years Taxable Value Projected Current Years Taxable Value of Existing Property Stock (2 5% Increase over Last Year) Taxable Value of New Properly (80% of Real Assessed Value of Additional Stock) Certified Taxable Value Projected Taxable Value Certified Over (Under) Certified Taxable Value Ad Valorem Tax Village of Key Biscayne Projected Taxable Values for Fiscal Years 2000 2005 Fiscal Year 2000 Additional Fiscal Year 2001 Additional Fiscal Year 2002 Additional Property Property Property on the Tax Roll on the Tax Roll on the Tax Roll $26 406,888 $16 208 976 $66 934140 $75 880580 $73 782 436 8185 430 584 $73 782 436 $4 029 233 $13 473 900 $17 503 133 8202 933 717 $2 028 174 208 $2 078 878 563 $162,346 974 $2 223 956 515 $2 241 225 537 ($17 269 022) Fiscal Year 2003 Additional EXHIBIT FOUR Fiscal Year 2004 Additional Fiscal Year 2605 Addthonal Property Property Properly on the Tax Roll on the Tax Roll on the Tax Roll $18 656 220 $116 099 520 $47 963 735 5119 257 040 $0 $137 913 260 $116 099 520 $47 963 735 $15 000 000 $67 500 000 S72526 140 $12 249 000 $12 249 000 $11 024 100 $11 024 100 $12 249 000 $84 775 140 $78 524 100 $11 024 100 $86 031 436 $99 775 140 $216 437 360 $127 123 620 $2 223 956 515 $2,279 555 428 $68 825 149 $2 499 049 161 $2 348 380 577 $150 668 584 $7 618 608 $8556788 $2 499 049 161 $2,561 525 390 $79 820 112 $2 641 345 502 N/A $9 048 457 $2 641 345 502 S2,707 379140 $173 149 888 $2 880 529 028 N/A $9 867 828 $0 847 963 735 $2880 529 028 $3 054 241 149 $2,952,542 253 S3 130 597 178 $101 698 896 $38 370 988 $3 054 241 149 $3 168 968 166 N/A N/A $10462914 $10 855 934 The following chart depicts the projected taxable values and estimated timeline for taxable property to show up on the tax roll for the Village of Key Biscayne for Fiscal Years 2000 - 2005 44 C C C C C C C C a a a a C a a a a a a C a a a C C C C a r C 'C C C 0 C C C VILLAGE OF KEY BISCAYNE FISCAL YEAR 2001 2000 VILLAGE OF KEY BISCAYNE VILLAGE COUNCIL GOALS AND OBJECTIVES Introduction Since incorporation of the Village the Council of the Village of Key Biscayne has adopted Goals and Objectives on eight (8) separate occasions These Goals and Objectives are one of the primary factors utilizer for the development of the Annual Operating Budget and the Five (5) Year Capital Improvement Program (CIP) The CIP is updated annually On May 31 2000 the Village Council Held its annual Goals and Objective session By consensus the 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 Millage Rate Discussions 9 Land Acquisitions After extensive discussions the Council recommended the following Goals and Objectives (_listed in alphabetical order) Goals are divided into the following priorities Top and High Priorities and Long Term Objectives Top Priority (0 12 months) A Beach Renourishment Administer Renounshment Project Monitor Beach Improvement Secure Funding from Miami Dade County Study Feasibility of Artificial Reefs B Beautify All Areas Under Village Control Reconstruct Playing Field at Key Biscayne Community School Develop a Comprehensive Landscaping Program for Public Areas ® Increase Maintenance Budget Study Parking Policy and Lack of Parking and Landscaping (Grapetree Sunnse Galen and Seaview) C Civic Center D E F Community Center Fire Station Police/Administration Community Theater/Council Chamber Community Information Strategy and Action Plan Better Use of Channel 99 Village CPU System Improvement Prg Consideration of Keep Seniors of Key Biscayne (KSOKB) Governmental Involvement Short and Long Term Policies Crandon Boulevard Beautification and Improvements Develop Plan Sidewalks Bus Shelters Crosswalks G Hire New Manager 45 Tree Planting Curbing Sidewalks to State Park Pines Canal Development Vista VILLAGE COUNCIL GOALS AND OBJECTIVES H Ocean Park Complete Project (12 mos ) I Pedestrian Comprehensive Strategy Study and Implement Sidewalk Plan J Playing Fields Pursue Land in Parks Usage (Entrance Access Hours etc Develop Budget Investigate Purchase of Homes K Residential Street Signs Replace Village Street Signs Reduce Number of Signs L Sanitary Sewers • Construction Assessments II High Priority (12 24 Months) A Develop High Quality School Ballfields Increased Parking New Middle School Bldg Partner w/ KBCS/PTA/MDCPS B Harbor Drive Beautification and Improvements v Develop Plan Curbing Restructure from Crandon Boulevard to Fernwood Road C Land Acquisition for Passive Bay Park Investigate Mashta Island Property D Millage Rate E Ocean Lane Drive Street Beautification and Improvements • Reclaim Swales Sidewalks III Long Term Objectives (24 Months or More) A Residential Street Lighting Study (TBD) Village Wide Lighting Design Study • Replacing Existing Lights with Village Character Lights B Underground Utilities Study ($10 M est ) Explore Financing Options Holiday Colony Crandon Boulevard Complete at the Same Time as Item A * The above goals and objectives were adopted on June 6 2000 by Resolution 2000 23 46 1 4 ( ( ( 4 C C C C C C C a C Cr 0 0 co Co 0 0 0 0 0 0 0 co 0 0 0 0 0 0 0 0 0 4 r C C C r^ IC C C C C C C C r C C C FINANCIAL POLICY FISCAL YEAR 2001 FINANCIAL POLICY 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 Villages 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 authorizing the issuance of debt The same opportunity is provided to the electors when the budget exceeds 5 mills (5 02 (u) -B) A The Village will pay for all current expenditures with current revenues The Village will avoid budgetary procedures that balance current expenditures at the expense of meeting future years expenses such as postponing expenditures or accruing future years revenues Editor s Note This does include the appropriation of prior year fund balance Charter Section 25 4 requires surplus funds to be utilized to reduce debt or reduce taxes in the next fiscal years B C D E The budget will provide for adequate maintenance of capital plant and equipment and for their orderly replacement The Village will maintain a continuing budgetary control system to insure that it adheres to the budget The Village Administration will prepare monthly reports comparing actual revenues and expenditures with budgeted amounts Wherever possible the Village will integrate performance measurement and productivity indicators with the budget I. CAPITAL IMPROVEMENT BUDGET POLICY The Village will make all capital improvements in accordance with the Capital Improvement Program 47 I I I FINANCIAL POLICY FISCAL YEAR 2001 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 E F G 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 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 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 The Village will project its equipment replacement and maintenance needs for the next several years and will update this projection each year From the projection a maintenance and replacement schedule will be developed and followed H The Village will identify the estimated costs and potential funding sources for each capital project proposal before it is submitted to the Village Council for approval i The Village will determine the least costly financing method for all new projects A The Village will confine long term 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 48 0®®®®©©©00©©© 0 0 0 C Q C C c C C C C C C C C C C ( ( C r r C C C 0 C C C C C raN eTh FINANCIAL POLICY FISCAL YEAR 2001 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 IV. REVENUE POLICY A The Village will try to maintain a diversified and stable revenue system to shelter it from unforeseeable short run fluctuations in any single revenue source B The Village will estimate its annual revenues by an objective analytical process wherever practical C The Village will project revenues for the next year Each existing and potential revenue source will be re examined annually D Each year the Village will recalculate the full costs of activities supported by user fees to 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 49 FINANCIAL POLICY FISCAL YEAR 2001 VI. ACCOUNTING, AUDITING, AND FINANCIAL REPORTING POLICY A The Village has established and will maintain a high standard of accounting practices B The accounting system will maintain records on a basis consistent with accepted standards for local government accounting The Village will stave to obtain and retain the Certificate of Achievement from the Government Finance Officers Association (GFOA) C Regular monthly and annual financial reports will present a summary of financial activity by major types of funds D Wherever possible the reporting system will provide monthly information on the total cost of specific services by type of expenditure and if necessary by fund E An independent public accounting firm will perform an annual audit and will publicly issue a financial opinion F The Village will operate an active and fully documented internal auditing program The foregoing financial policy statements define objectives establish rules with parameters and express guidelines for fiscal conduct by the Village of Key Biscayne in connection with both operating and capital improvement budget matters 50 0000QQQQQQQ0000) C C Ct (sir C C E C C C C 6 6 f ( ( f FINANCIAL POLICY TAXATION ORDINANCE ARTICLE I IN GENERAL Sec 25 1 Definitions 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 Enterprise Fund shall not be included in the calculation of Debt f"" 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 r^� C fial r-. r C C 0 C C C ra", C 0 (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 in the general fund at the end of each fiscal year not placed by the Council in a restricted reserve fund shall be used either to reduce Debt or to reduce taxes in the next fiscal year The allocation of surplus funds between restricted reserve funds Debt reduction and tax reduction shall be at the discretion of the Village Council (Ord No 97 1 § 1 1 16 97) Sec 25 5 Policy 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 voting in a referendum election (Ord No 97 1 § 1 1 16-97) 51 CONSOLIDATED BUDGET SUMMARY FISCAL YEARS 1999 - 2001 This budget summary presents a consolidation picture of the total revenue and expenditures of the General Fund the Stormwater Utility Fund Sanitary Sewer Fund Civic Center 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 Listed are the resources of all Governmental and Proprietary funds within the Village budget 000DC)00( 0 C 0 1 0 Funding Sources Property Taxes Actual FY 1999 $7 012 714 Adopted FY 2000 $7 677 766 Adopted FY 2001 $8 556 788 Other Taxes $2 361 504 $2 543 425 $2 595 000 Licenses and Permits $668 672 $531 304 $938 687 State Shared $807 924 $900 000 $900 000 Charges for Services $164 139 $74 740 $74 740 Interest Income $253 877 $494 600 $250 000 Fines and Forfeitures $293 689 $28 280 $28 280 Stormwater Fund $533 074 $544 110 $551 158 Solid Waste Fund $271 012 $262 000 $296 000 Sanitary Sewer Fund $9 114 $3 510 000 $6 000 000 Grants $815 116 $118 750 $50 250 Capital Improvement Fund $1 405 510 $1 111 296 $1 250 000 Civic Center Fund $10 197 881 $0 $4 725 000 Other Financing Sources $0 $0 $0 Transfers In $0 $0 $0 Prior Year Balance Total $541 000 $25,335,226 $440 000 $16,236,271 $204 648 $26,420,551 52 CONSOLIDATED BUDGET SUMMARY FISCAL YEARS 1999 - 2001 EXPENDITURES Listed below are the expenditures of all Government and Proprietary funds within the Village Budget The Debt Service Budget provides for the pnncipal and interest payments of the Village Green loan and the interest on the Civic Center Loan Expenditures General Government Actual FY 1999 $844 149 Adopted FY 2000 $934 575 Adopted FY 2001 $1 074 557 Public Works $425 464 $588 739 $757 589 Stormwater Fund 2 3 $614 001 $544 110 $551 158 Solid Waste Fund $246 136 $262 000 $287 652 Sanitary Sewer Fund 2 $9 860 $3 510 000 $6 000 000 Building Zoning & Planning $1 082 176 $1,232 662 $1 286 950 Parks & Recreation $301 942 $399 000 9492 811 Public Safety $5 811 877 $6 261 217 $6 377 222 Club Center Fund $189 545+ $5 487 800 $9 245 636 Capital Improvement Fund $2;,299930 $1 150 000 $12,50x000 Non -Departmental $700 14A $842 750 $752860 Ca to! Outlay $1 017'430 $1 011 296 $1:2f,000 bebt8ervrce $1 1342.7 $1 5386226, $1 4p6, 1Q3 Sub -total $14,67$,9$4 $23,762,775 $30,932,73! Transfers $10 656 242 NA' NA' BeQir7ping Fund Balance Ending Fund Balance $8 675,416 $1!,331,65$ NA' NA' 1 Changes in Reserves and Undesignated Fund Balances cannot be determined at this time 2 Stormwater and Sanitary Sewer Project construction costs are carried as fixed assets 3 Includes Depreciation Expense of $269 729 for FY 1999 53 C C C C C C C C Ci C C C a a a C C C C C C C C C it C C t C t C I 11 e I I 00000000 C)0)C)000000000000 CONSOLIDATED BUDGET SUMMARY FISCAL YEARS 1999 - 2001 Combined Budgets Th b dg t Sew F d p16 oft Ce IF d C pialP 1 tsF d (C C me F d dth C pmallmpos rn ntF nd) dth Prop t ryF d (Storrs vat F d S Id N( teF d dd G ralF d Ca IP Ids Attu 1 Ad pled Ad pred Actual Ad pted Ad p d 1999 200(1 2001 1999 2000 2101 Ado 1999 2000 2001 P P Mawr d Ad pt d Ad pled I Re en Ad -valorem Taxes $7 012 714 57 677 766 58 556 788 I ) F anohlse Fees $740031 5843 425 $740 000 utlty Taxes $1 621 473 $1700000 51 855 000 Stot Shared Reven es $007924 5900 000 5900 000 License B Pe mt 5668672 5531 304 5939607 Cho ges for Services $457 828 $103020 $103 020 f Oth Re enue 5253 077 5434 600 5250000 5585 981 5100 000 50 L G is & Donations $815116 5118 750 550 250 Co t [button Othe Funds $0 $0 50 $1 017 430 $1 011 290 $1 250 000 ( -L, Other Fno al R ou 0es $0 $0 $0 $10 000 000 30 $4 725 000 $0 $3500000 56000000 P1 Yea Fund Bolan e $541000 $440 000 $204 648 SL- Op t ng Reven e 5750 040 3755 610 3791 750 m- \ I terest Income 363 160 $60 500 $55900 0°it 5 1 I Re nues 512,918635 612,608,885 313,698393 511 803,391 $1111296 35,975000 5813200 54315 110 38847150 7"1 Exp dit Adm notrat d Legal $844149 5934 575 $1101217 Poioe and F $5 811 877 $6 281 217 $6504892 Building Zoning& Planning $10921 6 $1 2 2 662 $1 327 300 Pub( o Works $425 464 5580 739 $7 8 809 Debt Servl a $1 136 327 $1530626 $1606403 Non Departm toI $700146 $842 750 5805 750 Recre tl 5301 942 3399 000 $494 021 Cop MI clay 51 017 430 $1011296 51 000 000 $2 489 475 Cop tol Projects $0 50 50 56 637 800 $10 495 536 $0 $3 500 000 56000000 Adm Moat eCo t 560028 5154786 $161536 P o pal and interest $301499 $$422583 $416 622 Contractual Sevlce $238741 $230 741 $260 652 Deprec at o $269 729 $0 30 T 1 I Exp ntldu es 611,319 512 512 808 865 513,598 393 52489,475 36 637 800 510,495 $39 5869,997 54 316110 58,838 810 R v Ove (D de ) Expenditure 61699123 $0 50 39 113,918 (55,528504) (54 520536) MS 797) $0 $8349 F d Balance Begun; g f Y ar 53,503219 66,202,342 $5 202 342 $4 134 438 $13218364 57721,050 $937 759 31 150 691 51 160 891 D pre aOan Add 8a k 50 30 50 50 50 30 $269729 50 50 Fu d Balance E dof Year 55,202 342 65202,342 $5202343 313246 354 57 721 850 53201.314 51 150501 51 150 691 51159,039 54 CONSOLIDATED BUDGET SUMMARY FISCAL YEARS 1999 - 2001 Total All Fund Types The General Fund has an annual appropriated Budget The Capital Improvement and the Civic Center Funds have Project length budgets and all are reported on the modified accrual basis of accounting Capital outlay and principal debt payments are budgeted as expenditures Depreciation is not budgeted but is recorded on completed capital projects in the Proprietary Funds Percen Change Actual Adopted Proposed Aaopted Percent of over Revenues FY 1999 rY2000 FY2001 FY2001 To at FY2000 Ad -Valorem Taxes $7 012 714 $7 677 766 $8,556 788 $8 556 788 32 47 11 4% Franchise Fees $740 031 $843 425 $740000 $740,000 2.87 1237 Utility Taxes $1 621 473 $1700000 $1 855 000 $1855000 707 917 State Shared Revenues $807 924 $900 000 $900,000 $900000 3 4% 0 07 Licenses & Permits $668 672 $531304 $938 687 $938 687 3.67 76 7% Charges for Services $457828 $103020 $103020 $103020 04% 0.0% Other Revenue $902998 $655100 $305408 $305408 127 5347 Operating Revenue $750040 $755 610 $791 750 $791 750 307 4 8% Grants & Donations $815 116 $118 750 $50 250 $50 250 027 57 77 Contnbutions Other Funds $1 017 430 $1 011 296 $10M000 $1,250,000 47% 2367 Other Financial Resources $10000000 $3 500 000 $10 725 000 $10725000 40 6% 20647 Prior Year Fund Balance $541 000 $440 000 $204 648 $204 648 0 8% 53 57 Total Revenues $25 335 226 $18 236 271 $26 170 551 $26 420 551 100 07 44 97 Actual Adopted Pr000 Ad Adopted Percent of over Expenditures FY 1999 FY 2000 FY 200 i FY 2001 Total FY 2000 Administrative and Legal $904 177 $1089,361 $1262 753 $1 236093 407 135% Police and Fire $5 811,877 $6261 217 $6,504,892 $6,377 222 20 67 1 97 Building Zoning & Planning $1 082 176 $1 232 662 $1 327200 $1 286 950 4.27 4 47 Public Works $425 464 $588 739 $758 809 $757,589 24% 2877 Debt Service $1 437,826 $1 961 209 $2 023,025 $2 023 025 6 57 3.2% Non -Departmental $700 146 $842 750 $805 750 $752,860 247 1077 Recreation $301 942 $399,000 $494021 $492,811 1 6% 23.5% Capital Outlay $3 506 905 $1 011 296 $1 000 000 $1 250,000 40% 236% Capital Projects $0 $10 137 800 $16245536 $16 495 536 5337 627% Contractual Services $238 741 $238 741 $260 652 $260 652 0 8% 92% Depreciation $269 729 $0 $0 $0 007 N/A Total Expenditures $14 678 984 $23 762 775 $30 682 739 $30 932 739 99 2% 302% Revenue Over (Under) Expenditures $10 656 242 ($5 526 504) (34 512 188) ($4 512 188) Fund Balance Beginning of Year $8 675 416 $19 601 387 $14 074 883 314 074 883 Depreciation Add Back $269 729 $0 $0 $0 Fund Balance End of Year $19 601,387 $14 074 883 $9 562 696 $9 562 696 55 C C C C C C C C C W V W C /C V C �©n W V W W C C a C C airy CONSOLIDATED BUDGET SUMMARY FISCAL YEARS 1999 - 2001 General Fund The adopted General Fund Budget of $13 598 393 is an increase of $789,528 or 627 over Fiscal Year 2000 Overall increases in the Village Budget can be attributed to an increase in personnel expenses which include a 17 increase in the Cost of Living Allowance (COLA) and a 17 increase n Retirement plus a market increase in insurance premiums Along with the above mentioned increases the 1507 increase in Administrative and Legal is due to an additional two positions Grants Specialist and Adminstrative Intern an Information Technology contract for $50 000 and an increase to the legal advertsmg portion of the budget The 28 77 increase in the Public Works budget is attributed to $150 WO increase in the Contractual Services portion of their budget and the 2357 increase in Recreations budget is due to increased recreational services and the addition of $20,000 for contract services 7 Change Actual Adopted Proposed Adopted Pe cen of over Revenues FY 1999 FY den) FY 2001 F\ 200 € Total FY 2000 Ad -Valorem Taxes $7 012 714 $7 677 766 $8 556 788 $8,556 788 62 9% 11 47 Franchise Fees $740 031 $843 425 $740 000 $740000 547 1237 Utility Taxes $1 621 473 $1 700,000 $1 855 000 31 855 000 1367 917 State Shared Revenues $807 924 $900,000 $900 000 3900 000 6 6% 0 07 Licenses & Permits $668 672 $531,304 3938 687 $938 687 6 9% 76 77 Charges for Services 3457,828 $103,020 $103020 5103 020 087 0.07 Other Revenue $253,877 $494 600 $250 000 3250 000 1 87 49 57 Grants 8. Donations $815 116 $118 750 350 250 350 250 0 4% 57 77 Contnbutions Other Funds $0 30 $0 30 00% N/A Other Financial Resources 30 30 50 30 007 N/A Pnor Year Fund Balance 3541,000 $440 000 3204 648 $204 648 1 5% 53 57 0000000( 0 r Total Revenues $12 918 635 512 808 865 $13,598 393 $13 598 393 100 07 627 Change Actual Adopted proposed Adopted Percent of over Expenditures FY 1999 FY 2000 Y 2001 FY 2001 Tota FY 200C) Administrative and Legal 3844 149 $934575 $1 101 217 $1 074,557 797 15.07 Police and Fire $5811,877 $6 261 217 $6 504 892 $6 377,222 46 9% 1 9% Budding Zoning& Planning 31,082 176 $1,232662 $1 327 300 $1 286 950 957 447 Public Works $425 464 3588 739 $758 809 $757 589 5 67 28 7% Debt Service 31 136 327 $1 538 626 $1 606 403 31 606 403 1187 447 Non Departmental $700 146 $842 750 $805 750 $752 860 557 1077 1 Recreation $301 942 $399 000 $494 021 $492 811 3 67 23 57 l Capital Outlay $1 017 430 31 011 296 $1 000 000 $1 250 000 927 2367 Capital Projects $0 $0 $0 $0 0 0% N/A Total Expenditures Revenue Over 311,319512 512 808 865 313598393 313 598 393 10007 62% (Under) Expenditures $1 599 123 $0 30 30 C Fund Balance Beginning of Year $3603219 $5,202342 35,202 342 55 202 343 Fund Balance End of Year 35 202 342 $5 202 342 35202 343 $5 202 343 c C 56 CONSOLIDATED BUDGET SUMMARY FISCAL YEARS 1999 - 2001 Capital Improvement Fund 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 Actual Adopted Proposed Adopted Revenues FY 1999 FY 2000 FY 2001 FY 2001 Ad Valorem Taxes $0 $0 $0 $0 Franchise Fees $0 $0 $0 $0 UtilityTaxes $0 $0 $0 $0 State Shared Revenues $0 $0 $0 $0 Licenses & Permits $0 $0 $0 $0 Charges for Services $0 $0 $0 $0 Other Revenue $388 080 $100 000 $0 $0 Grants & Donations $0 $0 $0 $0 Contributions Other Funds $1 017 430 $1 011 296 $1 000 000 $1 250 000 Other Financial Resources $0 $0 $0 $0 Prior Year Fund Balance $0 $0 $0 $0 Total Revenues $1 405 510 $1 111296 $1 000 000 $1 250 000 Actual Adopted Properea Adopted Expenditures FY 1999 F 2000 FY 2001 FY 2001 Administrative and Legal $0 $0 $0 $0 Police and Fire $0 $0 $0 $0 Building Zoning & Planning $0 $0 $0 $0 Public Works $0 $0 $0 $0 Debt Service $0 $0 $0 $0 Non Departmental $0 $0 $0 $0 Recreation $0 $0 $0 $0 Capital Outlay $2 299 930 $0 $0 $0 Capital Projects $1 150000 $1 000000 $1 250000 Total Expenditures $2 299 930 $1 150 000 $1 000 000 $1 250 000 Revenue Over (Under) Expenditures ($894 420) ($38 704) $0 Fund Balance Beginning of Year $4 134 438 $3 240 018 $3 201 314 $3 201 314 Fund Balance End of Year $3 240 018 $3 201 314 $3 201 314 $3 201 314 57 C C C C C C C C C C + , C e C C C Q C C C C C C C C C C C C C It It C C C (i C CONSOLIDATED BUDGET SUMMARY FISCAL YEARS 1999 - 2001 Civet Center Fund The Civic Center Fund was created in Fiscal Year 1999 It receives funds from a Bond Issue to begin the construction program to purchase land and build the Village Fire Station and related costs Project expenditures are moved yearly and recorded in the General Frxed Assets Actual Adoptec Proposed Adopted Revenues FY 1999 FY 2000 FY 200' FY 2001 Ad Valorem Taxes $0 $0 $0 $0 Franchise Fees $0 $0 $0 $0 Utility Taxes $0 $0 $0 $0 State Shared Revenues $0 $0 $0 $0 Licenses & Permits $0 $0 $0 $0 Charges for Services $0 $0 $0 $0 Other Revenue $197,881 $0 50 $0 Grants & Donations $0 50 $0 $0 Contributions Other Funds $0 $0 $0 $0 Other Financial Resources $10 000,000 30 3-4 725 000 $4 725 000 Prior Year Fund Balance $0 $0 $0 $0 0 C Total Revenues 510 197 881 $0 $4 725 000 $4 725 000 Actual Adopted Proposed Adoptec Expenditures FY 1999 FY 2000 FY 2001 F9 2001 Administrative and Legal $0 $0 $0 $0 Police and Fire $0 $0 $0 $0 Building Zoning 8. Manning $0 $0 $0 $0 Public Works $0 $0 $0 $0 Debt Service $0 $0 $0 $0 Non Departmental $0 $0 $0 $0 Recreation $0 $0 $0 $0 Capital Outlay $189545 $0 $0 $0 Capital Projects $0 $5 487 800 $9,245,536 $9 245 536 Total Expenditures $189 545 $5 487 800 $9 245 536 $9 245 536 Revenue Over (Under) Expenditures $10 008 336 ($5 487 800) ($4 520 536) ($4 520 536) Fund Balance Beginning of Year $0 510 008 336 $4 520 536 $4 520 536 Fund Balance End of Year $10 008 336 $4 320 536 $0 $0 58 CONSOLIDATED BUDGET SUMMARY FISCAL YEARS 1999 - 2001 Total Governmental Type Funds This Budget is a culmination of the General Fund Capital Improvement Fund and the O vic Center Fund Percen Change Actual Adopted Proposed Adop ed Percent of over Revenues FY 1999 FY 2000 FY 2001 FY 2001 Total FY 2000 Ad Valorem Taxes $7 012 714 $7 677 766 $8 556 788 $8 556 788 43 77 11 47 Franchise Fees $740 031 $843425 $740,0.0 $740,000 38% 123% Utility Taxes $1 621 473 $1 700,000 $1 855000 $1 855,000 957 91% State Shared Revenues $807 924 $903000 $90. 000 $900,000 4 67 007 Licenses & Permits $668 672 $531 304 $938 687 $938 687 4.87 76 7% Charges for Services $457828 $103020 $103020 $103020 05% 0.0% Other Revenue $839,838 $59460. $250,0.0 $2500.0 137 580% Grants & Donations $815 116 $118750 $50250 $50250 037 5777 Contributions Other Funds $1 017 430 $1 011296 $1030000 $1,250,003 647 2367 Other Financial Resources $10,000000 $0 $4 725 000 $4 725 000 241% N/A Prior Year Fund Balance $541 000 $44000. $204 648 $204,648 1.07 5357 Total Revenues $24,522 026 $13 920161 $19 323 393 $19 573 393 100 0% 40 6% Percent Change Actual Adopted Proposed Adop tea Percent of over Expenditures Y 1999 FY 2000 FY 2001 FY 2001 i otal tY 2070 Administrative and Legal $844 149 $934575 $1 101 217 $1,074,557 4.57 15.0% Police and Fire $5 811 877 $6261217 $6 504 892 $6377222 26.57 1 9% Building Zoning & Planning $1,082 176 $1 232 662 $1 327 300 $1286950 53% 447 Public Works $425 464 $588 739 $758 809 $757 589 3 1% 28 7% Debt Service $1 136 327 $1 538 626 $1 606 403 $1 606 403 677 447 Non -Departmental $700 146 $842 750 $805 750 $752 860 3 17 10 77 Recreation $301 942 $399 000 $494,021 $492,811 207 2357 Capital Outlay $3 506 905 $1 011 296 $1,000000 $1250,000 52% 2367 Capital Projects $0 $6 637,800 $10 245 536 $10 495,536 4367 5817 Total Expenditures $13 808 987 $19 446 665 $23 843 929 $24 093 929 100 0% 23 9% Revenue Over (Under) Expenditures $10 713 039 ($5 526 504) ($4 520 536) ($4 520 536) Fund Balance Beginning of Year $7 737 657 $18 450 696 $12 924 192 $12 924 192 Fund Balance End of Year $18 450 696 312 924 192 $8,403 657 $8 403 657 59 C C C C C C C C ,Cnn W C C 6 C C Q c C C C C C W C C C C C 4 4 C 4 C C C C C CONSOLIDATED BUDGET SUMMARY FISCAL YEARS 1999 - 2001 Stormwater Fund The Budget for the Stormwater Fund an Enterprise Fund rs 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 Actual Adopted Proposed Adopted Revenues FY 1999 FY 2000 E" 2001 FY 2001 Operating Revenue $480 586 $494 110 $499 750 $499 750 Loan Proceeds $0 $0 $0 $0 Interest Income $52488 $50000 $51 408 $51 408 Other Financial Resources $0 $0 $0 $0 Total Revenues $533074 $544110 $551158 $551 156 Actual Adopted Proposed Adopted Expenditures FY 1999 Y 2000 FY 2001 FY 2001 Administrative Costs $42 773 $126 527 $134 536 $134 536 Pnncipal and Interest $301 499 $417 583 $416 622 $416 622 Contractual Services $0 30 30 $0 Capital Projects $0 $0 $0 $0 Transfers to Other Funds $0 $0 $0 $0 Depreciation $269 729 $0 $0 $0 Operations Expense $0 $0 $0 $0 Total Expenditures $614 001 $544 110 $551 158 $551 158 Revenue Over (Under) Expenditures ($80 927) $0 Retained Earnings Beginning of Year $844 620 $1 033 422 31 033 422 $1 033 422 Depreciation Add Back $269 729 $0 $0 $0 Fund Balance End of "ear $1 033 422 $1 033 422 $1 033 422 $1 033 422 60 CONSOLIDATED BUDGET SUMMARY FISCAL YEARS 1999 - 2001 Solid Waste Fund The Budget for the Solid Waste Fund an Enterprise Fund is not appropriated It receives its resources from users in order for the fund to pay the contractual residential refuse services Actual Adopted Proposed Adopted Revenues FY 1999 FY 2000 FY 2001 FY 2001 Operating Revenue $269 454 $261 500 $292 000 $792 000 Interest Income $1 558 $500 $4000 $4000 Other Financial Resources $0 $0 $0 $0 Total Revenues $271 012 $262 000 $296 000 $296 000 Actual Adopted Proposed Adopted Expenditures FY 1999 FY 2000 rY 2001 F f 2001 Administrative Costs $7 395 $23 259 $27,000 $27 000 Principal and Interest $0 $0 $0 $0 Contractual Services $238 741 $238 741 $260 652 $260 652 Capital Projects $0 $0 $0 $0 Depreciation $0 $0 $0 $0 Total Expenditures $246 136 $262 000 $287 652 $287 652 Revenue Over (Under) Expenditures $24 876 $8 348 $8 348 Retained Earnings Beginning of Year $89 800 $114 676 $114 676 $114 676 Fund Balance End of ti ear $114 676 $114 676 $123 024 $123 024 61 L 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 a C C C a a a a C CONSOLIDATED BUDGET SUMMARY FISCAL YEARS 1999 - 2001 Sanitary Sewer Fund 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 Actual Adopted Proposed Adopted Revenues FY 1999 FY 2000 FY 2001 FY 2001 • Operating Revenue $0 $0 $0 $0 �-. Interest Income $9114 $10000 $0 $0 Other Financial Resources $0 $3 500 000 $6 000 000 $6 000,000 Total Revenues $9 114 $3 510 000 $6 000 000 $6 000 000 V 0 Actual Adopted Proposed Adopted L Expenditu es FY 1999 FY 2000 \ 2001 FY 2001 O Administrative Costs $9 860 $5 000 $0 $0 Principal and Interest $0 $5 000 $0 $0 Contractual Services $0 $0 $0 $0 Capital Projects $0 $3 500 000 $6 000 000 $6 000 000 Depreciation $0 $0 $0 $0 00000000 Total Expenditures $9 860 $3 510 000 $6 000 000 $6 000 000 Revenue Over (Under) Expenditures Retained Earnings Beginning of Year Fund Balance End of Year ($746) $0 $0 $0 $3 339 $2 593 $2 593 $2 593 $2 593 $2 593 $2 593 $2 593 62 CONSOLIDATED BUDGET SUMMARY FISCAL YEARS 1999 - 2001 Total Propnatery Type Funds This Budget IS cumulative of the Stormwater Fund the Solid Waste Fund and the SanitarySewer Fund All three funds are Enterprise Funds and are not appropnated Percent Change Actual Adopted P oposed Adopted Percent of over Revenues FY 1999 rY2000 Fv 2001 FY 2001 Total FY 2000 Operating Revenue $750,040 $755 610 $791 750 $791 750 11 6% 48% Interest Income $63160 $60 500 $55 408 $55408 087 847 Other Financial Resources $0 $3 500 000 $6 000 000 $6,000 000 87 67 71 47 Total Revenues $813 200 $4 316 110 $6 847158 $6 847158 100 0% 58 6% Percent Change Actual Adopted Proposed Adopted Percent of oeer Expenditures FY 1999 FY 2000 FY 2001 FY 2001 total FY 2000 Administrative Costs $60,028 $154786 $161 536 $161 536 247 447 Principal and Interest $301 499 $422 583 $416 622 $416 622 6 17 1 47 Contractual Services $238 741 $238741 $260 652 $260 652 3 87 9 27 Capital Projects $0 $3 500,000 $6 000,000 $6 000,000 8777 7147 Depreciation $269 729 $0 $0 $0 007 N/A Operations Expense $0 $0 $0 $0 00% N/A Total Expenditures Revenue Over (Under) Expenditures $869997 $4 316 110 $6 838 810 $6838810 1000% 584% ($56 797) $0 $8 348 $8 348 Retained Earnings Beginning of Year $937 759 $1 150 691 $1 150 691 $1 150 691 Depreciation Add Back $269 729 $0 $0 $0 Fund Balance End of Year $1 150 691 $1 150 691 $1 159 039 $1 159 039 63 C C C C C C c C C W V C W C C W C 4 W C C C Q Q C 6 mW I; 41 p; 411 m1 4L C Q e Q GENERAL FUND FISCAL YEARS 1999 - 2001 The adopted Fiscal Year 2001 General Fund Budget of $13 598 393 is an increase of $789 528 or 6 2% over Fiscal Year 2000 Overall increases in the Village Budget revenues can be attributed to an increase in property values and an increase in licenses and permit fees related to new construction resulting from the fire at the Ocean Club Overall increases in the Village Budget expenses are due to an increase in personnel expenses which include a 1% increase in the Cost of Living Allowance (COLA) and a 1% increase in Retirement plus a market increase in insurance premiums Along with the above mentioned increases the 21 7% increase in Administrative and Legal is due to an additional two positions Grants Specialist and Administrative Intern and an increase to the legal advertising portion of the budget The 28 4% increase in the Public Works budget is attributed to $150 000 increase in the Contractual Services portion of their budget and the 12 9% increase in Recreation s budget is due to increased recreational services and the addition of $20 000 for contract services Ad Valorem (Property) Tax generates 63% of the Total Revenue These funds will be appropriated over the next Fiscal Year for debt payments on the borrowing 0 n C 0 C C Funding Sources Ad -Valorem Actual FY 1999 ; $7 012 714 Adopted r ,,,FY 2000 $7 677 766 Adopted FY 2001 $8 556 788 Franchise Fees $740 031 $843 425 $740 000 Utility Taxes $1 621 473 $1 700 000 $1 855 000 Licenses & Permits $668 672 $531 304 $938 687 State Shared Revenues $807 924 $900 000 $900 000 Chargees for Services $457 828 $103 020 $103 020 Interest $253 877 $494 600 $250 000 Grants & Donations $815 116 $118 750 $50 250 Sale of Investments $0 $0 $0 Prior Year Fund $541 000 $12,915,635 $440 000 $12,101,145 $204 648 $13,591,393 Total 64 GENERAL FUND FISCAL YEARS 1999 - 2001 Expenditures General Government Actual FY 1 ttt $623 121 Adopted FY 2000 $721 575 Adopted FY 2001 $861 557 Village Attorney $221 028 $213 000 $213 000 Non -Departmental $700 146 $842 750 $752 860 Debt Service $1 136 327 $1 538 626 $1 606 403 Build Zone & Plan $1 082 176 $1 232 662 $1 286 950 Public Safety $5 811 877 $6 261 217 $6 377 222 Public Works $425,464 $588 739 $757 589 Recreation $301 942 $399 000 $492 811 Capital Outlay $1 017 430 $1 232,662 $1 250 000 $11,319,512 $11,797,569 $13,5911,393 Total Transfers Out 1 599 123 N/A' N/A' Beginning Fund Balance Total 3 603 219 $5,202,342 N/A 2 N/A 2 'Transfers for FY 2000 and 2001 cannot be determined at this time 2 Beginning Fund Balances for FY 2000 and 20Q1 cannot be determined at this time 65 0 C Q ci a C a Q a C C C C C C C C C 2001 ESTIMATED PROPERTY TAXES FISCAL YEAR 2001 r 0 r"' G C i C r 0 0 C C C Jurisdiction Miami Dade County Public Schools Miami Dade County wide services South Florida Water Management District Miami Dade County Library District Environmental Project (Everglades) Florida Inland Navigation Distnct SUB TOTAL Village of Key Biscayne TOTAL Funds are allocated as follows Service Fire Rescue Department Police Department General Government* Capital Outlay Debt Service Building Zoning and Planning Public Works Mill Rates 9 617 5 751 597 351 100 041 16457 3 606 20 063 Percent 47 93% 28 66% 2 98% 176% $ 50% 20% 82 03% 17 97% 100 00% Percent of Budget 24 1% 237% 17 6% 7 4% 11 8% 9 8% 5 6% 100 0% Amount Paid $312526 $ 1 868 77 $ 194 31 114 76 $ 32 60 $ 13 04 $ 5,348 74 $ 1,171 73 $ 6,520 47 Amount per Year $ 282 39 $ 277 70 $ 206 22 $ 86 71 $ 138 26 $ 114 83 $ 65 62 $1,171 73 Note General Government Village Council. Office of the Village Manager Office of the Villa e Clerk Office of the Villa e Attorney. Department of Recreation. Department of Finance and Administrative Services and Non Departmental 66 PROPERTY TAX COMPARISONS FISCAL YEARS 1993 2001 The millage rate determines the amount a homeowner will pay in taxes per $1 000 of assessed property value Village homeowners have experienced a 22 02% total reduction in the Village property tax rate as compared to the property tax rate for unincorporated areas (Unincorporated Municipal Service Area tax rate) since incorporation The reduction in properly tax provided an actual cumulative savings to Village taxpayers of $20 967 672 as the chart below illustrates As a point of clarification an adjustment to the Fiscal Year 1993 figures was made in the chart below to facilitate the comparison The Fiscal Year 1993 Village Millage rate includes the Metro -Dade Fire District Tax as the Village was then receiving fire rescue service from Metropolitan Dade County In Fiscal Year 1994 the Village Fire Rescue Department became operational and was no longer in the Metro Dade Fire District As a result the Village began collecting the tax for fire rescue services FY Assessed Values County Mdlage County Tax Village Mdlage Village Tax Percent Reduchon Annual Savings to Taxpayer Cumulahve Savings to Taxpayer 1993 $1 617 141 088 4 718 $ 7 639 374 4 624 $7 477 660 2 12% $ 161 714 $ 161 714 1994 $1 560 057 130 4 718 $ 7 354109 4439 $6 925 094 5 83% $ 429 015 S 590 729 1995 $1 741 921 584 4 731 $ 8 241 031 4101 $7 143 620 13 32% $1 097 411 $1 688 140 1996 $1 767 457 006 4 785 $ 8,457 282 3 800 $6 716 337 20 59% $1 740 945 $3 429 085 1997 $1 861 243 132 5 022 $9 347 163 3 606 $6 711 643 28 20% $2635 520 $6 064 605 1998 $2 003 049 232 5 408 $10832 490 3 606 $7 222995 33 32% $3 609 495 $9 674 100 1999 $2 028 174 208 5381 $10 913 605 3606 S7313596 3299% $3600009 $13 274 109 2000 82 232457 904 5.269 $11 762 821 3 606 $8 050 243 31 56% $3 712 578 $16 986 687 2001 $2 499 049 161 5 199 $12 992 556 3 606 $9 011 571 30 64% $3 980 925 $20 967 672 1 Fire Rescue Service provided by Metro Dade 2 344 mills (2 280) The Village boasts one of the lowest millage rate in the County The graph below reflects the range of the proposed 2001 total millage rates of all Dade County municipalities and the unincorporated area Key Biscayne s proposed 2001 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 2001 Key Biscayne Fire Department budget is $3 276 969 67 0 0 0 C a a a C C C C C C C C C C 4 C on0000000 000 000 000000DC)000 0 k ) > t) TO BE UPDATED VILLAGE OF KEY BISCAYNE 1994 2000 APPRAISED VALUE OF REAL PROPERTY Code D escription 1994 Value Average Value (in 000 s) Parcels 1995Value AveiageValue (in 000 s) Parcels 1996 Value Average Value (m 000 8) Parcels 1997 Value Ave; age Value (m 000 s) Parcels 1998 Value Average Value (in 000 s) Parcels 1999 Value Average Value (in 000 s) Parcels 2000 Value Average Value (em 000 s) Parcels 00 Vacant $31 784 162 $38 988 181 $39 058 180 127 382 184 120 961 . 168 73 962 231 $78 088 86 Residential 196 215 217 692 720 320 908 01 Single Family $446 641 l 262 $520 034 1 243 $536 802 1244 569 441 1 256 621 981 1331 635 384 l 269 $522 591 1 280 370 418 432 453 467 501 408 03 Multi Family $7 885 6 $7 878 6 $8 221 6 7 987 6 7 982 6 8 290 5 $3 638 5 >10 units 1 314 1 313 1 370 1 331 1 330 1 657 727 08 Multi Family $1 645 9 $l 785 9 $1 711 8 2403 10 2458 10 2 821 10 $1 806 10 <10 units 183 198 214 240 246 282 180 04 Condo $868 648 4 146 $950 013 4 144 $979 914 4 146 993 088 4 145 1 106 177 4 318 1 103 669 4 394 $1 304 223 4 686 210 229 236 240 256 251 278 1 05 Co op $22 556 131 $22 699 13l $23 982 131 23 447 131 23 467 131 25 354 131 $28 134 131 172 173 183 179 179 194 214 10 Vacant $4 256 6 $3 182 4 $2 271. 