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HomeMy Public PortalAbout2002 Adopted Budget.tifN C` VILLAGE OF KEY BISCAYNE FLORIDA C� Cy Cv C r C C 0200000 ADOPTED FISCAL YEAR 2002 ANNUAL OPERATING AND CAPITAL BUDGET First Printing July 16 2001 Find Printing December 14 2001 MISSION STATEMENT TO PROVIDE A SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSEfLE GOVERNMENT c� C C C1 C C' C C C C C C 17. Rage Cou a! Jo I Rasco Mayo Morumer FE d V ce Mayo S tt Bass Martha Fdez Leen Broucek AIanH F n Robert Oldakowski James L Pet rs Vtllag Manager C Samu I Kissinger VILLAGE OF KEY BISCAYNE Office of the Village Manager December 14 2001 The Honorable Mayor and Members of the Village Council Village of Key Biscayne Key Biscayne Florida 33149 RE 2002 Budget Transmittal Letter Dear Mayor and Members of the Village Council On July 15 2001 the 2002 proposed budget of $26 922 168 was submitted to the Council of the Village of Key Biscayne Two public hearings were held on September 12th and September 19th The Council approved the $13 992 540 General Fund budget on September 19 2001 All other fund budgets were adopted as submitted Enclosed is the budget that was submitted to the Village Council with changes to several sections such as the summary chart showing all of the budget adoption modifications budget message clarifications and other refinements Thank you Very truly yours Samuel singer Village Man ger CSK/adv 85 West McIntyre Street Key Biscayne Honda 33149 (305) 365 5514 Fax (305) 365 8936 MISSION STATEMENT TO PROVIDE A SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT PROPOSED BUDGET VS ADOPTED BUDGET FISCAL YEAR 2002 4 f VENUES tea v3ta. r lt bSa Ae6 n , i�!�G 5 i 31A Es e,�.: n S , r L 3R i Wm, M qgr C s Proposed Council'A opted « t 'Duff r ;n' e SY��a aetnn.: ar`.. .nt .av 's� 3e ass m-�� It } ., it7 UuI� Sffm`1 O MAE vl9ki Ad Valorem $9 358 443 $9 358 443 0 Franchise Fees 650 000 650 000 0 Utility Taxes 1 955 000 1 955 000 0 Licenses & Permits 640 947 640 947 0 State Shared 964 900 964 900 0 Revenues Charges for Services 103 000 103 000 0 Interest 200 000 200 000 0 Grants 8c Donations 50 250 50 250 0 Prior Year Fund 0 0 0 Balance it Total $11,922 540 $1F3`922540 0 k EXPENDITURES Managers Proposed Council Adopted Difference Budget Budget Village Council $36 254 $36 254 0 Administration 608 893 608 893 0 Village Clerk 223 123 223 123 0 Village Attorney 253 000 253 000 0 Non Departmental 891 735 891 735 0 Debt Service 2 495 502 2 495 502 0 Building Zoning & 1 368 367 1 368 367 0 Planning Police 3 345 765 3 345 765 0 Fire Rescue 3 412 096 3 412 096 0 Public Works 772 631 772 631 0 Recreation 515174 515174 0 Capital Outlay 0 0 0 Total $13 922,540 $13922 540 0 000000000000000000000 a 0 I0 0 0 VILLAGE OF KEY BISCAYNE FLORIDA The following information might be helpful to the reader in finding information in the budget document of the 2002 programs services and financial information The Fiscal Year 2002 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 2002 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 2001 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 2001 On a more detailed level the Department Budget sections describe 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 Depot li i cents 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 2001 and comparison of financial 111 GUIDE FOR READERS activity for Actual FY 2000 Budget FY 2001 and Budget FY 2002 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 any 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 1 2000 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 this budget continues to conform to program requirements and we are submitting it to the GFOA to determine its eligibility for another award GOVERNMENT FINANCE OFFICE S ASSOCIAT ON Distinguished Budget Presentation Award RES 0 T VIIg fKyBscy Fl d M1 Fsca Bg g octob 20 etnag Ask.1117/Caet CONTENTS FISCAL YEAR 2002 BUDGET I inA '� PIN C 56 57 Consolidated Budget Summary 58 65 Fund Types 66 67 68 69 70 71 72 General Fund 2002 Estimated Property Taxes Property Taxes Appraised Value of Real Prop Property Taxes Certification of Taxable Value Narrative Overview of Goals & Objectives Summary of FY 2000-2002 All Funds Changes in Fund Balance 3 year comparison Schedule of General Fund Chart of Estimated Property Taxes Chart depicting 1993 2002 values Chart of Appraised Value of Real Property Comparison of Property Tax & Mdlage Setting Proposed Mill Rate 73 74 75 76 77 78 89 90 91 93 General Fund Revenues Revenue Budget Detail General Fund Revenues Revenue Projection Rationale Expenditures Gen Fund Budget Comparison Chart Comparing Budget Revenues Chart of Revenues Detail of General Fund Revenues Budget Revenue Schedule 1993 2002 Chart of Expenditures Narrative & Charts of Expenditures CONTENTS FISCAL YEAR 2001 BUDGET 94 98 99 109 110-114 115-118 119 120 126 127 140 141 155 156-164 165-174 175-184 Village Council Administration Office of Village Clerk Office of Village Attorney Non Departmental Debt Service Building Zoning & Planning Police Fire Rescue Public Works Recreation 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 185 188 189 202 201 202 203 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 204 208 209 210 211 212 214 240 242 243 244 246 247 251 252 253 254 256 257 270 Back Cover Stormwater Utility Fund Stormwater Utility System Stormwater Fund Exhibits Sanitary Sewer Fund Sanitary Sewer Exhibits Sanitary Sewer System Important Dates for the Village Resolutions 8c Ordinances Hurricane Preparedness & Recovery Summary of 20 -Year Forecast Accomplishments 8c Awards Voter Districts Elected Officials Description and Budget Map of Stormwater System Tables of Payment Schedule and Fee Collection Description and Budget Payment Schedule & Fee Collection Map of Sanitary Sewer Zones List of Dates Resolutions & Ordinances Narrative on Hurricane Preparedness Narrative & Tables of 20 -Year Forecast Accomplishments for the Village Map and Chart of Voter Districts List of Elected Officials Narrative Description of Definitions C C C ft C C 'i C C O C C e 0 a O 0 0 Q a O a 0 a O 0 Q C 03G300339r VILLAGE OF KEY BISCAYNE FLORIDA FISCAL YEAR 2002 Village Council Joe I Rasco Mayor (Term Expires 11/12/2002) Mortimer Fried Vice Mayor (Term Expires 11/14/2004) Scoff Bass (Term Expires 11/12/2002) Alan H Fein (Term Expires 11/12/2002) Martha Fdez-Leon Broucek(Term Expires 11/14/2004) Robert Oldakowski (Term Expires 11/12/2002) James L Peters (Term Expires 11/14/2004) Administrative Officials C Samuel Kissinger Village Manager Conchita H Alvarez, CMC Village Clerk Weiss Serota Helfman Pastonza & Guedes P A Village Attorney MISSION STATEMENT TO PROVIDE A SAFE QUAUTY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 1 VILLAGE OF KEY BISCAYNE FLORIDA FISCAL YEAR 2002 The Administrative Team Jud Kurlancheek AICP Director Eugenio Santiago Building Official Building, Zoning and Planning Department Michael J Flaherty Director and Chief of Police John C Gilbert Chief of Fire Rescue Emergency Services Department Mr James P Ward Moyer & Associates/Severn Trent Environmental Services Inc Finance Department Armando 0 Nunez, Public Works Supervisor Public Works Department Todd A Hofferberth Director Recreation Department Village Council Appointments Special Masters Dennis M 0 Hara (Term Expires on 10/9/2002) Jennifer Leal (Term Expires 10/9/2002) Rosemary Sala (Term Expires on 10/9/2002) Special Council Appointees Dr Steven A Simon Playing Fields Liaison (March 11 1998) Government Relations Richard Pinsky Pinsky Mitchell Partners Rick Abode Hall Green Pupil L L C Fire/Police Retirement Board of Trustees (Two Year Terms) Barclay E Cale Chair (September 9 2002) Michael Haring Secretary (September 9 2002) Nicholas lsmailoff (September 9 2002) Servando Parapar (October 28 2002) Sandra L Winters (September 9 2002) MISSION STATEMENT TO PROVIDE A SAFE QUAUTV COMMUMTV ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 2 000000©00000©©00000 C C ci C C C C C C INDEPENDENT CONSULTANTS FISCAL YEAR 2002 i C 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 702 Coral Springs Florida 33071 Village Landscape Architects William A 0 Leary FASLA President 0 Leary Design Associates P A 8525 Southwest 92nd Street C11 Miami Florida 33156 Traffic Engineers Giathng Jackson Kercher Anglin Lopez & Rinehart 33 East Pine Street Orlando Florida 32801 Tipton Associates Incorporated 760 Maguire Boulevard Orlando Florida 32803 General Architectural OBM Miami Inc 2600 Douglas Road Suite 510 Coral Gables Florida 33134 Portuondo Perrotti Architects 4102 Laguna Street Coral Gables Florida 33146 Robert Currie Partnership 134 N E 1st Avenue Delray Beach Florida 33444 Robert Stewart M A 121 Jolly Roger Drive Key Largo Florida 33037 Spillis Candela and Partners 800 Douglas Entrance Coral Gables Florida 33134 Engineering Services Coastal Systems International Inc 464 South Dixie Highway Coral Gables Florida 33146 Corzo Castella 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 Engineenng Inc 55 Almeria Avenue Coral Gables Florida 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 Rodriguez & Quiroga Architects Chartered 4440 Ponce de Leon Boulevard Coral Gables Florida 33146 Williams Hatfield & Stoner Inc 4601 Ponce de Leon Boulevard Suite 220 Coral Gables Florida 33146 3 VILLAGE OF KEY BISCAYNE FLORIDA VILLAGE MISSION STATEMENT "TO PROVIDE A SAFE, QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT " Community Character Key Biscayne should be a residential community Development policies should protect residential character Future residential development should be at the lowest densities consistent with protection of reasonable property rights Hotels should be permitted in order to provide ocean access opportunities and respect an established land use pattern however they should be modest in size 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 4 000000000000 0 o 0 a 0 o a o o a a a ci o ci C C C C 0 C a 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 department of d. Building,.: Zoning and Planning Sports and Athletics. Stormwater �.'