5 1 805 4 3 866 5 57 131 5 $43 220 4 Commercial 709 795 454 451 773 1 426 10 805 Il/ Improved $139 139 138 $165 149 137 $151 026 139 111 135 137 89 850 131 95 740 130 $128 385 148 39 Commercial 1008 1205 1 087 811 686 736 867 50/ Agricultural 16 3 16 3 69 5 5 91/ Mise $1 142 1 $1 142 $1 250 1 1477 1 1477 1 1655 1 $1 655 1 97 1 142 1 142 1 250 l 477 1 477 1 655 1 655 Total $1543712 5 864 $1 715 626 5 859 1 744 364 5 862 1 838 165 5 874 1 978 219 6 101 2 004 006 6 176 $2 111 740 6 351 263 293 298 312 324 HO MESTEAD EXEMPTION S 1994 1995 1996 1997 1998 1999 Single Family H omes 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/ 761 of 1 280 59 / Condos & 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 / 1 326 of 4 686 28/ PROPERTY TAXES PROPERTY TAX AND MILLAGE COMPARISON FY 2001 vs FY 2000 School District Dade County Village of Key Biscayne South Florida Water Mgt District Dade County Library System Environmental Project (Everglades) Florida Inland Navigation 9 617 5 751 3 606 $24 033 355 14 372 031 9011 571 597 1 491 932 351 877166 100 249 904 102 461 1998 1999 Assessed Value 1999 2000 Assessed Value S2 028 174 208 $2 232 457 904 9644 7 021 3 606 69 $21 529 824 15 674 087 8 050 243 1 332 777 745 641 223 246 98 228 2 503 531 <1 302 056> 961 328 159 155 131 525 26 658 C C C C C C a a a a C a a a a C a a C C a C C C C C C C a a C a C C C a a SECTION I — - aa CERTIFICATION OF TAXABLE VALUE 3 Year County To \ 1_t, 3 v 3,. rune (Nam I Taxl g Auth Ity) IDn-420 RD1/9S (1) Current Year Taxable Value of Real Property for Operating Purposes $ 4-0 15 07 5 (2) Current Year Taxable Value of Personal Property for Operating Purposes $ '8 334 086 (3) Current Year Taxable Value of Centrally Assessed Property for Operating Purposes $ (4) Current Year Gross Taxable Value for Operating Purposes (1) + (2) + (3) $ 499 u49 1 b 1 (5) Current Year Net New Taxable Value (New Construction + Additions Rehabilitative $ 177 5o8 30_ Improvements Increasing Assessed Value By At Least 100% + Annexations Deletions) (6) Current Year Adjusted Taxable Value (4) (5) $ 'tom' 4c0 3d (7) Prior Year Final Gross Taxable Value $ ' 9 3 956 5 5 (From Prior Year Applicable Form DR -403 Series) I do hereby certify the values shown herein to be correct to the best of my knowledge and belief Witness my hand and official signature at -3-t1 ` _at ��'� Florida this the 1st day of 4 i 2060 tx''- Sg t tP prlyAppai TAXING AUTHORITY If this portion of the form is not completed in FULL your Authority will be denied TRIM certification and possibly lose its millage levy privilege for the tax year If any line is inapplicable enter N/A or -0 SECTION II (8) Prior Year Operating Millage Levy (9) Prior Year Ad Valorem Proceeds (7) x (8) (10) Current Year Rolled Back Rate (9) - (6) (11) Current Year Proposed Operating Millage Rate $ i tnF (12) (13) (14) Check one (1) TYPE of Taxing Authority County L Municipalty Independent Dependent 'Municipal Service Special District Special District Taxing Unit IF DEPENDENT SPECIAL DISTRICT OR MSTU IS MARKED PLEASE SEE REVERSE SIDE Current Year Millage Levy for VOTED DEBT SERVICE $ I' A (15) Current Year OTHER VOTED MILLAGE DEPENDENT SPECIAL DISTRICTS SKIP lines (16) through (22) (16) $ N/A Enter Total Prior Year Ad Valorem Proceeds of ALL DEPENDENT Special Districts $ N/A & MSTU s levying a millage (The sum of Line (9) from each District s Form DR 420) $ 3 606 $ 8 019,587 $ 3,4545 per $1 000 per $1 000 per $1 000 Multi -County per $1 000 per $1 000 (17) Total Prior Yea Proceeds (9)+(16) $ 3,019,5E7 (18) The Current Year Aggregate Rolled back Rate (17) - (6) $ 3 4 Do 5 per $1 000 (19) Current Year Aggregate Rolled -back Taxes (4) x (18) 5 c} (20) Enter Total of all non voted Ad Valorem Taxes proposed to be levied by the Principal $9 t I ,571 Taxing Authority all Dependent Districts & MSTU s if any Line (11) x Line (4) (21) Current Year Proposed Aggregate Millage Rate (20) - (4) $ 3 606 per $1 000 (22) Current Year Proposed Rate as a PERCENT CHANGE of Rolled -back Rate 4 39 [(Line 21 - Line 18) 1 00] x 100 ,lit 1 o none ..tabe- A v Date Time and Place of the first Public Budget Hearing -P 3U5) 3_5-55103 a PT»ER. 12 2000 7 JO °'^ C0aL._- .HA.3>_R L -d ?Amor 85 d Ncl-t+re Street cies iica ne F3 13149 I do hereby certify the millages and rates shown herein to be correct to the best of my knowledge and belief FURTHER I certify that all millages comply with the provisions of Section 200 071 or 200 081 F S WITNESS my hand and official signature at mot/ B_scci e Florida this the 12th day of -g--i It.-. a `" -- v Sg I andT l ich fAdrn Off �/—_,age- aye 85 h 3cb t} St—_ t 2.4 1a. Mal g Add 85 si Si- 3sscare Add I Phy cal Local t. Saniuei 'U get VnLge Me— ger Nam ICo ta P 3 149 t3d5 31'•5-5500 ov5, 3©5-89'tD City St -000 Zp Ph N nib SEE INSTRUCTIONS ON REVERSE SIDE 70 FaxN nib ©Qu000000000000 0000 000000© ©000000 ©00000 0000 REVENUES GENERAL FUND FISCAL YEAR 2001 As a matter of general policy Village revenue estimates are budgeted conservatively in order to avoid possible shortfalls due to unanticipated changes in 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 2001 The projections are based on actual historic collections anticipated growth in tax bases inflation and general economic growth The main revenue category for the Village continues to be the Ad - Valorem Tax For the Fiscal Year 2001 this revenue category is projected to increase by 11 4% to just over $8 5 million and account for 63% of all revenues in the General Fund Other Revenue 1 84% OODOC) Licenses & Permits 6 90% Utility Taxes 1364% Franchise Fees 5444 Charges for Grants & Services Donations 0 76% 0 37% State Shared Prior Year Fund Revenues Balance 6 62% 150% Ad Valorem Taxes 62 92% SUMMARY OF REVENUES Revenues Ad Valorem Taxes Adopted FY 2001 $8556 788 Adopted FY 2001 $8 556 788 Percent of Adopted Budget 629% Franchise Fees $740000 $740 000 54% Utility Taxes $1 855 000 $1 855 000 13 6% Licenses & Permits $938 687 $938 687 6 9% State Shared Revenues $900 000 $900 000 6 6% Charges for Services $103 020 $ 103 020 0 8% Other Revenue $250 000 $250 000 1 8% Grants & Donations $50 250 $50 250 0 4% Prior Year Fund Balance Prior Year Fund Balance $204648 $13,5!!,3!3 $204 648 $13,511,3 3 1 5% 100% 71 REVENUES GENERAL FUND FISCAL YEAR 2001 BUDGET CO PARISO - REVE UE CHAN ES General Fund Revenues Ad Valorem Taxes Adopted FY 2001 $8 556 788 Adopted FY 2000 $7 677 766 Difference $879 022 Percent Change 11 45% Franchise Fees $740 000 $843 425 ($103 425) 12 26% Utility Taxes $1 855 000 $1 700 000 $155 000 9 12% Licenses & Permits $938 687 $531 304 $407 383 76 68% State Shared Revenues $900 000 $900 000 $0 0 00% Charges for Services $103 020 $103 020 $0 0 00% Other Revenue $250 000 $494 600 ($244 600) -49 45% Grants & Donations $50 250 $118 750 ($68 500) 57 68% Prior Year Fund Balance Total Revenue $204 648 $13,596,393 $440 000 $12,10$,$65 ($235 352) $789,52$ 53 49% 4.20% REVENUE CHANGES RATIONALE Ad Valorem The July 1 2000 certification of Village property values is $2 499 049 161 which represents an increase of $275 092 646 or 11 45% over the 1999 values At the adopted millage rate of 3 606 this increase results in an additional $879 022 in ad valorem tax revenue for the Village This represents 62 9% of the General Fund Revenues Franchise Fees The revenues generated through franchise fees in Fiscal Year (FY) 2001 are estimated to total $740 000 a decrease of $103 425 or 12 26% over the Adopted FY 2000 Budget The FY 2001 estimate is based on the FY 2000 actual collections which are expected to decline pnncipally due to lower electric franchise fee collections Electric franchise fees represent approximately 88% of the entire revenue category Utility Taxes The Fiscal Year 2001 utility tax receipts are estimated to increase by $155 000 or 9 12% over last year s levels and reflect actual utility tax collections The greatest gains over the Adopted FY 2000 Budget are anticipated in the telephone utility tax revenue sub category with a projected increase of 38 46% Licenses and Permits During Fiscal Year 2001 revenues in this category are expected to increase by 76 68% over the last year s levels This extraordinary change is attributed to a new building permit fee schedule and to a one time increase in the building permit activity caused by a fire at Ocean Club Development that destroyed one of the residential tower complexes under construction 72 Q 0 9 C, 4 a Q a a C a C IL C C C C C C C C C C REVENUES GENERAL FUND FISCAL YEAR 2001 State Shared Revenue Fiscal Year 2001 estimates of state shared revenues are based on the previous year s Adopted Budget and project no changes in the amount of funds received 7 - Charges for Services This category encompasses nine (9) sub categories of fees and fines involving the Police Department the Building Zoning and Planning Department the Recreation Department and the Office of the Village Clerk plus a miscellaneous account No increases in collections are anticipated over the previous Fiscal Year Other Revenue The Fiscal Year 2001 Budget estimate of revenues in this category totals $250 000 and includes only one item interest revenue on the balance in the General Fund account This revenue decreases due to the interest revenues from the Civic Center loan being credited to the Civic Center Fund instead of the General Fund Grants & Donations The $68 500 decrease in grant revenue between the Adopted Fiscal Year 2001 Budget and the Adopted FY 2000 Budget is attributable to the more than fifty percent (50%) reduction in the Federal Police hiring grants and anticipated no new grants received by the Village r Prior Year Fund Balance A total of $440 000 was included in the Fiscal Year 2000 ,„ Budget to complete the funding of all expenditures budgeted for For the FY 2001 the amount necessary to maintain the current adopted millage rate of 3 606 is $204 648 0 r 0 c 73 —u REVENUES General Fund Revenues Estimated Property Assessment GENERAL FUND FISCAL YEAR 2001 Actual Adopted FY 1999 FY 2000 proposed FY 2001 $2 028 174 208 $2 223 956 515 $2 499 049 161 Adopted FY 2001 $2 499 049 161 Ad Valorem Category Ad Valorem Total Ad Valorem $7 012 714 $7 677 766 $8 556 788 $8 556 788 $7 012 714 $7 677 766 $8 556 788 $8 556 788 Franchise Fees Category Electricity Telephone Cable Total Franchise Fees $653 798 $29 235 $56 998 $750 000 $27 775 $65 650 $650 000 $30 000 $60 000 $650 000 $30 000 $60 000 $740 031 $843 425 $740 000 $740 000 Utility Taxes Category Electricity Tel Water Gas Oil Total Utility Taxes $992 319 $1 100 000 $1 135 000 $1 135 000 $380 934 $325 000 $450 000 $450 000 $208 837 $225 000 $215 000 $215 000 $35 121 $45 960 $50 000 $50 000 $4 262 $4 040 $5 000 $5 000 $1 621 473 $1 700 000 $1 855 000 $1 855 000 Licenses &Permits Cat eaow Occupational Licenses Building Permits Total Licenses and Permits $40 558 $38 304 $628 114 $493 000 $38 687 $900 000 $38 687 $900 000 $668 672 $531 304 $938 687 $938 687 State Shared Revenues C ateaory Cigarette Tax State Revenue Sharing Half Cent Sales Tax Local Option Gas Tax Alcoholic Beverage Licenses Total State Shared Revenues $9 528 $117 144 $496 571 $178 243 $6 438 $10 100 $140 000 $523 840 $220 000 $6 060 $10 100 $140 000 $523 840 $220 000 $6 060 $10 100 $140,000 $523 840 $220 000 $6 060 $807 924 $900 000 74 $900 000 $900 000 Q o o o o o o o o o o o o V o o o o C C C C cc c C C C 'n REVENUES GENERAL FUND FISCAL YEAR 2001 General Fund Revenues Actual Adopted Proposed Adopted FY 1999 FY 2000 FY 2001 FY 2001 000 C) C) C) C) 000( l,. rtk Charges for Services Category Zoning Hearing Fees Certificates of Occupancy Code Violation Fines Recreation Fees Fines and Forfeitures Lien Letters Election Qualifying Fees Miscellaneous School Crossing Guard Total Charges for Services $5 948 $4 040 $4 040 $8 424 $10 100 $10 100 $7 484 $10 100 $10 100 $16 513 $3 535 $3 535 $293 689 $28 280 $28 280 $2 717 $2 020 $2 020 $0 $1 010 $1 010 $102 843 $36 360 $36 360 $20 210 $7 575 $7 575 $4 040 $10 100 $10 100 $3 535 $28 280 $2 020 $1 010 $36 360 $7 575 $457 828 $103 020 $103 020 $103 020 Other Revenues Category Interest Income Sale of Fixed Assets Firefighters Supplement Total Other Revenues $231 820 $444 000 $250 000 $22 057 $50 000 $0 $0 $600 $0 $250 000 $0 $0 $253 877 $494 600 $250 000 $250 000 Grants Category Rebuilding Trust Fund HRS EMS Grant SBA Tree Planting Grant DARE Police (0 0 P Sj Grants Other Total Grants Total Revenues Prior Year Fund Balance Grand Total $112 924 $0 $0 $0 $5 090 $6 500 $6 500 $6 500 $0 $0 $0 $0 $4 641 $0 $0 $0 $83 003 $87 250 $42 750 $42 750 $609 458 $25 000 $1 000 $1 000 $815 116 $118 750 $50 250 $50 250 $12,377 635 $12 368,865 $13 393 745 $13 393 745 $541 000 $440 000 $204 648 $204 648 $12 918 635 $12 808 865 $13 598 393 $13598393 75 REVENUES REVENUE PRJECTIO RATI GENERAL FUND FISCAL YEAR 2001 ALE - FISCAL YEAR 2001 The 2001 General Fund total revenue Is estimated to reach $13 598 393 which represents an increase of 6 16% over the previous year s level Ad Valorem Taxes The most traditional revenue source for local governments is Ad Valorem taxation which is an annual tax on real estate and certain personal property Chapter 166 Florida Statutes (F S) provides for the levy of Ad Valorem taxes on real and tangible personal property The definition in Section 192 001 FS states that "the term personal property 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 FY 1993 The rate of this tax is determined by the Village Council each year during its budget process For Fiscal Year 2001 which begins on October 1 2000 and ends on September 30 2001 The assessed values established by the Miami -Dade County Property Appraiser as of January 1 2000 are $2 499 049 161 or 62 9% of the General Fund At the adopted millage rate of 3 606 the gross Ad Valorem revenue is $9 011 571 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 Statute 200 065 F S 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 2001 Fiscal Year is $8 556 788 Ad Valorem taxes are the largest revenue source in the Village budget comprising 62 92% of the total revenues in the general fund PROPERT TAX LEVIES AND COLLECTION FISCAL YEARS 1993 THROUGH 2001 Fiscal Year 1993 Millar 4 624 Assessed Value $1 617 141 088 Percent Change N/A Tex Levy $3 687 082 Amount Budgeted $3 502 728 Total Collected $3 536 480 Percent Collected 95 9% 1994 4 439 $1 560 057 130 3 53% $6 925 094 $6 578 768 $6 640 045 95 9% 1995 4 101 $1 741 921 584 11 66% $7 143 620 $6 786 439 $6 820 803 95 5% 1996 3 800 $1 767 457 006 1 47% $6 716 337 $6 380 520 $6 486 019 96 6% 1997 3 606 $1 861 243 132 5 31% $6 711 643 $6 376 060 $6 495 465 96 8% 1998 3 606 $2 003 049 232 7 62,6 $7 222 996 $6 861 846 $6 963 900 96 4% 1999 3 606 $2 028 174 208 1 25% $7 313 596 $6 963 900 $7 012 714 95 9% 2000 3 606 $2 223 956 515 9 65% $8 019 587 $7 677 766 N/A N/A 2001 3606 $2 499 049 161 12 37% $9 011 571 $8 556 788 N/A N/A 76 0000©©00000000©00 a C C 0 a C a C C C C C Zvi C C C C C REVENUES GENERAL FUND FISCAL YEAR 2001 C C' C C C C�P r C C Other Taxes and Fees Section 8 04 of the Charter of the Village of Key Biscayne which was adopted on June 181991 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 The estimated Fiscal Year 2001 collections are based on anticipated receipts actual receipts in prior years and other appropriate factors as explained below Non Ad Valorem Revenues The chart below is a summary of the Franchise Fees Utility Taxes Licenses & Permits State Shared Revenues and other Non Ad Valorem Revenues which are 37 1% of the General Fund Revenues Non Ad -Valorem Revenues 1993 1994 1995 1996 1997 ® Other Revenues ® Licenses &Permits 0 Franchise Fees ® Utility Taxes 77 2001 116 State Shared Revenues II REVENUES GENERAL FUND FISCAL YEAR 2001 Franchise Fees The chart below is a summary of Franchise Fees for Electricity Telephone and Cable TV companies $800 000 $700 000 $600 000 $500 000 $400 000 $300 000 $200 000 $100 000 $0 1995 1996 1997 1998 1999 2000 2001 1993 1994 Franchise Fees ®Electricity ['Telephone ❑Cable Electric Franchise Fees 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 a period of thirty (30) years This authority is granted to local governments by Section 180 14 F S The Franchise Fee received during the Fiscal Year is based upon the prior calendar year receipts by the Florida Power & Light Company less any taxes paid to the water Management District Florida Inland Navigation and municipalities without their own franchise agreement The estimated revenue from this source for the 2001 Fiscal Year is $650 000 Telephone Franchise Fees The Village Council adopted Ordinance No 92 16 on August 11 1992 which established a 1% Franchise Fee on gross sales by the BellSouth Company The estimated revenue from this source for the 2001 Fiscal Year is $30 000 Cable Television Franchise Fees Miami Dade County Ordinance No 74 88 adopted on October 15 1974 aria Ordinance No 82 66 adopted on July 20 1982 govern the collection a Cable Television Franchise Fee in the amount of 5% of the gross revenues 78 000000©000000000000©©© a aI Q C C C C C C C C C REVENUES GENERAL FUND FISCAL YEAR 2001 of Adelphia Cable Communications Inc which revenues are divided 3% to the Village and 2% to the County Miami Dade County Resolution 706 90 adopted July 10 1990 authorized the award of the franchise to Adelphia Cable until March 3 2001 Village Ordinance No 961 adopted March 12 1996 permitted the Village to withdraw its certification with the Federal Communications Commission and continue to have the County regulate cable rates Regulations of cable rates are administered by the County The estimated revenue from this source for Fiscal Year 2001 is $60 000 Onnnnnnnnnnnnnnnnnnnnnn Franchise Fees Fiscal Year 1993 Electricity 605 Telephone Cable $39 821 Total $625 815 $570 $15 389 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 $653 798 $29 235 $56 998 $740 031 2000 $750 000 $27 775 $65 650 $843 425 2001 $650 000 $30 000 $60 000 $740 000 Utility Taxes Miami Dade County Ordinance No 70 72 adopted on September 21 1970 established utility taxes in the amount of 10% on electricity telephone water gas and oil This authority is granted to local governments by Section 166 231 F S 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 No 97-12 on April 29 1997 to replace the County ordinance which was in effect 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 visit the Debt Service secfion of this Budget Electric Utility Taxes This revenue sub category is derived from a 10% tax levied on the electricity bill of each customer who receives service within the corporate limits of the Village Based on the projected trend the estimated revenues from this source in Fiscal Year 2001 are $1 135 000 79 r REVENUES $1 200 000 $800 000 $400 000 $0 2000 2001 1993 1994 1995 GENERAL FUND FISCAL YEAR 2001 Utility Taxes 1996 ® Electricity ❑ Water Iv Oil 1997 1998 1999 !Telecommunications ©Gas Telephone Utility Taxes This revenue sub category is derived from a 7% tax levied upon every purchase of telecommunications services (telegraph teletype or computer exchange toll telephone private communications cellular phone pagers etc) that originate within the corporate limits of the Village and terminate in the State of Florida The estimated revenues from this source in Fiscal Year 2001 are $450 000 Water Utility Taxes This revenue sub category is derived from a 10% tax levied on the water bill of each customer who receives water services within the corporate limits of the Village Based on the projected trend the estimated revenues from this source in Fiscal Year 2001 are $215 000 Gas Utility Taxes This revenue sub category is derived from a 10% tax levied on the natural gas bill of each customer who receives natural gas services within the corporate limits of the Village Based on the projected trend the estimated revenues from this source in Fiscal Year 2001 are $50 000 Oil Utility Taxes This revenue sub category is derived from a 10% tax levied on the oil bill of each customer who receives oil services within the corporate limits of the Village 80 1 0 0 a a a a a 4 a a a a a a a a a a a a a a C C C CI C C C C C C C REVENUES i r C C C C teN C O00000 GENERAL FUND FISCAL YEAR 2001 Based on the projected trend the estimated revenues from this source in Fiscal Year 2001 are $5 000 Utili Taxes Fiscal Year 1993 Electricity $857 002 Tele- communications $199 308 Water $126 882 Gas $24 184 Oil $4 708 Total $1 212 084 1994 $888 752 $202 702 $145 719 $26 925 $4 331 $1 268 429 1995 $875 704 $186 780 $152 645 $38 130 $3 920 $1 257 179 1996 $888 651 $199 746 $165 169 $37 034 $3 885 $1 294 485 1997 $1 032 445 $274 768 $202 918 $42 066 $3 616 $1 555 813 1998 $989 535 $288 581 $196 271 $36 427 $4 000 $1 514 814 1999 $992 319 $380 934 $208 837 $35 121 $4 262 $1 621 473 2000 $1 100 000 $325 000 $225 000 $45 960 $4 040 $1 700 000 2001 $1 135 000 $450 000 $215 000 $50 000 $5 000 $1 855 000 Licenses & 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 on June 6 1992 and amended by Ordinance 95 9 on September 26 1995 Licenses & Permits 1996 1997 ®Oc p t alLc B Id gP mts 1998 1999 2000 2001 81 REVENUES GENERAL FUND FISCAL YEAR 2001 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 F S and by the aforementioned ordinances Total estimated revenues from all sources for Fiscal Year 2001 are $38 687 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 various types of permits are set by Village Ordinance No 96 4 and by Section 2 18 of the Miami -Dade County Building Code and the minimum fee for a permit is $41 50 per Resolution 99-3 adopted on January 12 1999 Permits for residential construction are based on the 1992 fees of Miami Dade County Fees have increased due to new fee increase ordinance and two (2) DRI projects The estimated revenue for the Fiscal Year 2001 totals $900 000 Licenses &Permits Fiscal Year 1993 Occupational Licenses $35 746 Building Permits $255 008 Total $290 754 1994 $31 365 $215 168 $246 533 1995 $22 844 $328 308 $351 152 1996 $36 810 $393 398 S430 208 1997 $30 702 $500 699 $531 401 1998 $25 749 $978 019 $1 003 768 1999 $40 558 $628 114 $668 672 2000 $38 304 $493 000 $531 304 2001 $38 687 $900 000 $938 687 State Shared Revenues In addition to Ad Valorem taxation communities in Florida rely on revenues that are imposed and collected by the State of Florida and then shared with municipalities These revenues are distributed by the State of Florida Department of Revenue according to various formulas These revenues have been budgeted in accordance with the trends and estimates of the State Revenue Sharing Commission State shared revenues are pledged sources of revenue to repay the debt service on the state sanitary sewer loan (Revenue Sharing) 82 0 0 0 0 C C CI C C i( C Q C C C C C II I REVENUES GENERAL FUND FISCAL YEAR 2001 Cigarette Tax (currently called he Municipal Finance 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 cents per pack and yields the Village 2 cents per pack The share of this fund for an individual municipality is not determined by the value of cigarettes sold within the boundary each city Instead a formula is used where the primary factor is the ratio of each city s population versus the countywide municipal population 63 59% cigarette tax 36 03% 8th cent motor fuel tax and 0 038% 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 2001 is $10 100 State Shared Revenues C C C C C C C C C $600 000 $400 000 $200 000 $0 1993 1994 1995 1996 1997 1998 1999 2000 ® Cigarette Tax ❑ Half Cent Sales Tax State Revenue Shanng ©Local Option Gas Tax 2001 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 o statewide sales tax collections from municipalities municipal property valuation C~ C" 83 n REVENUES GENERAL FUND FISCAL YEAR 2001 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 2001 the estimated revenue from this source is $140000 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 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 2001 is $523 840 State Shared Revenues Fiscal Year 1993 Cigarette Tax $11 501 State Revenue Sharings $134 463 Half -Cent Sales Tax $454 847 Local Option Gas Tax $117 555 Total $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 $787 969 1997 $10 364 $126 787 $450 755 $178 732 $766 638 1998 $10 504 $125 324 $507 696 $175 000 $818 524 1999 $9 528 $117 144 $496 571 $178 243 $801 486 2000 $10 100 $140 000 $523 840 $220 000 $893940 2001 $10 100 $140 000 $523 840 $220 000 $893 940 Local Option Gas Tax The first local option gas tax was adopted by Miami Dade County on July 19 1985 prior to the incorporation of the Village The Village became eligible to receive these funds at the time the Village was declared eligible for all state shared revenues The tax is levied at the rate of six cents per gallon on motor fuel and special fuel and is collected by the Florida Department of Revenue and remitted monthly to the county and municipalities on a formula which provides a weight of 75% to population and 25% to center line miles of roadway maintained in each municipality (the Village maintains 20 5 miles) These funds must be used for general 84 7 C Q Q C C C C ci lid IIN C C C C C C C C REVENUES GENERAL FUND FISCAL YEAR 2001 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 Miami 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 in accordance with an Interlocal agreement dated July 27 1993 These funds must be used for transportation expenditures needed to meet requirements of the capital improvements elements of an adopted comprehensive plan The revenue from the local option capital improvement gas tax for Fiscal Year 2001 is estimated at $220 000 Other Revenues The following chart is a summary of other revenues for the Village which include Interest Income and Fines & Forfeitures Other Revenues 000000() 000<)000000( $500 000 $400 000 $300 000 $200 000 $100 000 $0 1993 1994 1995 1996 1997 1998 1999 2000 2001 a Interest Income a Fines & 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 85 REVENUES GENERAL FUND FISCAL YEAR 2001 invested at all times with minimum risk and maximum liquidity The revenue from the interest income for Fiscal Year 2001 is estimated at $250 000 Fines & Forfeitures Fines from traffic violations and violations of other laws provide governments with some addrhonal revenue as provided in chapters 316 and 318 of the Florida Statutes The Village receives 56 4% of the revenues resulting from traffic enforcement activities of the Village Police Department The trend for this revenue is constant Fiscal Year 2001 estimate is $28 280 and based on actual revenues over the previous Fiscal Year Other Revenues Fiscal Year 1993 Interest Income $120 968 Fines & Forfeitures $7 903 Total $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 S233 655 $29 773 $263 428 1999 $231 820 $293 689 $525 509 2000 $444 000 $28 280 $472 280 2001 $250 000 $28 280 $278 280 Prior Year Fund Balance This revenue source is necessary to maintain the millage rate and is funded by surplus funds from the previous fiscal year This year the amount adopted in this category is $204 648 which represents a decrease of 53 5% over that same line item in the previous Fiscal Year PRIOR YEAR FUND 1994 BALANCES $0 00 1995 $0 00 1996 $0 00 1997 $375,750 00 1998 $408,707 00 1999 $541,000 00 2000 $440,000 00 2001 $204,648 00 86 0000000000000 0000000000 0 0 0 0000000 EXPENDITURES GENERAL FUND FISCAL YEAR 2001 The $13 598 393 Adopted Fiscal Year 2001 Budget allocates funds to twelve departments or sections as listed below The department expenditure budgets itemize the funding that provides for the overall administration and management of all governmental functions and activities of the Village The monies allocated to each department ensure the proper implementation of policies and ordinances adopted by the Village Council in an efficient and effective manner In addition the funds allow Village staff to respond to citizens requests and needs through operational activity and programs The Adopted Fiscal Year 2001 Budget expenditures have increased a total of 6 2% over the Fiscal Year 2000 expenditures The increase can be attributed to an increase in personnel expenses and insurance premiums an increase to legal advertising and contractual services For a detailed description of the budgetary changes for expenditures please review the Budget Comparison Segment within this section EXPE DITURES PERCE T OF BUD ET 0 0 0 0 C C C C Village Cnmal 03% Capital Outlay 9 2% Recreation 3 6% Public Works 56% Fire Rescue 23 8% Pdrrrnistrahon 45% 87 Police 231% Village Attorney 16% Non -Departmental D Mervice 118% Budding, Zoning, & Planning 95% EXPENDITURES SU A Y GENERAL FUND FISCAL YEAR 2001 F EXPE 4ITURES Expenditures Village Council Proposed FY 2001 $36 254 Adopted FY 2001 $36 254 Percent of Budget 0 3% Administration $636 596 $610 161 4 5% Village Clerk $215 367 $215 142 1 6% Village Attorney $213 000 $213 000 1 6% Non Departmental $805 750 $752 860 5 5% Debt Service $1 606 403 $1 606 403 11 8% Building Zonning & Planning $1 327 300 $1 286 950 9 5% Police $3 227 923 $3 136 498 23 1% Fire Rescue $3 276 969 $3 240 724 23 8% Public Works $758 809 $757 589 5 6% Recreation $494 021 $492 811 3 6% Capital Outlay Total $1 000 000 $13,598,392 $1 250 000 $13,598,393 9 2% 100.0% EXPENDITURE CHANGES The total finance program adopted for Fiscal Year 2001 is $13 598 393 This represents a 6 2% increase in the total operating budget from fiscal year 2000 Expenditures Village Council Adopted FY 2001 $36 254 Adopted FY 2000 $26 500 Difference $9 754 Percent Changed 36 8% Administration $610161 $519 842 $90 319 17 4% Village Clerk $215142 $175 233 $39 909 22 8% Village Attorney $213 000 $213 000 $0 0 0% $752,860 $842 750 ($89 890) 10 7% Non Depot li i rental DebtService $1 606 403 $1 538 626 $67 777 4 4% Building Zonning, & Planning $1 286950 $1 232,662 $54 288 44% Police $3136 498 $3 039 288 $97 210 3 2% Fire Rescue $3 240 724 $3 221 929 $18 795 0 6% Public Works $757 589 $588 739 $168 850 28 7% Recreation $492 811 $399 000 $93 811 23 5% Capital Outlay Total $1 250 000 $13,5591,393 $1 011 296 $12,SO ,$ 5 $238 704 $7$!,521 23 6% i.2'/, 88 C C C C C� C C C C C C C C C C C C Q C C C C C C C C C C C C Q C C C C C C gat EXPENDITURES GENERAL FUND FISCAL YEAR 2001 EXPE DITURE CHA ES RATIO ALE Village Council While the Mayor and Village Council receive no compensation for their services as elected officials there is however 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 2001 Budget for the Village Council will increase $9 754 The Village Council budget represents 0 3% of the budget The increase in the Council budget is due to a rise in insurance premiums Administration Administration includes the Village Manager s Office and the Finance and Administrative Services Department At $610 161 the Adopted Fiscal Year 2001 Budget increased 17 4% The increase is due to additional personnel Administrative Intern and Grants Specialist a proposed Information Technology contract and an increase in insurance premiums Village Clerk The Village Clerk s Adopted Fiscal Year 2001 Budget will increase by $39 909 or 22 8% The increase covers additional legal advertising and rise in insurance premiums Village Attorney At $213 000 the Village Attorney s allocation is unchanged Non Departmental The Adopted Fiscal Year 2001 Budget for Non Departmental expenses will decrease $89 890 or -10 7% from the Fiscal Year 2000 Budget Changes in this department are the result of the deletion of insurance premiums and a $7 000 increase to the Miami Dade Library agreement C Debt Service The Fiscal Year 2001 requirement for debt service has increased by $67 777 The debt service cost is associated with a 10 -year bank loan for the purchase of the Village Green and a 20 year bond issue for the Civic Center Project Budding Zoning and Planning The Building Zoning and Planning Department budget of $1 286 950 represents a 4 4% increase from the Fiscal Year 2000 Budget Increase in this budget is due to an increase in insurance premiums and personnel expenses Ponce The Police Department s Fiscal Year 2001 Budget allocation of $3 136 498 represents an $97 210 increase or 3 2% from the Fiscal Year 2000 Budget The increase 89 L EXPENDITURES GENERAL FUND FISCAL YEAR 2001 is attributed to vehicle fuel and maintenance costs insurance premiums and personnel costs Fire Rescue The Adopted Fiscal Year 2001 Budget for Fire Rescue will increase by $18 795 or 6% due to an increase in personnel expenses Public Works The Adopted Fiscal Year 2001 Budget for Public Works will increase by 28 7% or $168 850 This change is due to an increase in contractual services insurance premiums and personnel expenses Recreation At $492 811 the Recreation Department s budget provides for an increase of $93 811 or 23 5% The increase is due to additional village activities Capital Outlay The Adopted Fiscal Year 2001 Budget for Capital Outlay is $1 250 000 The capital outlay has been increased $238 704 from the prior year BUDGET CO PARISO General Fund Expenditures by Object Adopted FY 2001 Adopted FY 2000 Difference Percent Changed Personnel $7 775 406 $7 454 673 $320 733 4 3% Other Expenses $2,259 416 $2,218 859 $40 557 1 8% Contract Professionals $465 703 $355 500 $110 203 31 0% Supplies $110965 $99400 $11565 116% Equipment $130 500 $130 500 $0 0 0% Debt Service $1 606 403 $1 538 626 $67 777 44% Capital Outlay $1 250 000 $1 011 307 $238 693 23 6% Total $13,591,393 $12104,1415 $739,521 6.2.1„ EXPE DITURES BY OBJECT CHA ES 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 that include commitments for employee fringe benefits The change in costs for personnel relates to a 1% cost of living adjustment merit increases a 1% (from 10 to 11% of gross salary) Village retirement contribution increase $50 increase in Village s contribution to employee fringe benefits (starting April 1 2001) and additional personnel 90 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 C C a C C C C C C Ci EXPENDITURES GENERAL FUND FISCAL YEAR 2001 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 related to bi annual election expenses utilities insurance microfilming computer supplies seminars and printing A large portion of that increase is attributable to an increase of $150 000 in the Contractual Services portion of the Public Works Department These funds are adopted to be allocated to Village beautification projects ft C n C r C C C C r r^ Contract Professionals This item includes but is not limited to the Village Attorney Village Engineer and landscape Architects A large percent of the increase in this category is due to the Village s financial and information services functions being adopted to be provided on a contract basis Supplhes Represents expendable materials and items necessary to carry out a department s work program for the fiscal year Items included are 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 payments for the Civic Center debt Capital Outlay Expenditures associated with the acquisition and/or construction of major capital facilities and improvements such as sidewalks underground wiring landscaping and contributions to reserves 91 UUODUU©00UUt`300000tUUUU000000000®®W®0UkJUU VILLAGE COUNCIL FISCAL YEAR 2001 BUDGET 00000007000 oo MISSION Toprovide safe, quality community environment for all STATEMENT Ta isIanders through responsible government. Organizational Chart Joe I. Rasco, Mayor Scott !ass Martha Fdez-Leon troucek Alan H. Fain 92 Mortimer Fried Gregory Han Robert Oldakowski Local Planning Agency J 1 VILLAGE COUNCIL CTIIS} AL FISCAL YEAR 2001 BUDGET TI AL C A Village Council • The Mayor as a member of the Village Council is the Chairman of the Village Council • The Mayor is responsible for residing at all Village Council meetings executing all ordinances resolutions and contracts on behalf of the Village and represents the Village and Village Council at public events • The Council represents the citizens of Key Biscayne by promoting effective government through responsive policy direction and leadership to meet current and future needs of the Village • The Council is mandated by the City Charter and responsible for the formulation of the overall policies of the Village which then are implemented by the Village Manager • The Council serves as the Local Planning Agency Its purpose is to prepare the local comprehensive plan and conduct the comprehensive planning program 93 C C C c c C C c c C C C c c c c C c c c c Q c c c c C c c c li c c c fir c 4 VILLAGE COUNCIL FISCAL YEAR 2001 BUDGET PERFOR ANCE I DICATORS Regular Council meetings are held the second Tuesday of every month (except August) in the Council Chamber Village Hall 85 West McIntyre Street at 7 00 p m Council meeting schedules are subject to change Council meetings are broadcast live and re broadcast on Thursday at 10 00 a m and Friday at 7 00 p m Below is a breakdown of the Village Council s activities by calendar year F- C C' C C Meetings 1995 11 19% 9 .1997 10 1992 8 1999 13 2000. 14 Special Meetings 17 11 10 12 13 16 Resolutions 40 38 58 53 98 43 Ordinances 14 7 25 8 9 9 Workshops 8 3 5 4 6 3 DEPARTMENTAL DESCRIPTION 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 department and services The Council also appoints the Village Clerk and the Village Attorney The Council is responsible or the overall direction of the village and general welfare of Key Biscayne residents Village Council elections are held on the first Tuesday after the first Monday of November every even numbered year To be eligible to seek office a person must be a resident of the Village of Key Biscayne for at least one year and be a qualified [^ elector of the Village 94 I VILLAGE COUNCIL FISCAL YEAR 2001 BUDGET The members of the Village Council also serve as the Local Planning Agency The Local Planning Agency was responsible for the development of the Comprehensive Master Plan The Council sits as the Zoning Appeals Board 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 meetings of the Local Planning Agency are public meetings and agency records are public 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 Community Affairs 1998 schedule Responsibilities of the Local Planning Agency ® Prepare the local comprehensive plan and any amendments ® Make recommendations to the municipal governing body regarding the adoption or amendment of plan ® Hold Public Hearings on the proposed plan or plan amendment ® Monitor the effectiveness and status of the 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 2001 DEPART ENTAL OBJECTIVES & A A E ENT +VERVIE It is the desire of Key Biscayne for their development policies to protect its residential character Future residential development should be at eh 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 modes in size so as not to overpower the community s residential character Other commercial development should be sized to meet the needs of residents and hotel guests Office development should be limited to the minimum amount practical in light of existing development patterns 95 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 NI C C Ci C C C 4 C VILLAGE COUNCIL FISCAL YEAR 2001 BUDGET r C fl (-- c 70000 )000000000( RESIDENT'S EXECUTIVE SU ARY - Village Council BUDGET SUMMARY Due to a Village wide change in budgetary practices all insurance costs will now be budgeted in the departments that they accrue vs non departmental expenditures As a result the Village Council Budget for Fiscal Year 2001 will include Elected Officials Liability Insurance premium costs in its Administrative Expenses budget line item The anticipated amount budgeted for insurance is $9 754 and this is the amount of increase of the FY 2001 Budget over the previous year Village Council Category Administrative Expenses Memberships & Dues Education & Training Total Village Council Actual FY 1999 $10 124 $7 024 $10 766 Adopted FY 2000 $16 500 $6 000 $4 000 Proposed F re 2001 $26 254 $6 000 $4 000 Adopted FY 2003 $26 254 $6 000 $4 000 $27 914 $26 500 $36 254 $36 254 96 UUVUL)LJ(J()0©©©0©0V000000 00000000 0 t)t,UUU To implement ;leadership ands them tg work; ►n Village' ; mission outstanding effectively i le vere Count tpolicies andYto provide sown'a s all departrnentc icfiwties enab ing '3 ' i� " va .+ t �� e best interests of our community, instill the latement,among ouremployees to foster a'n v`el,of service at as reasonable cost, and lent and administer tte policies established by fhe t5 cil Administrative Assistant OFFICE OF THE VILLAGE MANAGER FISCAL YEAR 2001 BUDGET FU CTI;4 AL il v A IZATI AL C ART Village Manager ® Provide leadership in the management and the execution of Village policies ® Manage all Village governmental affairs direct and supervise the administration and functions of all Village departments offices and agencies • Liaison with Municipal County State and Federal agencies on issues of mutual concern ® Plan and develop programs in order to meet the future needs of the residents and visitors of the Village DEPARTMENTAL DESCRIPTIO The Village manager is the chief executive officer and administrative head of the Village with the responsibility for planning organizing directing staffing coordinating and budgeting for the widespread programs and services for the citizens of the Village The Village Manager is appointed by and serves at the pleasure of the Village Council and is directly responsible for executing Village laws and ordinances and is responsible for implementation of policies set fourth by the Village Council The Village Manger 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 98 C C C C C C C C C C C C C C C C C C C C C C+ d C C C III III C ��lll C C C C C a a C Q C C OFFICE OF THE VILLAGE MANAGER FISCAL YEAR 2001 BUDGET 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 Manger 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 C C C C C C C C C C' Authorized Positions 1996 1997 1998 1999 2000 2001 Village Manager Assistant to the Manager Administrative Assistant Administrative Intern Grant Specialist - Part Time Receptionist/Switchboard Total 10 10 00 00 10 30 10 10 00 00 00 10 10 10 00 00 10 40 10 10 10 00 00 10 40 10 10 10 00 00 00 30 10 10 10 10 05 00 45 2001 DEPART E TAL IBJECTIVES ® To satisfactorily relay Village Council policy decisions to the organization and administer the decisions in day to day operations ® To maintain administrative control of all departments by reports and verbal and written communications on all matters involving daily operation of the Village ® To conduct any special studies information gathering and reports as may be necessary an/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 July 15th of each year 99 C OFFICE OF THE VILLAGE MANAGER FISCAL YEAR 2001 BUDGET • 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 I governments to resolve problems of mutual concern • To continue to emphasize and encourage organization and departmental efforts in identifying and implementing changes to improve efficiency and reduce cost 100 C C C C C C C C C C C C C e C C C C C C a a a C rit a i. a a a C C C C C C a vii FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT FISCAL YEAR 2001 BUDGET 14, ivi4slok. STATENIEN ' To administer thenfinances and bud • et of the village efficiently and repot related activities accurately and timely, and'to manage the insurance and employee benefit programs in the best interest of the Village ard'its ematavees. Organizational Chart Village Manager Director of Finance and Administrative Services 101 ir FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT F NCTI NAL FISCAL YEAR 2001 BUDGET NAL CHART Finance and Administrative Services Department • Responsible for coordinating the financial operation of the Village departments • Coordinate and administer personnel policies and employee benefits programs and risk management ® Responsible for comprehensive insurance program • Billing for Solid Waste accounts 102 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 C C C C C 11 FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT FISCAL YEAR 2001 BUDGET r DEPART ENTAL DESCRIPTIO The Department of Finance and Administrative Services is responsible for coordinating the financial operation of the Village departments Under the direction and supervision of Moyer and Associates/Severn Trent Environmental Services Inc 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 The Director of the Finance and Administrative Services Department serves as the chief fiscal officer for the Village and coordinator of the employee benefits program The Department deals with daily finance/accounting activities including payrolls and audits preparation of the operating and capital budgets preparation of " comprehensive financial reports investments debt management cash management and bank relations The Department provides financial information to the public state agencies grantors auditors Village Council and management In addition the Department is responsible for the comprehensive insurance program C which includes automobile liability property and workman s compensation program C 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 responsibility for providing Solid Waste and Recycling collection and billing services The Finance and Administrative Services Department staff includes a Finance Assistant The position of the Village Finance Director has been eliminated and replaced with a contract with services provided by Moyer & Associates 0 C C 0 0 C C 0 C 103 _ILI I FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT FISCAL YEAR 2001 BUDGET ACCO PLISH E TS FR FISCAL YEAR 2000 The Finance department continued to maintain accurate and up to date records It submitted the Comprehensive Annual Report to GFOA in February 2000 The budget was prepared on time and administered carefully during the year The budget was filed and accepted by the Florida Department of Revenue and met the "TRIM (Truth in Millage Bill) Requirements All available funds were invested overnight and excess funds were invested in Certificates of Deposits with several banking institutions and with the Florida 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 HIGHLIGHTS FOR FISCAL YEAR 2000 OBJECTIVE 7 To provide timely accurate and up to date monthly Financial Reports and Comprehensive Annual Financial Report To obtain GFOA Certificate of Excellence STATUS Monthly reports were improved and submitted timely with the monthly council agenda The Comprehensive Annual Financial Report for Fiscal Year 1999 was presented to the Village Council on March 14 2000 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 departments Budget status reports are provided monthly with the monthly reports 104 C C C C C C C C C C C C C C C C C d C C C C C C C JII C C c C C C C C C C C C FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT FISCAL YEAR 2001 BUDGET S 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 Finances Officers Association for the Fiscal Year 2001 budget will be filed when the budget is adopted C00C)C)OOf)O006)00 )f) 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 July 1 2000 OBJECTIVE 3 To manage the investment portfolio of the Village for maximum return with minimum risk 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 Deposit of varying maturities and cash management agreements with SunTrust and Northern Trust Banks 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 These agreements have been up dated periodically as new investment vehicles become available 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 105 STATUS The Enterprise Funds collection function is updated and maintained by the Villages accounting system which allows the Village to aggressively seek payments for its services 2001 DEPART ENTAL •BJECTIVES Objective One To provide timely accurate and up to date monthly financial reports and Comprehensive Annual Financial Report KEY AREA INDICATOR Timely and accurate financial reports ACTION PLAN Finance C C FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT c C FISCAL YEAR 2001 BUDGET OBJECTIVE C C C 5 To supervise billing functions for the Enterprise Funds Aggressively collect C receivables and monitor all functions performed by other agencies for the Village C C C C C a C C C C C C a a a • Organize Finance Department records for easy retrieval • Monitor computer capability as Village work requirements increase • Review accounting procedures for Departments • Produce records and provide assistance to Moyer and Associates to prepare comprehensive annual Official Financial Report which is in accordance with Section 3 03 of the Village Charter C CONTROLS • Insure that all check requests have required authorization and back up prior to issuing payment • Continue to earn the Annual Certificate of Excellence in financial Reporting (CAFR) from the Government Finance Officers Association (GFOA) and distribute copies to external financial institutions • Provide full disclosures for General Fund Statement 106 a a C C C C FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT FISCAL YEAR 2001 BUDGET f 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 Budget INDICATOR Enhance budget preparation and administration for effective management ACTION PLAN • 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 • Obtain Annual Distinguished Budget Presentation Award from the Government Finance Officers Association • File the annual application for State Shared Revenues • Meet the requirements of the TRIM bill (Truth in Millage) to ensure continued eligibility for State Revenue Sharing (Approval letter 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 Sharing Objective Three To manage the Village s investment portfolio for maximum return on investments with minimum risk KEY AREA Cash Management INDICATOR Identify legal minimum risk investment opportunities 107 FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT FISCAL YEAR 2001 BUDGET ACTION PLAN • 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 Enhance administration for effective management ACTION PLAN Insurance and Employee Benefits • 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 August 26 1997 and Resolution 2000 47 adopted August 29 2000 • Coordinate the Long Term Disability Plan Deferred Compensation Plan Legal Services Plan and Flexible Benefit Programs of the Village(Resolution 99 34 adopted April 27 1999) • 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 108 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 it C C �nl Q C C C C C C C C C C C FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT FISCAL YEAR 2001 BUDGET r, C C 0 C r-� r^ 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 Identify all Village clients to invoice ACTION PLAN Utility Billings • Update real property listings from the Dade County Property Appraiser • Update billing list • Coordinate with Manger s staff to have bills printed and mailed • Assist staff with citizen inquiries on billing and collection procedures PERFORMANCE MEASURES • Review bank collection and receivable reports for follow-up • Review effectiveness of billing and collection procedures PERFORMANCE INDICATORS /crIVr1Y Rxyrdl Checks FY 19% rc hri 234J FY 1447 /dud 2340 FY 19991 kiwi 2530 FY 1444 At had 2700 FY 2:0) Estimated 2903 FY2001 Esirnited ao42 PcOartls Paydie Check 2593 3,10 3300 3110 45170 aro Lcais 353 360 360 375 425 443 SdidW teBlis 1284 1284 1313 1313 1313 1313 Employees Irsucnce Remain $573037 $5 R 114 $637 TO $691 398 $PGa620 $717 715 Rc eriyUctildyRernurs $157621 $154533 $143,600 $121C85 $93539 $141 531 Mcncge Investrrenls $8333, 0J $5o,7Q000 $5o03000 $500Q000 $15COaofO $19004W0 OAFRA crd' YES YES YES YES COAL GOAL Budget AYvd2 YES YES YES YES YES COAL Orprehenswe Annual firaxid report Certificate of Aclime rant. (1992 first reoav*c 2 ArnUal Mtn -cud -led Budget Prevaa damn Award (1993 first received) 109 C FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT RESIDE T'S EXECUTIVE SU AD INISTRATIVE SERVICES FISCAL YEAR 2001 BUDGET ARY Fl A CE A EPART E T BUDGET SUMMARY Included in this budget are the Village Manager s Office and the Finance and Administrative Services Department The increase in the Fiscal Year 2001 Budget from the previous years budget is due to additional personnel and increase in insurance premiums and the addition of an Information Technology contract Authorized Positions Director Assistant - Full Time Assistant - Part Time Administrative Assistant - Part Time Total 1996 1997 199E 1999 2000 2001 ISM 05 05 2 0 05 05 2 0 05 25 1 0 05 25 0 05 25 0 05 15 110 C C r C C C C C C C C C Cr C Cr C C C C 4 C C C C C a C C C C C C C C C C C Q C FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT FISCAL YEAR 2001 BUDGET l r 1 Administration Category Salaries Village Manager Housing Allowance Assistant to the Manager Finance Director I Administrative Assistant Assistant Director Finance Administrative Intern Receptionist/Switchboard Sec/Acct P/T Grant Specialist FIT Payroll Taxes Retirement Contnbutions Life Health Disability Insurance Workers Comp Insurance Unemployment Insurance Contractual Services IT Contractual Services Administrative Expenses Insurance Supplies Car Allowance Miscellaneous Memberships & Dues Educational Training Travel Total Administration Actual FY 1999 $333 665 $129 536 $12 000 $44 041 $60 698 $28 350 $32 639 $0 $18 901 $7,500 $0 $23 696 $34 867 $29,346 $835 $1 491 $0 $0 $46 711 $4 000 $2 352 $4 680 $85 $4 120 $7 223 $3 885 Adopted FY 2000 $361 694 $141 000 $12 000 $53 000 $68 932 $30 661 $36 101 $0 $0 $20 000 $0 $27 670 $37 586 $26 216 $1 013 $1 808 $0 $35 000 $2 555 $5 000 $4 800 $1 000 $6 500 $6 000 $3 000 Proposed FY 2001 $353 049 $141 000 $12 000 $53 530 $0 $32 516 $38 285 $24 678 30 $30 240 $20 800 $22 023 $42 366 $29 830 $1 986 $458 $65 000 $50 000 $35 000 $10 584 $5 000 $4 800 $1 000 $6 500 $6 000 $3 000 Adopted FY 2001 $353 049 $141 000 $12 000 $27 480 $0 $36 188 $38,285 $28 089 $0 $21 193 $20 800 $22 565 $43 788 $29,830 $1 601 $458 $65 000 $50 000 $35 000 $10 584 $5,000 $4 800 $1 000 $6,500 $6 000 $3 000 $496 956 $519 842 $636 596 $610 161 1 Resolution 99-94 adopted November 9 1999 approved Moyer and Associates/Severn Trent Environmental Services Inc financial services contract to operate the day to day operations of the Finance Department 111 V(J(JVUL)c)CJ ULPUCE.JUVOUGWVC. VGi dt, VWV®®®®WW®VVtiVVkluu OFFICE OF THE VILLAGE CLERK FISCAL YEAR 2001 BUDGET TJ P'-• �C C C C C C C r 0 C C) 0000 C) MISSION, STATEMENT To provide a, safe, quality community environment for all islanders through responsible government. DEPARTMENTAL ORGANIZATIONAL CHART Deputy Clerk 112 OFFICE OF THE VILLAGE CLERK FISCAL YEAR 2001 BUDGET FU CTIO AL OR ANIZATIONAL CHART Village Clerk ® The Village Clerk acts as Secretary to the Council by recording and maintaining accurate minutes of the proceedings of the Village Council publishing public notices and maintaining custody of all official records not handled by someone else ® The Village Clerk serves as the Supervisor of Elections for the Village • Administers the publication of the Village Code code supplements and the Village Charter ® Provides notary services and administers oaths of office to Village officials ® Serves as Financial Disclosure Coordinator with the State of Florida Commission on Ethics and serves as the Records 113 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 C C C C C C C C C C C C C a ill AsagIallmliamffeekia OFFICE OF THE VILLAGE CLERK FISCAL YEAR 2001 BUDGET DEPART ENTAL DESCRIPTI 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 the by Village Council from time to time )0000000000C)0C)000„ 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 processing and maintaining custody of agreements contracts ordinances resolutions and proclamations administering publication of the Village Code and Charter and providing information and records research to the Council staff and public The Office of the Village Clerk has implemented state of the art technology to enhance the dissemination of information regarding the activities of the Village Council and Village Government including ® Optical imaging of vital records and frequently requested documents (agenda packets minutes resolutions etc) which provides for quick retrieval 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 Village Clerk Deputy Clerk - Part Time Staff Assistant - Part Time Total Fiscal Years 1995 1996 114 OFFICE OF THE VILLAGE CLERK FISCAL YEAR 2001 BUDGET 2001 DEPART ENTAL JECTIVES • To complete and distribute 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 distribute committee meeting agendas to the committee members and public in a timely manner and maintain accurate minutes of committee meetings • To publish public notices as required by law • To serve as the Supervisor of Elections for municipal elections • To process and maintain custody of agreements contracts ordinances resolutions and proclamations • To maintain custody of Village records and coordinate the microfilming and storage of said records • To provide clerical and research support for members of the Council • To administer the publication of the Village Charter code 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 Flonda Commission on Ethics and the Records Management Liaison with the State of Florida Department of State • To maintain custody of the Village Seal • To serve as liaison between the public and Council as directed 115 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 4 C 4 OFFICE OF THE VILLAGE CLERK FISCAL YEAR 2001 BUDGET 00000 RESIDE T'S EXECUTIVE SU ARY - Village Clerk BUDGET Due to an increase in legal advertising and a Village wide change in budgetary practices all insurance costs will now be budgeted in the departments that they accrue vs non departmental expenditures the Village Clerks Budget for Fiscal Year 2001 will increase $40 134 over the previous year Village Clerk Category Salaries Clerk Deputy Clerk Payroll Taxes Retirement Contributions Life Health Disability Insurance Workers Comp Insurance Unemployment Insurance Insurance Imaging Equipment/Supplies Ordinance Codification Indexing Minutes Elections Legal Advertising Memberships & Dues Education & Training Travel Actual FY 1099 $62 013 $62 013 $0 $4 135 $4 974 $4 452 $400 $136 $0 $8 729 $7553 $1 593 $4 077 $64 216 $1 321 $1 221 $3 761 Adopted FY 2000 $76 113 $51 498 $24 615 $5 823 $5 665 $5 023 $228 $381 $0 $5 000 $3 500 $2 500 $10 000 $55 000 $750 $2 250 $3 000 Proposed FY 2001 $83 617 $58 462 $25 155 $6 396 $7015 $4 860 $1164 $381 $9 934 $5 000 $3 500 $2 500 $10 000 $75 000 $750 $2 250 $3 000 Adopted FY 2001 $83 617 $58 462 $25 155 $6 396 $7 015 $4 860 $939 $381 $9 934 $5 000 $3 500 $2 500 $10 000 $75 000 $750 $2 250 $3 000 Total Village Clerk $168 581 $175 233 $215 367 5215 142 116 UUU0©©©O©©©©©©®C3©0©®0®®©©©©©®(3 Ea/ EPEPCPWWW0(0 LP VILLAGE ATTORNEY FISCAL YEAR 2001 BUDGET 0 l✓ C C r MISSION STATEMENT To serve the p bh of Key �isceyiie,�by; oviding fair, honest, creative and .ptactical ' !egol,advice t th Village Cou council nd, Village Staff andrepresent the Village in all Iegal proceedings. Organizational Chart Village Council Village Attorney 117 VILLAGE ATTORNEY FISCAL YEAR 2001 BUDGET CTI ! r. AL j9, A IZATI4 AL C ART Villa e A orney • Provides legal services to the Village as a municipality • Reviews and prepares contracts ordinances and resolutions • Ensures that the various rules laws and requirements of • Represents the Village in state local and federal litigation matters governments are understood and followed by • Provide legal support the Village services to the Village Cni inril rind ctnff 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 wit the law firm of Weiss Serota Helfman Pastoriza & 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 118 C C e C C C C C a a a a a a a C C C C C C a a a c a a a a a C C C C C C C C VILLAGE ATTORNEY FISCAL YEAR 2001 BUDGET The firm provides legal advice and services to the Village on a regular basis in the following areas 20000000000000 Personnel matters Land use and zoning matters Sunshine Law Drafting and/or review of contracts Litigation Stormwater Utility Police related legal advice Conflict of interest issues Lien procedures 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 State and National Legislative Matters 2001 DEPARTMENTAL OBJECTIVES ® 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 119 VILLAGE ATTORNEY RESIDENT'S EXECUTIVE SU FISCAL YEAR 2001 BUDGET ARY - Village Attorney BUDGET SUMMARY At $213 000 the Village Attorney s Fiscal Year 2001 Budget remains unchanged from the previous years budget Village Attorney Category Legal Fees Legal Fees Lawsuits Proof Fees Contract Matters Other Professional Fees Court Costs and Fees Other Expenses Actual Adopted FY 1999 FY 2000 $188 556 $135 000 $31 043 $50 000 $0 $20 000 $418 $5 000 $711 $1500 $300 $1 500 Proposed Adopted FY 2001 FY 2001 $135 000 $135 000 $50 000 $50 000 $20000 $20 000 $5 000 $5,000 $1 500 $1,500 $1 500 $1 500 Total Village Attorney $221 028 $213 000 $213 000 $213 000 120 C C C C C C C a a a a C a C a a a a a C ar C C C C C C C C C C C C C C C C C C C 1 NON -DEPARTMENTAL FISCAL YEAR 2001 BUDGET This section of the budget covers a variety of items of a general nature not applicable to any one specific department It also includes the provision for contingency funds which can only be utilized with the authorization of the Village Council 0 0 0 0 0 Non -Departmental Category Salaries Overtime Off Dut} Employment Payroll Taxes Workers Comp Insurance Unemployment Appraisers Committee Expenses Financial Advisor Auditors 1 Employee Development 2 Contractual Expenses Telephone Postage Electricity Water & Sewer Village Hall Rent Inter govemmental Relations Actual Adopted Proposed Adopted FY 1999 Fl 2000 FY 2001 FY 2001 $0 $5 000 $5 000 $5 000 $4 910 $9 000 $9 000 $9 000 $0 $1 000 $1 000 $1 000 $2 000 $2 000 $2 000 $1 010 $2 632 $500 $500 $500 $2 800 $1 000 $1 000 $1 000 $411 $500 $500 $500 $0 $4 500 $4 500 $4 500 $35 000 $32 000 $32 000 $32 000 $0 $9 000 $9 000 $9 000 $3 390 $3 500 $3 500 $3 500 $44 510 $35 000 $35 000 $35 000 $14384 $15000 $15000 $15000 $17 253 $7 000 $7 000 $7 000 $108 306 $135 000 $135 000 $100 000 $96578 $100000 $100000 $100000 Representative 3 $25 000 $30 750 $30 750 $30 750 Insurance $31 859 $44 000 $0 $0 Maintenance & Repairs $18033 $15000 $15000 $15000 NewsletteriAnnual Report $33803 $12000 $12000 $12000 Supplies $39 947 $30 000 $30 000 $30 000 Furniture & Fixtures $1 146 $5 000 $5 000 $5 000 Equipment $2o 290 $15000 $15000 $15000 Community Grants $1 038 $15000 $15000 $0 Various Grant Expenses $19 601 $2 500 $2 500 $0 Miami Empowerment Zone 4 $0 $1 000 $1 000 $1 000 Chamber of Commerce 5 $76 190 $75 000 $75 000 $75 000 Lighthouse Run and Walk $500 $0 $0 $0 Other Expenses $104 645 $2 500 $2 500 $2 500 Miami Dade Library Agreement 6 $0 $35 000 $42 000 $42 000 Contingency $0 $200 000 $200 000 $200 000 Suspense $10 086 Total Non Departmental $700 146 $842 750 $805 750 $752 860 1 Auditor appointed by Pesolution 2000 42 Adopted August 29 2000 for FY 2000 01 Personnel rules provide for employee development Resolution 99 12 Adopted Feb 9 1999 authorized this position 4 Resolution 98 42 Adopted Aug 2o 1998 authorized an annual $1 000 contr but on for 10 years Contract effective FY 1995 and extended by Resolution 2000 53 Adopted October 24 2000 Resolution 92 77 adopted September 16 1999 121 II DEBT SERVICE FISCAL YEAR 2001 BUDGET 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 Series 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 Florida 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 Ill Chapter 166 Flonda Statutes and received by the Village pursuant to Section 8 04 of the Village Charter and Ordinance 97-12 adopted April 29 1997 They bear interest payable semi annually at a fixed rate of 4 36% 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 2001 will be $1 134903 The outstanding debt as of December 15th 2000 will be $3 180 000 Together with the Civic Center loan these are the only outstanding pure general fund debts The stormwater construction debt is primarily financed from the Stormwater Utility Fund and the Sanitary Sewer debt will be financed fifty (50) percent through the General Fund and fifty (50) percent through the Sanitary Sewer Fund following a Village referendum which accepted the loan and shanng of the debt service costs between the two funds These Village Green bonds are subject to prepayment penalty under certain circumstances based on prevailing market conditions at the time of prepayment If the bonds 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 122 C r C C C C C C C C Q C C C C C C ill a a a a a a a II a C C 4 C 11 DEBT SERVICE FISCAL YEAR 2001 BUDGET authority for borrowing monies is provided to the Village by Sections 166 021 and 166 1 1 1 Florida Statutes The Master Plan requires that the Village pursue a prudent policy of borrowing for capital improvements or other purposes (Policy 1 15) The Financial Policy Statement K 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 2001 budget the limit is 1% of assessed valuation ($25 000 000) or an amount that exceeds , 15% of the annual general fund expenditures whichever is greater Also State law C prohibits a mill rate in excess of 10 mills C The Village has the legal nght to borrow an additional $11 82 million without the approval of the voters o 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 U adopted budget ordinance exceeds five (5) mills (Section 5 02B) Authorization for $20 million Civic Center Debt r 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 refinancing 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 r Ordinance 2000 8 adopted July 11 2000 authorized the second $10 million 20 year r borrowing Resolution 99-71 adopted on July 23 1999 authorized the twenty year r bank loan at a 4 715% fixed interest rate As of September 30 2000 the Capital Improvement Program Facilities Reserve has approximately p g $2 4 million n 0 O 0 E) In Fiscal Year 2002 the Village will borrow an additional $4 725 000 that will be dedicated to the construction of the Civic Center Ordinance 2000 8 adopted July 11 2000 authorized the second $10 M 20 year borrowing 123 LA DEBT SERVICE FISCAL YEAR 2001 BUDGET Authorization for $7 2 million Stormwater Utility Debt Ordinance 98 9 was adopted October 27 1998 authorizing the Village Manager to obtain permanent financing for the Bond Notes of $7 2 million 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 Authorization for $7 942 million Sanitary Sewer Debt Ordinance 99 9 was adopted November 9 1999 authorized the filing of a second amendment to the Sanitary Sewer Loan application (which was approved and executed by the State on November 15 1999) and increased the loan from its original level of $723 762 covering pre construction costs to a level of $7 941 990 This amount will be financed fifty (50) percent through the General Fund and fifty (50) percent through the Sanitary Sewer Fund Debt payments to the Florida Department of Environmental Protection shall start 124 C C C E C C C C C C C C C C C C C Q a a a a a Jt C C C C C Q x)00( 00 C 00 00 rd, ,-Th ^ k N I T otal Annual Debt Payment Schedule GENER AL FUND STORMWATER - Vill age Gre en Village Civic Cent er Sanitary Sewers Sub T otal UTILITY FUND T OTAL $9 200 000 $10 000 000 $10 000 000 T $7 941 990 $7 200 000 Interest 4 36/ i 4 715/ 5 24/ 2 56/ 4 136/ Year 1993 S eries 1999 Series 2000 Series State Loan 1994 $194 988 89 $0 00 $0 00 $0 00 1 $194 988 89 $0 00 $194 988 89 1995 $1 139 661 00 $0 00 $0 00 $0 00 $1 139 661 00 $0 00 $1 139 661 00 1996 $1 136 089 00 $0 00 $0 00 $0 00 $11.36 089 00 $0 00 $1 136 089 00 1997 $1 136 100 00 $0 00 $0 00 $0 00 $1 136 100 00 $0 00 $1 136 100 00 1998 $1 134 585 00 $0 00 $0 00 $0 00 $1 /34 585 00 $0 00 $1 134 585 00 1999 $1 136 435 00 $0 00 $0 00 $0 00 $1 136 435 00 $335 412 00 $1 471 847 00 2000 $1 136 541 00 $394 226 00 $0 00 $0 00 $1 530 767 00 $417 584 00 $1 948 351 00 2001 $1 134 903 00 $471 500 00 $0 00 $0 00 $1 606 403 00 $416 622 00 $2 023 025 00 2002 $1 131 521 00 $471 500 00 $831 122 00 $0 00 T $2 434 143 00 $466 252 00 $2 900 395 00 2003 $1 131 286 00 $818 130 88 $524 000 00 $254 937 00 $2 728 353 88 $557 046 31 $3 285 400 19 2004 $1 129 089 00 $820 921 13 $524 000 00 $254 937 00 $2 728 947 13 $557 046 31 $3-285 993 44 2005 $0 00 $817 886 25 $894 044 00 $254 937 00 $1 966 867 25 $557 046 31 $2 523 913 56 2006 $0 00 $819 026 25 $893 608 00 $254 937 00 $1 967 571 25 $557 046 31 $2 524 617 56 2007 $0 00 $819 223 25 $892 124 00 $254 937 00 $1 966 284 25 $557 046 31 $2 523 330 56 2008 $0 00 $823 359 38 F $889 592 00 $254 937 00 $1 967 888 38 $557 046 31 $2 524 934 69 2009 $0 00 $821 434 63 $890 881 00 y $254 937 00 $1 967 252 63 $557 046 31 $2 524 298 94 2010 $0 00 $823 449 00 $890 860 00 $254 937 00 1 $1 969 246 00 $557 046 31 $2 526 292 31 2011 $0 00 $824 284 63 $889 529 00 $254 937 00 $1 968 750 63 $557 046 31 $2 525 796 94 2012 $0 00 $823 941 50 $886 888 00 $254 937 00 l $1 965 766 50 $557 046 31 $2 522 812 81 2013 $0 00 $827 301 75 $887 806 00 $254 937 00 $1 970 044 75 $557 046 31 $2 527 091 06 2014 $0 00 $829 247 50 $887 152 00 $254 937 00 $1 971 336 50 $557 046 31 $2 528 382 81 2015 $0 00 $829 778 75 $884 926 00 $254 937 00 $1 969 641 75 $557 046 31 $2 526 688 06 2016 $0 00 $828 895 50 $885 997 00 F $254 937 00 $1 969 829 50 $557 046 31 $2 526 875 81 2017 $0 00 $831 479 88 $885 234 00 $254 937 00 $1 971 650 88 $557 046 31 $2 528 697 19 2018 $0 00 $832 414 00 $882 637 00 $254 937 00 $1 969 988 00 $619 574 00 $2 589 562 00 2019 $0 00 $831 697 88 $883 075 00 $254 937 00 $1 969 709 88 $0 00 $1 969 709 88 2020 $0 00 $834 213 63 $881 417 00 $254 937 00 $1 970 567 63 $0 00 $1 970 567 63 2021 $0 00 $0 00 $0 00 $254 937 00 $254 937 00 $0 00 $254 937 00 2022 $0 00 $0 00 $0 00 $254 960 13 $254 960 13 $0 00 $254 960 13 2023 $0 00 $0 00 $0 00 $0 00 $0 00 $0 00 $0 00 This chart Ilustrates the total annual payments for the General Fund and the Stormwater Utility Fund The General Fund includes the Village Green Civic Center and the Sanitary Sewer Project debt payments The Stormwater Utility Fund is an enterprise fund which includes the debt payment for the stormwater system The payments peak in 2004 and end in 2022 11 Ge neral Fund Debt Schedule FIFTEEN PERCEN T OF TOTAL ANNUAL GENERAL FUND N rn Village Green Civic Center ANNUAL Sanitary Sewers DEBT F (1/2 Total Cost) PAYMENT Annual Budg et (Projected 5 / Annual In crease) DIFFERENCE Year i 1993 Seri es Seri es 1999 Series 2000' State Loan 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 2022 2023 $1 131 521 00 $471 500 00 $831 122 00' _$0 00L $2 434 143 00 $13 598 393 $394 384 05 $1 131 286 00 $818 130 88 $524 000 00' $254 937 00 $2 72ff,353 88 $14 278 313 $586 606 98 $1 129 089 00 f $820 921 13 $524 000 00 � $254 937 00 $2,728 947 13 $14 992 229 $480 112 83 $0 00 $_817 886 25 $894 044 00 $254 937 00 $1 966 867 25 $15 741 B40 $394 408 82 $0 00 $819-(T26 25 $893 608 001 $254 937 00 $1 967 571 25 $16 528 932 $511 768 55 $0 00 $819 223 25+ $892 124 00' $254 937 00 $1 966 284 25 $17 355 379 $637 022 54 $0 00 $823 359 38 $889 592 00 $254 937 00 $1 967 888 38 $18 223 148 $765 583 75 $0 00 $821 434 63 $890 881 00r $254 937 00 $1 967 252 63 $19 134 305 $902 893 11 $0 00 $823 449 00 $890 860 00 $254 937 00 $1 969 246 00 $20 091 020 $1 044 407 02 $0 00 $824 284 63 $889 529 00 $254 937 00 $1 968 750 63 $21 095 571 $1 195 585 04 $000 $823 941 50 $886 88800 $254 937 00f $1 965 76650 $22 150 350 $1 356 785 96 $0 00 $827 301 75 $887 806 001 $254 937 00 $1 970 044 751_$23 257 867 $1 518 635 33 $0 00 $829 247 50 $887 15200' $254937 00 $1 971 336 J $24 420 761 $1 691 777 58 $0 00 $829 778 75 $884 926 00' $254 937 00 $1 969 641 75 $25 641 799 $1 876 628 04 $0 00 $828 895 50 $885 997 001 $254 937 00 $1 969 829 50 $26 923 889 $2 068 753 78 $0 00 $831 479 88 $885 234 00 $254 937 00 $1 971 650 88 $28 270 083 $2 268 861 56 $0 00 $832 414 00 $882 637 00 $254 937 00 $1 969 988 00 $29 683 587 $2 482 550 06 $0 00 $831 697 88 $883075 00 $254 937 00 $1 969 709 88 $31 167 766 $2 705 455 09 $0 00 $834 213 63 $881 417 00 $254 937 00 $1 970_567 63 $32 726 155 $2 938 355 59 $0 00 $0 00 $000' $254 937 00 $254 937 00 $34 362 463 $4 899 432 38 $0 00 $0 00 $0 00 $254 960 13 $254960 13 $36 080 586 $5 157 127 72 $000 $000 $000, $000 $000 $000 $000 i I This c hart Ilustra te s the annua l debt payment for the Ge neral Fu nd and compar es it to th e pr oject ed an nual budg et limit of 15% This fund debt is comprised of the Village G ree n the two Civic C enter S eries and 50% of the Sanit ary S ewer Projec t The a nnual payme nt peaks in 2004 at a total of $2 728 947 13 the same year th e Village Green debt is retired In years 2002 2004 the limit is e xcee ded As a result of the final payment of the Village Gre en th e Village debt declin es $762 079 in 2005 to $1 9 millio n a nd co ntinue s to decrease o ver the next 17 ye ars until 2022 when all d ebt is retir ed 12 Dec 00 C)aaaaa®®®®®©©0©©®©©CICI ChelCI©CI(I(h©ChCDCICDeh 0 eh 0 000 0000) 00 0000 000 00000 0 O,) r°( Ill General Fund Debt Schedule ONE PERCENT OF ASSESSED V ALUATION Village Green Sanitary Sewers Village Civic Center (1/2 Total Cost) T OTAL Assessed Valuation (Projected 5 / Annual Increase) DIFFERENCE Year Series 1993 S eries 19991 S eries 2000 State Loan 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 2022 $2 165 000 00 $1 105 000 00 $0 00 $0 00 $0 00 $0 00 $0 00 $0 00 $0 00 $0 00 $0 00 $0 00 $0 00 $0 00 $0 00 $0 00 $0 00 $0_00 $0-00 $0 00 $0 00 $10 000 000 001 $10 000 000 00 $9 645 000 00 $10 000 000 00 $9 270 000 00 $10 000 000 00 $8 880 000 00 $9 620 000 00 $8 470 000 00 $9 220 000 00 $8 040 000 00 $8 800 000 00 $7 585 000 00 $8 360 000 00 $7 110 000 00 $7 895 000 00 $661000000 $740500000 $6 085 000 00 $6 890 000 DO $5 535 000 00 $6 350 000 00 $4 955 000 00 $5 780 000 00 $4 345 000 00 $5 180 000 00 $3 705 000 00 $4 550 000 00 $3 035 000 00 $3 885 000 00 $2 330 000 00 $3 185 000 00 $1 590 000 00 $2 450 000 00 $815 000 00 $1 675 000 001 $0 00 $860 000 00 $000 $00 01 $0 00 $0 00 $3 970 995 00 $26 135 995 00 $2 641 345 502 $277 460 00 $3 816 734 48 $24 566 734 48 $2 880 529 028 $4 238 555 80 $3 658 499 62 $22 928 499 62 $3 054 241 149 $7 613 911 87 $3 496 188 02 $21 996 188 02 $3 168 968 166 $9 693 493 64 $3 329 694 65 $21 019 694 65 $3 327 416 574 $12 254 471 09 $3 158 911 77 $19 998 911 77 $3 493 787 403 $14 938 962 26 $2 983 728 87 $18 928 728 871 $3 668 476 773 $17 756 038 86 $2 804 032 59 $17 809 032 59 $3 851 900 612 $20 709 973 53 $2 619 706 64 $16 634 706 64 $4 044 495 642 $23 810 249 78 $2 430 631 75 $15 405 631 75 $4 246 720 425 $27 061 572 50 $2 236 685 56 $14 121 685 56 $4 459 056 446 $30 468 878 90 $2 037 742 56 $12 772 742 56f $4 682 009 268 $34 047 350 12 $1 833 674 04 $11 358 674 04 $4 916 109 731 $37 802 423 27 $1 624 347 93 $9 879 347 93 $5 161 915 218 $41 739 804 25 $1 409 628 73 $8 329 628 73 $5 420 010 979 $45 870 481 06 $1 189 377 63 $6 704 377 63 $5 691 011 528 $50 205 737 65 $963 451 97 $5 003 451 97 $5 975 562 104 $54 752 169 07 $731 705 59 $3 221 705 59 $6 274 340 209 $59 521 696 50 $493 988 54 $1 353 988 54 $6 588 057 220 $64 526 583 66 $250 146 98 $250 146 98 $6 917 460 081 $68 924 453 83 $0 00 $0 00 The abo ve chad illustra tes the o utstandin g debt and c ompa res it to o ne the percent (17) st and ard of the Vill ages prolected assessed va lua tion This a na lysis ndic ates tha t the Villa ge is in c ompliance with this criteria Th e b orr owing was f or the purch as e of the Village Gree n a cquisition and deve lopme nt of the Civic Center and o ne half of the cost of the sanitary sewer c onstructi on pr oj ect 12 Dec 00 DEBT SERVICE FISCAL YEAR 2001 BUDGET Debt Service Category Village Green Civic Center Total Debt Service Actual FY 1999 $1 136327 $0 Adopted FY 2000 Si 136541 $402 085 Proposed FY 2001 $1 134 903 $471 500 adopted FY 2001 $1 134 903 $471 500 $1 136 327 $1 538 626 $1 606 403 $1 606 403 General Fund Issue Date Amount 12/14/1993 $9 2 M 7/23/1999 $10 M Sub Total Series Outstanding Principal Rate as of 101112000 Payment 1993 4 360% $4 155 000 1999 4 715% $10 000A00 Interest Payments $975 000 $159 903 $0 $471 500 Outstanding as of 9/30/2001 $3 180 000 $10 000 000 $14 15S 000 $975 000 $13 180 000 Stormwater Utility Fund 1/25/1999 $7 2 M Total Village Debt 1999 4 136% $6 940 000 $130 000 $285 836 $6 810 000 $21 095 000 $1 105 000 $19 990 000 SUMMARY OF OUTSTANDING GENERAL FUND DEBT FY Village Green Civic Center Sanitary Sewer Outstanding Debt Limit 17 Available 2001 $3 180 000 $14 725 000 $4 000 000 $21 905 000 $24 990 492 $3 085 492 2002 $2 165 000 $20 235 000 $4 000 000 $26 400 000 $26 413 455 $13 455 2003 $1 105 000 $23 865 000 $3 845 000 $28 815 000 $28 805 290 ($9 710) 2004 $0 $25 155 000 $3 687 000 $28 842 000 $30 542 411 $1 700 412 2005 $0 $24 765 000 $3 530 000 $28 295 000 $31 689 682 $3 394 682 128 C C C C C C C C C C C C C C C C Q C C C C C C Q C Q Ci c C ci C CL C C e C c a Building, Zoning, and Planning Department r 2001 Budget 00 on nn 0000000000 6)nnn )n )0 Mission Statement To provide the residents of the Village, their architects, engineers, and contractors with friendly and expedient service with the highest degree of professionalism and integrity 129 :LAG 0 KEY BISCAYNE BUILDIN G Z ONIN G AND PLANNIN G DEPARTMENT ORGANIZATIONAL CHART Building, Assista nt Lucinda Meurice ornmunity Assist ant`' Vacant Director Jud Kurlancheek Buildi ng Offici al Eugene Santi ago Re ceptionist Carme n Bonich Permit Clerk Asela M artell -M olina:`. Assist . Permit Clerk Mayra St one Chief Building Inspe ctor Jo se ph Garcell Building In spector G eo rge Peo n Chief Electrica l Inspector Leo nard Gutkin Pert Time Electrica l In spe ctor Jim Whitaker Chief Plumbing Inspe ctor John Lindgre n Part Time Plumbin g Inspe ctor Robe rto Ra mire z 1 Chief Mech ani cal Inspector Cliff Lindgren Pe rt Time Mec ha nica l Inspe ctor Robert Wa llac e Stru ctur al Plan Pro cessing D ario Gonzal ez (C ons ult ant) Plan Reviewer R eview Willi am F ehr C ee e Enforc ement Offi cer Ste ve Myles gra BUILDING, ZONING, AND PLANNING DEPARTMENT r C C C rar'% eTh C C C C C C C C C r•-• FUNCTIONAL R A - FISCAL YEAR 2001 BUDGET IZATIO AL CHART Office of the Director Responsible for the administration of the Department and reports to the Village Manager ® Coordinates with other departments and organizations ® Responsible for purchases and procurements ® Administers the personnel process and training ® Maintains and manages all records and reports ® Monitors changes in the building code and planning legislation ® Prepares all Council memorandums and reports ® Preparation and management of the departments budget ® Performs assignments at the Direction of the Village Manager Building Division ® Administration of the South Florida Building Code Processing and issuance of building permits a ® Processes and issues Occupational Licenses Inspections Issuance of Certificates of Occupancy Issuance of Certificates of Completion Building Code Enforcement Zoning Division ® Administration of the Zoning and Land Development Regulations ® Zoning plan review for building permits • Processing of zoning text amendments variances and conditional uses ® Zoning code enforcement ® Administration of the Special Master Process 131 Planning Division ® Administration of the Master Plan ® Processing of amendments to the Master Plan Compliance with the restrictions listed in Developments of Regional Impact for the Grand Bay and Ocean Club Developments • Concurrency compliance BUILDING, ZONING, AND PLANNING DEPARTMENT FISCAL YEAR 2001 BUDGET DEPART ENTAL DESCRIPTIO The Department is composed of three (3) divisions Building Zoning and Planning which work together to accomplish the Departments mission statement The Department provides information reports and recommendations relating to the orderly growth and development of the Village to the Council and Manager The Department also provides Geographic Information Services to all Departments in the Village and other governmental agencies The Building Division's primary responsibility is the administration of the South Florida 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 that 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 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 and prosecution of violators before the Special Master Miami Dade County Construction Regulation Board and Florida Department of Business Regulations Division of Construction The Planning Division administers the Comprehensive Plan as set forth in Florida Statutes including the processing monitoring 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 ACCO PLISH ENTS FOR FISCAL YEAR 2000 1 New Building Permit Fee Schedule Staff prepared and Council adopted Resolution 99 101 which established a new building permit fee schedule Fees where increased in amounts commensurate with the cost of processing and issuing building permits 132 C C C C C C C C C C C C C C C C C C C C C C C I ' C C C 1 C C C C C C C 0000000000( BUILDING, ZONING, AND PLANNING DEPARTMENT FISCAL YEAR 2001 BUDGET 2 Preparation and adoption of new Zoning Regulations The Village utilized the County Zoning Ordinance to regulate development in all areas with the exception of single family and two family districts The County s regulations were not consistent with the Master Plan in terms of density uses and lot coverage The new regulations Ordinance 2000-5 and Ordinance 2000-6 now provide for zoning controls that are consistent with the Master Plan The Council adopted revised regulations for single family and two family distracts The new regulations will result in new homes which provide better special and spatial relationships between buildings r" 3 U S Census The Department assisted the Village's Complete Count Census Committee in developing and implementing the below measures that encouraged our residents to participate in the 2000 Census r" a The Department prepared a flyer which school children gave to their ro-• parents The flyer encouraged parents to complete the census survey b School children were given an assignment to prepare posters The best posters were noted and displayed at a Council meeting and in Village Hall c School children were given an essay assignment which required them to determine the reasons why their parents should participate in the Census d Ernestine McKay President of the Key Biscayne Music and Drama Club developed a short play which explained the importance of the Census The play was filmed in the Key Biscayne Community Elementary School with the students in the audience The play was also presented at a Council meeting and broadcast live in addition to a continuance run on our public television channel e The Committee recruited a graphic designer (Key Biscayne resident) to prepare a poster The Chamber of Commerce agreed to encourage storeowners through a newsletter to display them in their windows The Police Department (PSAs) delivered posters to the stores and the condominiums in the Village f The Mayor prepared a letter explaining the importance of the Census The letter was delivered to all residents and community organizations in the Village 133 II I BUILDING, ZONING, AND PLANNING DEPARTMENT FISCAL YEAR 2001 BUDGET g The U S Census established a Questionnaire Assistance Center in Village Hall This center provided citizens with information and instructions on how to complete the census h The Islander News published weekly articles describing the Census and how the Village was encouraging residents to complete the survey i La Isla published articles in the March and April publications 4 Implementation of a New Building Permit System The Department installed a new permit system that enables management to track plans inspections and approvals Management can ascertain how many plans are in the system view plan review comments from each inspector and determine how many inspections are being made by each inspector 5 Storage and Scanning of Plans With the exception of active permits all of the Departments plans have been placed in warehouse off the island in a hurricane resistant building The plans have been bar coded and inventoried for retrieval purposes Staff can view the inventory over the Internet All projects that receive Certificates of Occupancy and Certificates of Completion are now scanned Plans can be scanned on a demand basis and downloaded via the Internet 6 Village Civic Center The Department assisted the Village Managers Office in the day to day administration of the implementation of the Village Civic Center Project This effort included the establishment of Committees to review responses to Requests for Proposals review floor plans and elevations 7 Demolition/Implosion of Ocean Club Building at 799 Crandon Boulevard This 13 story building was actively under construction until it sustained significant damage from a fire on April 6 2000 On the following day staff visited the property The Department initiated several actions that lead to the demolition of the building These actions included requiring the site to be made secure with a fence and 24 hour security guard "red tagging' the building designating the building as an unsafe structure' The Department ordered that the building be demolished This occurred on April 20 2000 134 C C C C C C C C o C C C C C C C C C C C �Il C C C 4 C C Q C 4 C C C C C C C BUILDING, ZONING, AND PLANNING DEPARTMENT FISCAL YEAR 2001 BUDGET r""‘ rTh raN 000OC) 2001 OBJECTIVES AN[ AA E E T VERV1EW The Departments seven objectives are characterized within four categories Customer Service Revenue Generation Large Construction Management and Regulation Development Customer Service The Department's mission establishes customer service as our highest priority In support of this objective several initiatives in FY 2000 resulted in an improvement in the level of service that is being offered by the Department The improvement resulted from three actions Council approved the purchase of a new building permit system that enables management to tract building permit applications inspections and approvals Secondly Staff was centralized into one office instead of Iwo separate locations The close proximity of staff resulted in better communication coordination and morale Thirdly part time building and zoning staff were re organized and re classified to full time personnel with an overall reduction in salaries This allowed staff to be available to provide assistance to our citizens during the entire day Generation of Revenues In January 2000 the Village Council adopted a new Building and Zoning Permit Fee Ordinance The objective of the new fee ordinance was to generate sufficient funding to operate the Department without contributions from the general fund In past years the General Fund had to subsidize the Department by nearly 33% of the total operating budget Without the increase in fees it was projected the subsidy would be approximately 58% of the Departments budget For the FY 2001 budget it is conservatively projected that revenues may approach 80% of our operating expenses Depending on local and international economies it is possible that revenue may be 5 to 15% higher Large Construction Management In FY 2000 the Department implemented this process for large projects Staff and Developers attend pre design meetings prior to the initiation of large projects and during the design stages This process has expedited the permitting process and insures a project is consistent with the Master Plan and Zoning and Land Development Regulations During FY 2001 it is anticipated this process will continue to be utilized for the three remaining buildings in the Ocean Club Development the Village Civic Center Buildings and the development of properly at 200-240 Crandon Boulevard As part of this effort staff also insures the Ocean Club and Grand Bay projects are constructed in a manner that is consistent with the Development Orders for the Development of Regional Impact Landscape Regulations The Department will develop Landscape Regulations for single family and duplex homes These regulations will provide for higher landscape standards and consequently result in a relaxed tropical appearance of the Village 135 C —Id BUILDING, ZONING, AND PLANNING DEPARTMENT FISCAL YEAR 2001 BUDGET OBJECTIVES A Customer Service 1 Internet Connechvity to the Building Permit System The Department will place the building permit system on the Internet by June 2001 When fully operational contractors architects engineers and homeowners can view plan review comments request inspections and obtain results of inspections Minor permits will be issued over the Internet without the necessity of visiting the office 2 Level of Service Improve the level of customer service by reviewing plans within the following timeframes These timeframes will begin to be monitored in October 2001 and continue throughout the year a Walk through permits b Roofing fence and driveway permits c Trade permits d Inspection requests d Apt/Condo remodeling e New construction additions interior remodeling to single family homes f Large projects not included above same day service l day 1 day Next day service 1 5 days 14 days new construction 10 days for others 20 30 days depending on complexity 3 Scanning of Plans Scan all plans that receive a Certificate of Occupancy or Certificate of Completion in FY 01 Plans will be scanned within 30 days of the date a Certificate of Occupancy or Certificate of Completion is issued B Revenue Generation 1 Occupational License Ordinance The Village adopted an Occupational License and Fee Ordinance in 1992 The Department will examine the Ordinance and recommend modifications if necessary by January 2001 The Department will prepare a comparative analysis of fees in other municipalities and determine if the current revenues address the cost of issuing occupational licenses and inspections 136 C C.J C C C C C C C C Q a C C C C C C C C C C C C C C 31N� �I C a C C C C C C C C C C C C BUILDING, ZONING, AND PLANNING DEPARTMENT Th 00000000non0000o0ok) r C C n FISCAL YEAR 2001 BUDGET C Large Construction Management 1 DPI Project Monitoring Continue monitoring the Ocean Club and Grand Bay Projects to insure compliance with the Development of Regional Impact (DPI) requirements The monitoring of these DPI s is an on going process 2 Implementation of the Village Civic Center Assist the Village Manager's Office in the implementation of the Village Civic Center Master Plan expedite the issuance of building permits and inspections This is an ongoing project with a completion date when the last building receives a Certificate of Occupancy in 2002 3 Plan Review Meetings In FY 2000 the Department implemented this process for large projects which provides pre design meetings prior to the initiation of large projects and during the design stages This process has expedited the permitting process and insures a project is consistent with the Master Plan and Zoning and Land Development Regulations 137 —u BUILDING, ZONING, AND PLANNING DEPARTMENT FISCAL YEAR 2001 BUDGET ANNUAL COMPARISON F STAFFIN I£ ; t fld �2ry;la mL ycgj�� ' 'tt r�t�.pp Ik s. # '' 'S'ar `r 1d�j�.�6�I;1# t: f o I I I I"f �L`j Iy `� � 6i 4 I 5 Director 1 0 1 0 1 0 1 0 1 0 1 0 1 0 Building Official 0 0 1 0 1 0 1 0 1 0 1 0 1 0 Building Assistant 0 0 0 0 0 0 0 5 1 0 1 0 0 0(e) Receptionist (a) 0 0 0 0 0 0 0 0 0 0 1 0 1 0 Permit Clerk 1 0 1 0 1 0 1 0 1 0 1 0 2 0(e) Chief Permit Clerk 0 00 0 00 0 00 0 00 0 00 0 00 1 0(e) Assistant Permit Clerk 0 0 0 0 0 0 1 0 1 0 1 0 0 0(e) Administrative Assistant 1 0 1 0 1 0 1 0 1 0 0 0 0 0 Plan Reviewer (b) 0 0 0 0 0 0 0 0 1 0 1 0 1 0 Code Enforcement Officer 1 0 1 0 1 0 1 0 1 0 1 0 0 0M Sr Code Enforcement 0 0 0 0 0 0 0 0 0 0 0 0 1 0(f) Planner 1 0 1 0 1 0 1 0 (1 0) 0 0 0 0 Community Assistant 0 0 0 0 0 0 1 0 1 0 1 0 1 0 Chief Building Inspector (c) 1 0 1 0 1 0 1 0 1 0 1 0 1 0 Chief Electrical Inspector (c) 1 0 1 0 1 0 1 0 1 0 1 0 1 0 Chief Plumbing Inspector (c) 1 0 1 0 1 0 1 0 1 0 1 0 1 0 Chief Mechanical Inspector (c) 1 0 1 0 1 0 1 0 1 0 1 0 1 0 Building Inspector (c) 1 0 1 0 1 0 1 0 1 0 1 0 1 0 Inspectors (4) Part Time (d) 0 0 2 0 2 0 2 0 2 0 2 0 2 0 Total 5 0 8 0 8 0(d) 130 8 0 (d) 130 10 0 (d) 150 16 0 (a) 16 0 Notes (a) (10) (c) (d) (e) Transfer from Village Manager's Budget in FY 2001 Position combined the functions of Adm neshative Assistant and a contract employee In FY99 the status of these employees changed from contract to regular' Five (5) employees compensated on a contractual bases Assistant Permrf Clerk and Building Assistant positions reciassrf ed to the Permit Clerk Prevent Perrnrt Clerk employee re-classified to Chef Permit Clerk These changes provide flexibility In work assignments responsibilities and promotional opportunities (f) Code Enforcement Officer position reclassdred to Senior Code Enforcement Officer 138 C C C C C C C C C C C C C C a C C C C C C C C m m C C C C C C C C C C C C BUILDING, ZONING, AND PLANNING DEPARTMENT FISCAL YEAR 2001 BUDGET PERFORMANCE INDICATRS r" r C r C 0 r C 0 0 C C 0 .T 0 Aventura Key Biscayne Miami Shores 10 199 6 000 58 3 000 29 20 349 9 471 9 417 46 13 198 1 39 3 628 4 566 18 35 Miami Springs 13 304 4 230 32 1 493 11 North Bay Village 6 058 612 10 201 03 South Miami 10 500 4 759 45 1 990 19 Sunny Isles 13 000 3 200 25 1 100 08 Pinecrest 17 986 1 943 10 650 04 Based on similar sized municipalities in Miami Dade County The Village has the highest number of number of permits and inspections per capita 139 --u BUILDING, ZONING, AND PLANNING DEPARTMENT FISCAL YEAR 2001 BUDGET The table below indicates that the Village has maintained a constant level of permit activity and inspections related to new construction Further the projected increase in violations indicates code enforcement activity will be intensified in FY 2001 Lastly the projected increase in occupational licenses indicates a growth in commercial activity and officers and a higher level of enforcement of the Occupational License Code Commercial Permits 200 120 250 128 66 100 Master Permits 1 629 2 300 1 854 1200 1500 1200 Construction Value $57 387 (in thousands of dollars) $55 000 $60 087 $151 080 120 000 $100 000 Enforcement Activity 531 1000 455 802 650 800 Occupational Licenses 569 443 409 576 475 600 Certificates of Use 92 85 85 116 105 115 Inspections Made 4 500 7 957 7 176 13 528 13 000 13 000 ANNUAL CO PARISON 1F I SPECTIONS A D PERMITS Revenue/ 72 66 106 65 42 ,e Budget 64 FY00 adopted estimated revenue was $531 304 Effective January 1 2000 the Village Council adopted a new Building Permit Fee Ordinance which projected revenue for FY00 at $796 797 (prorated for 9 months Jan 1 Sept 31) Actual revenue may exceed projections depending on local and international economies 140 C C C C C C C C C C C Ci C C C C C G C a C a C a C C C C VL a a ci C BUILDING, ZONING, AND PLANNING DEPARTMENT FISCAL YEAR 2001 BUDGET Building Planning and Zoning Department Budgeted Expenditure to Revenues Comparison $1 600 000 $1 400 000 $1 200 000 $1 000 000 $800 000 $600 000 $400 000 $200 000 $0 r 1996 1997 1998 1999 2000 2001 Dept Expenditures 141 Dept Revenues Ili BUILDING, ZONING, AND PLANNING DEPARTMENT Fl4C'Al WEAR 7nm RUDGET Building Zoning & Planning Category Salaries Director Building Official Budding Assistant Permit Clerk Receptionist Permit Clerk Chief Permit Clerk Assist Permit Clerk Permit Clerk Plan Reviewer Code Enforcement Officer Sr Code Enforcement Officer Administrative Assistant Community Assistant Chief Building Inspector Chief Electrical Inspector Chief Plumbing Inspector Chief Mechanical Inspector Building Inspector Inspectors (part time) Payroll Taxes Retirement Contributions Life Health Disability Insurance Workers Comp Insurance Unemployment Insurance Master Plan Professional Services Contractual Services Special Masters Communications Insurance Maintenance & Repairs Printing & Postage Electronic Scanning Supplies Membership & Dues Education & Training Mileage Miscellaneous Equipment Actual Adopted Proposed Adopted Fl 1999 Fr 2000 FY 2001 FY 2001 $311 958 $666 954 $721 735 $721 735 $81 652 $88,507 $93 862 $93 862 $73 255 $81 078 $89 083 $89,083 $20 250 $23 760 $0 $0 $0 $0 $27 001 $27 001 $0 $20 442 $23 120 $23 120 $26 606 $29 480 $0 $0 $0 $0 $32 820 $32,820 $22 433 $24 368 $0 $0 $0 $0 $27 001 $27 001 $0 $50 000 $54 910 $54 910 $26 910 $30 611 $0 $0 $0 $0 $36105 $36105 $31 196 $0 $0 $0 $29 656 $32 201 $31 260 $10,260 $0 $59 154 $63 438 $63 438 $0 $59 154 $63 438 $63 438 $0 $59154 $63438 $63438 $0 $59 154 $63 438 $63 438 $0 $49 891 $52 821 $52 821 $395219 $123,060 $139138 $139138 $57 072 $58 925 $63 387 $63,387 $29 693 $73,371 $86 571 $86,571 $49 087 $73 215 $67 183 $67 183 $24,006 $46 887 $53 064 $42 714 $1 162 $3950 $1 117 $1 117 $1 987 $10,000 $10000 $1,000 $56 622 $45 000 $45 000 $45 000 $35 637 $35 000 $35 000 $35 000 $737 $7 000 $7 000 $7 000 $0 $3150 $3150 $3150 $4 000 $3 650 $12 455 $12 455 $804 $6 500 $6 500 $6 500 $36031 $15000 $15000 $15000 $0 $25 000 $25 000 $25 000 $15 703 $10 000 $10 000 $10,000 $3 836 $5,000 $5 000 $5 000 $2 509 $6 000 $6 000 $6 000 $1 248 $3 000 $3 000 $3 000 $31,519 $2 000 $2 000 $2,000 $23,346 $10,000 $10 000 $10 000 Total Building Zoning & Planning $1,082 176 $1,232,662 $1 327300 $1 286 950 142 C C C C C C C C C C C V C C C C C C C C C a a a C C C C C C C 41 m�41 V+ C C C 41 C C C TO WORK tN PARTNERSHIP WITH THE COM1IVILJNIT1 WE SERVE TO SOLVE PROBLEMS AND RESOLVE CONFLICTS THIS WILL GE ACCOMPLISHED BY PROVIDING COURTEOUS COMPETENT AND EFFECTIVE DELIVERY OF LAW ENFORCEMENT SERVICES IN A FAIR AND IMPARTEAL MANNER 143 000( (,.) ti —‘1 i )0 0r^30C)0 ■ernard- Pita Office r Pete Zayas Office r Kurt VanderZeyde Office r Jose Gon dar S iticer Po ly Pe rez Officer An tho ny Airyt GAfte rn oon Shift Lieu tefthTC G erry. Jime nez Officer Jack Murphy Officer Carlos Gutierre z Officer James Jo nes Office r (Military Le4Ve) Pt ZATI Meek isin 3il` Wf Seryeant- rank Hernandez Offic er Offic er Jackie Rsjas Officer Ted Ziersky Officer ��J'oC'fiTinte ngui o Accreditatio n i'eteci9Ge` Mainly Ko c"ri!ue Detective Irian N usalt Task Force Metes Larry Munoz T ask For ce D ete cti ve:_` Jorge M ora` Detective/Crime Preventilili_ (Crime Preven tion/C .O:S & (Vacancy) Lis a C dnfin ■ .A.R. E./S.R:S : CCCh O frone ros si ng G uard C James Fe rail y Cro s ng Guard r Man ny B aca Crossing Gua tl Veronica Est ails Cro s ng Guard Cr oss ng Guar '� (Vacancy) Police Offi cers Civilian P ers onnel Part tim e Pers onnel 145 II POLICE DEPARTMENT FUNCTIONAL aR A FISCAL YEAR 2001 BUDGET IZATIO AL CHART Office of the Police Chief Responsible to Village Manager for police and public safety Administers departmental operations assisted by Deputy Chief Records Manager and Administrative Ade Coordinates with other departments and organizations ® Special investigations pre employment backgrounds ® Provides public information and media inquiries Coordinates with state and federal agencies and the courts Oversees budget and monitors expenses Purchasing and procurement process ® Administers personnel process and training Maintains and manages all records and reports Monitors changes in law coordinates with State and Village attorneys f Patrol Routine patrol of the Village responds to calls for service and emergencies assists injured parties provides information and aide to residents investigates accidents Enforces criminal local and state laws monitors and enforces traffic violations educates and warns drivers and pedestnans of safety infractions and laws First responders suppresses criminal conduct maintains the peace enforces noise ordinance and other local laws set by Council Preliminary investigation and reporting o crimes and incidents gathers evidence recovers lost & stolen property Police dispatchers answer citizen inquiries and dispatch officers to calls for service monitor & coordinate radio traffic with the Miami Dade County Police Department and Village offices 146 Support Services Detectives Investigate cnmes assist residents in reporting insurance losses coordinate cnminal investigations with surrounding police agencies at the local state and federal levels Coordinates with Juvenile Services the courts and prosecutors offices in all criminal matters under investigation Coordinates Joint investigations on Federal Drug and Money Laundering Task Forces the FBI DEA Treasury Department Postal Service Florida Department of Law Enforcement etc Collects reports reviews and analyzes criminal and other unusual incidents gathers evidence and assists in the return of stolen properly Generates reports and studies as required by law the Department of Law Enforcement and other parties Maintains vehicles and equipment departmental inventories recovered bicycles and property Supervises four Public Service Aides three investigators the relief dispatcher crime prevention officers and the five part time crossing auards 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'+ C C C C 4Ijll C CI C C C C C W C C C POLICE DEPARTMENT FISCAL YEAR 2001 BUDGET PERF + R A CE INDICATORS ! N C Violent crime in Key Biscayne has been almost non existent and the few robberies we experienced were quickly closed with arrests Property crimes such as burglary and larceny averaged less than 2 per month and we averaged less than one stolen car per month Considering that Miami and Dade County have very high crime rates we are blessed to live in one of the safest communities in South Florida Performance indicators clearly show the departments service is outstanding based on the following • Police Citizen Satisfaction Survey 89% of residents rated services good to excellent • Village Chamber of Commerce Survey 92% of those surveyed rated Key Biscayne a very safe community to work and reside • Emergency response time ranges just under 3 minutes • For a community of approximately 10 000 people the crime rate is minimal services are rated high and tax rates decreased for six years in a row DEPART ENTAL DESCRIPTION The Department operates as a community oriented police agency with the philosophy that the community and police should be interrelated and work together to resolve problems that negatively affect the community This partnership is most desirable because by working together we can minimize criminal activity and maximize our efforts to provide a safe environment and enhance the quality of life within our community 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 divisions the Patrol Division consisting of eighteen patrol officers four Lieutenants and four dispatchers which are divided into three shifts that work 7 00 A M to 3 00 P M 3 00 P M to 11 00 P M and 11 00 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 lieutenant one DARE /School Resource Officer two Community Policing/Crime Prevention Officers three Criminal Investigators one (1) Records Manager one (1) Administrative Aide four (4) Public Service Aides and five (5) part time Crossing Guards 147 POLICE DEPARTMENT FISCAL YEAR 2001 BUDGET The Office of the Chief administers and coordinates the overall police operation wit the Chief of Police reporting directly to the Village Manager regarding all matters of public safety The Chief Deputy Chief Records Manager and one Administrative Aide coordinate recruiting hiring and training and maintain and distribute all reports and records for the police department Members of this office handle all special investigations coordinate with local state and federal law enforcement agencies the prosecutors and the courts They maintain the budget handle the purchasing and personnel processes and coordinate programs with government business homeowners and our schools Educational media releases and videos are prepared for our local cable access channel and the schools on the island 2001 DEPARTMENTAL {t BJECTIVES & ANAGEMENT OVERVIE The Police Department provides a cost effective and very efficient level of service Officers respond to emergency calls in just under three minutes and citizen satisfaction surveys have consistently rated police services in the good to excellent range The Chamber of Commerce s survey found 92% of those surveyed rated the community as a very safe place to reside and work Other than personnel expenditures the departmental budget has not substantially increased during the past 5 years The department is in its final phase and will soon complete the Florida State Law Enforcement Accreditation process This accreditation assures our residents that their Police Department is operating within strict professional guidelines monitored by outside law enforcement auditors All the children in our elementary schools and 4 pre schools will receive safety instructions to teach them how to protect themselves from being attacked or bitten by dogs or other animals to observe the leash laws for their animals and skating bicycling and pedestrian safety instruction Public service videos prepared by the Police Department and coloring books will also be used to educate all levels from very young pre schoolers to our adult residents on our public access cable television network (Channel 99) regarding these and other police department programs Other community outreach programs featured this year will include photographing all pre school and elementary school children and providing these digitized photos to the schools These photos will be used to create school photo I D cards for each child Children of all ages will be encouraged to carry these I D cards with them so that in the event of an accident away from school/home they could be quickly identified in order for the parents to be immediately contacted to respond to the hospital and give parental approval for medical and possibly lifesaving emergency treatment Officers 148 C C C C C C C C C C C C C C C C C C C C alit C C C C C a a a a a C C C C 4 C POLICE DEPARTMENT FISCAL YEAR 2001 BUDGET will also continue to provide bike rodeos to teach safety and prevent accidents They also register bikes to aid in recovery of a stolen bike and properly return it to its nghfful owner Parents will be offered fingerprints/photos of their children in the event the child is lost or missing for any reason A lost key return program sponsored and operated by the Police Department would allow for the return of lost key rings through the mail to the Police Department who would check the pre recorded registry number and return the keys promptly to the proper resident An additional video to be filmed and aired on public television will deal with the laws and safety issues concerning razors (foot scooters) in line skating and go peds (motorized skate boards) to come into compliance with state and local laws and more importantly to prevent serious injuries to children in our community flflflf lQlfl flfio()CIOni)Qflflf flfl(vf l jr)( In house and outside training programs are being used to further prepare police supervisors to carry out their duties and lead our officers in a professional and competent manner This professional development will range from one day courses to attendance for 12 weeks at the prestigious F B I National Training Academy and the Southern Police Institute The level of citizen service is directly related to the professional training and supervision provided to police personnel The citizens of Key Biscayne have responded to two separate community surveys one conducted by the Police Department and the other independently completed by Florida International University Both concluded the Police Department excelled in service delivery rating overall service in the good to excellent level by over 89% of the respondents The department does provide efficient service in responding to emergencies in under 3 minutes and maximizing grants to minimize the cost of daily operations The citizen s surveys prove our services are professional and effective and we continually strive to further improve our programs and overall services 149 POLICE DEPARTMENT FISCAL YEAR 2001 BUDGET Cost Effective Operations Total Funding Through 2002 = $476 000 Total Grants and Other Savings: $ 785,772 Actual Cost Savings I Seized Illegal Assets from Drugs & Money Laundering: $ 340,902 150 Savings to Tax Payers Totaling: $ 1,126,674 C C C C c C c a C C c a a a a a a a a a a a a c �i C a C a C POLICE DEPARTMENT FISCAL YEAR 2001 BUDGET ,0 ese r C C r REST E T'S EXECUTIVE SU ARY - Police I epart ent BUDGET SUMMARY The total increase in the 2001 budget will be $97 210 or 3 2% above last year s budget Increases in health insurance fuel and operating expenses were responsible for the majority of departmental budget increases The department received a total of $68 220 in grants forfeitures and fine related revenue that further offsets the budget increase FUNDING LEVEL SUMMARY Police Officers Support Personnel Operational Expenses Capital Outlay Total Department less Revenues Actual Budget FY 1997 FY 1994 $1 176644 $258 554 $937 167 $69 821 1 $2,442,186 $77 000 $2 365 186 $1 285 642 $279 980 $989 622 $70 000 $2 625 244 $105 503 $2 519 741 FY 1999 $1 386 984 $307 383 $1 023 254 $70 000 $2,787 621 $105 250 $2 682 371 FY 2000 $1 565486 $327 717 $1 076 085 $70 000 $3 039 288 $74 500 $2 964 788 %Change FY 2001 from 00-01 $1 595 210 $327 585 $1 143 703 $70 000 $3 136 498 $68 220 $3 068 278 1 90% 004% 6 28% 0 00% 3 20% 349% PERSONNEL SUMMARY FULL TIME EMPLOYEES Police Officers Dispatchers Public Service Aides Support Personnel Total Full -Time Employees FY 1997 FY 199* FY 1999 26 2 36 4 4 4 2 37 28 38 FY 2000 FY 2001 29 4 4 39 29 4 4 39 PART-TIME EMPLOYEES Council authorized 5 part-time School Crossing Guards in 1999 151 0 C DWI POLICE DEPARTMENT FISCAL YEAR 2001 BUDGET 1999 Crime Statistics for A. encies within Miami -Dade County Biscayne Park 3 035 67 22 1 Sweetwater 14 310 336 235 Virginia Gardens 2 278 58 255 Bay Harbor Islands 4613 140 30 3 Golden Beach key siscayrie West Miami 845 9F 689 5 863 30 263 355 I1 1! l 37 4 449 Bal Harbour 3 231 147 45 5 Hialeah Gardens 17 859 926 51 9 North Bay Village 6 125 326 53 2 Pine&rest 17 894 971 543 Miami Springs North Miami Beach 13 295 36 982 857 2 424 64 5 65 5 Sunny Isles Beach 14329 947 66 1 Hialeah 211 201 14 922 70 7 El Portal 2,485 179 720 Indian Creek 53 4 75 5 Surfside 4 331 331 764 Coral Gables 42 012 3407 81 1 Miami -Dade 1 114 066 91 534 82 2 Miami Shores 10170 974 95 8 North Miami 50 308 4 867 96 7 South Miami 10 546 1 102 1045 Miami 365 204 40 048 1097 Aventura 22 800 3 058 134 1 Homestead 26 650 3 590 1347 Miami Beach 94 012 14 359 152 7 Opa-locka 15 475 2 549 1647 Flonda City 6 181 1167 188 8 Medley 840 268 3116 152 C C C C C C C C C C C C C C C C C C a C C C C C a ai C ci a a a a a ai C C C �i POLICE DEPARTMENT FISCAL YEAR 2001 BUDGET 1999 Crimes per 1,000 Residents Biscayne P ark Sweetwater Vkgsna Gardens Bay Harbo'Islands C C (e'. r^ Bal Harbour Hialeah Gardens No rthBayVillage P 'merest Miami Springs NorthMarm Beach SrsnyIsles Beach Hialeah El Portal Indian Creek Srsfsrde CoralGables Mramr Dade Miami Shores No rth Miami South Miami Miami Ave ntura Homestead Miami Beach Opa locks Flo nda C0 Medley 00 50 0 100 0 150 0 200 0 250 0 300 0 3500 153 POLICE DEPARTMENT FISCAL YEAR 2001 BUDGET LAW ENFORCEMENT SERVICES - DEMANDS & WORKLOAD ANNUAL COMPARISON ERFORMANCE INDICATORS Part 1 -Mandatory Murder Sex Offense 1 2 2 2 2 FY 1999 FY 2000 Robbery Aggravated Assault Burglary / Business Burglary / Residence Burglary Structure or Business Under Construction 11 5 13 5 18 7 7 5 8 5 11 11 29 5 16 7 20 12 21 1 Burglary Garage or Shed Attempted Burglary Motor Vehicle Theft Attempted Motor Vehicle Theft Pocket Picking Purse Snatching Shoplifting Theft/Building Theft/Coin Operated Theft/Construction Site Theft from Motor Vehicle Other Larceny Boat Theft Bicycle Theft Arson 8 3 1 3 5 5 6 7 1 7 25 0 28 1 10 0 10 5 2 1 0 0 0 0 1 0 0 0 0 17 t 3 2 6 4 17 17 21 21 54 0 2 0 2 0 4 12 86 7 12 17 109 1Q4 8 98 96 1$27 9 72 125 5 61 94 4 Part II- Mandatory Kidnaping/Abduction Simple Assault Drug/Narcotic Offensd'Sz Bribery 7 0 4 0 33` 14 i0 0 0 68 0 0 70 0 0 15 36 47 s6 2 1 1 1 ' 0 0 0 0 9 154 C C C C C C C C C r 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 FISCAL YEAR 2001 BUDGET K f 'C 0 0 C C ERFORMANCE NDICATORS tether calls for service DUI 4 13! 