. . Management !Department of Finance and Administrative Services AUTHORIZED POSITIONS FISCAL YEARS 1996 2002 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 2002 is 101 an increase of 0 5 employee over 2001 SUMMARY Office of the Village Manager 3 3 4 4 3 45 4 Finance and Administrative Services 2 2 25 25 25 15 15 Office of the Village Clerk 15 15 15 15 15 15 15 Building Zoning and Planning 8 8 8 10 16 16 16 Police Department 35 37 37 38 39 39 39 Public Works Department 15 2 2 2 3 3 3 Fire Rescue Department 33 33 33 33 33 33 33 Recreation Department 25 25 25 3 4 3 4 Total Authorized Positions 86 5 89 905 94 102 101 5 102 6 000000©000000c o C o w o o C C i 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 barner 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 0000020000K) Form of Government Governing Body Date of Incorporation Population (Estimate provided by the University of Florida) Village Services Services provided by Miami Dade County Location Elevation Miles of Streets Number of Stations (Class 3) Fire Hydrants Emergency Response Time Number of Rescue Trucks Ambulances Number of Stations Average Age Average Household Income Area Historic Sites (5) Crandon Boulevard (Chapter 88 148) 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 1999 9 689 2010 10 759 Est 1997 8 937 2000 10 507 Census 1998 9 471 2005 10 165 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 1 25 Square Miles Latitude 25 42 North 5 ft above sea level 22 4 miles Less than 3 minutes 40 1 years Longitude 80 16 West Florida Lighthouse Calusa Park, Bear Cut Key Biscayne Archeological Zones and 1855 U S Coast Guard Monument Marker State Designated Historic Highway ABOUT KEY BISCAYNE Electricity Telephone Miami Dade Water & Sewer Department Average Daily Consumption Sewers Participants Customers Single Family Home Rate Multi Family Unit 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 Shoe.in Centers Newspaper (Weekly) Adelphia Cable Communications (5 371 customers) Local Cable Channel E Mad Wnrki W,rip Wnh Sita 8 1 1 035 75 Florida Power & Light Company 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 accordinto im.ervious area Village Green 9 5 acres(Best Park in County) Ocean Park 2 0 acres Lake Park 1 acre Calusa Park 3 76 acres 1 299 Crandon Boulevard 4 6 378 U S Census 1 280 4 686 232 682 s. uare feet Centers The Islander News and La Isla Miami Dade County (F C C letter July 1 1997) Resolution 2001 65 October 9 2001 Channel 99 info@vkb key biscayne fl us htip /J,ikh Jrpy hisrnynn fl i is 0000000000000000 C C C C C C C C C C C C d ABOUT KEY BISCAYNE r i 00000E l2') O 3G0003on VILLAGE OF KEY BISCAYNE DEMOGRAPHIC PROFILE Total Population 10 507 Sex and Age Male 4 930 Female 5 577 Under 5 Years 766 5 to 9 Years 816 10 to 14 Years 1 660 15 to 19 Years 455 20 to 24 Years ! 334 25 to 34 Years 1 211 35 to 44 Years 1 902 45 to 54 Years J 1 473 55 to 59 Years 685 60 to 64 Years } 571 65 to 74 Years 886 75 to 84 Years 594 85 Years and Over II 154 Median Age 40 1 18 Years and Over 7 960 Male 3 652 Female 4 308 21 Years and Over 7 747 62 Years and Over 1 945 65 Years and Over 1 634 Male 769 Female 865 j Race One Race 10 347 White 10030 Black or African American 48 1 American Indian and Alaska Native 15 Asian 97 Asian Indian 27 Chinese 28 Filipino 10 Japanese 22 Vietnamese 4 Other Asian 1 6 Some Other Race 157 Two or More Races 160 9 ABOUT KEY BISCAYNE VILLAGE OF KEY BISCAYNE DEMOGRAPHIC PROFILE Hispanic or Latino and Race Hispanic or Latino (of any race) 5 231 Mexican 193 Puerto Rican 116 Cubes 1 632 Other Hispanic or Latino 3 290 Not Hispanic or Latino 5 276 White Alone 5 058 Households By Type Total Households 4 259 Family Households (Families) . 2 900 With Own Children Under 18 Years 1 375 Marred -couple Family 2,469 With Own Children Under 18 Years 1 141 Female householder no husband present 328 With Own Children Under 18 Years 188 Nonfamily Households ' 1 359 Householder living alone 1 187 Householder 65 Years and Over 403 Households with individuals under 18 years 1 411 Households with individuals 65 Years and Over 1,192 Average Household Size 2.47 Average Family Size 2 99 Housing Occupancy Total Housing Units 6 378 Occupied Housing Units 4 259 Vacant Housing Units 2 119 For Seasonal Recreational or Occasional Use 1 283 Average Per Capita Income 37 629 Unemployment Rates (2000) Miami Dade County 5 6% Village of Key Biscayne 2 6°/ Source Bureau of Census 2000 Census Source Bureau of Census Income Division 2000 Census Info Not Available At This Time Source State Department of Labor 10 ©000000©©©00©©0©©0c C C a a C ANNUAL BUDGET PROCEDURES FISCAL YEAR 2002 In accordance with the Village of Key Biscayne Charter Article III (Section 303 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 C C" rmacGoonanon000nion000n000k) Each annual budget adopted by the Council shall be a balanced budget in accordance with the Village of Key Biscayne Charter Article IV (Section 4 05a) The Council shall by ordinance adopt the annual budget on or before the last day of September of each year If it fails to adopt the annual budget by this date the Council may by resolution direct that the amount appropriated for current operations for the then ending fiscal year be deemed appropriate for the ensuing fiscal year for a period of fifteen (15) days and may be renewed by resolution each fifteen (15) days with all items in it prorated accordingly until such time as the Council adopts an annual budget for the ensuing fiscal year An ordinance adopting an annual budget shall constitute appropriations of the amounts specified therein (Section 4 05b) The budget shall be specific as to the nature of each category of appropriations therein Further changes such as transferring of available funds within a specific department may be authorized by the Village Manager Reasonable appropriations may be made for contingencies but not within defined spending categories (Section 4 05c) 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 Bnefly 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 Amencan 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 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 11 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 2002 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 Improvement 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 is 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 12 C C C C C C C a C a a el o o o END o o C o o o III Bll ]If VILLAGE OF KEY BISCAYNE FLOW OF FUNDS STRUCTURE Sources of Funds c iC C C fa' C C C C IC C Ad valorem Taxes Franchise Fees Utility Fees Licenses & Permits State Shared Revenues Charges for Services Interest Grants & Donations Pnor Year Fund Balance r GENERAL FUND --10' General Fund Uses of Funds General Government Operations Fees & Charges Interest Prior Year Fund Balance Loan Proceeds ENTERPRISE FUNDS --i Stormwater Utility Fund ► Sohd Waste Fund ► Sanitary Sewer Fund Environmental Facilities lnterfund+ransfers Interest Prior Year Fund Balance CAPITAL PROJECT FUNDS Capital Improvement ♦_ Fund ► Civic Center Fund Capital Facilities and Improvements Permanent Community Facilities 13 BUDGET CALENDAR FISCAL YEAR 2002 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 2001-51 in July for use on the Notice of Proposed Taxes to be mailed to all properly owners on August 28 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 mail all affected property owners Below is an outline of the budget calendar for the 2002 budget ACTION 1 Staff meeting to begin preparation of 2002 Annual Budget 2 Departmental Review 3 Certification of Taxable Values by Miami Dade County Property Appraiser is finalized 4 Resolution 200151 a adopts proposed millage rate for 2002 and selects public hearing dates 5 Proposed FY 2002 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 2001 59 8 Final Budget Hearing and adoption of the 2002 Budget Ordinance 2001 7 10 Start of new Fiscal Year 14 DATE January 25 2001 March through June 2001 July 1 2001 July 10 2001 July 16 2001 August 28 2001 September 12 2001 September 19 2001 October 1 2001 Q C C C C 0 QQQQQQQQ N N N C' • ` C' C C' C C"` C , IC IC C C Village C until J I Ras o Mayor Mortimer Fri d V ce May Scott Bass Mardi Fde Lean Brou ek Alan H Fen Rob rr Oldakowski jam s L Pt I illag Manager C Samuel KGs nge VILLAGE OF KEY BISCAYNE Office of the Village Manager December 14 2001 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 2002 Budget Dear Mayor Councilmembers and Citizens of Key Biscayne It is with great pleasure and honor that I submit this balance Adopted Fiscal Year 2002 Budget This budget is presented in accordance with the requirements of the Village Charter State laws the Village Comprehensive Master Plan the 2001 Goals and Objectives of the Village Council and the Five (5) Year Financial Plan This document is a plan that presents fund information by category of expense for each department budget and through narrative descnptions outlines the operations of the government and its component programs Key Biscayne is in excellent financial condition and this budget has been prepared with a primary objective of protecting and continuing this condition 3 606 Ad Valorem Rate for 2002 The recommended rate has been the same since 1997 The goal is to maintain this rate until fiscal year 2005 Since 1993 the rate has been reduced by almost 25% This rate is the lowest in Miami -Dade County The initial goal was to keep the rate until 2001 from 1997 This goal was meet Introduction The fiscal year will be a landmark in the history of our Village The quality of life and level of service that will be provided to our citizens will reach a new benchmark Our beach park will open and all citizens of the Key will be provided with access to the beach After nine (9) years of planning and public discussion the construction of the Civic Center became a reality whwn construction started Apnl 13 2001 The Civic Center will include a Fire Station Administration/Police Building Recreation Center and Theater The Fire Station and Administration/Police Buildings will be completed this fiscal year and offer state of the art 15 85 West McIntyre Street Key Biscayne Florida 33149 (305) 365 5514 Fax (305) 365-8936 MISSION STATEMENT TO PROVIDE A SAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT BUDGET MESSAGE FISCAL YEAR 2002 Administration/Police Building Recreation Center and Theater The Fire Station and Administration/Police Buildings will be completed this fiscal year and offer state of the art life safety and emergency services to our residents and visitors Construction of the Recreation Center will begin this fiscal year with a grand opening in early 2003 The Recreation Center will provide facilities and programs for all members of the family from toddlers to seniors Programming will include a range of activrhes from physical fitness to social gathenngs Children will be able to swim in a pool exercise and play in the Village Green without having to cross any streets The Center will include a multi purpose gymnasium (court games basketball volleyball etc) a dance/aerobic studio and a full service wellness center Planning efforts will continue for the Theater as we seek funding from public and private sources The bandstand/gazebo at the Village Green will be completed in June The beach renounshment project should be completed by the end of this fiscal year Consolidated Budget Summary Goals and Objectives of the Village Council The 2001 Goals and Objectives were developed by the council at the February 6 2001 Workshop Council Resolution 2001-3 unanimously adopted the Goals on February 13 2001 The council Goals and Objectives set the tone and established the short term and long term priorities for development of this Budget A summary of the 2001 accomplishments is attache din Exhibit One which follows this Budget Message Exhibit Two also following the Budget Message contains the proposed 2002 improvement projects The below chart illustrates the Council Goals and Objectives for the FY 2002 Budget Further discussion of the Council s Goals and Objectives can be reviewed on pages 47 48 a a C Q C C Q C G C Q C Q C 0 ©©©©00000000©©0 BUDGET MESSAGE FISCAL YEAR 2002 C C' C C C C li r C IC. C C 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 projections indicate the present 3 606 Mill Rate that we can provide for a balanced General Fund program at least until the fiscal year 2005 with no increase in the mill rate Continue to enhance the $2 Million non restricted Reserve Fund The Capital Improvement Program in future years will primarily consist of the Beach Renounshment and Civic Center 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 2001 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 more than $2 million 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 and Capital General Fund Operating Budget projections The 2002 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 improves the overall financial strength of the Village and develops the Civic Center 17 BUDGET MESSAGE FISCAL YEAR 2002 (\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 436% 4 13% and 4 715% respectively The Village enjoys a solid reputation within the financial community A third $10 million traunche is required to complete the Civic Center project A portion of the third traunche shall be approved sometime in 2002 Interest payments for the Civic Center were initially included in the 2000 Budget For the 2001 Budget there was a modest increase of interest payments This budget includes an appropriation for the annual debt payment to almost $2 5 Million from $1 6 Million to pay the interest payments for the bond issues For the Fiscal Years 2003 and 2004 the payment shall be increased to $3 2 Million and decline in 2005 to $2 7 Million General Fund Summary Our largest source of revenue is the properly tax This year our assessment increased to $2 731 B from $2 499 049 161 or a 8% increase $200 M 2002 Assessed Valuation According to the Miami Dade County Appraisers assessment roll has increased to $2 7B from $2 499 049 161 for the 2002 Budget an increase of $231 M of that increase $32 8 M is from new construction The rolled back rate for this year is $3 3177 per $1 000 of assessed property The Stormwater Utility rate 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 expanding tax base with the 2001 growth rate of approximately 8% percent for the 2002 budget Changes in assessed value will have a direct effect on actual taxes paid Properties may have the same a higher or lower value in fiscal year 2002, however the taxable value of properly having a homestead exemption cannot be increased more than 3 0 percent in accordance with Amendment 10 to the State Constitution This expansion shall continue at least until the year 2005 Review of Revenues General fund revenues are expected to total $13 922,540 which represents a $324 147 or 2 40% increase over the previous year s budget of $13 598 393 Ad Valorem taxes account for almost 66 4% of the revenues Ad Valorem revenue increase 18 C a a C a a C C C C C 000000©©©000000©©©000c BUDGET MESSAGE FISCAL YEAR 2002 of 931% or $801 665 account for the majority of the revenue increase Utility taxes are estimated to increase from $1 855 000 million to $1 955 000 because of the new telecommunications tax increase however the Franchise Fee is reduced $90 000 Other revenues were budgeted at last year s rates except building permit fees have been reduced $297 740 interest income $50 000 and no prior year fund balance has been budgeted Below is a breakdown of the General Fund Revenues f� 3)'j3J )) C C C C C C C C Ad valorem $9 358 443 S8 556 788 $801 655 9 4% Franchise Fee 650 000 740 000 <90 000> 12 16% Utility Taxes 1 955 000 1 855 000 100 000 5 39% Licenses & Permits 640 947 938 687 <297 740> 31 7% State Shared Revenues 964 900 900 000 64 900 7 21% Charges for Services 103 000 103 020 <20> -0 02% Interest 200 000 250 000 <50 000> 20 00% Grants & Donations 50 250 50 250 0 0 00% Pnor Year Fund Balance SO $204 648 <$204 648> 100 00% 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 1995 $2 702748 1996 $3 508 685 1997 $3 401 622 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 The $2 million non restrictive reserve was funded by October 1 2001 as required by Ordinance 97 01 L 19 BUDGET MESSAGE The 2000 General Fund surplus had been appropriated to reserved or designated fund balances in accordance with the aforementioned Ordinance requirements The 2001 Budget surplus shall not be available for appropriation until the audit is complete and accepted in early 2002 There are no available undesignated funds to reduce taxes for FY 2002 Budget The 2000 audit was accepted by the Village Council on February 13 2001 No surplus funds have been included in this budget Surplus funds from the 2001 Budget shall be included in appropriate Reserve Funds and specific fund balance appropriations Review of Expenditures FISCAL YEAR 2002 Total fund expenditures for the 2002 fiscal year are estimated at $13 922 540 an increase of $324 148 or 2 4% over the 2001 budget The majority of the increase is associated with personnel services category which represents the salaries and wages paid to Key Biscayne employees debt service payments have increased because of additional borrowing maintenance costs for the Civic Center and the retention of a federal relations person Below is a breakdown of the Proposed FY 2002 General Fund Expenditures as compared to the FY 2001 Budget Village Council S36 254 536 254 0 0% Administration 608 893 610 161 <1 268> -0 2% Village Clerk 223 123 215 142 7 981 3 7% Village Attorney 253 000 213 000 40 000 18 8% Non Departmental 891 735 752 860 138 875 18 4% Debt Service 2 495 502 1 606 403 889 099 55 3% Building Zoning & Planning 1 368 367 1 286 950 81 417 6 3% Police 3 345 765 3 136 498 209 267 6 7% Fire Rescue 3 412,096 3 240 724 171 372 5 3% Public Works 772 631 757 589 15 042 2 0% Recreation 515 174 492,811 22 363 4 5% Capital Outlay 0 51 250 000 <1 250 000> 100 00% }V6lIIIel SI 0000©080©©0©00000000 0 20 C BUDGET MESSAGE FISCAL YEAR 2002 Review of Proposed Employee Benefit Enhancement The Village of Key Biscayne continually reviews and enhances its ability to attract and retain employees for our organization This includes continually evaluating our on going programs for pay and benefrts 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 At the January 9 2001 Village Council Meeting Resolution 2001 3 was adopted which increased the Salary Step Plan from seven to ten Ordinance 2000 11 dated September 26 2000 increased the disability benefit in the pension plan for fire and police officers to 42% at a cost of almost $32,000 The Village paid for this improved benefit Resolution 2001 79 adopted November 13 2001 adopted a defined benefits plan for the Fire/POlice Department employees Our pay plan for police service ranks in the top 10% in Miami Dade County and as with most municipal police departments includes a ten step pay plan which provides for performance based reviews and pay adjustments for our trained personnel The pay plan also includes Fire and Administrative i ; and all other personnel In our continual review of the Village s benefit program t am recommending a 2% cost of living adjustments (S98 500) and the current monthly health insurance contribution of $400 r", be increased to $450 per month ($50 000) effective October 1 2001 for all our valued personnel The family plan actual cost increased for fiscal year 2001 from $496 60 to $588 83 per month a 18% increase in one year The percent increase for these benefits is over 3% Cost of living increase is 3 4% for this area My review of all other benefits provided to our personnel are in line with other communities throughout Miami Dade County SUMMARY OF EMPLOYEES Department 1996 1997 1998 1999 2000 2001 2002 Office of the Village Manager 3 3 4 4 3 4 5 4 Finance and Administrative Services 2 2 2 5 2 5 25 1 5 1 5 Office of the Village Clerk 1 5 1 5 1 5 1 5 1 5 1 5 1 5 Building Zoning & Planning Department 8 8 8 10 16 16 16 Police Department 35 37 37 38 39 30 39 Public Works Department 1 5 2 2 2 3 3 3 Fire Rescue Department 33 33 33 33 33 33 33 Recreation Department 2 5 25 2 5 3 4 3 4 Total Authorized Position 86 5 89 90 5 94 102 101 5 102 21 n BUDGET MESSAGE (Review of The Capital Improvement Fund FISCAL YEAR 2002 There are no funds allocated for Capital Outlay for 2002 After the Village Council adopts the General Fund Capital Outlay the monies are then transferred to the Capital Improvement Fund as per Resolution No 95 26 adopted on July 25 1995 Beginning in fiscal year 2002 and until 2005 the Capital Improvement Fund shall be substantially reduced The Civic Center project shall require the debt payments to increase causing a deferral of other capital outlays The projects can be reviewed in the 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 $550 00 over the next several years Billing began August 1994 The fund balance is approximately $1 531 883 as of September 30 2000 This fund financed $7 2 million of the $10 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 eight (8) years In 1999 a 20 -year 416%fixed rate interest revenue bond was issued No fee increase is recommended for the 2002 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 of this document Review of The Solid Waste and Recycling Collechon and Disposal Fund Since 1994 the Village has provided the solid waste and recycling collection and disposal service Ordinance 95 4 April 11 1995 establishes the fund The reason for the assumption of the service from the County was a substantial decrease in the annual 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 $199 to be increased to $220 Our projection indicates the fee should remain the same until 2004 The fund has a reserve of nearly $114 676 as of September 30 2000 For additional information on this fund please consult the Solid Waste section 22 0000000006000000000000000 C C C 0 BUDGET MESSAGE FISCAL YEAR 2002 of this document Un(1'( C OUOC COOCC'UUUOUOOCuu OOU Review of The Sanitary Sewer Improvement Fund 1 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 benefrtting 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 The Civic Center Fund was established rReview of The Civic Center Fund 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 at an interest rate of 5 24% for 20 years The project started April 30 2001 For additional information on this project see the Capital Improvement Fund Key Biscayne s growing tax base continues to (Five Year Financial Outlook 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 One 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 throughout the decade The tax base is expected to continue growing making the Village s future one that is exciting and challenging As such revenues will continue to increase over the next five years Because of the quality of life that exists on the 23 BUDGET MESSAGE FISCAL YEAR 2002 Island and the positive impact of our capital projects property values will continue to increase in the foreseeable future Our projections indicate that we can provide for a balanced general fund budget through fiscal year 2005 without seeking tax adjustments This projection is shown in our five year budget plan This