13 FY 1994 FY 1997 FY 1998 FY 1999 FY 2000 Traffic Citations 1 364 Parking Citations 591 Traffic Accidents 154 188: 173 1 817; 1 779 703 2 737 901 202 2 875 789 227 Hit & Run 49 53 42 57 46 Resident Alarms 739 736 780 650 664 Business Alarms 270 310': 278 276 240 Bank Alarms 46 23? 25 36 48 Open Doors/Windows 221 Medical Assists 284 288 146 208 173 201 396 435 448 Animal Complaints 105 124 Loud Party 35 22 Disturbances 193 278 208 49 71 53 332 313 199 194 304 Vandalism to Properly Suicide Attempted Suicide Apparent Natural Deaths a 9 16 Fire Assists 238 116 121 0 0 0 2 4 143 0 2 227 0 1 9 11 67 70 145 154 129 Residetial/Bus Secunty Checks Suspicious Persons/Vehicles Miscellaneous Calls SERVICE INDICATORS TOTAL 9132 6918 13152 10 188 10 596 302 236 288 325 275 5176 4128 3014 3585 3369 19,582 14,438 21,732 20,848 21,12 155 POLICE DEPARTMENT FISCAL YEAR 2001 BUDGET Police Actual Adopted Proposed Adopted Category FY1999 FY2000 Fv2001 FY2001 Salaries Sworn Police $1 323157 $1 561 486 $1 632 672 $1,595,210 Chief of Police $102,612 $110551 $111654 $111654 Chief Housing $17650 $17654 $17650 $17,650 Deputy Chief of Police $65 670 $74 562 $79 959 $79 959 Police Lieutenants $243822 $289 186 $294527 $294 527 Police Sergeants $0 $34472 $171 590 $171,590 Police Officers $893 403 $1 035,061 $957292 $919,830 Acting Supervisor Pay $4 143 $4,000 $4000 $4,000 Salaries Overtime $87 178 $54,000 $90 000 $80 222 Holiday Pay $25 133 $40 000 $61 000 $61 000 Court Time $4 548 $5 000 $6,000 $6,000 Salaries Non Sworn $301 999 $327 717 $327,585 $327,585 Administrative Assist $25 764 $27,505 $28 902 $28 902 Dispatchers $110688 $122,313 $124256 $124256 Public Service Aides $90839 $101 054 $98096 $98096 Administrative Aide $24 648 $26 657 $26 143 $26 143 Clerical Assist (PT) $10,060 $10 188 $10 188 $10 188 Crossing Guard $40000 $40,000 $40 000 $40 COO Police Incentive Pay $17851 $19,800 $19800 $19800 Payroll Taxes $150480 $149151 $149401 $146536 Retirement Contributions $166,249 $203 576 $229,088 $209,593 Life Health Disability Insurance $178732 $204010 $191 973 $187 173 Workers Comp Insurance $76 658 $79 980 $87 036 $70061 Unemployment Taxes $7 161 $9 998 $2 547 $2 497 Technical Services $13334 $12,000 $12000 $12000 Recruiting & Physicals $6 056 $6 800 $6 800 $6 800 Employee Wellness Program $1 471 $2 000 $2 000 $2000 investigation Expense $3 780 $3 000 $3,000 $3,000 Telephone Dedicated Lines $8,091 $6000 $9000 $9000 Utilities $9431 $9,500 $10500 $10500 Insurance $45 080 $36,500 $59 751 $59 751 Maintenance & Repairs $7 767 $7,500 $7 500 $7500 Confidential Informants $124 $1 000 $1000 $1,000 Supplies $25314 $21500 $21,5IAJ $21,500 Grant DARE $10,042 $8 000 $8,000 $8,000 Grant Byrne (DARE) $5,325 $0 $0 $0 Car Allowance $1 135 $1 170 $1 170 $1 170 Uniforms $48 811 $39 000 $39 000 $39 000 Vehicle Maintenance $29 482 $21,000 $30 000 $30 000 Vehicle Fuel $14 749 $12,000 $22,000 $22,000 Photography $7 597 $4 500 $4,500 $4,500 Range Expenses $6 008 $6 000 $6000 $6,000 Communications Maintenance $13,307 $11 600 $11 600 $11 600 Memberships & Dues $4,363 $3,500 $3 500 $3,500 Education & Training $42,575 $42,000 $42 000 $42 000 Police Facilities $13545 $14000 $14,000 $14000 Police Vehicles $70 207 $70 000 $70,000 $70 000 Police Equipment $49 955 $42 000 $42 000 $42 000 Total Police $2 780 837 $3 039288 $3 227 923 $3 136 498 156 C C C C C C C C C nW W C C C C C 4 W W C C C C C W MY C C a C C C 4 a' er FIRE RESCUE DEPARTMENT FISCAL YEAR 2001 BUDGET r � eT ( I OOOfOOOOOr)OnoononOOflC) MISSION STATEMENT r To contribute to a safe quality community environment for all Islanders through responsible Fire Rescue Services DEPARTMENTAL ORGANIZATION CHART Fire Chief Deputy Fire Chief 4 MISSION STATEMENT TO PROVIDE A SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT pp iir `j, f i E�i�i atl ( Ss °l S1) 157 Administrative Assistant `YC'I Shift Fife Captain (1) Firefighter/ paramedics (1) FIRE RESCUE DEPARTMENT FISCAL YEAR 2001 BUDGET FUNCTIONAL •R A IZATI NAL CHART Office of the Fire Chief C ens 0 r-� (),)k)(v)oc )oo • Responsible to Village Manager for Fire Rescue Emergency and Federal agencies Preparedness and Recovery • Administers all departmental functions assisted by the Deputy Fire Chief and an • Coordinates with other State • Oversees budget monitors and processes all expenditures Administrative Assistant • Administrates personnel functions • Coordinates with other Departments and organizations • Maintains and manages all records and reports Office of the Deputy Fire Chief • Responsible to Village Fire Chief for Fire Prevention Emergency Medical Services Research and Development and Training • Serves as Village Fire Marshal • Oversees and coordinates day to -day administrative and emergency services delivery • Reviews and revises operational procedures • Directs the Administrative Operations and Medical Services Division of the Department Administrative Services Captain • Responsible for equipment information systems and facilities Fire Captain A Shift Medical Services Captain • Responsible for health and safety • Fire Captain B Shiff Operational Services Captain • Responsible for training operational readiness and research and development • Fire Captain C Shift FIRE RESCUE DEPARTMENT FISCAL YEAR 2001 BUDGET DEPART E TAL DESC<"IPTIO 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 life saving techniques such as cardiac pacing incubating and defibrillating until the patient can be admitted to the appropriate medical facility Additionally Fire Rescue personnel perform the inspection function which gives the Department an opportunity to be proactive in dealing with emergencies All of the buildings within the Village are inspected three (3) times a year to assure compliance with appropriate codes and to provide needed familiarization for the Fire Rescue crews who may be required to fight fires in any one of them Fire Inspector state certification is currently held by twenty-six (26) Firefighter/Paramedics Inter governmental support from the City of Miami is an essential component of the Villages 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 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 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 (1st) in the state of Florida to achieve this recognition On August 17 2000 at the semi annual commission meeting held in Dallas Texas the full commission voted unanimously to accept the Departments Statement of Findings on our Annual Compliance Report thus continuing the Department's Accredited Agency Status 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 160 C C C C C C C C C C C C C C C a C C m II cii C C C FIRE RESCUE DEPARTMENT FISCAL YEAR 2001 BUDGET our protection class had been improved and upgraded from a Class 4 to a Class 3 Surveys of the community by the Chamber of Commerce Florida International University and the Fire Department show the tremendous level of citizen satisfaction with the Department In the survey conducted by the Department where questions were asked such as quality of care professionalism procedures being explained and the level of concern and caring shown not only to the patient but to the family as well the results indicated a 97 2% excellent to outstanding level of customer satisfaction 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 Deputy Fire Chief are State Certified Paramedics We are the only Fire Rescue Department in Dade County with this distinction ,a, C C C C Perfor ance Indicators The Fire Rescue Department continues to provide for an excellent response time under three (3) minutes while maintaining a minimum on duty staffing of seven (7) or more Firefighter/Paramedics at all times During the 1999 2000 fiscal year the Department continued to provide the same excellent level of service as has been provided in years past Strong emphasis and commitment continues toward the Departments highly successful public service programs such as citizen CPR classes First aid classes blood pressure testing and school age fire safety training and education The Department continues to participate in an extensive fire prevention inspection program in all high rise and mercantile structures as well as 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 twenty six (26) Firefighter/Paramedics The Departments Trench Rescue and Confined Space team continues 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 The Department will continue teaching Village residents the Community Emergency Response Team (C E R T) program After becoming the first Fire Rescue service in the State of Florida to be Accredited by the Commission on Fire Accreditation International the Department continues its commitment towards excellence by preparing for the annual audit of our programs to maintain the Accredited Agency Status In addition the Insurance Services Organization (ISO) conducted a site visit of the Fire Rescue Department in November 161 FIRE RESCUE DEPARTMENT FISCAL YEAR 2001 BUDGET 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 The Department confinues 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 The latest survey conducted by the Department indicates that 97 2% of those surveyed rate the Department with an excellent to outstanding customer satisfaction level 2001 DEPART ENTAL OBJECTIVES AND ANA E ENT OVERVIEW The Fire Rescue Department will continue to provide a cost effective as well as a very efficient level of service to the community it serves Benchmarking and performance evaluation continuously assure this objective A critical element in the assessment of a delivery system is the ability to provide adequate resources for fire combat situations Each fire emergency requires a variable amount of staffing and resources to be effective Properly trained and equipped fire companies must arrive be deployed and attack the fire within specific time frames using an incident command system if successful fire ground strategies and tactical objectives are to be met The same holds true for rescue operations major medical emergencies hazardous materials incidents and other situations which require varying levels of resources The Department as in the past will continue to ensure that adequate effective and efficient programs are directed toward fire prevention life safety risk reduction of hazards the detection reporting and controlling of fires and other emergencies the provision of occupant safety and exiting and the provisions for first aid fire fighting equipment The Department will again offer the Community Emergency Response Team (CERT) program This highly successful program includes training in disaster preparedness disaster fire suppression disaster medical operations light search and rescue operations and disaster psychology and organization The Department will continue our commitment toward public fire safety education with its annual residential home safety surveys offered to all single family and duplex occupancies Members of the Department will participate in Fire Safety Skits during the Children s Fire Safety Festival which reaches approximately 3 000 Dade County school age children Approximately 350 Key Biscayne children will participate in a Fire Safety 162 C C C C C C C C C C C C C C C C C C C C C C Ci C C C C C C 11 C a c c C C C C C C 11 FIRE RESCUE DEPARTMENT FISCAL YEAR 2001 BUDGET Puppet Show and tour of the Fire Rescue Department as part of National Fire Prevention Week Members of the Department will also be making Risk Watch presentations to all 4th 5m and 6m graders 6)O D0C)C) )000000000)00 ) r ( The Department will continue to enhance the quality of life for its residents by continuing to offer Citizen CPR and Accident Prevention classes The Department participates in the Miami Dade County Elder Links program The Fire Station is an authorized SAFEPLACE for those young individuals needing this program When the Department has identified a need or when requested we have provided training for family members of high risk medical patients And finally the Department will continue to review and monitor the major construction projects at the Ocean Club of Key Biscayne and the Ritz Carlton In addition the Department continues the plan review process for less complex projects as well as the numerous residential and multi residential properties undergoing renovation within the Village 163 FIRE RESCUE DEPARTMENT FISCAL YEAR 2001 BUDGET RESIDENT S EXECUTIVE SUMMARY - Fire Department BUDGET SUMMARY The total increase in the 2001 budget will be $18 795 or 0 6% above last year s budget The change is due to the deletion of the car allowance and an increase in personnel expenses resulting from a living adjustment merit increases for employees increase in the Village retirement contribution and an increase in insurance benefits FUNDING LEVEL SUMMARY 'Personnel ,xpe Cdpital Outlay ppportrnent $2 113 327 $642 660 $0 $2 755 987 PERSONNEL SUMMARY $2 258 279 $543 571 $0 $2 801 850 $2 346 196 $684 844 $0 $3 031 040 $2 538 082 $2 557 170 $683 847 $0 $683 554 $0 $3 221 929 $3 240 724 0 75% -0 04% 0 00% 0 58% Authorized Positions 1995 1996 Fiscal 1997 Years 1998 1999 2000 2001 Fire Chief 1 0 1 0 1 0 1 0 1 0 1 0 1 0 Deputy Fire Chief 1 0 1 0 1 0 1 0 1 0 1 0 1 0 Administrative Assistant 1 0 1 0 1 0 1 0 1 0 1 0 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 19 0 24 0 24 0 24 0 24 0 24 0 24 0 Firefighter/EMT 5 0 0 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 0 164 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 6 C FIRE RESCUE DEPARTMENT FISCAL YEAR 2001 BUDGET PERFOR ANCE INDICATIRS r`-` r ACTIVITY 1995 96 Actual 996 97 Actual 1996 97 Actual 1998 99 Actual 1999 2000 Actual Response Time 2 minutes 47 seconds 2 minutes 55 seconds 2 minutes 53 seconds 2 minutes 48 seconds 2 minutes 50 seconds SWAP Program 295 Exchanges 315 Exchanges 268 Exchanges 186 Exchanges5 201 Exchanges Inspection Activity 2 638Inspecfions 575 Inspections 240 Inspections 189 Inspections 558Inspecfions Residential Inspections 1296 Inspections 3019 Inspections 2010 Inspections 8 Inspections 7 Inspecfions Hydrant Inspections 485 Hydrant Inspections 394 Hydrant Inspections 419 Hydrant Inspections 760 Hydrant Inspections 225 Hydrant Inspections Hose Tests 2 Complete Fire Hose Tests 2 Complete Fire Hose Tests 2 Complete Fire Hose Tests 1 Complete Fire Hose Test 2 Complete Fire Hose Tests Citizen Blood Pressure Enrollments 88 People Enrolled 70 People Enrolled 86 People Enrolled 135 People Enrolled 133 People Enrolled CPR and Accident Prevention Classes 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 92 Citizen CPR and Accident Prevention Classes reaching 3982 residents Physical Fitness Testing 2 Combat Challenge Tests For each Firefighter 3 Combat Challenge Tests For each Firefighter 1 Combat Challenge Test For each Firefighter 1 Physical Fitness Test For each Firefighter 1 Physical Fitness Test For each Firefighter Company Drill 3072 hrs of drill 3072 hrs of drill 3072 hrs of drill 3072 hrs of drill 3072 hrs of drill Company School 3072 hrs of school 3072 hrs of school 3072 hrs of school 3072 hrs of school 3072 hrs of school Fire Incidents[ 533 561 760 868 1051 Medical Incidents 652 645 731 704 783 Rescue Transports 361 378 376 356 365 Fire Incidents include a variety of situations including response to structure fires vehicle fires automatic alarms smoke scares and all other incidents other than medical situations Inspection Activity includes Hi Rise Commercial Construction Educational and Special Hazard sites Tlus number neludes Risk Watch presentations in the grades Pre K K 1 3rd & 6 N mber of nspection lower due to fewer e nspections and more bu Id g compha e Number of exchanges lower due four months of Department wide Trench Rescue and Confined Space Training r^, 165 FIRE RESCUE DEPARTMENT C C C FISCAL YEAR 2001 BUDGET C Fire Rescue Catesaory Salaries Fire Chief Chief Housing Deputy Fire Chief Fire Captors Fire Lieutenants Firefighters /Paramedics Administrative Assist Acting Supervisor Pay Salaries Overtime Off duty Employment Holiday Pay $37 686 $61 440 $65 000 $65 000 C Incentive Pay $6 232 $7 800 $6 000 $6 000 C Payroll Taxes $159832 $148500 $146,318 $146,318 Retirement $169044 $198976 $218,350 $218,350 Life Health Disability Insurance $133637 $166740 $160488 $160488 C Workers Comp Insurance $75 260 $77 652 $98 624 $79 379 C Unemployment Insurance $7 520 $9 707 $2,548 $2 548 Recruiting & Physicals $5 933 $8 460 $7 500 $7 500 C Employee Wellness Program $50 $1 000 $1 000 $1 000 C Automatic Aid Agreement $460 000 $460 000 $460,000 $460,000 Fire Rescue Safety Materials $5033 $10000 $10000 $10000 ALS Licenses Fire Safety $2 665 $2 500 $2 500 $2 500 C Communications $6 365 $5 600 $5 600 $5 600 C Postage $1 142 $500 $500 $500 Utilities $11890 $10849 $11000 $11000 C Electricity $10 102 $7 500 $7 500 $7 500 C Insurance $43 765 $32 850 $40 557 $40 557 Maintenance & Repairs $12 737 $4 336 $4 500 $4,500 Printing $3 088 $500 $500 $500 C Supplies $10838 $8900 $9000 $9000 C Equipment EMS Grant $5 938 $4 500 $4 500 $4 500 C Linen Supplies $594 $1000 $1,000 $1,000 Car Allowance $0 $4 800 $0 $0 C Uniforms $31 560 $31 800 $35000 $27000 C Vehicle Maintenance $1 962 $5 000 $5 000 $5 000 Fuel $691 $500 $750 $750 C Photography $196 $1000 $1,000 $1,000 C Small Tools/Consumables $1 916 $2000 $2000 $2000 C Miscellaneous $9 338 $3 000 $3 947 $3 947 Memberships & Dues $3 382 $2 140 $2200 $2200 C Education & Training $22 391 $34 818 $35000 $35,000 C Fire Rescue Facilities $6444 $9294 $10000 $10,000 Fire Rescue Vehicles $399 $4 000 $4 000 $4 000 C Fire Rescue Equipment $26 425 $27 000 $27 000 $27 000 C Total Fire Rescue 53 031 040 $3 221 929 $3 276 969 $3 240 724 C C C C C Actual Adopted Proposed Adopted C FY 1999 FY 2000 FY 2001 FY 2001 $1 642 015 $1 804 071 $1 819,587 $1 819,587 C $93028 $102249 $106316 $106316 C $12000 $12000 $12000 $12000 $77 907 $84 580 $78 481 $78 481 $207 973 $206 773 $217 790 $217 790 C $173411 $191750 $194111 $194111 C $1052782 $1 179 774 $1 182415 $1 182,415 $24 914 $26 945 $28 474 $28 474 $0 $2 500 $3 000 $3,000 C $114 970 $55 296 $60,000 $51,000 $0 $5 400 $5,500 $5,500 166 PU LIC W DEPDEPARTMENT FISCAL YEAR 2001 BUDGET C 1 C Org nizationai had Landscape Architect Village Engineer Public Works Supervisor Lniscape lvtaint Contractor Maintenance Contractor Coaster Consultant Peruse Collection Contractor Street Cleaning Contractor Stir nwuter Maintenance Contractor ,I Stormwater Utility 167 PUBLIC WORKS DEPARTMENT CTI A IZ, TI FISCAL YEAR 2001 BUDGET Public Works Department • The Public Works Supervisor oversees the beach stormwater and landscape maintenance contractors • The Village Engineers are responsible for providing general engineering services • The Coastal Engineering Consultant specializes on the beach maintenance and renounshment project • The Landscape Architects consults the Village on landscape related projects • The Stormwater Utility requires the maintenance of two systems for maintaining the two stormwater pump stations all by contract DEPARTMENTAL DESCRIPTIO 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 currently under contract 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 list of the contractors and a brief description of their responsibilities who provides services to this department 168 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 C C C C C C C C C C C PUBLIC WORKS DEPARTMENT FISCAL YEAR 2001 BUDGET r' n000noOOOOOO') 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 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 The Library Landscape Maintenance Contractor must maintain the playing fields at St Agnes Academy Village Green 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 The contract was extended for two (2) additional years on July 28 1999 to end October 31 2001 c Miami -Dade County The Village has the following inter local agreements with the County 1) 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 2) Key Biscayne elementary School ten (10) year agreement beginning January 1 1994 as per Council Resolution 93-19 adopted September 14 1993 and ending 2003 for supervision and maintenance of play area and portions of the grounds Resolution 99 76 adopted September 16 1999 authorized the Vilklage to maintain the entire school grounds effective November 11 1999 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 4) Library grounds maintenance contract has been extended for two years by Resolution 2000 16 on June 6 2000 The new contract shall end in June 2002 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 joint permittee in 169 PUBLIC WORKS DEPARTMENT FISCAL YEAR 2001 BUDGET association with the County Department of Environmental Resource management 6) Miami -Dade Water and Sewer Department bills and collects the stormwater utility fees in accordance with ordinances 93 11 93 11 A Resolution 93 44 authorized the Mayor to execute the billing and collection agreement The agreement was approved by the County commission July 26 1994 (R 1235 94) The contract is ongoing 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 provides stormwater drainage maintenance and street maintenance on an as needed basis e Pollution Elimination Corporation (PELCO) Responsible for maintaining the two stormwater pump stations (100 East Heather Drive and 200 Ocean Lane Drive) as per Resolution 99 52 adopted May 11 1999 Resolution 2000 18 adopted June 6 2000 contracted with the company to maintain the pump station at the Village Green f Street Cleaning Tn County Services of Miami is under contract dated July 1 1998 to provide mechanized sweeping of all streets monthly 170 C e C C C C C C C C C C C C C C C C C C C CI C C tC Ci C a 4s 4 4 a a a a a a a a a PUBLIC WORKS DEPARTMENT FISCAL YEAR 2001 BUDGET ACCO PL1SH ENTENTS F R FISCAL YEAR 2000 A second five year Refuse Collection Recycling and Disposal contract was authorized by Ordinance 99 8 adopted October 26 1999 which covers fiscal year 2000 to 2004 Maintenance contracts continued for beach tree and landscaping stormwater system including pump stations and street sweeping Engineering firms continued to serve the department on an as needed basis Construction projects this year include continuation of the sidewalk program to West Wood Drive and West Heather West Heather also benefited by the installation of four (4) traffic calming devices Phase One of the Ocean Park was completed before the end of September Beautification enhancements were made to most public sites and a fountain was installed at the West Mashta and Harbor Drive intersection Improvements to the elemiddle school included the development of a native outdoor classroom and the playfield was renovated with new sod The East Drive project was completed in July 2001 DEPART ENTAL OBJECTIVES r C 0 C C 0 Objective One To maintain public areas in an attractive and pleasing manner KEY AREA Landscape maintenance of cul de sacs medians swale areas public areas and trees by contractor INDICATOR Review work by periodic checks and constant review of Contract with Gorgeous Lawns and Gardens Inc ACTION PLAN ® Enforce all provisions of landscape maintenance contract which was approved by the Council on August 28 1997 and extended July 28 1999 for a two (2) year period with an option on 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 and respond to public comments within a 72 hour period 171 Litter and Debris Patrol PUBLIC WORKS DEPARTMENT FISCAL YEAR 2001 BUDGET Objective Two To maintain parks library play areas Village Green and surrounding areas that will instill pride in the community KEY AREA Maintenance of Calusa Park area Key Biscayne Library Village Green Key Biscayne community school and ballfields and St Agnes Catholic Church playfields and surrounding area INDICATOR Review work by periodic checks and constant review of contractual obligations of U S lawns of South Florida Inc ACTION PLAN • Enforce all provisions of the 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 architects review public areas periodically • Analyze and respond to public comments Objective Three To maintain on a daily/periodic basis portions of Crandon Boulevard East Drive and selected areas litter free KEY AREA INDICATOR Periodic checks and citizen comments ACTION PLAN ® Monitor clean up activities of Public Works employee as per work schedule ® Service complaints resolved within twenty four (24) hours except during weekends 172 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 zt C C C C C C PUBLIC WORKS DEPARTMENT FISCAL YEAR 2001 BUDGET , r-, c c c c 00000000U° )° 0 0 PERFORMANCE MEASURES ® Review work schedule annually • Inspect work areas periodically to determine if areas are litter free ® Order Special Mechanical Street Sweepings on an as -needed basis Objective Four To maintain the Atlantic Ocean Beach by cleaning grading and contouring on a regular basis KEY AREA INDICATOR Review work by periodic checks and meeting with contractor ACTION PLAN Maintenance of the Ocean Beach ® Enforce all provisions of the Beach maintenance contract ® Service complaints resolved within a seventy two (72) hour period except during weekends PERFORMANCE MEASURES ® Inspect beach on a weekly basis ® Meet quarterly with representative from Universal Beach Service Corp • Bring beach contour and condition up to even and stabilize profile at the prescribed elevation ® Analysis of public comments • Meet with Dade County Department of Environmental Resources Management (DERM) once per year to review beach restoration Objective Five To continue the Crandon Boulevard Beautification Project by installing new street and median lighting curbing irrigation and trees along right -of way areas KEY AREA Crandon Boulevard Improvements INDICATOR Coordinate activities of Miami Dade Public Works Department Miami Dade Parks and Recreation and consulting engineers 173 PUBLIC WORKS DEPARTMENT FISCAL YEAR 2001 BUDGET ACTION PLAN ® Prepare plans and specifications for the installation of curbing along both sides of Crandon Boulevard ® Develop Master Plan for Boulevard ® Prepare plans and specifications for the installation of an irrigation system and trees and other beautification installation projects ® Receive bids for projects to be undertaken PERFORMANCE MEASURES ® Installation of curbing irrigation system and trees Objective Six To collect garbage trash and recycling matenal from single family dwellings KEY AREA INDICATOR Review contract with BFI Waste System of North America Inc ACTION PLAN Solid Waste Management ® 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 proceeding a holiday or on a weekend it shall be resolved no later than the next working day PERFORMANCE MEASURES ® Spot checks by staff ® Quarterly meeting with contractor ® Review complaints on a monthly basis 174 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 PUBLIC WORKS DEPARTMENT FISCAL YEAR 2001 BUDGET Objective Seven To maintain and operate all stormwater drains annually KEY AREA INDICATOR Check stormwater system and pump stations periodically ACTION PLAN • Review service complaints monthly Stormwater Management • Contract for maintenance of three(3) pump stations with PELCO 100 East Heather Drive and 200 Ocean Lane Drive as authonzed per Resolution 96-10 adopted April 23 1996 and Village Sanitary Sewer pump PERFORMANCE MEASURES • Physical inspection C • Complaints received • Analyze maintenance log on a monthly basis • Review terms of PELCO agreement monthly • Comply with NPDES Requirements C C C C)0C)C)C-) RESIDENT'S EXECUTIVE SU ARY PUBLIC WORKS BUDGET SUMMARY The increase in the Public Works Budget insurance premiums and personnel from the previous years budget is due to expenses an increase in contractual services Authorized Positions Fiscal Years 1996 1997 199$ 1999 2000 2001 Public Works Supervisor Maintenance Laborer Total 05 10 15 10 10 20 10 10 10 10 20 20 10 15 25 10 15 25 175 r"\ PUBLIC WORKS DEPARTMENT FISCAL YEAR 20W BUDGET Public Works Category Salaries Public Works Supervisor Maintenance Laborer Laborers/Overtime Payroll Taxes Retirement Life Health Disability Insurance Workers Comp Insurance Unemployment Insurance Engineenng Landscape Architect Contractual Services Projects Consulting Services Insurance Maintenance & Repairs Maintenance Contracts Supplies Vehicle Maintenance Small Tools/Consumables Education & Training Hurricane Expenditures Equipment Balance Adjustment Total Public Works Actual Adopted FY 1999 FY 2000 $98 157 $45 652 $28 167 $24 338 $8185 $7 516 $8 881 $2 000 $266 $59 564 $0 $494 683 $23 780 $4 095 $0 $28 288 $36 994 $1 252 $1 965 $0 $0 $0 $11 298 $109 210 $100 631 $47 278 $26 939 $26 414 $7 698 $8 209 $19 173 $4 025 $503 $50 000 $5 000 $300 000 $0 $5 000 $3 000 $30 000 $38 000 $5 OW $2 000 $3 000 $500 $0 $7 000 Proposed F"( 2001 $109277 $51 536 $27217 $30,524 $8 360 $9 450 $9,544 $6 260 $150 $50 000 $5 000 $450 000 $0 $5 000 $11 803 $30 000 $38,000 $5 000 $2 000 $11 465 $500 $0 $7 000 Adopted FY 2001 $109 277 $55 114 $27 217 $30 524 $8 634 $10 395 $9 544 $5 040 $150 $45 203 $5 000 $450 000 $0 $5 000 $11 803 $30 000 $38 000 $5 000 $2 000 $11 465 $500 $0 $7 000 $896134 $588 739 $758 80° $757 589 176 C C C C C C C C C C C C C C C C C C C Cd C C C C C C C C C C C a a a 4 RECREATION DEPARTMENT Fiscal Year 2001 MISSION STATEMENT C' C✓ C C C C C C C C .P\ C To provide and promote a creative and balanced system of leisure programs which are sensitive and responsive to citizen needs and continue providing citizens with quality of life opportunities for positive recreational experiences DEPARTMENTAL ORGANIZATION CHART Vilfag'e Manager Sports & Athletics • Prog ams & Tours 177 -WI RECREATION DEPARTMENT Fiscal Year 100 I DEPART E TAL ESC IPTI The Recreation Department caters to nearly 10000 participants a year by offering a variety of programs A challenge this Department has faced is attempting to establish and develop a quality balanced program with limited recreation facilities The program aims to influence social bonding within the community by providing programs for all age groups The Recreation Department has three (3) major divisions Sports and Athletics Programs and Tours and Special Events Staff is capable of working 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 and art classes to name a few These programs will be available to children during school vacations and holidays This ensures that the children on Key Biscayne will always have positive activities to participate in The Recreation Department offers programming for children throughout the year such as special trips during holidays and breaks and several different camps 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 Sports and Athletic Division is administered by the Sports Coordinator Since 1993 under the terms and conditions of an annual contract approved 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 178 C C ^ W 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 IF 1Vl CI C a a a t - C C 4 C RECREATION DEPARTMENT Fiscal Year 2UU I 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 A motion brought before the Village Council introduced a successful swimming program at the Miami Rowing and Water Sports Center Working with residents senior programs have been developed to meet the needs of this population Through this Division the Department strives to provide quality leisure opportunities for all sectors of the population The Tennis Division is operated by a Tennis Instructor through an independent contract under the direction of the Program Coordinator authorized by Resolution 98-31 adopted July 1 1998 and became effective immediately Mr Ezequiel Milla Hinojoza replaced Mr Roberto Castillo The Tennis Instructor organizes classes on an appointment basis The Tennis Division caters to over 4 500 people who utilize the four (4) public tennis courts located at Calusa Park These courts were cleaned patched and resurfaced to provide quality tennis courts 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 00000000 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 Winterfest and the Annual Fourth of July Fireworks Celebration The Haunted House on the Village Green and the Concert Series were popular additions to the Special Events Calendar In addition the Division serves as a liaison to local community and civic groups organizing special events at the public parks 179 i RECREATION DEPARTMENT Fiscal Year 2001 ACCO PLISH E TS F '4 2000 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 was appointed for sub committees and clinics The program coordinator also assisted FRPA District IIV with the County Safe Neighborhood Bond Act campaign 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 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 improve our maintenance and operation and hopefully reduce injuries 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 1 SU ARY F FISCAL YEAR 2001 OJECTIVES To Increase programming presented on the Village Green 2 Research and explore the development of a program addressing the needs of seniors on Key Biscayne in cooperation with the Keep Seniors on Key Biscayne Committee 3 To obtain grant funds to make improvements to the Village Green 180 C e e e C C C C C C C a Q C a a a C C C C Q C C C ;rp '1N C �M�II �Iryll a C C C C C C 44 C RECREATION DEPARTMENT Fiscal Year 2W I 4 To plan coordinate and manage contractors and contracted services 5 To develop after school activities r 6 To provide existing programs while decreasing available athletic playing space 7 To continue to provide programs to coincide with the needs of the growing community FISCAL YEAR 2001 •BJECTIVES OHJ,ECTIVE ONE To increase, programming presented on the Village Gre'efi 3 a n KEY AREA INDICATOR Provide new and innovative programs that will maximize the recreational opportunities this venue provides ACTION PLAN Quality of service • Increase the specials events and concerts • Implement new community events in the park • Provide activities that will attract teens and seniors to the park TARGET DATE October 2000 to September 2001 PERFORMANCE MEASURES • New programs at the park • Increase in Teen and senior attendance at events in the Village Green 181 ,.w RECREATION DEPARTMENT Fiscal Year 2UU I OBJEaIVf TA10 Research and exploi-e`,yth'e developrm'.ent of )1:1 it'bg caaclressing the neeastof senipryrs on,K'py Biscayy#e gincggpef tip4ny��� th (KeepSenl©rsMonl4eyModyne d©7nig�kiE`*e u f KEY AREA Quality of service senior programs INDICATOR The Keep Seniors on Key Biscayne Committee has brought attention to the needs and concerns of our senior population ACTION PLAN • Research the needs and explore possible solutions to the needs of Key seniors • Coordinate resources available to seniors at a local State and Federal level • Develop a program according to the results of the information gathered • Budget funds to implement the agreed upon program TARGET DATE December 2000 OBJECTIVE THREE To obtain grant funds to make improvements to the,' Village Green PERFORMANCE MEASURES • Seniors will receive accurate information about the services available to them • The goals of the Senior Program will be set • The duties and responsibilities of the staff involved will be formalized KEY AREA Efficient operation quality of service 182 C r 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 RECREATION DEPARTMENT Fiscal Year 2W I INDICATOR To obtain grant funds to replace equipment and make repairs Funds would be used to paint over graffiti replace damaged equipment purchase new surfacing and resolve drainage issues ACTION PLAN C C C r r` C C • Locate complete and submit appropriate grants • Identify items that need to be addressed with the grant monies • Implement awarded grant programs OBJECT' E FbUR To plan coordinate and manage contractors aid contracted seances TARGET DATE This will depend on the differing grant cycles PERFORMANCE MEASURES • Improvements to the Village Green funded by grants KEY AREA Quality of service INDICATOR Insure that residents are receiving the highest level of service ACTION PLAN • Review the services that are being provided by Swim Gym Inc Key Biscayne Athletic Club Jose Milla and other contracts managed by the Recreation Department • Interview participants to see how each program could be improved • Implement findings during contract re negotiations with each service provider 183 RECREATION DEPARTMENT Fiscal Year 2UU I TARGET DATE May 2001 PERFORMANCE MEASURES • Create a service review report for each contracted service • Implement information gathered in the new contract of each service provider KEY AREA Quality of Service INDICATOR There is a need for programs that target children between the ages