includes funding the Civic Center project and assumes no change in the state revenue allocation policy or major economic downturn from now until end of the decade Our taxable value per capita is the highest in South Honda This number shall also increase next year 2001 Award for Distinguished Budget Preparation Ti The Government Finance Officers Association (GFOA) presented the award for distinguished budget presentation to the Village of Key Biscayne for its annual budget for Fiscal Year 2001 In order to receive this award a government unit must publish a budget document that meets program critena as a policy document an operations guide a financial plan and as a communications medium The award is only valid for a penod of one year We believe our current budget continues to conform to the program requirements therefore we will submit the 2002 Budget to GFOA to determine its eligibility for the Village s ninth consecutive award Acknowledgments In closing I thank you for providing the positive leadership and direction which has assisted in the preparation of this document Thank you also to the Village staff and the department directors for thier 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 Ms Jane Montgomery of Moyer and Associates our Finance Department Ana de Varona Administrative Assistant and Juan Jimenez Administrative Assistant for their substantial contributions in devloping 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 2002 Fiscal Year Annual Operating and Capital Budget Respectfully submitted C Samuel Kiss' er Village Manager 24 eoeeoeeeeeeee®e®00000co©o©o©oo© 0 0 o C as I- F� r" r F" i' C C C C 2002 BUDGET MESSAGE �� et l' 44‘!' 0, 0, i"l EXHIBIT ONE The following is a breakdown of activities and/or projects this government has undertaken during the 2001 Fiscal Year 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 planning the Civic Center and the Sanitary Sewer construction project A ceremonial ground breaking was held December 2000 and construction started April 30 2001 The sewer project should begin after January 1 2002 1 Total 2001 Consolidated Budget The adopted 2001 Annual Budget for all funds was $26 420 551 and is broken down into the following funds General Fund is $13 598 393 Solid Waste Fund is $296 000 Stormwater Improvement Fund is $551 158 and the Sanitary Sewer Improvement Fund is $6 000 000 and the Civic Center Fund $4 725 000 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 2000 Annual Video Report was postponed until the Ritz Carlton is opened The 2000 Annual Report was mailed to residents July 2001 A Volunteer Appreciation Reception was held at the Sonesta Beach resort on April 26 2001 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 fourth statewide in the rating system 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 The staff is looking to lower the rating to a Class Five by certain Council actions 4 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 25 C 2001 BUDGET MESSAGE Exhibit One 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 5 Beautification A May 16 1999 Miami Herald news article referred to Crandon Boulevard as "tastefully landscaped" The 2000 Stokes Tropical Plant Guide featured one of the Crandon Medians in their publication A three-tier illuminated fountain was authorized by Resolution 99-74 adopted September 16 1999 at the West Mashta Drive/Harbor Drive intersection On September 22 2000 Village residents Gary and Rita Wilder approached the Village Manager to express interest in donating a fountain on behalf of the Wilder foundation Staff prepared several scaled and styles of fountains from which a four jet 32 foot diameter model was chosen by the Wilder s at an estimated cost of $120 000 Council approved the fountain (Resolution 2001 17) on February 13 2001 A contract was executed and a Notice to Proceed issued on March 8 2001 Construction began immediately and was completed on June 10 2001 The comprehensive invasive exotic removal plan and native outdoor hammock project at the Key Biscayne School was dedicated April 27 2001 6 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 A University of California at Berkeley newsletter concluded traffic calming circles are safe and produce fewer traffic and delays than intersections with traffic lights or stop signs These devices along with our 20 MPH speed limit ordinance have lowered Village Traffic driving in our community and reduced accidents 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 26 0000000000000000000000000 Q®®®®4® 2001 BUDGET MESSAGE Exhibit One C l r r1 n C C r C C r-"‘ 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 The following traffic calming projects have constructed 27 devices since the program was initiated by the Village Council in 1997 1 West Mashta Drive 2 Fernwood Road 3 West Mashta/Harbor Dnve 4 Harbor Drive 5 East End Drive 6 East Heather Drive 7 Island Drive 8 West Heather Drive 9 West Wood Drive 1997 1997 1998 1998 1999 1999 1999 2000 2004 4 Traffic Circles 2 Median Diverters 2 Speed Tables and 1 Choke Tee Intersection Traffic Circle Bus re routed off West Wood 3 Traffic Circles and 2 Median Diverters 2 Speed Tables 1 Raised Intersection 2 Speed Tables 3 Speed Tables 1 Choker 2 Raised Intersections 1 Circle and 1 Radius Adjustment 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 West Wood Drive shall have traffic calming installed after the sanitary sewer line is installed Several streets east to Crandon Boulevard are being look at for the installation of traffic calming devices 7 Lighting Projects Up -lighting installations for safety and beautification began in 1997 and continued in 1998 and 1999 In 2000 lights were installed along East Drive as part of the East Enid Improvement Project Resolution 2000 45 adopted 27 ll 2001 BUDGET MESSAGE Exhibit One part of the East Enid Improvement Project Resolution 2000-45 adopted August 29 2000 authonzed the installation of luminaries along Seaview Drive and five (5) additional Crandon Boulevard medians This work shall complete the boulevard this fiscal year 8 Ocean Park Introduction The Architect (O B M Miami Inc )was retained to prepare Master and Schematic plans for the Beach Park at the April 28 1998 Village Council meeting with the adoption of Resolution 98-20 The plan was reviewed by the Village Council at the July 1 and September 1 meetings Resolution 99 13 adopted February 9 1999 authonzed the architect to prepare the final plans and specifications The intention of the Ocean Park 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 limestones where hard surfaces are required they will consist of keystone pavers of brick Phase I Phase I which was approved by Resolution 2000 2 on January 11 2000 consists of a Palm Plaza a trellised pavilion landscaping and retaining walls and water and sewer connections The contract for construction was awarded to C D C Builders for $300 000 The project was completed in August 2000 Phase II Construction for Phase II of the Village Beach Park was approved by the Village Council with the adoption of Resolution 2000-34 The contract for construction was awarded to Danco development in the amount of $800 000 and executed on July 21 2000 Improvements to be constructed in this phase include extension of the 9 -ft wide Beachfront Promenade installation of an inter active splash fountain with jets emanating from a 16 - foot diameter hard scape splash located at the center point construction of a 1 6000 sq ft open air pavilion and construction of restrooms with outdoor shower facilities The Village Manager issued a notice to proceed on April 18 2001 The project should be completed by the end of the year Landscaping The landscaped open space has been designed as a natural passive area with no programmed activity Modeled after traditional South Florida 28 0 0 0 0 0 0 o o o o o o o 000000090000 2001 BUDGET MESSAGE Exhibit One landscapes a variety of native palms trees and shrubbery will provide the pnmary 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 A great variety of shrubs will also be planted as well The beach area has been extended westward from the ocean approximately 225 feet 9 Village Green Gazebo/Bandstand At the June 6 2000 Council Meeting the Village Council approved a design by the architect and passed a motion to seek construction bids for the Village Green Gazebo Bandstand On July 11 2000 the Village Council authorized the execution of the agreement with the Corradino Group Architects Advertisements for bids were placed in the Daily Business Review on July 31 and August 24 2000 Three (3) bids were received on August 24 2000 and on August 29 2000 the Village Council approved the contract with the lowest bidder Merkury Development ($171 479) The Village Manager issued a Notice to Proceed and construction began on December 27 2000 Located near the northwest corner of the Village Green the new Key Biscayne Gazebo Bandstand is a 24 high octagonal structure 16' in diameter made primarily of wood and concrete The Gazebo consists of approximately 600 sq ft of covered area and a 2 500 sq ft outdoor area The Gazebo is designed to address a senes of functions It can be a setting for informal concerts as well as being evocative bright and whimsicle piece of urban sculpture Larger performance can be accommodated on the adjacent ample stage area The appearance of the Gazebo is based on 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 is framed in wood with a metal shingle finish A louvered lantern is located atop the roof and provides for the venting of the space below The columns are pre -cast concrete with a smooth finish and the floor material consists of pavers on compacted sand In the center of the brick paved stage the Village seal appears in bronze casting Primary technical support for the performances are portable (speakers spotlights) therefore the flexible stage is equipped with the proper electrical infrastructure necessary An 18 inch high stone retaining wall with recessed lighting surrounds the back of the octagonal structure in a semicircle 29 2001 BUDGET MESSAGE Exhibit One providing a handicap ramp and a place for spectators to sit Ample night and security lighting has been provided The project was substantially completed in June 2001 10 Sidewalk Improvement Program On December 5 2000 the Village Council approved Resolution 2000-64 which authorized the Village Manager to retain the engineering firm of Williams Hatfield & Stoner to provide engineering services for the extension of the Sidewalk Improvement Program to include Woodcrest Road and portions of West McIntyre Street A certified letter dated February 20 2001 was sent to all residents informing them on the proposed project The Sidewalk Improvement Program was initially designed to include Woodcrest Road West McIntyre Street and Hampton Lane At the April 24 2001 Council Meeting the Council deleted Hampton Lane from the project An invitation to bid was advertised in the Daily Business Review on April 27 May 11 and May 18 2001 A second certified letter was sent to all affected homeowners advising them to remove all landscape matenals from the right of way A pre -bid conference was held on May 21 2001 for all contractors interested in the project Seven (7) contractors attended the conference Five contractors (5) submitted their bids on June 1 2001 and the contract was awarded to M E F Construction on July 10 2001 Construction is scheduled to begin on or about August 15 2001 and should be substantially completed by December 31 2001 11 Playing Fields By a unanimous vote on January 9 2001 the Village Council included playing fields as part of the State 2001 Legislative Program Resolution 2001-13 passed February 6 2001 adopted the 2001 Goals and Objectives which included playing fields Since 1992 Playing Fields have been included each year in the Village s Annual Legislative Goals and Objectives On January 24 2001 the Acquisition and Restoration Council ("ARC") held a public hearing where public testimony was taken relative to Cape Florida s proposed management plan At the hearing apart from emphasizing that 30 ®0®®®0®©0©©0©00000 • • ®®®®®0® 2001 BUDGET MESSAGE Exhibit One the management plan should be consistent with its historical and present uses the Village argued that the notice for the August 15 2000 workshop did not advise the public that a reclassification of the park from a state recreation area to a "state park would be discussed As a result of the Villa s statements regarding improper notice DEP scheduled a public workshop for February 19 2001 at the Rosenstiel School of Marine and Atmospheric Sciences to present the proposed land management plan and the proposed reclassification of the property from a state recreation area to a state park On February 20 2001 the Advisory Group voted to make a non binding advisory recommendation to the DEP approving the plan including a proposed reclassification of the park Resolution 2001 24 unanimously adopted March 6 2001 directed the Village Manager to take any and all necessary action with the appropriate state and county officials to establish active playing fields including baseball fields to meet the needs of the Village and the County at Bill Baggs State Recreation Area and Crandon Park 00'0()O On March 12 2001 the DEP submitted its revisions to the proposed management plan The revisions included a statement that user -oriented facilities such as ballfields would be incompatible with the resource based outdoor recreation mission of the state park system On March 14 2001 the Acquisition and Restoration Council (ARC) held another public hearing to consider the proposed management plan and on March 15 2001 although it was decided that the park should remain a "state recreation area the rest of the proposed plan including the statement concerning the incompatibility of ballfields was approved L Jack Moller Vice Chair of the ARC has since urged local environmental groups to work with the Village to develop a workable solution to resolving the Village s need for ballfields A memorandum dated April 20 2001 from Mr Mark W Glisson Environmental Administrator Florida DEP to Mr Albert Gregory Division of Recreation Parks reported the staff determined that the plan will not be considered by the Trustees and is approved by the ARC In a letter dated May 1 2001 the Village Attorney inquired of Mr Glisson Environmental Administrator Florida DEP what efforts were made by the staff of ARC to secure ballfields for Crandon Park A letter was sent by Mr Glisson to Mayor Alexander Penelas supporting an amendment to the Crandon Park Master Plan to facilitate the location of ballfields there and offered to 31 2001 BUDGET MESSAGE Exhibit One facilrtate discussions with all parties At the June 12 2001 Village Council meeting Dr Steve Simon reported the overall current and projected needs of KBAC are approximately six (6) regulation soccer fields and five (5) baseball diamonds which translate into 40 to 50 acres At the same meeting the Council unanimously adopted a motion directing the Manager to explore options to provide a temporary and immediate solution to the playing field shortage that may result in Key Biscayne youth being unable to register for KBAC programs in the fall 12 Beach Renounshment The construction of the beach project has been delayed for several months because of contractual and permitting issues The project should start in July and be completed this year 13 Keep Seniors on Key Biscayne The Village is 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 in 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 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 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 On July 11 2000 the Village Council unanimously approved Resolution 2000- 26 which endorsed seniors to stay on Key Biscayne At their February 6 2001 Council Meeting the Village Council once again agreed and 32 000000000000©©©© 0 CD C 0 0 2001 BUDGET MESSAGE Exhibit One recommended continued involvement and cooperation with the KSOKB committee as a top priority in their 2001 Goals and Objectives C� C C C C C C C C C I C C C);) 790 Their most recent success came on March 6 2001 when the Village Council adopted Resolution 2001 25 which authonzed the Village Manager to hire a Coordinator of Senior Services The Village Manager received twenty two resumes for the position The Selection Committee meet on June 5 2001 and interviewed four candidates for the position The Selection Committee met again on June 11 2001 and recommended a candidate to the Village Manager The candidate was offered the position accepted and will start work on September 4 2001 14 Village Green Fountain On September 22 2000 Village residents Gary and Rita Wilder approached the Village Manager to express interest in donating a fountain on behalf of the Wilder Foundation Staff prepared several scales and styles of fountains from which a four jet 32 foot diameter model was chosen by the Wilders at an estimated cost of $120000 Council approved the fountain (Resolution 2001 17) on February 13 2001 A contract was completed and a Notice to Proceed issued on March 8 2001 Construction then proceeded and was completed on June 10 2001 The Fountain was dedicated on October 30 2001 after the water restrictions set by the the South Florida Water Management District were lifted 33 11 2002 BUDGET'MESSAGE EXHIBIT TWO The following is a breakdown of upcoming activities or projects the Village Government will undertake during Fiscal Year 2002 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 and the plan for the Pines Canal Overlook 1 2002 General Fund Operating and Capital Budget of $13 992 540 The adopted 2002 Annual Budget for all funds was $26 922 168 and is broken down into the following funds General Fund is $13 992 540 Solid Waste Fund is $296 000 Stormwater Improvement Fund is $564 127 and the Sanitary Sewer Improvement Fund is $2 424 000 and the Civic Center Fund $9 645 501 The 3 606 mill rate has remained the same since 1997 2 Building Zoning 8c Planning Department The primary focus of the Department is the processing of building permit applications inspections zoning and building code compliance and insuring that the development of land in the Village is consistent with our Comprehensive Plan The Department has implemented several measures that have resulted in the delivery of these services on an expedited basis The deployment of the a new building permit system has resulted in expedited delivery of information to our citizens who are seeking the status of their permit applications and inspections The system also provides a tool for management to track the number and results of inspections and permit applications The system has also automated tasks that were previously performed manually This has allowed management to redirect our resources to improve customer service The Department will initiate a new service that enables our residents contractors and architects to track their permit applications and inspections through the use of the Internet When fully developed building permits can be printed in offices and homes and permits and inspections can be requested via the Internet without having to visit our offices In January 2000 the Department prepared and the Council adopted a new building permit fee schedule The new schedule was designed to fund the 34 00000000 o ci a OOGGGGGQ0000006GGGO6 2002 BUDGET MESSAGE EXHIBIT TWO department with fees generated from building permits Prior to the new schedule the department was partially funded through contributions from the General Fund For the first time since the department was organized in 1992 revenues for FY 2001 totally funded the department In 1999 the Village Council created a Zoning Ordinance Review Committee for purposes of developing zoning regulations that captured the vision and quality of life that charactenzes the island and to insure that all development was consistent with our Comprehensive Plan The Committee completed this work in FY 2001 The new regulations will result in homes that have larger open spaces and landscaped areas less mass and height In addition zoning districts were created that match the number of apartments/condominiums in the Village with the limitations contained in the Comprehensive Plan ess C C 3 Fire Rescue Department The Fire Rescue Department 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 All sworn personnel are State Certified Paramedics The Department will continue to provide the same excellent level of service as has been provided in years past A second five (5) year Automatic Aid and Ancillary Services Contract between the Village of Key Biscayne and the City of Miami became effective on October 1 1998 and runs through September 30 2003 for a fixed fee of $460 000 annually or $38 333 monthly Strong emphasis and commitment will continue toward the Department s highly successful public service programs such as citizen CPR classes blood pressure testing and school age fire safety training and education The department continues to make Risk Watch TM' presentations to young residents in our community This very successful program is entering its third year Key Biscayne is the only South Florida community where the program is offered in all educational institutions The Department will continue to participate in an extensive fire prevention inspection program in all hi rise and mercantile structures as well as meet the challenges offered by the new construction projects at the Ocean Club of Key Biscayne and Ritz Carlton Hotel of Key Biscayne Fire Inspector State Certification is currently held by twenty-six (26) Firefighter/Paramedics The Fire Station is an authorized SAFEPLACE for those young individuals needing this program In addition under State Law any parent may leave a newborn 35 2002 BUDGET MESSAGE EXHIBIT TWO infant three (3) days or younger at the Fire Station The department has increased its response to coastal water type emergencies with the addition of a quick response water vessel in December of 1998 All members of the department have taken a United States Coast Guard boating safely course The Department will 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 In May