of 12 16 ACTION PLAN • Review similar programs in other communities • Create a list of programs and activities to be provided • Submit the information to the teen advisory board • Implement the approved program TARGET DATE March 2001 C I IEbTIVE°SI* To provide existing programs while decreasing available dfh`Itic pl¢yingaspape KEY AREA Quality of service INDICATOR The Recreation Department continually offers programs while the amount of playing space available on Key Biscayne continues to decrease ACTION PLAN ® To evaluate the loss of current and future athletic field playing space ® To adapt programs while limiting registration 184 C C C C C C C C C C C C C C C C C C C C C C C C m a �lll a C r C C C C RECREATION DEPARTMENT FISCAL YEAR 2001 BUDGET TARGET DATE October 2000 to September 2001 r , C C c C) a C) 0) C) PERFORMANCE MEASURES • Meet with community groups and monitor current and future field availability • Registration caps will be used to the number of participants the field can accommodate 013.1EtTiX' S EN To continue to provide prograrris tc CS -icicle- witt dial needs2xf Y owing community KEY AREA Quality of Service INDICATOR With the expanding community we will try to accommodate new participants in existing programs and offer new programs for different demographics ACTION PLAN • To evaluate the range of ages of children in the increasing population of Key Biscayne • To maintain programs for adults using facilities outside of Key Biscayne TARGET DATE October 2000 to September 2001 PERFORMANCE MEASURES ® We will be able to adjust practice times and dates of programs to accommodate the number of participant increase ® We will be able to offer adult sports in Crandon Park because to f the loss of St Agnes academy field due to construction 185 RECREATION DEPARTMENT FISCAL YEAR 2001 BUDGET RESIDENT S EXECUTIVE SUMMARY - Recreation Department BUDGET SUMMARY The increase in the Recreation Department Budget from the previous years budget is due to an increase in contractual services special events new position of Senior Coordinator Insurance premiums personnel expenses Authorized Positions ee4 se Fiscal! Yearsiol 009 2000 20017"1 Director 1 0 0 0 0 0 0 0 0 0 1 0 1 0 1 0 Program Coordinator Sports Coordinator 10 10 10 10 10 00 10 00 1 0 1 0 1 0 1 0 1 0 1 0 1 0 1 0 Seniors Coordinator 0 0 0 0 0 0 0 0 0 0 0 0 0 0 1 0 Program Assistants - (2) Part Time Total 0 5 0 5 0 5 0 5 0 5 1 0 1 0 1 0 35 25 25 25 25 30 40 40 186 C C C C C C C C C C C C C C C r C C C C C C C C C C C C C C a a C C C RECREATION DEPARTMENT FISCAL YEAR 2001 BUDGET SPORTS PROGRAMS s'e 0 C n en, C r C C 000000000000000 1995 1996 1997 1998 1999 2000 2001 Youth flag football 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 soccer Youth baseball 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 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 Youth Seasonal Sports Camp Youth Seasonal Sports Camp Adult Spring and Summer Basketball Adult Spring and Summer Basketball Adult Basketball Adult Basketball Adult Basketball Youth Basketball Youth Basketball Adult Soccer Tournament Adult Soccer Tournament Adult Soccer Tournament Adult Soccer Tournament Adult Soccer Tournament Spring Girls Basketball Youth Fall & Spring Team Tennis Youth Fall & Spring Team Tennis Youth Fall & Spring Team Tennis Adult Coed Softball Leagues Adult Coed Softball Leagues Adult Coed Softball Leagues Adult Coed Softball Leagues Adult Coed Softball Leagues Adult Soccer League Adult Soccer League Adult Soccer League Adult Soccer League Youth Soccer Tournament Youth Baseball Clinics Youth Soccer Tournament Youth Soccer Tournament 187 RECREATION DEPARTMENT FISCAL YEAR 2001 BUDGET PERFOR A CE INDICATORS ACTIVITY FY 1994 Actual FY 1995 Actual FY 1996 Actual FY 1997 Actual FY 1998 Actual FY 1999 Actual FY 2000 Actual Special Events Lighthouse Run 1 500 1 500 +1 500 +1 500 +1 500 1 200 +1 200 Spring Egg Hunt +800 +800 +800 1 000 1 000 1 300 +1 300 Winterfest 1 000 +1000 +1000 1200 +1200 Valentines on the Green 200 +350 +350 350 +350 Haunted House 1 300 +1 300 Concert Series 1 500 +1 500 Memorial Day 250 +250 +250 +250 +250 July 4 15 000 +15 000 +15 000 12 000 12 000 12 000 +12 000 Plays/Performances 110 145 110 126 126 235 345 Seminars/Lectures 44 110 68 75 75 82 217 Trips and Tours 216 125 170 200 200 230 290 Local Attractions Athletics Flag Football 107 +110 112 112 109 125 125 Soccer 257 270 310 330 337 360 390 Adult Soccer 210 210 240 250 Soccer Camp 62 71 75 84 46 Baseball 240 160 167 170 185 196 260 Softball 180 180 Adult Softball 120 200 200 200 Basketball 30 20 39 Adult Basketball 60 78 53 60 60 60 Fishing Tournament 88 99 87 84 90 188 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 a a a a C C C Sax 0 0 0 c C 0 C C 0 0 0 0 0 0 C C RECREATION DEPARTMENT FISCAL YEAR 2001 BUDGET Recreation Cctepor\ Salaries Recreation Director Sports Coordinator Seniors Coordinator' Part time Administrative Assist (2) Payroll Taxes Retirement Contributions Life Health Dlsabtlity Insurance Workers Comp Insurance Unemployment Insurance Contract Services Insurance Maintenance & Repairs Advertising Vehicle Expense Supplies Program Supplies Uniforms Membership & Dues Education & Training Travel Special Events Fourth of July Fireworks Winterfest 2 Key Biscayne Athletic Club Key Biscayne Art Festival Lighthouse Run & Walk Heritage Day Celebration Park Improvements Program Equipment Total Recreation Resolution 2000-26 Adopted July 11 2000 2 Resolution 99 55 Adopted June 8 1999 Actual Adopted FY 1999 FY 2000 $94170 $119251 $42 775 $51 970 $29 883 $41 215 $0 $0 $21 512 $26 066 $6881 $9123 $6831 $10258 $8550 $14577 $4 000 $4 770 $225 $596 $0 $0 $4 359 $5 475 $1 452 $10 000 $6 288 $7 000 $4 224 $4 000 $3 822 $3 000 $8 552 $12 000 $0 $1 000 $590 $1 200 $390 $750 $1454 $2000 $92 167 $40 000 $0 $60 000 $0 $28 000 $35 217 $35 000 $3 383 $5 000 $10914 $10000 $195 $0 $1 688 $6 000 $6590 $10000 P oaased FY 2001 $150 588 $57 869 $41 627 $29 772 $21 320 $11 520 $15512 $14 103 $6 203 $196 $20 000 $12 949 $10 000 $8 000 $4 000 $3 000 $15 000 $1 000 $1 200 $750 $2 000 $60 000 $60 000 $32 000 $35 000 $5 000 $10 000 $0 $6 000 $10 000 Adopted FY 2001 $150 588 $57,869 $43,311 $29 772 $21,320 $11 649 $16 130 $14 103 $4 993 $196 $20 000 $12 949 $10 000 $8 000 $4 000 $3 000 $15 000 $1 000 $1 200 $750 $2,000 $57 569 $60,000 $32,000 $35,000 35,000 $10000 $0 $6 000 $10 000 $301 942 $399 000 $494 021 $492 811 189 uUUuuUUUuuUUUUUUUUUUUUUU iVUUVYUUUS # » El%U 00 0 009000 00000 000000E` 0 00000D �r l w 0 CAPITAL OUTLAY FISCAL YEAR 2001 Capital Improv em ent Progr am Since 1999 th e Capit al Outl ay h as b een $1 million including th e 2001 appropriation Because of th e borrowing to pay for the new Civic C enter th e Capital Outlay appropriati on f or fiscal y ears 2002 2003 and 2004 shall be reduced accordingly Pleas e s ee th e Capit al Pr ogr am below The funds n orm ally appr opriat ed to th e c apit al Impr ov em ent Program shall be required to pay f or th e incr eased annu al debt p aym ents f or th e Civic C enter The annu al appro pria tion for Capit al Outlay sh all st art ag ain in 2005 wh en the fin al Vill age Gre en p ayment is paid D ecemb er 15 2003 (FY 2004) 1 Cra ndo n Bo ule vard Impro vements $ 75 000 $ 5 000 $ 80 000 $ 0 $ 500 000 $ 660 000 2 Harbor Driv e Improve ments 50 000 5 000 200 000 255 000 3 Underground Wiring 5 000 5 000 0 10 000 4 Sidewa lks/Tra ffic Ca lming 200 000 0 0 200 000 5 Beac h No urishment 50 000 25 000 200 000 275 000 6 Street Signs and Entranc e Sign 5 000 5 000 0 10 000 7 Village Fa cilities Reserve 300 000 250 000 0 550 000 8 Fire Rescue Equipment Reserve 15 000 0 100 000 115 000 9 East Enid Drive l 300 000 0 0 300 000 �iI7,��31� sfi v= wg�� ii i � o0 000 n*.a '= cdsoo r_2 n so®� i . 0 0 : .�; ,. ®ao 0a� s;�_ 00a 1 Ordinance 98 8 a dopted Oc tobe 13 1998 financed the East Enid Drive project Ordi nance 200 7 ad opt ed Jun e 6 2000 re fina nc ed the East End Drive proje ct bec ause of the de la yed payme nt of Miami Dade County f or the beach re nourishment pro gram these funds ($300 000) is to repay the Village fac ilities reserve as per Ordinan ce 98 8 VLJUVC LlUt7VVVV®C900WOVE" 000©©©®6®@@©®®l94VU'Ufi(i tat� CAPITAL IMPROVEMENT PROGRAM FISCAL YEAR 2001 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 recurring financed physical improvement projects costing at least $25 000 The Village Master Plan establishes the guidelines for the annual Capital Improvement Program process as follows CAPITAL IMPROVEMENTS Goal 1 To undertake capital improvements necessary to provide adequate infrastructure and a high quality of life within sound fiscal practices Objective 1 1 The Annual Capital Improvement Program Process Achieve annual Village Council use of this Element as the framework to monitor public facility needs as a basis for annual capital budget and five year program preparation 0 Policy 1 1 3 In setting priorities the following kinds of criteria shall be used by the Village Council in all cases financial feasibility or budget impact will be assessed Policy 1 1 1 As part of the annual budget process staff and engineering studies shall form the basis for preparation of a five year Capital Improvement Program including one (1) year capital budget to further the Master Plan elements Policy 1 1 2 The Capital Improvement Program shall include a drainage facility improvement/replacement program based upon the 1993 Drainage Master Plan adopted September 14 1993 Construction of the system began June 19 1995 with final completion by October 18 1997 r-1/4 C 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 o maintain an adopted or otherwise desirable Level of Service .•-, Redevelopment Projects any project that would assist in the revitalization of deteriorated non-residential properties Biscayne Bay Enhancement Projects any project which would A—, enhance the environmental quality of Biscayne Bay 0 191 r _u CAPITAL IMPROVEMENT PROGRAM Policy 1 1 4 FISCAL YEAR 2000 The Village shall use designated funding mechanisms such as the drainage utility and sewer assessments to the maximum extent feasible thereby freeing up general funds(and general obligation bonds) for such Village -wide projects as park land acquisition and streetscape work as outlined in the policies of other Master Plan elements A Stormwater Utility Fee was enacted in 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 A capital budget is submitted each year with the annual budget 2 Master Plan adopted by Village Council on September 14 1993 and a stormwater utility rate was set the same year Project construction started June 18 1995 and was completed October 18 1997 3 Preliminary financial and engineering feasibility exploration of extending sewers to the unsewered areas have been completed Studies authorized by Village Council Feasibility report by the Village Engineer (C A P) which was presented and discussed by the Village Council at the August 26 1997 The Council adopted the plan February 24 1998 Final Plans and specifications were completed by PBS& J and approved by the State Department of Environmental Protection October 21 1998 Bids to construct the system were received July 1999 Cinstruction should start before the end of the year 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 The estimated project cost is $2 518 936 192 C C' 0 C 0 C C C C fi C C; C a C C C C C C C 43 C C C C I C C C C CAPITAL IMPROVEMENT PROGRAM FISCAL YEAR 2000 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 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 2001 budget addresses the Master Plan requirement 00000000 00000000 D Concurrency Management Concurrency Management shall be implemented as articulated in Land Use Element Policy 2 14 and Capital Improvement Element Policy 1 4 1 RELATIONSHIP BETWEEN OPERATING & CAPITAL BUDGETS & FISCAL IMPACT The Village of Key Biscayne prepares a separate Capital Improvement Program from the Operating General Fund Budget however the two (2) budgets are linked The operating budget provides funding for most capital projects and will carry the operating impacts of those projects once constructed Operating and maintenance costs are reviewed with each of the capital projects The 2001 capital projects will have minimal or no impact on the operating General Fund budget The operating budget of the Capital Improvement Fund 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 projects shall cause any significant operating expenditures for the 2001 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 penod 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 Funds to finance the center are from borrowed funds No additional uniformed personnel shall be required However personnel for maintence and programming shall be neccesary Also utility cost projections currently are being prepared These two cost items shall be reflected in future budgets (2002) as well as a significant increase in debt service payments These costs are detailed in the Civic Center Fund The costs are included in the 5 year projection 193 10 CAPITAL IMPROVEMENT PROGRAM FISCAL YEAR 2000 Revenues for the Capital Budget derive primarily from current annual operating 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 appropriation upon adoption of the budget is transferred to the Capital Improvement Fund in accordance with Resolution 95 26 adopted July 25 1995 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 2001 proposed property tax rate of $3 606 per $1 000 assessed valuation is the same as the Fiscal Year 2000 property tax rate 194 C C Q C C C kiu C C C C o C C C C C C C C C C c C CAPITAL IMPROVEMENT PROGRAM VILLAGE CIVIC CENTER THE VILLAGE CIVIC CENTER 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 includes a Community Center administration and Police Offices a separate fire station and a community theater/ council chamber building and related site and street improvements rTh • 0 A ergaN C II Planning Process The Village Council held a three day public participatory planning design session in mid 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 98 52 adopted October 13 1998 authorized the architect to proceed with design development (Phase II) 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 Resolution 99 14 (1999 Goals and Objectives) adopted on February 9 1999 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 Site Plan B (Resolution 99 57) to serve as a guide for the development of a civic center A workshop was held January 18 2000 to review the building schematics and cost financing plan and design guidelines The 2000 195 CAPITAL IMPROVEMENT PROGRAM VILLAGE CIVIC CENTER Goals and Objectives unanimously adopted June 6 2000 Resolution 2000 23 listed the complex as a top priority Another workshop was held June 13th to further refine the plans for each of the structures The following sections in this report discuss the planning process and description of the civic center buildings Fire Station Police Department and Village administrative offices parking structure Community Center and Theater and Council Chamber In addition there is a section that outlines the financing plan 111 Site Plan B Modified The Village Civic Center geographically located in the center of the Village will become the head 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 (Site Plan B) provides for (186) on street and off street parking The Village requires 117 spaces for employee parking Site Plan B Modified was adopted by Resolution 2000 7 February 8 2000 This plan rescinded the previous plan adopted December 7 1999 The revised plan has a median between Crandon Boulevard and Village Green Way relocation of the Fire Station to Crandon Boulevard and McIntyre Street and the Administration/Police Building to McIntyre Street and Fernwood Road in addition to other minor site adjustments Site Plan B was again modified with the adoption of Resolution 2000 28 July 11 2000 The modification will add 13 066 of usable square foot area to the overall Master Plan with the elimination of the median dividing McIntyre Street and the relocation of the planned theater to the north Thirteen (13) additional on street parking spaces will be added The modification will significantly reduce the infrastructure cost associated with the realigned West McIntyre Street Traffic circulation throughout the site should be improved (A copy of the site plan is at the end of this report ) The Village Hall/Community Theater site received a benefit of usable square footage from 12 468 sq ft to 19 000 sq ft BY combining the Village Hall/ Community Theater site with that of the Community Center these facilities will have more direct interaction (via courtyard or arcade) versus crossing a street and the possibility for shared space (common facilities) becomes more viable The Civic nature of the Village Hall/Community Theater in both scale and use is a more appropriate use 196 C C C C a C C C C C C C a a a a a C C C C C C C a C C C C C C CAPITAL IMPROVEMENT PROGRAM VILLAGE CIVIC CENTER fronting West McIntyre Street and the Village Administration/Police Facility that the community center gymnasium As an added benefit the proposed modification to the Civic Center Master Plan will add approximately 8 982 sq ft to the site of the Village Administration/Police Facility This additional sq ft area will allow for the development of the Administration building to be accomplished within two stories in lieu of the proposed 3 story building Reducing the massing of the building will lessen the construction cost of this facility The additional square foot area should also facilitate access from the proposed Civic Center parking structure and will lead to additional parking spaces The Civic presence of the Village Administration/Police facility is increased as it now fronts the Civic Center Green between the Crandon Blvd and Village Green Way IV Acquisition Two (2) contracts to purchase the SunTrust property and 560 Crandon Boulevard have been executed The 560 Crandon property (2 068 acres) was acquired September 21 2000 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 Public 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 2000 the annual goals and objectives included the replacement of the facility VI Fire Station Design for the Fire Station began September 1 1998 when Village Council authorized the Architect to begin Phase I Schematic Design ($12 360) Phase II C Design Development was authorized by Resolution 98 52 on October 13 1998 r ($32 750) Immediately following Phase II approval Phase III Construction Documents was authorized on April 20 1999 by Resolution 99 33 ($70 240) Programming for the facility expanded to include fire administrative offices and community meeting rooms Approval for the additional 4 300 sq ft design was (-- granted on July 11 2000 C Developed as a two story facility the new fire station makes the most of valuable land resources in Key Biscayne The Fire Station has been designed as a four bay drive through apparatus room with living and support facilities for 12 on duty fire personnel The facility is approximately 20 000 square feet An open courtyard connects the fire administrative facilities including a community room designed to accommodate 60 people and restrooms It is envisioned that this community room will serve as 197 CAPITAL IMPROVEMENT PROGRAM VILLAGE CIVIC CENTER temporary council chambers until the permanent Village Hall/Community Theater building is constructed The second floor living area includes 12 dormitories a kitchen and dining room classroom library space workstations a day room with am outdoor terrace as well as laundry restroom and shower facilities for the on duty personnel The second floor administrative area contains a reception area restrooms a conference room storage space and office space for the Fire Chief Deputy Fire Chief and Administrative Assistant The attic space has been utilized for mechanical and telecommunications equipment as well as auxiliary storage space 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 VII Community Center Planning for the Community Center is being coordinated by a local citizens committee The initial report September 10 1996 the committee and the Village Council have held two (2) workshops directed by an outside facilitator At the workshops approximately 53 people expressed their opinions with overwhelming support for a center The committee prepared distributed and compiled a community center questionnaire which was sent to all residents This was the third community wide survey undertaken The results which were supportive were submitted to the Village Council at their May 13th Council Meeting At the May 27 1997 meeting the Council authorized a planning design session to be held this fall at a cost not to exceed $15 000 A local newspaper poll reported June 12 1997 indicated a two to one majority for the construction of a community center A planning design session was conducted by the Village on December 11 13 and 14 1997 Village Council adopted Resolution 98 56 on November 17 1998 authorizing 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 198 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 CAPITAL IMPROVEMENT PROGRAM VILLAGE CIVIC CENTER 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 April 20 1999 authorized the Village Manager to negotiate with Robert G Currie Partnership for architectural and engineering services for the community center The Council Resolution 99 62 was adopted and approved on July 22 1999 A $100 000 state grant will offset a portion of this fee and the contract was executed July 27 1999 Resolution 2000 39 adopted July 24 2000 authorizing the Village Manager to execute a new agreement for the design of the center at a cost of $360 000 The community center for the Village of Key Biscayne consists of a two story building of approximately 39 000 square feet The facility shall provide a variety of multipurpose rooms to allow for the program spaces as well as provide flexibility in the design and layout for possible future modifications as new needs are established rTh 0 C 0 u C 000000 The building footprint lies within the newly proposed street to the east the park to the north the residential community to the west and the existing bank to the south The facility provides two principal access points to the public The main entrance is on the northeast corner of the building adjacent to the circular drop off and Village Green Pavilion A second entry will be along the south side of the building facing McIntyre Street Upon entering the building one may choose from either sporting related activities which include a multi purpose gym space dance/aerobic studios and a full service wellness center with a variety of exercise equipment or one of two racquet/handball courts (the latter is shown to be in a future phase of construction) Separate program spaces will be provided for youth and toddler activities There are functional spaces for pre teen and teenage children consisting of game rooms craft rooms and a lounge on the second floor For the senior members of the community a number of lecture and meeting rooms on the second floor are available with access to the exterior balcony with view to the Village Green VIII Police and Village 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 the selection of the architect The RFQ was dated June 4 1999 and mailed June 18 1999 The twenty-one (21) proposals were 199 CAPITAL IMPROVEMENT PROGRAM VILLAGE CIVIC CENTER 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 authorized the Village Manager to negotiate a contract with Spillis Candela & Partners Inc Resolution 99-97 adopted December 7 1999 approved their contract and appropriated $29 261 for schematic architectural plans With the adoption of the modified Master Plan in July the contract with Spills Candela & Partners had to be amended to permit the firm to revise the schematic plan presented at the June 13 2000 and July 11 2000 workshops and prepare a revised two story site plan A fee of $15 000 was authorized to revise the previous schematic design The final contract in the amount of $409 200 was also authorized by Resolution 2000 29 adopted July 11 2000 Resolution 2000-49 adopted September 12 2000 approved the new two story schematic plans The architect was directed to proceed with design development and construction documents The Administration and Police Building totals approximately 33 103 square feet of air conditioned program area on two floors The structured parking garage to the south of this building provides 144 cars on three parking levels including police related program areas at the ground The Administration and Police building is designed around a two story landscaped and paved courtyard connecting the pedestrian circulation from the main McIntyre Street building entrance with a pedestrian entrance to the south The courtyard functions both as a public gathering space and as a means to provide natural light and air to the internal facing office areas The courtyard will contain sitting areas and a fountain The ground floor contains the police station floor area and is raised five feet above grade in order to comply with the flood criteria The second floor of the building contains the administrative offices for the Village Manager Village Clerk Building Recreation Finance and Chamber of Commerce Access to the second floor is from an elevator which is located to the rear of the courtyard or from stairs in the front of the building The latter of which has been architecturally integrated into the facade in a manner which re enforces the Florida Vernacular design of the building The architectural design of the building creates a unified appearance although the administrative and police functions provide very different services The police areas will read from the outside the same as the administrative offices that of a Village scaled office building The windows and wall treatments will be consistent for both uses combining a palette of smooth stucco walls framed window openings and 200 cr-. C C a co Q C C !Ili' C 4 a a a a a a QI a 4 a a CAPITAL IMPROVEMENT PROGRAM VILLAGE CIVIC CENTER standing seam metal roofs These building materials are consistent with all of the proposed civic complex projects A double height loggia and covered porches along scale addressing the Community Center to the north and the future Theater/Council Chamber building IX Structured Parking Garage Resolution 2000 7 February 8 2000 authorized the firm to proceed with the design of the parking garage and appropriated $90 000 The structured 144 car parking garage to the south will continue the same architectural design elements established by the Administration and Police Building This will include small scale window openings to visually screen the view of cars Pedestrian connections will link the garage and the Village Building on the ground and second levels while the top floor of the garage includes a landscaped trellis to soften the exposed top parking deck X Off Site Improvements The Village Manager was authorized by Resolution 99 100 December 7 1999 to enter into an agreement for Spills Candela and Partners to prepare civil engineering and electrical plans for the Village Civic Center at an estimated cost of $75 000 Plans and specifications for the relocation of West McIntyre Street between Crandon Boulevard and Fernwood Road the design of all new interior roadways within the complex reconstruction of a portion of Crandon Boulevard realignment of Galen/West McIntyre Street and the relocation of existing utilities along West McIntyre Street are part of the current contract New lighting and landscaping for all new interior roadways within the complex and any required luminaire relocation along Crandon Boulevard shall be part of this contract C XI Community Theater and Council Chamber Budding o The Village Council approved the appointment of a committee at the February 8 r 2000 meeting to review the applicants to design the Key Biscayne Community C Theater The committee will also advise the Council on space requirements grants programming and related matters The Committee met on May 25 2000 Staff presented the Village Civic Center Master Plan and advised members of their role in o assisting the Council in selecting an architect for the Village Council and Community Theater Building The Committee reviewed a draft request for proposals and a consultant evaluation form The committee met on August 31 2000 and reviewed proposals from nine (9) firms On September 21 2000 the committee interviewed five (5) firms and recommended Rodriguez and Quiroga be retained by the Village Resolution 2000 58 adopted November 14 2000 authorized the firm to prepare a needs assessment program and conceptual design for the theater 201 CAPITAL IMPROVEMENT PROGRAM VILLAGE CIVIC CENTER XII Urban and Architectural Guidelines To insure that the Civic Center is designed in a uniform and consistent manner the Village Council adopted urban and architectural guidelines by Resolution 2000 7 February 8 2000 The guidelines include but not limited to landscape buildings walls roofs doors windows and street signage Guidelines were presented and reviewed at the January 18 2000 workshop XIII Financing Plan The Council held nine (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 vanous financing options at the December 8 1998 meeting including refinancing the Village Green A five year financial projection was requested by Councilmember Oldakowski of the Village Council at the January 12 1999 Council meeting The first plan was included with the January 19 1999 agenda for the Council Goals and Objectives Workshop It included estimated revenues expenditures and borrowing projections debt limits and the estimated amount to be borrowed At the March 9 1999 Council meeting a second more refined plan was distributed to the Council The Village Council discussed the comprehensive civic center report at the April 6th workshop The report defined the need and reasons for the proposed civic center building components status of two land acquisitions proposed civic center master site plans costs and a third financing plan By consensus the Council requested a thirty (30) year borrowing plan 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 penod 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 refinancing 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 95 million The second $10 Million Bond Ordinance 2000 8 financing traunche was adopted July 202 C C C C C C a C C C C C C C C C C C illf. f'illl C C C C C r C C C C CAPITAL IMPROVEMENT PROGRAM VILLAGE CIVIC CENTER 11 2000 Three (3) bids were received October 10 2000 the lowest interest rate submitted by First Union National Bank in the amount of 5 24% for a 20 year bank loan Resolution 2000 57 adopted October 24 2000 authorized the bank loan C C C C 0 0 '"'1 P, C XIV 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 to provide project management services The contract was executed on August 2 1999 The (DMS) Division of Building Construction shall provide project management services for the civic center at a monthly fee of $6 000 The Division shall assist 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 Because of the changes of the scope of the community center and fire station and the addition of the parking garage the contract had to be renegotiated Resolution 2000 29 July 11 2000 authorized the contract to be increased to $10 000 due to the change in the scope of the work The Department lowered the amount to $6 000 retroactive December 6th by amendment to the contract XV At Risk Construction Manager (James A Cummings Inc ) The Florida Department of Management Services published a Request for Proposal on September 3 1999 for a Construction Manager to build the Civic Center project The Construction Manager is to provide pre construction and construction phase services under a guaranteed maximum price to construct the civic center complex 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 as the Construction Manager on November 16 1999 with the adoption of Resolution 99 98 The firm was authorized to proceed with the preconstruction phase of the contract at a cost not to exceed $113 190 203 r7/Y.7l iL '1vpia- atll�a ice_ • u�rs�lLF iR r• wl. j.Jl���. ��o � J J`` I 6n°q,l���IIIID�° 61111V�liiii1��6�li��1111111-_ =nmuoilool=— 1111111111111111111111111111-Ifr nl I!"r II .;,AI�I�iIII11IlVIIL�, tom . _ 1' ,II�IIIIIII�„�lldilliiiiliiiiiiiiiiiii�� ister ia.E ad:'iilrmninginnnrrrorr • m- ri wis allie Wr:fire (July 2000) Civic Center Master Plan Village of Key Biscayne Florida Ad pt d by Resol non 2000 7 February 8 2000 Rot, d J !Y 2000 CAPITAL IMPROVEMENT PROGRAM LONG RANGE BEACH RENOURISHMENT PLAN Overview The purpose of the 1997 Long Range Beach Nourishment Plan is to address the eroded shoreline to control erosion and provide storm protection along the Village of Key Biscayne over the next 50 years About 420 000 cubic yards of sand was replaced along the beach between April and June of 1987 by the U S Army Corps of Engineers A renounshment should take place about every 8 or 10 years The 1987 renounshment lasted 13 years Approximately 12 000 cubic yards of sand is lost annually based on examination of the April 1996 survey data The project involves the renounshment of approximately 6850 feet (1 3 M) of eroding shoreline of the Village A total of approximately 100 000 cubic yards of soil fill is proposed to be placed on the beach The borrowing area is adjacent to the 1987 area The State permit and the Sovereign Submerged Lands authorization contemplates three (3) renounshments and allows the Village solely the rights to the borrow area until 2020 nnn nfi a lian C)0DOC)0C)00 Engineer (Coastal Systems International Inc ) Coastal Systems International Inc was retained by Resolution 99 6 January 12 1999 at a cost of $395 000 to obtain the various beach permits The contract was amended by Resolutions 99 66 (additional studies $76 500) adopted July 20 1999 and 99 96 (magnetometer surveys $27 000) adopted November 16 1999 Resolution 2000 21 adopted June 6 2000 which includes engineenng design construction supervision and monitoring consolidated the three contracts and additional work into a master contract for a fee of $599 000 The applications were submitted to the two approving agencies dunng August of 1999 and to the DEP September 23 1999 Mr R Harvey Sasso P E President appeared before the Village Council February 8 2000 to review the project status Interlocal Agreements Village Council Resolutions 99 64 and 99 65 adopted July 20 1999 authorized the Village Manager to execute the Flonda Department of Environmental Protection Bureau of Beaches and Coastal Systems (September 29 1999 and ends September 30 2003 No 99 DAI) U S Army Corps of Engineers and the Miami Dade County Department of Environmental Resources Management agreements The State permit was issued June 2 and the expiration date is June 2 2020 Three (3) renourishments are completed The other two (2) agreements/permits are pending The U S Department of Army was approved August 4 2000 Financing $2 518 436 The budget is $2 518 436 The estimated cost is $2 454 500 As of October 1 2001 the Capital Improvement Fund shall have $675 000 for this project Beginning with the 1997 budget the Village Council included $135 000 each year in the Capital Improvement Fund The State will contribute 50% Miami Dade County 25% and the remaining 25% from the Village r--, �- The conditional county funding commitment as per letter dated December 17 1998 from the County C Manager requires the identification by the county of available funds As of June 2000 no funds have re. been identified All charges incurred shall be eligible for reimbursement by the Village effective the date of this letter Key Biscayne Ordinance 2000 07 authorized the project financing Construction Contract (Ryan Incorporated Eastern) • The bid advertisement appeared once in the Miami Daily Business Review and other construction related C publications Ten (10) companies purchased bid documents and drawings The Consolidated Notice of O intent was advertised May 4 2000 The pre bid conference attended by five company representatives ,--., was May 17 2000 The bids were opened on June 7 2000 The low bid was from Ryan Incorporated Eastern in the amount of $1 694 000 which includes a 10% contingency By permitting the contractor to work twenty four hours per day the Village shall save $153 000 Project construction time is 120 days The Consolidated Notice of Intent was advertised May 4 2000 Resolution 2000 24 adopted June 26 2000 • authorized the Manager to execute the contract I'# '". 