of 2001 the Miami -Dade County Board of Fire Commissioners recognized the Village of Key Biscayne Fire Rescue Department for its outstanding contributions in providing the C E R T program on Key Biscayne The Department continues to be an Accredited Agency in the State of Florida based on cnteria as established by the Commission on Fire Accreditation International (C F A I) The third annual review of this status will take place in New Orleans in August 2001 In addition to this recognition of excellence the Department received an upgrade of its fire protection rating by the Insurance Services Organization (ISO) from a Class 4/9 previously assigned to the Village under a different fire service authority to a class 3 rating The Department shall continue the high -quality emergency medical services to all residents through training programs patient satisfaction surveys and quality assurance audits of the medical care delivery system In a 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 be patient but to the family as well the results indicated a 97 2% excellent to outstanding level of customer satisfaction Capital expenditures aimed at personal safety for Department members included forty thousand dollars ($40 000) for new hand held portable radios twenty eight thousand dollars ($28 000) for new protective firefighting bunker gear and eighteen thousand dollars ($18000) for new self contained breathing apparatus Lastly other significant events that the Department participated in included 36 000000000000©©© 0 0 e eeoe ne e ooeeeee 1 r C 2002 BUDGET MESSAGE EXHIBIT TWO 4th of July Lighthouse Run and Emergency Medical Services Week activities These annual events are cornerstones of the Village and the Department s traditional involvement is a highlight for both department members and the community at large 4 Police Department The 2000 Florida Crime statistics ranks Key Biscayne the lowest in crime among the 29 municipalities located within Miami Dade County Key Biscayne offers a safe community with the lowest tax rate in Miami Dade County w �eloN on000rmrmoocmC)O The department operates in an effective and efficient manner with one of the lowest officer to resident ratios in the county We have 29 officers serving a population of 10 507 whereas similar size populations in Miami Shores 10 380 population operates with a staffing of 35 police officers South Miami has a population of 10 741 and has 60 officers to provide police services 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 three separate community surveys all concluded that the Police Department excelled in service delivery rating overall service in the good to excellent level by an average of over 93% 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 Chamber of Commerce s Citizen s survey found 92% of those surveyed rated the community as a very safe place to reside and work Violent crime in Key Biscayne has been almost non existent and the few robbenes we experienced were quickly closed with arrests Properly crimes such as burglary averaged less than 2 per month and we averaged less than one stolen car per month Considering that Miami and Dade County have one of the highest crime rates in the nation we are blessed to live in one of the safest communities in South Florida 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 37 2002 BUDGET MESSAGE EXHIBIT TWO criminal activity and maximize our efforts to provide a safe environment and enhance the quality of life within our community All employees are trained in community relations cultural and human diversity and ethnic sensitivity Children represent 24% of our community Nationally young people tend to have more accidents more police contacts take more chances and receive more injuries than other age groups Since our children are our most valuable asset a number of police safety programs will be conducted this year to help to ensure their safety and security such as bicycle rodeos helmet and razor safety "Know the Law informational flyers for bikes roller blading and motorized go peds Children will be given dog tags with their name school and their emergency phone number in the event of an accident or if a young child is lost and we will begin a program to educate and enforce child restraint devices in cars These programs will compliment programs the department ran last year such as the Missing Persons Education program and "A Child is Missing" technology an automated calling system to locate missing children and a "Be Safe From Dogs program A new "Police Juvenile Diversionary Program is being implemented for a tnal period to give youthful violators public service hours in lieu of a criminal record for first time offenders for minor criminal acts This program is a first for Miami -Dade County and is being implemented with the approval of the State Attorney This program will help keep officers on the Island as opposed to transporting the juvenile to the City of Miami and make it less traumatic on the child and more convenient for the parents The first time youthful offender will be required to work off multiple days of community service here in our community helping to correct some of the problems created by juvenile offenders The Department continues to operate as a streamlined no frills organization in an efficient and cost effective manner Grants seized illegal assets and cost cutting measures to date have saved tax payers over $1 351 000 38 C�3 C C C C C� C C C C C C C C C C 2002 BUDGET MESSAGE EXHIBIT TWO 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 2002 include expansion of the sidewalk program to Woodcrest Road West McIntyre Street planning for the development of the Pines Canal overlook and sidewalk extension to the State Park, develop Crandon Boulevard Master Plan 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 residential 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 0 r 1 6 Recreation Department The Recreation Department provides a wide range of recreational educational and social activities for Key Biscayne residents The Department will continue to provide programs and activities including seminars tours sporting events trips to cultural and theatrical performances youth day tours spring and summer camps for children sport clinics swimming and tennis lessons The Department will also continue to host a popular calendar of quality special events Concert Series Spring Egg Hunt Fourth of July Fireworks Memorial Day Halloween Haunted House Veterans Day Key Biscayne Lighthouse Run and Walk and Winterfest The Department will increase activities available for children on Key Biscayne Key Biscayne Athletic Club is contracted (Resolution 2001 39 adopted January 12 2001) to provide organized sports including baseball flag football soccer and softball The Recreation Department and Athletic Club will continue to research possible solutions to the lack of field space The Department resurfaced the parking lot and added a basketball hoop at Calusa Park These improvements will allow a greater variety of programming in the future The Recreation Department is working with the City of Miami Barry University and Swim Gym Inc so the very popular swimming program may resume at the Miami Rowing Club 39 2002 BUDGET MESSAGE EXHIBIT TWO The Senior Coordinator is a new position within the Recreation Department The Senior Coordinator will organize services develop programs and create policies to provide increase services to seniors on Key Biscayne 7 Finance Department The Village will continue the contract services of Moyer 8c 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 initially 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 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 at the State legislature the Village secured in 1999 intergovernmental representation from the firm of Pinsky Mitchell Partners To represent the Village on the national scene Resolution 2001-43 adopted June 12 2001 the firm of Hall Green Pupil L L C was retained 9 Key Biscayne Library Funds in the amount of $42000 are included in the 2002 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 Fnday and Saturday from 930 am to 6 00 pm Tuesday Wednesday from 930 am to900pm and Sunday 1 00 pm to500pm County Board of Commissioners adopted Resolution (R 1308 99) authorizing the agreement Service began on January 3 2000 This is the third year for the appropriation to fund the inter local agreement which provides for the additional library services 40 C C C Q C C C Q ci ci C CP C 1n C r l m 0 0270200f a D00 )aooD r)nc 2002 BUDGET MESSAGE EXHIBIT TWO 10 Sanitary Sewer Construction Program The Village Master Plan requires a central sanitary sewer for the entire community by the year 2008 A Sanitary Sewer Master Plan has been completed with final plans and specifications approved by the State of Florida Department of Environmental Protection (DEP) Resolution 2001 adopted April 6 2001 directed a public hearing be held on May 8 2001 The public hearing was held and Resolution 2001 35 was adopted May 8 2001 authorizing the project to proceed and also approved the assessment procedure The Village Manager requested authority to authonze the Engineer to re -bid the project along with the replacement of the asbestos water lines at the same time as an alternative bid The project should start in the first quarter of 2002 The May 4 1999 Project Financing Plan approved by the Florida Department of Environmental Protection that forms the basis for the State Revolving Fund Loan Agreement contemplates a loan of $7 941 990 to be repaid over a 20 - year period and a debt service obligation of the Village calculated under said Loan Agreement of $254 937 in semi-annual payments of $127 46850 beginning February 15 2003 The interest rate is 2 56% This date may be deferred to a point one year after project construction is certified as completed but such deferral is entirely discretionary and subject to approval by DEP The first semi annual payment has been assumed to be due on January 15 2005 if construction were to start on January 15 2002 and were completed on January 15 2004 The financing plan will require the Village to make the following payments again subject to DEP approval of the deferral 1 A one-time deposit on January 15 2005 of $125 325 into the State Revolving Loan Repayment Account (SRLR) to be maintained within the account at that level to act as part of the loan repayment reserves The source of funds for this one time payment is proceeds from State Revenue Sharing (General Fund) 2 A one time deposit on January 15 2005 of $217 800 into the SRLR to be maintained in that account at that level to act as part of the loan 41 0 2002 BUDGET MESSAGE EXHIBIT TWO repayment reserve The source of funds for this one time payment is the Village s General Fund 3 Semi-annual payments beginning with a first payment on January 15 2005 in the amount of $127 468 50 ($254 937 per year) to cover the Village s 50% share of the debt service The source of funds for this payment is the Village s General Fund The above does not include proceeds from Special assessments that must be deposited into