205 Street Lighting Improvements Special Taxing Districts Li 1 Key Biscayne No 2 (L 51) 2 Key Biscayne No 1 (L-48) j 3 Cape FIonda (L 94) { 4 Mashta Island (L 37) CAPITAL IMPROVEMENT PROGRAM FISCAL YEAR 2000 K. C 0000000)0 C MASFIT 0 SIDEWALKS Installed m Prior Fiscal Years Planned for Fiscal Year 2000 2003 TRAFFIC CALMING DEVICES Installed m Prior Fiscal Years Approved Devices Planned for Fiscal Year 2000 2003 B West Mashta Badge Replacement E m 8axa,. Bay 01.11111R°` non W% • 02 Miles 04 BOB g cape Rands Sta R So Are 207 V 0000000000000©0 ® ® ® ® ® ® ® t7 t7® ® ® ®q7 ® ® ® e7 ® c7 C7 C7 V7 STORMWATER UTILITY FUND FISCAL YEAR 2001 iiSTATEMENT: `.,, drainage MISSION To Imaintain, manage, clan and ;tthat ce dra page' systems to safeguard public health and, controlflooding while protecting our waterways. To work cooperatively to irespond to the community's need by providlfg 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 billing rate established is $5 00 per each Equivalent Residential Unit (E R U) per month A condominium unit was assigned one (1) E R U or $5 00 per month and a single family residential unit was assigned one and one half (1 1/2) 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 00000 C C C C 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 870 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 208 STORMWATER UTILITY FUND FISCAL YEAR 2001 contribution was $8 750 for the first part Resolution 93 27 A, adopted June 22 1993 authorized the Village to continue with DERM as a joint-permittee for the second part of the process The second Inter local Agreement was approved and executed by Metro Dade on July 12 1994 for a five (5) year period or until November 16 2000 at a cost 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 evaluating the amount of rainfall that will fall on a given area within a specific time 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 209 C C C C r C C C e C a a C C a a C C C C C C C C C C C a a a C C C C STORMWATER UTILITY FUND FISCAL YEAR 2001 I 1 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 offer flowing through a pollution control structure Therefore these flooding durations could be less based on the ability to overflow into these existing outfall systems Although the design storm is based on a once in a five (5) year average the intensity of lesser occurring storms does not cause major reduction in the rainfall intensity Therefore these conditions could occur with minor reductions in the flooding after lesser storms If a greater level of service were desired then the drainage system would have had to be upgraded Our Engineers estimate that if the system pipe sizes are increased a single size the flooding issue would reduce from 4 to 11 hours to 1 to 4 hours and the cost of the system would increase by over $2 5 million The above project description of the level of service was discussed in a letter dated April 18 1994 by Williams Hatfield & Stoner The letter was presented and discussed at the Village Council meeting of April 26 1994 The Village of Key Biscayne s stormwater system received its biggest test on June 8 when the Village was bombarded by 16 inches of ram in a span of 24 hours Sam Houston meteorologist at the National Oceanic and Atmospheric Administration on Virginia Key and Village resident said It was the most rain I d seen in 24 hours since I lived out here In addition Houston commended the Village s stormwater system by saying that portions of the system that were up and running seemed to have been effective in preventing excess flooding The stormwater system had a pretty good test and seems to have served well tear 0 There are a couple of reasons why the newly installed system functions so well The first and primary reason is that the avcerage well is disposing 4500 gallons per mmbute per foot of head This is significantly higher than 5 year storm design level which was estimated at only 1000 gallons per minute per foot of head The second reason the water is effectively being removed from the streets is the overflow weirs to the sea Before the rainwater has a chance to reach a very high level outfall weirs dispose the stormwater into the sea FLOODPLAIN MANAGEMENT PLAN A Floodplain Management Plan has been completed to address the problem of repetitive loss properties to improve the Village s ability to cope with flood hazards and problems and to gam further points in the Community Rating System for flood insurance coverage The plan pnontizes proposed project improvements The plan was prepared 210 STORMWATER UTILITY FUND FISCAL YEAR 2001 with a $40 000 State of Florida Department of Community Affairs Emergency Management Preparedness and Assistance Trust Fund (EMPATF) grant which the Village secured competitively in March 1997 The Council adopted Resolution 97 31 May 13 1997 which authorized contracts enabling work to start at on May 27 1997 A local citizen Advisory Committee has reviewed planning proposals and made recommendations to the Village Manager The Plan was submitted to the Council April 28 1998 Resolution 98-18 adopted the plan at the same meeting CONSTRUCTION PROJECT The stormwater project cost is approximately $10 million 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 Distnct 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 drains were installed along portions of 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 million of Stormwater Utility Revenue Bonds for the purpose of providing permanent funding for the project 95 11 4 89% 1995 95 3 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 low 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 211 C C C C C C C C C C C C C C C C C a rls' ar C C C a 1 4P% 01 C C I I C C C C C r, STORMWATER UTILITY FUND FISCAL YEAR 2001 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 r^h C r r C u C C 0 212 STORMWATER UTILITY FUND FISCAL YEAR 2001 BUDGET Debt Service Schedule • 0 C 0 0 0 0 Fiscal Year 199 Fiscal Year 2000 Fiscal Year 2001 Loan Balance 1 $7 065 000 Principal $135 000 Interest $200 412 Debt Service $335 412 Fiscal Year Total $335 412 $6 940 000 $125 000 $292 584 $417 584 $417 584_ 01/01/2001 $72 244 04/01/2001 $70 674 07/01/2001 $71 459 09/30/2001 $6 810 000 $130 000 $72 244 $416 622 $416 622 Fiscal Year 2002 01/01/2002 $70 313 04/01/2002 $70 313 07/01/2002 $70 313 09/30/2002 $6 625 000 $185 000 $70 313 $466 252 $466,252 Accumulated Totals Next li FY's $595 000 $6 030 000 $2 882 741 $8 912 741 $8 912 741 Fiscal Year 201 9 01/01/2019 $6 194 04/01/2019 $6 059 07/01/2019 $6 127 09/30/2019 Total $595 000 $7,200,000 $6 194 $3,iof ,165 $619 574 $11,188,185 , $619 574 $11188,1115. Coupon 4 136% per annum $7 200 000 Stormwater Construction Facilities Series 1999 NationsBank N A 214 STORMWATER UTILITY FUND FISCAL YEAR 2001 BUDGET R en FY202 P(2002 62 2003 1 2004 P( 2005 FY 2006 FY 2007 FY 2008 P/ 2009 FY 2010 Op ding Rev ue $499)50 $535 210 $555 340 $562 990 $567 490 $567 490 $567 490 $567 490 $567 490 $567 490 Inte tlncom $51A0S $51,408 $49934 $48 773 $47 340 $45.984 $44505 $42917 $36011 $28.736 Gen rat FundC nt butors $0 $0 80 $0 50 S0 $0 $0 $0 $0 R jai Re en $551 158 4586618 4606 274 $611 763 $614 830 $613 474 $611995 $610 407 $603501 $596 226 Pend Admit), Iron Costs $54 536 $56000 $55000 $55050 $55.500 $55507 $55000 $55000 $55000 $55000 Repa &6 tenon $70000 $80000 $90.500 5100000 $100000 $1W000 $100000 $100000 $100000 $100000 PunpStat on Reel men, S0 SO $0 SO $0 $0 $0 $0 $0 $0 Conti gency $10000 $15500 $15.500 $15000 $15000 $15000 $15050 $15000 $15000 $15000 P npala dl retest $415622 $466,253 $468613 $470559 $472093 $473213 $473921 $579215 $579750 $584686 t tat Expe Cilu R ye (Dv CU de) Exp dture Begat mgFu dBal E d gF dBal es Ope at g Reven I f estlnc m Ge eioiF ndC nMbuil re I tat Reve $558158 $616,253 $628613 $640559 $642093 $643,213 $643921 $749215 $749760 $754486 $0 ($29635) ($23,339) ($28 796) ($27 263) ($29739) ($31 926) ($138 808) ($146259) ($158460) $1 033 422 $1 033 422 $1 003 787 $980448 $951 652 $924389 $894650 $862724 $723915 $577657 $1 033 422 51003787 $980 448 $951 652 $924389 $894,650 $862721 $723)15 $577657 $419196 18Y P/2011 FY 2012 P(2013 P(2012 P12015 P(2016 P(2017 FY 2018 FY 2019 T f I $567490 $567490 $567490 $567490 $567490 $567490 $567490 S567490 $567490 $10465640 $20853 $12374 $0 SO $0 $0 $0 $7 SD $4&0243 $280500 $348650 $204380 $359200 $367930 $225430 5227085 $2013375 $588343 $579 864 $847 990 $916 140 $771 870 $926 690 $935 420 $793120 $794 575 $13,159 258 E pent Pdml frail Costs $55.000 $55500 585500 $55000 $55000 $55050 $60030 $50050 $60050 $1 059 536 R pa &Ma tenet $100000 $100000 $100.002 $103000 $150000 $100000 $100003 $150000 $150500 $1840000 Punp$tan R pl ment $163000 $150000 $150000 $150000 $650500 Canting ncy $15,050 $15000 $15000 $15000 $15000 $35000 $150041 $35000 51,5,000 $280500 Pn Ipal ill serest S588785 $592059 $594506 $596128 $601923 $606686 $610417 $618115 $619574 $10 413 128 Ti1Ep 6Ilu R Ov (U de) Expe dtu Beg gF deafen E di gF dBala Assumphon$ $758 785 $762059 $914506 $916128 $771 923 $926 686 $935 417 $793 115 $794,574 $14,192,664 ($170 442) ($882 195) ($66,516) $12 ($53) $4 $3 $5 $1 ($1033406) $419196 $248 755 $66 560 $44 $56 $3 $7 $10 $15 $1 033 422 $248755 $66660 $44 $56 $3 $7 $10 515 $16 $16 1 $7 200 CC: Stormwater Utility Revenue Bonds ssued for 20 years at a fixed ate of 4 136% 2 Operating revenue 6 based on additional units only No fee ncreases or new units are a t c pated to occur after FY 2005 3 A reserve is established fo epiaceme t of the pump static s 4 Deficits are projected to start to occur in FY 2013 Ava fable Options to Reduce the GF Contnbufion or Repay the Fund 1 Increase the Stormwater Fee by the CPI factor 2 Repay the GF with interest after the Bonds are ret red FY 2019 215 C C C C C C C C�r4� C C C C F4yC Y C C C W C C�61� C a a a C a a C C C a a SOLID WASTE AND RECYCLING COLLECTION AND DISPOSAL FUND FISCAL YEAR 2001 MISSION STATEMENT To' provide a comprehensive service oriented residential solid Waste management service 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 solid 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 authorized 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 BFI) 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 C C RATE SCHEDULE AND BILLING Adopted April 11 1995 Ordinance 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 April 9 1996 established a 5% late fee 1/2% monthly interest charge and a 10% lien fee for delinquent bills 216 1 1995 2 1996 3 1997 4 1998 5 1999 Monthly Annual % Cumulative Monthly Annual Increase Increase Increase $1373 $16476 $1391 $16692 $018 $1411 $16932 $020 $1425 $17100 $014 $1446 $17352 $021 PROJECTED 1 31 1 44 0 99 1 47 $0 18 $0 38 $0 52 $0 73 III an d N ?x �}(� 'r I3 w Ti i au .d4 1,S'1E 10 m �. .h QuQ�(� l r x ,.� ,u"(ilt9P: v+n i - kt kltF��itNi{5 1t Ut Starting Fund Balance $83 000 $72 000 $56 000 S36 000 Revenue $286 000 $286 000 $286 000 $286 000 Contract Expenses 259 792 263 789 266 787 270 784 Admen Expenses 26 000 27 000 28 000 29 000 Total Expenses 285 792 290 789 294 787 299 784 COLA Fee 208 00 21100 213 00 216 00 EOY Net Inc /loss 11 000 16 000 20 000 25 000 EOY Balance $83 000 $67 000 $47 000 $22 000 EOY End of Year 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 BFI provides the following services for approximately 1 316 single family homes within the Village ® Garbage and Yard Trash collection ® Bulk Waste collection once per month twice a week • Recyclable collection once per week ® Residential dumpster 24 hours per day ® Special collections $12 00 per cubic yard upon request SECOND CONTRACT Resolution 99 28 adopted April 20 1999 directed the Manager to issue a Request for Proposal (RFP) for soliciting bids for solid waste haulers Letter dated May 10 1999 to BR 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 America Inc submitted RFPs on July 22 1999 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 authorized the Village Manager to negotiate a new five year contract Resolution 217 B 41 a a C C C C C C a a a a a a a a 0 a Q 0 a 0 a a SOLID WASTE AND RECYCLING COLLECTION AND DISPOSAL FUND FISCAL YEAR 2001 C 0 0 C 99 81 (October 12 1999) set the fee at $220 per year Ordinance 99 8 (October 26 1999) approved the five (5) year agreement and the contract was executed December 10 1999 FUND DESCRIPTION The Solid Waste and Recycling Collection and Disposal Fund is a self supporting enterprise fund intended to recover all contractual expenditures to provide residential refuse services REVENUES The 8286 000 revenue represents the total of all billed single family homes (1 300) at 8220 per residence less 84 576 for uncollectibles EXPENDITURES The line item for administrative expenses covers administrative personnel costs billing and collection costs supply costs and uncollectibie fees The remaining generated funds are utilized for public information material special collections and other miscellaneous administrative expenditures '1{PUF�tD Revenues r l Desctq$horr }' 17 Mr' ET 9451 Hb � 1 J cfW � t ft { a ie FY i t t PVA t ra t ,Actual FY u2a � 7700 wt r p� o i..0 ➢i2 I YI R0000 5 311 Solid Waste Fees 9241 491 $260 862 $261 088 $269 454 9275 000 $286 000 R0000 5-325 Penalty and Late Charges' 6 000 6 000 R1000 5 361 Interest 13 691 7 956 305 1 558 1 000 4 000 TotaUURedeques $2 182Y, $2 8' '18'cir'v$2b1O393ii11 $27p012' 282,000' ,$29600 Expenditures X3400 5 539 Contractual Services 2 $205 692 9233 057 9223 635 $230 136 $257 000 S267 072 X4000-5 512 Administrative 6 918 17 070 16 808 16 000 25 000 27 000 Q0001-5 271 Total Expenses 212,610 250 127 240 443 246 136 282,000 294 072 a P } Fria €S i> d�Halgnc�eAp $45989 $64p80 985631),,, $1:1;5 $11056 $1;;1243411 1 Penalty and Late Charges were formally included In Solid Waste Fees 2 Contractual Services ¢ solid waste and recycling collection and disposal contract writs BFI Waste Systems of North America 218 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2001 ,-- fT C� C C I ia, I C IcaN r Ir I N- r r C C MISSION STATEMENT TO FINANCE AND CONSTRUCT SANITARY SEWER COLLECTION AND TRANSMISSION FACILITIES TO SERVE THE UN-SEWERED AREAS OF THE COMMUNITY Sanitary Sewer Improvement Fund A Sanitary Sewer Improvement Fund was created by Ordinance 98 10 adopted October 27 1998 within the enterprise funds of the Village The purpose of this fund is to provide financing to construct this project with a special assessment on the served property owners and a contribution from the General Fund The project will serve the 706 homes on Key Biscayne that do not have a municipal sanitary sewer available to them Ordinance 99 3 adopted April 20 1999 authorizes the special assessment process Ordinance 99 9 authorizes the State Loan and Resolution 99 92 approves the project 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 After twenty (20) years the system will be sold to the County for a nominal fee 1 REASONS FOR SANITARY SEWERS The following are some of the reasons why Village Councils since the incorporation of the Village have decided that the present sanitary sewer collection system should be expanded to those areas not provided by a municipal sanitary sewer collection system These reasons were discussed and developed by the area residents on several occasions a 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 2008 According to a statement from Mr Kenneth B Metcalf representing the State of Florida Department of Community Affairs at the Village Council Meeting of November 9 1999 If an attempt is made to change the Plan the Plan would be found in non compliance If the Village goes forward does not connect and does not change the Plan the law gives citizens the ability to challenge development orders that are issued That could 219 C SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2001 include expansion of houses and any permit that would rely on septic tanks b 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 Elmir 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 Mr Elmir also discussed the subject at the November 9 1999 Council Meeting where he stated that soil conditions on Key Biscayne are not proper for septic tanks the set back to the surface water is very close to Biscayne Bay and the coastline' Anything more than one septic tank per 5 acres must be considered relatively high density and would impact the water quality in the area The State of Florida has jurisdiction to fully implement the septic tank program but they do not enforce any type of program to insure that the system is functioning properly There are a lot of old systems on Key Biscayne and some have water levels 6 inches above the gravel In contrast when a NEW permit is issued on Key Biscayne the new systems are mounded 3 feet above the natural ground level Random samples were taken after heavy rain from standing water One was taken from an area served by sewer and one from an area served by septic systems The levels of fecal coloforms were very high in the area sewed by septic systems in comparison with the areas sewed by sewer This is an indication that human or warm blooded animal waste has been contaminating the water Harmful pathogens are present in the water Having a sewer system is a cleaner solution and it will protect the environment From a public health standpoint a sewer system is the appropriate system If you are on septic any addition to your existing home is almost impossible c 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 drain field area requirement for a four bedroom dwelling was 125 S F in 1995 it was 1 142SF) 220 000000©©000000©0000000QQ000Q0000000000000CC SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2001 d 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 e State Health Department regulations with respect to septic tank r ; maintenance repair and replacement are subject to constant amendment The regulatory environment and the regulations are becoming more and more restrictive resulting in a higher and higher cost of compliance and 00000000 0000000000000°0000 f 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 2 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 and was forwarded to the community pnor to the October 5 1999 workshop An additional workshop was held on November 9 1999 and this report was again updated and distributed to the Citizens as per motion of the Village Council at its meeting of October 12 1999 The letter was dated October 29 1999 This project evolved over the past five years during which time more than 25 public hearings public workshops and public meetings were held 3 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) 4 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 2008 It is part of the Capital Improvement element of the plan More specifically future Land Use Policy 2 1 1 221 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2001 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 2008 The State of Florida 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 of 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 5 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 In addition specific sanitary sewer workshops were held each year since 1996 6 FLORIDA DEPARTMENT OF ENVIRONMENTAL PROTECTION (DEP) a State Revolving Loan An application for funding ($723 762) the project with a State Revolving Loan (SRL) was filed March 15 1996 and was approved June 26 1996 to complete the planning design and administrative activities to construct additions to the wastewater collection system Funding covers pre construction ($723 762 00) and construction costs ($7 218 228) or a total estimated at $7 941 990 00 Based on this estimate the average assessment for each property is $5 624 64 with the Village assuming 50% of the cost or $5 624 64 for a total cost of $1 1 250 The Loan is to be repaid over a 20 year penod at an annual fixed interest rate of 2 56% reflecting a repayment constant of approximately 6 42 % per year or $361 annually 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 rate as of March 2000 is 3 55% The annual debt service payment on the loan is $509 874 00 A breakdown and detail of the loan repayment and 222 C C C C C C Cr C C C C C C C C C a 8 Q C C C dill C ail C 0 C C C Cr c SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2001 secuntization are discussed in the Financing Plan 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 and PBS & J the design engineers arnved at a similar estimate upon completion of the project plans b Pre Construction Phase I"‘ C C C r^ C` C C C C 00020000 All pre construction work has now been completed and the portion of the SRL designated for this purpose has been drawn down As such 1 ) Final plans and specification were completed September 30 1999 2) The requisite construction permits have been secured and 3) An Inter local Agreement with Miami Dade County for the management and maintenance of the completed system has been executed 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 as amended with DEP dated June 26 1996 The breakdown of the Pre Construction Loan as reflected in the Loan Agreement is as follows Administrative Allowance Planning Allowance Allowance for Engineering Loan Repayment Reserve Loan Service Fee Total Pre Construction Project Costs c Completion of Pre Construction Phase $ 39 600 00 198 000 00 422 400 00 19 800 00 30,762 00 $ 723,762 00 (1) A second Loan Application was completed April 2 1999 in order to qualify the Village for a Completion Loan covering all construction phase costs (including the construction work and related costs) and to preserve its positron in the fundable portion of DEP s Revolving Loan Pnonty List (A letter dated January 20 1999 from the Village Manager 223 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2001 requested that the project be placed on the Fundable Portion of Priority List A memorandum dated January 22 1999 from the Department confirmed that this was granted ) (2) Final plans and specifications for the project were submitted to DEP September 30 1998 The plans were accepted effective October 21 1998 A letter dated November 3 1998 from DEP authorizes construction and construction related costs to be incurred (3) The project s Capital Financing Plan in the initial loan application and its updated presentation in the second loan application was reviewed and accepted by DEP on May 20 1999 The financial information in this report reflects the results of this review and provided the basis for the amendment of the loan agreement that covers construction phase activities d Summary of Pre Construction Phase Legislation (1) Ordinance 96 6 adopted June 25 1996 authorized the Village staff to proceed with the pre construction phase of the project The Council authorized the draw down of the $723 762 00 in pre -construction funds April 16 1998 The funds were received April 14th and November 4 1998 The Annual 20 year annual debt payment for this portion of the loan is $46 466 00 per annum and is presently secured by a pledge of state revenue sharing funds The $46 466 00 in debt service for the pre construction loan is included in the total $509 674 00 debt service for the project (2) Resolution 98 47 August 25 1998 authorized the execution of Amendment #1 to the Agreement deferring loan repayment activities in expectation of additional financing required to cover construction phase work (3) Ordinance 99 9 adopted November 9 1999 among other actions and findings (a) Formally authorized the filing of the second loan application (b) Pledged Village and Special Assessment revenues for the repayment of the loan (c) Authorized the Village Manager to execute Amendment #2 to the Loan Agreement and (d) Application approved and executed by State on November 15 1999 (4) Resolution 99 92 passed and adopted November 9 1999 among other 224 C C C C C C e C C C C C C a a a C a a a a a a a a a a a a a a a U a a c SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2001 provisions (a) Declares the necessity to make sanitary sewer improvements and describes same (b) Declares the Intent to impose special assessments to cover the cost of ' the improvements (c) Indicates the nature location and estimated cost of the improvements (d) Provides that a certain portion of the cost of the improvements will be paid by Special Assessment (e) Provides the manner in which the Special Assessment will be made (11 and when it shall be paid (f) Designates the parcels of land upon which the Special Assessments will be levied (g) Provides for an assessment Plat and (h) Authorizes the preparation of a preliminary assessment roll r"1 7 MIAMI DADE COUNTY a 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) b Pursuant to this approval the homeowner is required to connect to the collection system immediately when one or more of the following conditions occur (1) Failure of property s existing septic tank system occurs (2) Improvements or repairs to a property exceed 50% of its value or (3) A change in property ownership occurs c 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 authorizes the Village Manager to execute the agreement (The wastewater from the proposed collection system will be transmitted to the central distnct combined wastewater treatment plant for treatment on Virginia Key ) d As indicated in the Financing Plan residents served by the System must pay 225 0 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2001 in addition to their share of the sanitary sewer s cost one time 1999 County and local fees estimated to average about $4 000 00 for connecting to the system and abandoning the septic system When connected a wastewater fee is charged e The annual 1999 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 about $135 per quarter or $540 annually The more water consumed the greater the sewer cost Additional installation of water meters for sprinklers and pools would reduce the total wastewater bill since only the water entering the system has an additional charge Based on the above construction of the system can begin in 2000 Completion should occur some two years later and most of the owners should be connected within a time frame consistent with the Village Master Plan and the County EQCB extension parameters 8 FLORIDA HEALTH DEPARTMENT A letter dated April 20 1999 to the Village Manager from the Village Attorney indicates that the Florida 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 April 23 1999 from the Village Manager 9 1998 REFERENDUM Resolution 98 1 January 13 1998 authorized 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 million 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 706 226 C C C C a Q Q C C C C C C C C C C C Q C c c C C C' C C C' a C C C C CL C C C SANITARY SEWER IMPROVEMENT FUND i t C r C 000000 00( 00000000 FISCAL YEAR 2001 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 described in the fact sheet 10 SPECIAL ELECTION OF MAY 16, 2000 In response to a dissatisfied group of mostly affected property owners Referendum Petitions were filed in the office of the Village Clerk February 1 2000 with the requisite number of signatures proposing the following three ballot questions a An amendment to the Village Charter restricting the authority of the Village Council to impose special assessments to the effect that such shall not be imposed unless (1) A majority of property owners to be specially assessed petition for special assessments or (2) At an election of property owners to be specially assessed a majority of those voting vote in favor of special assessments b The repeal of Ordinance 99 3 that enables the Village Council to impose special assessments for public improvements including roads water street lighting sanitary sewers and other public improvements upon specially benefited properties (i e the so called enabling legislation) and c The repeal of Ordinance 99 9 concerning the Village s loan Agreement from the State of Florida providing financing for the construction of improvements to the Village s sanitary sewer system effectively withdrawing the authority of the Village to enter into such loan transaction Resolution 2000 11 passed and adopted March 14 2000 called for a special election on May 16 2000 on the three ballot questions in the petition The results were as follows a 1 396 out of the Village s 4294 registered voters about on third turned out to vote b 52 76% or 689 voted for the charter amendment (i e Question # 1) c 54% or 681 voted against the repeal of the enabling legislation (i e Question 227 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2001 # 2 Ordinance 99 3) d 62 84% or 820 voted against repealing the State financing Resolution 2000 17 adopted June 6 2000 set a public hearing for July 11 2000 Resolution 2000 35 adopted July 11 2000 authorized the sanitary sewer construction project be delayed 120 days until November 16th to coordinate this project with WASA in order to replace the water pipes at the same time 11 SPECIAL ASSESSMENT FOR THE SANITARY SEWER CONSTRUCTION PROJECT Ordinance 99 3 adopted April 20 1999 permits a special sanitary sewer assessment to be levied and collected Assessment rules were be adopted in 1999 The original capital financing plan special assessment rules were amended on four occasions a On February 10 1998 to permit the twenty (20) year plan to be transferred to the new owner when a house is sold b On April 14 1998 when Council authorized the Village Manager to develop a program to assist home owners to avoid financial hardships caused by this program (A financial hardship is defined in Ordinance 99 3 Section 29 1 18) c 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 special assessment cost to the homeowner and d On November 9 1999 when Council adopted Resolution 99 92 that among other provisions declared the necessity for the improvement called for 50% of the cost of the improvement to be paid by Special Assessment on the properties served by the project and for the preparation of an Assessment Roll e Resolution 99 92 November 9 1999 adopted the special assessment regulations and rules 12 ENGINEERING PLANS FOR COLLECTION AND TRANSMISSION SYSTEM At its February 24 1998 meeting Council adopted the 1997 Sanitary Sewer Feasibility Study and Plan prepared by C A P Engineering Inc which was presented to the Council November 11 1997 The plan described the project 228 C C C a a a a a a a a a C a C a C a a C a C a C C C C C C C C C Q C C SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2001 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 mains 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 construction cost is $6 215 000 0 C C r-, r C C r 13 SANITARY SEWER COLLECTION AND TRANSMISSION SYSTEM COST ESTIMATE The amount of the SRL is based on a preliminary cost estimate for the project The total cost based on engineering estimates and State DEP reviews is $7 941 990 00 including all pre -construction direct construction hard and related costs A further cost breakdown is found in the financing plan Based on this estimate the average assessment for each property is $5 624 64 with the Village assuming 50% of the cost If financed and amortized over 20 years at the 2 56% interest rate the cost is about $361 00 per year 14 WATERLINE IMPROVEMENT PROGRAM During the construction of the stormwater system the county utility department(Miami Dade Water & Sewer Department) replaced approximately $1 5 million cement asbestos water pipes at no cost to the community During the preparation of the engineering plans and specifications for the sanitary sewer project the county was requested to replace an additional 36 000 feet of the existing cement asbestos water pipes in conjunction with the sewer project Request was initiated in 1998 by correspondence and several meetings with MDWASD The adopted Resolution 99 91 November 16 1999 requesting the county provide the necessary waterline improvements The Village representatives met with MDWASD officials on December 10 1999 to once again reiterate our request C 229 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2001 The cost is estimated at $2 million The County Manager rejected the request in a January 7 2000 letter to the Village Manager The County did agree to work with our contractor to expedite repairs to any water mains broken during construction In some instances MDWASD will allow repairs be made by our contractor under the supervision of a MDWASD inspector AT THE JANUARY 11 2000 MEETING OF THE VILLAGE COUNCIL COMMISSIONER JIMMY MORALES AND REPRESENTATIVES FROM THE DEPARTMENT ADDRESSED THE COUNCIL ON THIS SUBJECT THE COUNTY DOES NOT HAVE A REPLACEMENT PROGRAM FOR CEMENT ASBESTOS PIPE THE COUNTY OFFERED TO PAY ONE HALF THE PROJECT COST OR $1 MILLION 15 PROPOSED CONSTRUCTION SCHEDULE Resolution 99 25 adopted April 20 1999 authonzed the Village Manager to instruct the design engineer PBS & J to proceed to advertise and receive bids for the project The following is the schedule 1 Advertise for Bid August 2 1999 6 Award Contract November 16 1999 (Resolution 99 9) 2 Pre Bid Meeting August 10 1999 7 Notice to Proceed TBD 3 Bid Opening September 7 1999* 8 Pre Construction Meeting TBD 4 Council Receives Bids September 14 1999 9 Start Construction TBD 5 Council Workshop & Special Meeting October 5 1999 10 Completion TBD B d valid for one hundred twenty (120) days from September 14 1999 B ds extended 240 days from passage of Resolution 99 93 November 16 1999 Project start extended to November 16 2000 by Resolution 2000 35 The above schedule was submitted to the Council at the May 11 1999 meeting The workshop & Special Meeting date was re scheduled for October 7 1999 at the July 20 meeting At the September 14 1999 meeting the date was changed to Tuesday October 5 1999 The above schedule is still subject to adjustment Bids opened September 7 1999 and forwarded to the Council for information purposes at the September 9th Council Meeting Final bid summary was submitted September 16 1999 to the Council Resolution 99 93 November 16 1999 authorized the contract to be awarded subject to a referendum on the project itself 230 C C C C C C o C o C C C C C C Q C C 0 C 0 C co C C C sC C C C C SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2001 The following analysis of the bid results was prepared in conjunction with the award process it is clear from this analysis that the bid results in the tabulation below fall within the project s Financing Plan r 0 )0000000 Cif) C r C Ric Man International Corrected Bid Zone 1 $1 546 407 45 Corrected Bid Zone2/3 $3 753 807 96 Corrected Bid Zone 4 $ 513 707 46 Cor Bid Zone 1& 2/3 $ 5 300 215 41 Cor Bid Zone 1& 4 $ 2 060 114 91 Cor Bid Zone 2/3 &4 $4 284 605 64 Corrected All Zones $5 813 922 87 Foster Marine $1 506 901 00 $4 096 120 35 $ 505 478 40 $ 5 603 030 35 $2 012 388 40 $4 601 598 75 $6 108 508 75 Metro Equipment Service $1 783 575 15 $4 593 784 70 $ 528 719 42 $6 377 359 85 $2 312 294 57 $5 122 504 12 $6 906 079 27 United Engineering Corp $1 479 874 10 $ 3 801 300 09 $ 577 806 92 $5 281 174 19 $ 2 057 681 02 $ 4 379 107 01 $ 5 858 981 11 Central Florida Equipment Rentals $2 160 670 54 $5 962 366 84 $ 777 976 62 $ 8 123 037 38 $ 2 938 647 16 $ 6 740 343 46 $8 901 014 01 Low Bid $1 479 874 10 $3 753 807 96 $ 505 478 40 $5 281 174 19 $2 012,388 40 $4 284 605 64 $5 739 160 46 Two contracts were awarded and approved by Resolution 99 93 adopted November 16 1999 as follows ® Ric Man International for Zones 2 3 & 4 $4 284 605 64 • United Engineering Corp for Zone 1 $1,479 874 10 Total $5,764,479 74 This action was in accordance with the engineer s letter of recommendation dated November 17 1999 The bids were extended twice by mutual agreement between the contractors and the Village 16 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 s loan application for construction financing dated May 4 1999 a LOAN PRINCIPAL The principal amount of the loan pursuant to the Loan Agreement between the Village and DEP as amended November 15 1999 is $7 941 990 00 This amount includes ® $309 700 in capitalized interest e $723 762 in pre construction costs and expenses already disbursed to the Village and 231 I SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2001 O $6 908 528 for reimbursements to the Village for direct construction and construction related costs More specifically the breakdown of the costs to be funded specifically with loan proceeds as set out in the Loan Agreement is as follows Item Administrative Allowance Planning Allowance Engineering Allowance Construction and Demolition Contingencies Technical Services during Construction Start up Loan Repayment Reserve Capitalized Interest Loan Service Fee Incremental Loan Service Fee cost $ 39 600 198000 22 400 5 650 000 565000 345,000 40 000 217800 309 700 13 200 141,290 TOTAL TO BE FUNDED WITH LOAN PROCEEDS $ 7,941,990 In addition to the loan amount an overall project contingency of $458 010 is corned in the official Project Budget which has been established at $8 400 000 00 b LOAN TERMS ® The term of the loan is 20 years and the interest rate is 2 56% resulting in semiannual Loan Payments in the amount of $254 937 00 or $509 874 00 annually ® This results in a total annual loan obligation of $61 1 849 00 when the maintenance of a minimum 120% debt coverage requirement is included c LOAN REPAYMENT (1) Pledged Sources The following revenues are required to be pledged to assure repayment of the loan 232 c C C C C C C C C a a a a a a e 4 4 4 4 4 4 4 a el is I 4 I C C C C SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2001 (a) 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 application to DEP the amount of $125 324 00 has been used as the most reliably documented amount for this source of revenue C-' C C 00000000 )00 0")00000( It should be noted that the entire annual amount of this source of revenues is used and that the amount pledged is non cumulative and limited on a non cumulative basis only the amount received in any one given year (b) Payment into the State Revolving Loan Repayment Account (SRLR) of $254,937 00 annually by the Village of Key Biscayne from its General Fund This amount represents the Village s 50% share of the total annual debt service (before 20% coverage) The $254 937 00 is to be funded as a General Fund outlay Accordingly the $254 937 00 in revenues will be paid into the SRLR Account under an annual appropriation 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 99 9 and Village Resolution 99 92 (c) Payment into the SRLR of all proceeds from the collection of Special Assessments This amount represents the average assessment payments from the 706 properties and users connecting to the system It is calculated by adding and averaging columns D and F on Debt Repayment Analysis table (i e about $255 000/year average) Collection of theses revenues is secured by i Liens on the real estate with standing comparable to that of the owner s ad valorem tax obligation u A deposit by the Village into the Loan Repayment Reserve Account in the amount of $217 800 00 representing about 3% of the loan 233 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2001 III The Loan Repayment Reserve from Loan Proceeds also in the amount of $217 800 00 iv Additional reserves resulting from any surplus to be retained in the SRLR Account v 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) (d) Payment into the SRLR of all Interest revenues based on 7% of the amount estimated to be retained in the SRLR 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 at least $39 000 annually discounting the need to use of any interest on any surplus retained cumulatively in the SRLR To recap the four revenue sources identified and pledged for the repayment of the loan above include ® State Revenue sharing • The Village s General Fund to meet its 50% share of the debt service • Special assessments proceeds (see Debt Repayment Analysis ) ® Interest on funds retained in the SRLR These sources total $ 125 324 254 937 255 000 39,000 $ 674,261 Given a debt service requirement of $509 874 00 it is evident that 120% coverage of this debt service or a minimum of $611 849 00 is clearly achievable (2) Reserves Beyond the sources of funds pledged for loan repayment the following Reserves and other funds in the SRLR available at any given time to cure any potential shortfall 234 C C C C C C a a a a o a a a a a a 0 o a o o a a a a a o a a a 0 0 o o SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2001 (a) Deposit of $217,800 to be paid into the SRLR by the Village matching the same amount provided as part of the budget funded with loan proceeds (b) The $217,800 00 to be derived from loan proceeds and (c) 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) To recap this represents a total of $560 924 00 or better than a year of debt service to deal with a worst case zero revenue situation C • Village Deposit into SRLR $217 800 00 C • Reserves included in SRLR 217 800 00 • State Revenue Sharing 125 324 00 Total Reserves $560,924 00 C d COSTS TO HOMEOWNERS AND PAYMENT PLANS 00000000)000 r^" C C C C C� C Connection to the sanitary sewer system will involve three areas of cost for the benefited homeowners The first is the proportionate share of 50% of the $7 941 990 00 DEP Loan to finance the capital cost of the system (About $5 624 64 per unit) Three methods to finance the $5 624 64 capital cost of the system are proposed (1) A one time all cash payment of the $5 624 64 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 $5 624 64 capital cost resulting in 20 annual payments (assessments) of about $361 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 period with a one time cash payment at the time of connection of $5 624 64 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 235 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2001 The Financing Plan as expressed on the Debt Repayment Analysis which follows herein assumes 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 The second area of cost is a one time charge at the time of connection (based on County 1997 fees) including $1 950 00 $ 50 00 $2 000 00 $ 39 40 - $4,039 40 Abandon the septic tank and install the service lateral which connects the house to the sewer Permit fee Miami Dade Water and Sewer Department Connection Fee Village Permit 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 e CAPITAL FINANCING PLAN DEBT REPAYMENT ANALYSIS The two tables that follow describe a projection of cash flows in and out of a State Revolving Loan Repayment Account (SRLR) One table deals with the total amounts involved and the other breaks down the appropriate 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 236 o O o o o o o o o o o o o o o o o o ez C o o o C SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2001 (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 pro rata share of the capital cost of the system 1 e $5 624 64 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 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 O the $217 800 reserve deposited by the Village and the $217 800 00 provided as part n 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 L n O 0 237 ec- 00 00O000000O0)00 00lac; I CAPITAL FIN ANCI NG PLAN DEBT REPAYMENT ANALYSIS May 20 1999 A B C D E F G H I J K L M 1 Fiscal Year Village G eneral Fund (55) # Un its @ 20 Year Payback Debt Serv ice 20 Y ears Est Con n Per Year Users w/extensi ons @ 10 483 + tnt Total Annual C ollections Annual SRF Debt Service Annual Bal ance Cum . Balance Interest on Reser ves Plus Pledged Reve nue Sharmg Total Revenue in S RLR Acct Before Reserves Debt Coverage 2 —7- 2 25 509 235 164 225 28 296 822 486 556 510 172 23 616 23 616 185 028 647 967 1 270 4 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 3 564 7 6 25 509 235 164 225 28 599 926 789 659 510 172 279 487 1 092 614 185 028 2 067 302 4 0$2 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 5 151 9 8 25 509 235 164 225 28 600 499 790 232 510 172 280 060 1 652 448 185 028 2 627 708 10 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 1T 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 2 775 551 185 028 3 751 957 7 354 1� 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 17 15 16 25 509 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 12 110 235 164 225 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 71- 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 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 $510172 235 $3 284 496 471 $10 035 990 $13 830 658 N /A $3 627 218 N/ A $69 935 396 6 854 DEVELOPMENT OF REGIONAL IMPACT (DRI) PROJECTS The definition of a Development of Regional Impact is any development which because of its character magnitude or location would have a substantial effect upon the health safety or welfare of citizens of a region Infrastructures commonly impacted include the school system roads police and recreational open space A DRI project once completed may significantly increase the amount of housing units and population in a particular region The increase of population will result in an increase in the use of area infrastructure The impact fees collected from a DRI project are utilized in infrastructure improvements necessary due to the increased population 7- C C w C 0 C 00000000 The Grand Bay Resort and Residences The Grand Bay Resort and Residences is one of two DRI projects within the Village limits The development is a mixed use project which will include a first class 14 -story luxury 300 room hotel and condominium hotel with 227 units ground breaking was held for the Ritz Carlton Hotel July 16 1998 and should be completed March 2001 Two condominium towers containing 225 units one with 122 units and the other containing 103 units in each 14 story building were completed this year 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 vanety of studio one two and three bedroom floor plans ranging in size from 480 to 1 932 square feet paced from $190 000 to the $700 000 s The Grand Bay will feature a vanety of amenities including 20 000 square foot European style health spa gourmet dining facilities full tennis center with 11 lit hydro clay courts and two heated pools Residents will be able to enjoy a variety of luxury services such as in room massages daily maid service valet parking and 24 hour room service More than 20 000 square feet of indoor meeting and banquet space will be available including a 7 500 square foot Grand Ballroom Construction to be completed on or before February 1 2001 Approval date is November 16 1997 Z 23 93 The following is a breakdown of the $1 117 713 impact fees paid by the developer Rickenbacker Causeway Signage $ 135 000 Marione Stoneman Douglas Nature Center$ 50 000 Miami Dade County School Board $ 300 000 Park Improvements Fire Service Key Biscayne School $ 500 000 $ 32713 $ 300 000 The Ocean Club of Key Biscayne The Ocean Club is the second DRI project within the Village This luxury condominium is being developed on a 52 acre oceanfront site This project includes six mid rise and five high nse 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 million Developers of this project have donated a two acre oceanfront park and a 0 75 acre lake park to the Village of Key Biscayne for use by all its residents The following are the approval dates of the Ocean Club July 27 1995 (Resolution Z-09 95) July 27 1995 (Resolution Z 10 95) January 29 1996 (Resolution Z 03-96) Build out date is December 2002 The following is a breakdown of the $9 548 023 impact fees paid by the developer Roadway Improvements $ 23 553 Monetary School Contributions $3 200 000 Monetary Fire Service Contnbution $239 470 Village Beach Park (2 acres) Est $4 250 000 Bill Boggs Cape Honda State Rec Area $140 000 Village Lake Park (1 acre) Est $ 880 000 Variable Message Signage Contribution $ 65 000 Beach Access Promenade $ 250 000 Local Park $500 000 241 MILESTONES FOR THE VILLAGE First Council Meeting Village Manager Hired Mission Statement Adopted Stormwater Master Plan Adopted asMaa!:;pi, '' June 18 1991 September 23 1991 September 1 1992 Grand Bay Project Approved November 11 1993 242 0000000 C C� a 0 C C a a a Q a a a a C ci ci C C C C C C MILESTONES FOR THE VILLAGE F o(m000OOOi)D),) 0n0J00000no 200 Crandon Boulevard structure Demolished August 13 1994 RESOLUTION 94 38 (Naming Village Green) October 11 1994 Solid Waste & Recycling Collection Service Inception January 1 1995 Stormwater Sewer Construction Project Commenced June19 1995 ORDINANCE 95 8 (Master Plan Final Adoption) September 12 1995 Land Purchase Straw Ballot 1) Community Center 2) Vtliage Offices 3) Police/Fire Facilities Y= 706 N= 775 Y= 430 N= 938 Y= 584 N= 830 Fifth Year Anniversary Celebration of Incorporation March 12 1996 June 18 1996 Master Plan approved by State October 20 1996 Key Biscayne School 27 000 sq ft Ground Breaking Addition November 1 1996 January 21 1997 Petitioner s Debt Cap Charter Amendment Defeated Yes= 386 No= 646 Long Range Beach Nourishment Plan Adopted October 28 1997 Heritage Trail Dedication November 11 1997 Sanitary Sewer Ballot r t n � r Yes= 172 No=197 February 24 1998 iffWgitgeaM rcrataa 243 MILESTONES FOR THE VILLAGE Mayor Term Referendum Yes= 286 No=646 June 30 1998 County School Board approves K 8 April 28 1998 ORDINANCE 98 9 ($7 2 Million Stormwater Bond 4 13%) October 27 1998 ORDINANCE 99 3 (Special Assessment Procedures) April 20 1999 ORDINANCE 99 6 ($10 Million Civic Center Bond 4 72%) June 22 1999 CRS Rating 6 approved by FEMA August 25 1999 Swale Referendum Yes= 380 No= 967 October 5 1999 ORDINANCE 2000-2 (20 M P H Maximum Speed Zone) March 14 200 244 0 O O Q C C C C C C C C C C C IC C C C C C C VILLAGE OF KEY BISCAYNE The following actions were taken by the Village Council to adopt the 2001 budget RESOLUTION NO 2000 25 000000000°000 02000( 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 11 2000 RESOLUTION NO 2000 48 A RESOLUTION OF THE VILLAGE OF KEY BISCAYNE FLORIDA ADOPTING THE TENTATIVE MILLAGE RATE OF THE VILLAGE OF KEY BISCAYNE FOR THE FISCAL YEAR COMMENCING OCTOBER 1 2000 THROUGH SEPTEMBER 30 2001 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 12 2000 RESOLUTION NO 2000 52 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 2000 THROUGH SEPTEMBER 30 2001 PURSUANT TO FLORIDA STATUTE 200 065 (TRIM BILL) PROVIDING FOR AN EFFECTIVE DATE Adopted September 26 2000 ORDINANCE NO 2000 12 AN ORDINANCE OF THE VILLAGE OF KEY BISCAYNE FLORIDA ADOPTING THE BUDGETS FOR THE FISCAL YEAR COMMENCING OCTOBER 1 2000 THROUGH SEPTEMBER 30 2001 PURSUANT TO FLORIDA STATUTE 200 065 (TRIM BILL) PROVIDING FOR AN EFFECTIVE DATE Adopted First Reading September 12 2000 Adopted Second Reading September 26 2000 245 n HURRICANE PREPAREDNESS AND RECOVERY PLAN FISCAL YEAR 2001 Located in 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 Hurricane 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 Stout 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 humcane 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 3 Village Resolution No 96 8 adopted April 9 1996 authonzed 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 humcane procedures video Before the Storm is available for viewing at the Office of the Village Clerk The hurncane video community workshops and other storm information are shown on channel 99 throughout the hurricane season Annually the Village provides through its government offices the NBC 6 brochure Storm Watch a hurricane planning 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 enabling 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 incident actions 7 The first group of 25 Community Emergency Response Team (C E R T ) members completed the six week training course on August 27 1998 The C E R T program is designed to train a group of 10 to 15 members of a neighborhood apartment/condominium complex or similar residential 246 C C C C C C C C C C C C a C C a C C C C C C C C a C a are. C a a a a a a C 4 HURRICANE PREPAREDNESS AND RECOVERY (continued) 11, FISCAL YEAR 2001 area to prepare for and respond after a disaster The second 14 member class completed their training on December 19 1998 Additional C E R T classes will be scheduled throughout the remainder of the year 8 Complementary to the Hurricane Plan is the Storm Preparation and Recovery Plan for the Village of Key Biscayne Beach (SPRP) Devised in 1998 by National Oceanic and Atmospheric Administration (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 intended 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 April 1998 as well as a seven day extended course sponsored by the Miami Dade 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 debris 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 private public agreement of its kind in Miami Dade County C 11 The President of the United States issued an emergency declaration on September 22 1998 making the Village eligible for disaster relief funding for Hurricane Georges Resolution 98 60 adopted December 8 1998 authorized the Village Manager to execute the Disaster Relief Funding Agreement for $112 924 030003000000 12 Resolution 98 57 adopted November 17 1998 established Village support of the Hurricane Mitch rehef effort m Central America 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 Hurricane Georges federal reimbursement of $112 924 was deposited. The Village will utilize this fund for hurricane planning 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 Hurricane Conference Corporate Award on June 9 1999 for his knowledge and expertise in the principles of emergency management and hazard mitigation 247 AWARDS AND RECOGNITION FISCAL YEAR 2001 The Village of Key Biscayne accomplished numerous goals and objective in 2000 Since incorporation various Departments have received the following highlighted accolades for their efforts and final products * Village Council 1998 Wal Mart Amencan Hometown Leaders Award Councilmember Betty Q Sime * Office of the Village Manager 1999 FGCA Award 1998 Annual Video Report Village of Key Biscayne Our Island Paradise 1999 3CMA Savvy Award of Excellence Best One Time Video 1998 Annual Video Report Village of Key Biscayne Our Island Paradise 1998 City Hall Public Information Contest Grand Award Key Biscayne Heritage Trail Brochure 1998 American Association for State and Local History (AASLH) Certificate of Commendation Key Biscayne Heritage Trail 1997 Aventura Chamber of Commerce First Annual Pacemaker Award C Samuel Kissinger Village Manager 1997 Society of Public Administration South Florida Chapter Professionalism in Government Award C Samuel Kissinger Village Manager Florida Division of Recreational Parks 1997 Certificate of Award for contributions to Bill Baggs Cape Florida State Recreation Area 1996 City Hall Public Information Contest Grand Award Five Year Progress Report * Police Department 1998 City Hall Public Information Contest Grand Award Bicycle Safety Video Street Wise 248 * Building, Zoning & Planning Insurance Services Organization (ISO) Rating of 3 (highest given to a Miami Dade County Municipality) 1992 1999 1998 FGCA Bronze Award Community Relations Civic Design Charrette * Public Works Department The Honda Urban Forestry Council 1997 County or Municipal Program Grand Award * Finance Department Government Finance Officers Association (GFOA) of the United States and Canada Distmguished Budget Presentation Award 1993 2000 Government Finance Officers Association (GFOA) of the United States and Canada Certificate of Achievement for Excellence in Financial Reporting 1992 1999 * Fire Rescue Department 1999 Life Safety Achievement Award Residential Fire Safety Institute Commission on Fire Accreditation International Accredited Agency 1998 2003 International Association of Fire Chiefs Life Safety Achievement Award 1996 1999 Insurance Services Organization (ISO) Classification Change Class 4/9 to a Fire Protection Class 3 1999 First Fully Paramedic South Florida Fire Service 1995 C C a C C a a C a a a a a a a a a a a a a 41 41 41 4 41 4 t Q 4 I 4 I VOTER DISTRICTS (PRECINCTS) FISCAL YEAR C C C C C C C C C C C VOTER PRECINT BREAKDOWN Precinct Poll Location Democrat Republican Minor Party No Party Total Registered 1 k 049 Key Biscayne Presbyterian Church 326 666 16 249 1 257 j 0,0 Key Biscayne Presbyterian Church 348 621 8 241 1 218 051 Key Biscayne Community School 500 916 14 281 1 711 Total 1 174 2 203 38 771 249 4 186 C✓ 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 Honda 33128 Tel 375 5071 Fax 375 3618 www metro dade com II County Commissioner (District Seven) The Honorable Jimmy L Morales Downtown Office Bonnie Sockel Stone Chief Administrative Aide Metropolitan Dade County Board of County Commissioners District 7 1 1 1 Northwest First Street Suite 220 Miami Honda 33128 1963 Tel (305) 375 5680 Fax (305) 372 6103 dade fl us/distnct7 Disfnct Office Maria Elena Levrant 2000 Southwest 27th Avenue Suite 102 Miami Flonda 33145 Tel (305) 529 0599 Fax (305) 529 1188 E Mail distnct7@co miami dade fl us Web Page www co miami III Miami Dade County School Board (District Six) The Honorable Manty Sabates Morse Antonio Cotarelo Administrative Assistant Mercy Minagorri Secretary 1450 N E Second Avenue Suite 202 Miami FL 33132 Tel (305) 995 1334 Fax (305) 995 1572 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 Team Metro Office Suzanne Salichs Regional Coordinator Kendall office Kendall Town & Country 11820 Sherri Lane Miami Florida 33183 Tel (305) 270 4979 HTTP //itd metro co dade fl us MISSION STATEMENT TO PROVIDE A SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 250 0 C o o o o o o o o o l'f lip lilSi rii;±l C C C C C C C C 41 iC C C / Y K VILLAGE OF KEY BISCAYNE C C C C r C C C C C r Aides LOCAL ELECTED OFFICIALS V Senate (District 38) The Honorable Ronald Silver (D) Sharon James Rana Magdaleno & Barbara Riderman Tallahassee Office 302 Senate Office Building 404 South Monroe Street Tallahassee Florida 32399 1 100 Tel (850) 487 5121 Fax (850) 921 7546 Miami Office 12000 Biscayne Boulevard Suite 411 North Miami Florida 33181 Tel (305)893 0488 Fax (305) VI House of Representatives (District 107) The Honorable Gustavo Barreiro (R) Tallahasse Office 206 House Office Building 402 South Monroe Street Tallahassee Florida 32399 Tel (850) 488 9930 E Mail barreirogustavo@leg state fl us Miami Office 1454 S W 1st Street Suite 100 Miami FL 33135 Tel (305) 643 7324 ELECTED FEDERAL OFFICIALS VII United States Senate The Honorable Bob Graham (D) Washington Aide & Address Ken Klein Chief of Staff 524 Hart Senate Office Building Washington D C 20510 Tel (202) 224 3041 Fax (202) 224 2237 E Mail bobgraham@graham senate gov District Representative Ellen Roth District Director 150 S E Second Avenue #1025 Miami Florida 33131 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 Washington D C 20510 Tel (202) 224 5274 Fax (202) 224 8022 E Mail connie@mack senate gov Miami Aide & Address Elizabeth Nodal Regional Director 777 Bnckell Avenue Ste 704 Miami Flonda 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 etaH VILLAGE OF KEY BISCAYNE LOCAL ELECTED OFFICIALS IX United States House of Representatives (District 18) The Honorable Ileana Ros Lehtmen (R) Washington Aide & Address Arturo A Estopinan Chief of Staff 2160 Rayburn House Office Building Washington D C 20515 0918 Tel (202) 225 3931 Fax (202) 225 5620 Miami Aide & Address Debra Musgrove District Director 9210 S W 72nd Street Suite 100 Miami Florida 33173 Tel (305) 275 1800 Fax (305) 275 1801 MISSION STATEMENT TO PROVIDE A SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 252 C C C C C C C C C3 C Cf C C C C C C C C Ci C C C C C C C C C G C C C C C C e� t FINANCIAL TERMS The Village of Key Biscayne Annual Budget is structured fo 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 U F 2 \J r'7 C C C C C C C C r C C C Io I 0 C I C oopooc-)o 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 Account►nq 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 fhe fiscal year preceding the current fiscal year which precedes the budget fiscal year Adopted Budget The financial plan adopted by the Village Council as an ordinance which forms a basis for appropriations Ad Valorem Tax Property taxes calculated as a percentage of the value of real or personal property The percentage is expressed in mills (thousandths of dollars) Allocation The distribution of appropriated funds to a particular Fund or Department level authorized to incur obligations Appraise To estimate the value particularly the value of property Appropriation The authorization by fhe governing body to make payments or incur obligations for specific purposes 253 FINANCIAL TERMS Appropriated Fund Balance The amount of surplus funds available to finance operations of that fund in a subsequent year or years 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 Flonda it is a requirement that the budget submitted to the Village Council be balanced Balance Sheet The basic financial statement which discloses the assets liabilities and equities of an entity at a specified date in conformity with GAAP Basis of Accounting A term used to refer to when revenues expenditures expenses and transfers and the related assets and liabilities are recognized in the accounts and reported on the financial statements Specifically it relates to the timing of measurements made regardless of the nature of the measurement on either the cash or accrual method Basis Points The measure of the yield to maturity of an investment calculated to four decimal places A basis point is 1/100th of 1 percent (01 percent) Beach Nourishment The maintenance of a restored beach by the replacement of sand Bond A written promise to pay a designated sum of money (the principal) at a specific date in the future along with periodic interest at a specific rate The payment on bonds are identified as Debt Service Bonds are generally used to obtain tong term financing for capital improvements Bond Funds Resources derived from issuance of bonds for specific purposes and used to finance capital expenditures 254 C 4 C C 4 C C C C C C C C C C C C C C C C C C a C 0 C 0 C o 0 o C C FINANCIAL TERMS K xC C C C a I 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 authonzed expenditure ceilings under which a government and its departments operate usually one year Budgetary Basis This refers to the basis of accounting used to estimate financing sources and uses in the budget This generally takes one of three forms GAAP cash or modified accrual 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 written statement prepared by the Village staff reflecting fhe decisions made by the Council in their budget deliberations Budget Message A general discussion of the proposed budget wntten by the Village Manager fo fhe Vdiage Council The message provides the Village Council and the public with a general summary of the most important aspects of the budget Budget Ordinance The schedule of revenues and expenditures for the upcoming fiscal year which is adopted by the Village Council each year Budget Process The process of translating planning and programming decisions into specific financial plans C Capacity A measure of an organization s ability to provide customers with the demanded service or products in the amount requested and in a timely manner 255 FINANCIAL TERMS Capital Improvement Program (CIP) A projection of capital (long lived and significant) expenditures over the coming five years The method of financing is also indicated Capital Improvement Fund An account used to segregate a portion of the governments 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 Protect 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 Budaet A fiscal year budget for capital expenditures i e items or projects of significant value with a probable life of one or more years and the means of financing them Cash Basis The accounting method which records revenues when they are received in cash and records expenditures when they are paid Cash Management The process of managing monies for the Village to ensure maximum cash availability and maximum yield on short term investments of idle cash 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 consolidated budget section contains a summary of all Village funds and all revenues and expenditures Contingency Fund Account An appropriation of money set aside for unexpected expenses The amount needed is transferred by Village Council action to supplement an appropriate expenditure account if necessary Contractual Services Services rendered to a government by private firms individuals or other governmental agencies Examples include utilities rent maintenance agreements professional consulting legal and auditing services 256 C 4 4 C C C C e G C C C C C C G C C 0 0 C C 0 0 0 C C et 0 0 co0 0 0 FINANCIAL TERMS Cost Sharma The contribution that a grantee must make to help fund the total cost of a project County Wide Service Area Miami Dade County is fhe 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 Memonal 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 fhe 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 0 Current Revenues Those revenues received within the present fiscal year Customer The recipient of a product or service provided by the Village D C Debt Service The annual payment of principal and interest on the Village s C outstanding bonded indebtedness ,r 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 C C 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 C have more than one fund C Depreciation Expiration in the service of life of capital assets attnbutable to C 257 I' C4 FINANCIAL TERMS 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 E Employee (or Fringe) Benefits Contributions made by a government to meet commitments or obligations for employee fringe benefits included are the governments share of costs for Social Secunty and the deferred compensation medical legal disability and life insurance plans Encumbrance Commitments of funds for contracts and services to be performed When encumbrances are recorded available appropriations are correspondingly reduced These funds cease to be an encumbrance when paid and become a disbursement Enterprise Fund Funds established to account for operations which are financed and operated in a manner similar to private enterprises The intent is that the expense of providing services to the public on a continuing basis (including depreciation) be financed or recovered primarily through user fees Equity Balance remaining after liabilities are deducted from assets Equity Funding Funding is accomplished with available resources and does not include leveraged resources Project funding is dictated by the availability of cash Estimated Revenues Projections of funds to be received during the fiscal year Expenditure 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 258 a C C C C C C C C C C C C 0 0 C 0 0 fa 0 0 to 0 0 0 0 0 II FINANCIAL TERMS r K p.. C C C F Federal Emergency Management Agency (FEMA) Federal agency responsible for the overall coordination of federal duster 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 C use of public property such as city streets and usually involving the elements of I o 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 c the elements of monopoly and regulation Full Faith and Credit A pledge of government s taxing power to repay debt obligations ,C Fund An independent fiscal and accounting entity with a self -balancing set of C accounts Funds are established to attain certain objectives or to simply segregate activities Examples are the General Fund Refuse Collection and Recycling Fund ,I the Stormwater Utility Fund and the Sanitary Sewer Fund IC Fund Balance The excess of entity s assets over liabilities for a fund A negative fund balance is sometimes called a deficit 259 r"` FINANCIAL TERMS G GAAP Generally Accepted Accounting Principles Uniform minimum standards for financial accounting and recording encompassing the conventions rules and procedures that define accepted accounting principles The primary 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 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 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 Ob:ecthves 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) 260 f 4 Z t Q a C C C C C C C C C C C C a C C C C 0 C C a a a a C 0 at 0 0 C a 0 FINANCIAL TERMS C 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 r^ result of the development C Insurance Services Office/Commercial Risk Service (ISO) An insurance rating o 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 C Infrastructure The physical assets of a government (e g streets water sewer public buildings and parks) Inter fund Transfer Equity funds transferred from one fund to another Intergovernmental Revenue Funds received from federal state and other local governmental sources in the form of shared revenues Line Item A specific item defined by detail in a separate account in the financial o records Revenue and expenditure justifications are reviewed anticipated and r-‘ appropriated at this level C M Management Plan The strategic planning items that summarizes and articulates the Goals and Objectives for each department C 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 I ..J 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 C IC 261 FINANCIAL TERMS in taxes are assessed and if the millage rate is 10 then $500 in taxes are assessed Mission A description of the scope and purpose of a Village department Modified Accrual Accounting A basis of accounting in which revenues are recorded when collectable within the current period or soon enough thereafter to be used to pay liabilities of the current period and expenditures are recognized when the related liability is incurred N Non Departmental Appropriations (Expenditures) The costs of government services or operations which are not directly attributable to Village Departments 0 Obtect►ve A specific measurable and observable result of an organization s activity which advances the organization toward its goal Obtects 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 (Pnncipal and Interest) 800 Grants to Other Governmental Units and/or Private Organizations 900 Interfund Transfers Contingency Obhgat►ons 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 Operat►nq Budget The Villages financial plan which outlines proposed expenditures for the coming fiscal year and estimates the revenues which will be used to finance them 262 C I a a a a C f C C C C C C C C C C C C C C C C C C 0 0 0 0 0 C 0 0 C 0 FINANCIAL TERMS Operating Revenue Funds that the government receives as income to pay for ongoing operations It includes such items as faxes fees from specific services interest earning and grant revenues Operating revenues are used to pay for day to day services Ordnance 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 Productivity A measure of the service output of Village programs compared to the per unit of resource input invested Programs and Ob►ecf►ves The descnptions of the structure purposes activities tasks and volumes or frequencies of each organizational unit shown in the budget The period spans the fiscal year Property Tax Rate A tax based on the assessed value of the real property It is also called an ad valorem tax The tax is determined by multiplying the taxable value of the property by the millage rate if a house has a taxable value of $300 000 and the millage rate is 1 then $300 in taxes are assessed and if the millage rate is 10 then $3 000 in taxes are assessed Property Tax Calculations If the taxable value of a property after taking all exemptions is $300 000 and the millage rate used to determine taxes is 3 606 then assessed taxes would be $1 081 80 The calculation is performed by taking the taxable value ($300 000) divided by 1 000 and multiplying it by the millage rate (3 606) the 2000 Fiscal Year rate Proposed Budget The budget proposed by the Village Manager to the Village Council for review and approval 263 FINANCIAL TERMS R Reserve An account used either to set aside budgeted revenues that are not required for expenditure in the current budget year or to earmark revenues for a specific future purpose Reserve Fund A fund established to accumulate money for a special purpose such as the purchase of new equipment Resolution A special or temporary order of a legislative body requiring less formality than an ordinance or statute Revenue Money that the Village of Key Biscayne receives from a variety of sources such as property taxes permits and fees utility and sales taxes charges for services grants franchise fees and license fees that it uses to finance expenditures Risk Management The identification and control of risk and liabilities incurred by a local government to conserve resources from accidental loss Rolled Back Wage 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 Special Assessment A compulsory levy made against certain properties to defray part or all of the cost of a specific improvement or service deemed to primarily benefit those properties All tax exempt property in the affected area will also have to pay the special assessment Surplus The use of the term surplus in governmental accounting is generally 264 c C C Q C Q Q C C C C C C C C C C C C c C C 0 0 0 0 0 0 0 0 0 C 0 0 0 0 0 0 1 FINANCIAL TERMS 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 Flonda municipalities is 10 mills or $10 per thousand dollars of assessed value Transfers Amounts transferred from one fund to finance activities in another fund TRIM Truth in millage (section 200 065 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 265 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 266 4 a C C C C C C C C C C C C 0 0 0 0 0 0 0 0 0 0 0 0 0 0 D, 41 ©, Amortization vs Payment Schedule $11,000 Principal Amount Principal $11 000 Interest Rate 2 56% Beginning Period T B D Schedule I = 20 Year Payment Plan Schedule II = 15 Year Cumulative Interest P & I Principal Interest On Year Amount Cumulative P & I Year Amount Interest Total P & I 1 $176 $176 (3 Mons) 1 $11 000 $70 $11 070 (3 Mons) 2 $703 $879 2 $11 000 $283 $11354 3 $703 $1 582 3 $11 000 $291 $11644 4 $703 $2 285 4 $11 000 $298 $11943 5 $703 $2 988 5 $11 000 $306 $12 248 6 $703 $3 691 6 $11 000 $314 $12 562 7 $703 $4 394 7 $11 000 $322 $12 883 8 $703 $5 097 8 $11 000 $330 $13 213 9 $703 $5 800 9 $11 000 $338 $13 552 10 $703 $6 503 10 $11 000 $347 $13 898 11 $703 $7 206 11 $11 000 $356 $14 254 12 $703 $7 909 12 $11 000 $365 $14 619 13 $703 $8 612 13 $11 000 $374 $14 993 14 $703 $9 315 14 $11 000 $384 $15 377 15 $703 $10 018 15 $11 000 $394 $15 771 16 $703 $10 721 16 $11 000 $404 $16 175 (9 Mos) 17 $703 $11 424 18 $703 $12 127 19 $703 $12 830 20 $703 $13 533 21 $528 $14,061 (9 Mos) Notes Schedule I shows the normal 20 year amortization pnncipal 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 240 C C C C C" Qi m m m o o o o o o o a o 00000000