the SRLR Account nor the $217 800 in unfunded loan proceeds retained in the RSL as part of the Loan repayment reserves It should be furl -her noted that the loan agreement requires the establishment of an escrow account into which monthly payments are made over a six month period in such amounts as to assure the availability of the first semi- annual debt service obligation The above also does not consider changes in project costs or loan principal required for the project as a consequence of the delays that have been experienced Finally the above does not include any interest income that will be retained in the SRLR earned from the interim investments of reserves 11 Beach Renounshment The Village will continue its effort of performing a beach Renounshment of 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) 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) A ceremonial ground breaking was held December 20 2000 and work started April 30 2001 42 a Q a a C C a a C C a a a a a a C a r 2002 BUDGET MESSAGE 020200D00090 C C C C C EXHIBIT TWO 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 honzontal siding bases of the landscaped terraces will be constructed of natural limestone where hard surfaces are required they will consist of keystone pavers or bnck 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 Biggs 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 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 43 2002 BUDGET MESSAGE EXHIBIT TWO 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 Crandon Boulevard Master Streetscape Plan Miami Dade County has funded a $50 000 engineering study to prepare a Streetscape Master Plan for Crandon Boulevard from the entrance to the Village to Bill Baggs 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 Authorizing to retain a consultant to perform the study by the County in a letter dated April 23 2001 Resolution 2001-46 authorized the Village Manager to negotiate with the firm of Corzo Castella Thompson Salmon 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 funded a proposal at their July Meeting to build a S10 million (new classroom building) at the present school site in order to make it equivalent to any K 8 facility 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 ©000000000000®000000000000000000 2002 BUDGET MESSAGE EXHIBIT TWO Council Meeting Mr Aionso 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 The plan was discussed at a community meeting held February 21st at the school The proposed project consists of the addition of two separate buildings The dining/band building will be located on the corner of Glenndge Road and West McIntyre Street It will be a one-story building approximately 25 feet tall to accommodate a large dining area with a stage a new kitchen and a band room The existing service area will remain and be shared by the existing and new kitchen The service dnve will have ten parking spaces for staff C' r C C C C 0 JC700200 C The second building which is proposed to be located along Ridgewood on the corner of West Enid Drive will have middle school classrooms labs and administrative areas This building will have an 83 car parking area on grade The second and third levels of the building will have the student occupied rooms The building is designed to be within the Village height limitation for the residential areas The second level classrooms will have a terrace area overlooking the fields The three story building will be served by an elevator that will also provide accessibility to the second level of the existing building on Ridgewood Road 45 2002 BUDGET MESSAGE EXHIBIT THREE GENERAL FUND BORROWING This chart projects the available borrowing capacity for the next five years The current outstanding debt is $23 180 000 million which includes the Village Green ($3 18 M) and the Civic Center ($20 M) The Village will be in compliance with the 1% of assessed value borrowing limit for all years Available borrowing cis of October 1 2002 will be $4 13 million The 15% of annual budget expenditure provision is exceeded for all years FY 2002 FY 2003 $2 892,500.474 $15,643296 $12,017 102 $3 168 FY 2004 023 $16 794 $12 533 210 547 918 $3 FY 2005 247,223 790 $16 112 775 $13071,026 $3 FY 2006 326 404 385 $16,561 900 $13,634456 Assessed Value Revenues Expenditures $2 731,833 645 $13 922 540 $11 427,030 Available for Debt Service and Capital Outlay $2,495 502 $3,626 194 $3,260 629 $3 041 749 $2 927 452 Capital Outlay $0 $395 000 $0 $275,000 $160,000 Available for Debt Service $2,495 502 $3,231 194 $3 260 629 $2 766 749 $2 767,452 Total Borrowing Capacity (6% for 20 years) $28 623 211 34 $37,061 540 62 $37 399 157 75 $31 734 393 06 $31 742 456 42 DEBT LIMITS A 1% of Assessed Value Assessed Value Umrt Current Debt Outstanding Anticipated Debt I Additional Debt Capacity 8 15% of Gen Fund Exp Gen Fund Expenditures Umrt Current Debt Service Anticipated Debt Service Status $2 731,833 645 $27,318 336 $23 180 000 $25 670 922 $1 647 414 $13 922 540 $2 088 381 $2,495 502 $2 495 502 $2 892 500,474 $28 925,005 $11 680 709 $25 666 734 $3 258 271 $15 643 296 $2 088 381 $2 473 418 $3 096 864 $3 168,023 210 $31 680,232 $10 401 709 $24,028 500 $7 651 732 $3 247 223 790 $3 328 404 385 $32,472,238 $33 284 044 $18 483 682 $17563682 $31 646 693 $30 243 660 $825 545 $3 040 384 $15 794 547 $16 112 775 $2 346,494 $2 369 182 $2 474 011 $1 746,860 $3 227,362 $2 766 749 OVER OVER OVER OVER 1 Includes $3 I8M for the Village Green and $20M for the Civic Center 46 $16 561 906 $2,416 916 $1 749 312 $2 767 453 OVER Gam' C C C C a a O O Q C d 0 a C Q 0 0 C 2002 BUDGET MESSAGE EXHIBIT THREE Th TOTAL ASSESSED PROPERTY VALUES Fiscal Year Assessed Value Difference Increase 1989 $1 040 997 329 1990 $1 262 010 110 $221 012 781 21.23% 1991 $1 424 569 428 $162 559 318 1288% 1992 $1 574 025 124 $149 455 696 10 49% 1993 $1 617 141 080 $43 115 964 2 74% 1994 $1 560 057 130 ($57 083 958) 3 53% 1995 $1 741 921 584 $181 864 454 11.66% 1996 $1 767 457 006 $25 535 422 1 47% 1997 $1 861 243 132 $93 786 126 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 $2 499 049 161 $275 092 646 12 37% 2002 $2 731 833 645 $232 784 484 9 31% PROJECTION Fiscal Year Assessed Value Difference_ Increase 2003 ��$2,892 500 474 $160 666 829 588% 2004 $3 168 023 210 $275 522 736 9 53% 2005 $3 247 223 790 $79 200 580 2 50% 2006 $3 328 404285 $81 180 595 2 50% $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 1989 1991 1493 1995 1997 1999 2001 2004 2006 Nu Assessed Value 47 2002 BUDGET MESSAGE FYHIRIT THREE Village of Key Biscayne Projected Taxable Values for Fiscal Years 2001 2006 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 (ill Units) Ocean TowerTwo (Ill Units) Sub Total Condor Village Grand Bay Resort Hotel Condo 1 (143 Units) Condo 2 (90 Units) $72 526 140 Single Family (49 Units) $12,249,000 $34,297 200 Sub Total $12 249,000 $106,823,340 $67,500 000 $0 Fiscal Year 2001 Additional Properly Fiscal Year 2002 Additional Property Fiscal Year 2003 Add bona) Property Fiscal Year Fiscal Year Fiscal Year 2004 2005 2006 Addd onal Additional Additional Property Property Property on the Tax Roll on the Tax Roll on the Tax Roll on the Tax Roll on the Tax Roll on the Tax Roll $47 963 735 $73 782,436 $116,099 520 $119,257 040 $73 702,436 $0 $47,963 735 $254,012 780 $0 $0 $18,656 220 $15 000,000 $67,500 000 Total $86031,436 $121,823,340 $115,463735 $254,012780 $0 $0 Last Years Taxable Value $2,223 956,515 $2 499 049 161 $2 731 833,645 $2 892 500 474 $3 168 023,210 $3,247,223 790 Projected Current Years Taxable Value of Existing Property Stock (2.5% Increase over Last Year) $2.279 555,426 $2 561 525390 $2 800 129,486 $2 964 812 986 $3247 223 790 $3,328 404 385 Taxable Value of New Property (80% of Real Assessed Value of Additional Stock) $68 825 149 $97 458,672 $92 370 988 $203,210 224 $0 $0 Certified Taxable Value $2 499 049 161 $2 731 833 445 Projected Taxable Value $2 348 380 577 $2 658 984 062 $2 892 500 474 $3 168 023 210 $3,247 223 790 $3,328 404,385 Certified Over (Under) Certified Taxable Value $150 668 584 $72 849,583 N/A N/A N/A N/A Ad Valorem Tax $8 556 788 $9,3511443 $9 908,839 $10,852 697 $11 124 015 $11 402 115 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 2001 - 2006 48 C C C C C C Q a cif( C'r C QC (AA_ C (.. CGU0(2 0C G0GG OGGGC;C: C OLO GOALS AND OBJECTIVES FISCAL YEAR 2002 2001 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 utilized for the development of the Annual Operating Budget and the Five (5) Year Capital Improvement Program (CIP) The CIP is updated annually These Goals and Objectives shall serve as a blueprint to guide the Village for the next twelve months On February 6 2001 the Village Council Held its annual Goals and Objective session By consensus the Council suggested the following resident needs 00300fl20tar 1 Public Safety 4 Venues for Children 2 High Quality Beach 5 Venues for Adults 3 High Quality School 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 Renounshment (Public Works Department) •Administer Renourishment Project and Monitor Beach Improvement •Secure Funding from Miami Dade County •Secure Dedicated Funding Source from Rickenbacker Causeway Tolls B Beautify All Areas Under Village Control (Village Manager s Office) • 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 Sunrise Galen and Seaview) C Civic Center (Village Manager s Office) • Community Center • Fire Station • Police/Administration • Community Theater/Council Chamber D Community Information Strategy and Action Plan • Better Use of Channel 99 • Village CPU System Improvement E Consideration of Keep Seniors of Key Biscayne (Recreation Department) • Governmental Involvement • Short and Long Term Policies F Crandon Boulevard Beautification and Improvements (Public Works) • Develop Plan • Sidewalks • Bus Shelters • Crosswalks 49 • Tree Planting • Curbing • Sidewalks to State Park i • Pines Canal Development Vista Village Council Goals and Objectives Continued G Hire New Manager (Village Council) H Ocean Park (Public Works) • Complete Project (12 mos ) • Usage (Entrance Access Hours) Pedestrian Comprehensive Strategy (Village Manager s Office) • Study and Implement -Sidewalk Plan J Playing Fields (Recreation Department) • Pursue Land in Parks K Residential Street Signs (Public Works) • Replace Village Street Signs I. Sanitary Sewers (Village Manager s Office) • Construction II High Priority (12-24 Months) A Develop High Quality School • Ballfields • New Middle School Bldg • Develop Budget • Investigate Purchase of Homes • Reduce Number of Signs • Assessments • Increased Parking • Partner w/ KBCS/PTA/MDCPS B Harbor Drive Beautification and Improvements (Public Works) • Develop Plan • Curbing • Restructure from Crandon Boulevard to Fernwood Road C Land Acquisition for Passive Bay Park (Village Manager s Office) • Investigate Mashta Island Property D Millage Rate (Finance Department) E Ocean Lane Drive Street Beautification and Improvements (Public Works) • Reclaim Swales • Sidewalks III Long Term Objectives (24 Months or More) A Residential Street Lighting Study (TBD) (Village Manager s Office) • Village Wide Lighting Design Study • Replacing Existing Lights with Village Character Lights B Underground Utilities Study ($10 M est) (Village Manager's Office) • Explore Financing Options • Holiday Colony • Crandon Boulevard • Complete at Same Time as Item * The above goals and objectives were adopted on February 13 2001 by Resolution 2001 13 50 000000000000 0 9 eh cc a a a $1 a a a C C C d C C 6 0 0 0 o 0 D The Village Administration will prepare monthly reports comparing actual revenues FINANCIAL POLICY FISCAL YEAR 2002 The following financial policy statements are included as an integral part of the Budget to declare those short and long term policies which will guide the Village's present and future operations This commitment to sound financial management and integrity should in turn increase the confidence of the credit rating agencies which assign municipal bond ratings and the confidence of the general public The Village Financial Policy was adopted on August 10 1993 Section 5 02 of the Village Charter provides the opportunity for elector to petition for a referendum on an ordinance authorizing the issuance of debt The same opportunity is provided to the electors when the budget exceeds 5 mills (5 02 (u) -B) OPERATING BUDGET POLICY A The Village will pay for all current expenditures with current revenues The Village will avoid budgetary procedures that balance current expenditures at the expense of meeting future years expenses such as postponing expenditures or accruing future 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 0 B The budget will provide for adequate maintenance of capital plant and equipment and for their orderly replacement C The Village will maintain a continuing budgetary control system to insure that it adheres to the budget and expenditures with budgeted amounts E Wherever possible the Village will integrate performance measurement and productivity indicators with the budget A The Village will make all capital improvements in accordance with the Capital Improvement Program 51 r FINANCIAL POLICY FISCAL YEAR 2002 B The Village will develop a multi -year plan for capital improvements and update it annually C The Village will enact an annual capital budget based on the multi -year Capital Improvement Plan D The Village will coordinate development of the capital improvement budget with development of the operating budget Future operating costs associated with new capital improvement will be projected and included in operating budget forecasts E The Village will use intergovernmental assistance to finance only those capital improvements that are consistent with the Capital Improvement Plan and Village priorities and whose operating and maintenance costs have been included in operating budget forecasts F The Village will maintain all its assets at a level adequate to protect the Village s capital interest and to minimize future maintenance and replacement costs G The Village will project its equipment replacement and maintenance needs for the next several years and will update this projection each year From the projection a maintenance and replacement schedule will be developed and followed H The Village will identify the estimated costs and potential funding sources for each capital project proposal before it is submitted to the Village Council for approval The Village will determine the least costly financing method for all new projects III. DEBT POLICY A The Village will confine long term borrowing to capital improvements or projects that cannot be financed from current revenues B When the Village finances capital projects by issuing bonds it will pay back the bonds within a period not to exceed the estimated useful life of the project C The Village will strive to have the final maturity of general obligation bonds at or below thirty (30) years 52 C C C C C C C C C C C C C C C C C C C C 0 ©000000000000© .4 i22 rTh r En C B The Village will estimate its annual revenues by an objective analytical process C C The Village will project revenues for the next year Each existing and potential C D Each year the Village will recalculate the full costs of activities supported by user E The Village will automatically revise user fees subject to review by the Village C C C C C C C C C C C FINANCIAL POLICY FISCAL YEAR 2001 D Whenever possible the Village will use special assessment revenue or other self supporting bonds instead of general obligation bonds E The Village will not use long term debt for current operations F The Village will maintain good communications with bond rating agencies regarding its financial condition The Village will follow a policy of full disclosure on every financial report and borrowing prospectus A The Village will try to maintain a diversified and stable revenue system to shelter it from unforeseeable short run fluctuations in any single revenue source wherever practical revenue source will be re examined annually fees to identify the impact of inflation and other cost increases Council to adjust for the effects of inflation V. INVESTMENT POLICY A The Village will make a cash flow analysis of all funds on a regular basis Disbursement collection and deposit of all funds will be scheduled to insure maximum cash availability B When permitted by law the Village will pool cash from several different funds for investment purposes C The Village will invest 100% of its idle cash on a continuous basis 53 FINANCIAL POLICY FISCAL YEAR 2001 D The Village will obtain the best possible return on all cash investments VI. ACCOUNTING, AUDIT!NG, 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 strive to obtain and retain the Certificate of Achievement from the Government Finance Officers Association (GFOA) C Regular monthly and annual financial reports will present a summary of financial activity by major types of funds D Wherever possible the reporting system will provide monthly information on the total cost of specific services by type of expenditure and if necessary by fund E An independent public accounting firm will perform an annual audit and will publicly issue a financial opinion F The Village will operate an active and fully documented internal auditing program The foregoing financial policy statements define objectives establish rules with parameters and express guidelines for fiscal conduct by the Village of Key Biscayne in connection with both operating and capital improvement budget matters 54 C C C C a C O C C St - FINANCIAL POLICY TAXATION ORDINANCE ARTICLE I IN GENERAL C Fi C r C C C 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 Enterprise Fund means a fund established to account for operations which are financed and operated in an independent and self liquidating manner including depreciation To constitute an Enterprise Fund the expense of providing goods or services to the public on a continuing basis must be financed or recovered entirely through user fees and charges (Ord No 97 1 § 1 1-16-97) Sec 25 2 Limits on Debt The total principal of Debt of the Village shall be limited to the greater of the following (1) One percent of the total assessed value of all property within the Village as certified to the Village by the Dade County Property Appraiser for the current fiscal year or (2) That amount which would require annual principal and interest payments on Debt during any fiscal year to exceed 15 percent of general fund expenditures for the previous full fiscal year (Ord No 97 1 § 1 1 16 97) Sec 25 3 Reserve funds To provide for emergencies the Village shall maintain non restricted reserve funds in an amount not less than $2,000 000 00 or in an amount greater than $2 000 000 00 but not greater than 20 percent of general fund expenditures for the previous full fiscal year (Ord No 97 1 § 1 1 16 97) Sec 25 4 Surplus funds Surplus funds 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) 55 ©© ©00© ©© ©0©©00®®®®®®®0® ®®®®® ®®®0®0© ©©00 ©©®© CONSOLIDATED BUDGET SUMMARY FISCAL YEARS 2000 - 2002 This budget summary presents a consolidated picture of the total revenue and expenditures of the General Fund the Stormwater Utility Fund Sanitary Sewer Improvement 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 below are the resources of all Governmental and Propnetary funds within the Village budget Funding Sources Property Taxes Actual FY 2000 $7 799 633 Adopted FY 2001 $8 556 788 Adopted FY 2002 $9 358 443 Other Taxes $2 453 900 $2 595,000 $2 605 000 Licenses and Permits $1 316 641 $938 687 $640 947 State Shared $889 704 $900 000 $964 900 Charges for Services $122 120 $74 740 $74 720 Interest Income $315 959 $250,000 $200000 Fines and Forfeitures $102 057 $28 280 $28 280 StormwaterFund $554 983 $551 158 $564127 Solid Waste Fund $292 124 $296 000 $296 000 Sanitary Sewer Fund $18 564 $6 000 000 $2 424 000 Grants $124 375 $50 250 $50 250 Capital Improvement Fund $1 266361 $1 250000 $0 Civic Center Fund $583 601 $4 725 000 $9 645 501 Other Financing Sources $0 $0 $0 Transfers In $0 $0 $0 Prior Year Balance Total $0 $155,$40,022 $204 648 $26,420,551 $0 $24,$52,164 56 CONSOLIDATED BUDGET SUMMARY FISCAL YEARS 2000 - 2002 EXPENDITURES Listed below are the expenditures of all Government and Proprietary funds within the Village Budget The Debt Service Budget provides for the principal and interest payments of the Village Green loan and the interest on the Civic Center Loan Expenditures General Government Actual FY 2000 $1 068 711 Adopted FY 2001 $1 074 557 Adopted FY 2002 $1 121,270 Public Works $830 360 $757 589 $772 631 Stormwater Fund 4 3 $600170 $551 158 $564 127 Solid Waste Fund $305,951 $287,652 $278 789 Sanitary Sewer Fund F $6 190 $6 000 000 $2 424 000 Building Zoning & Planning $1 227 696 $1 286 950 $1 368 367 Parks & Recreation $380 502 $492 811 $515174 Public Safety $6 068 147 $6 377 222 $6757 861 Civic Center Fund $3 572 884 $9 245 536 $18 815 070 Capital Improvement Fund $1 326209 $1250,000 $0 Non -Departmental $694 643 $752 860 $891 735 Capital Outlay $1 000,000 $1 250 000 $0 Debt Service $1 530 767 $1,606 403 $2 495 502 Sub -total $11,112230 $30,132,73II $34,004,524 Transfers $3 046 286 NA' NA' Beginning Fund Balance Ending Fund Balance $18 789 115 $15,742x12! NA' NA' 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 $273 919 for FY 2000 ' Deficit spending in the Civic Center Fund is due to timing of scheduled activities Funds were borrowed in previous years while construction expenditures are accunng in Fiscal Year 2002 C C C C C C C d a Q C a a a an a 57 an CONSOLIDATED BUDGET SUMMARY FISCAL YEARS 2000 - 2002 Total Governmental Type Funds This Budget is a culmination of the General Fund Capital Improvement Fund and the Civic Center Fund 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 Actual Adopted Proposed Adopted Revenues FY 2000 FY 2001 F f 2(02 FY 2002 Ad Valorem Taxes $7 799 633 $8 556 788 $9 358 443 $9,358 443 Franchise Fees $729 998 $740,000 $650,000 3650 030 Utility Taxes $1 723902 $1,855,000 $1 955,000 $1 955070 State Shared Revenues $889 704 3900,000 $964 900 3964 900 Licenses & Permits $1 316 641 $938 687 $640 947 $640 947 Charges for Services $224 177 3103020 $103,000 $103000 Other Revenue $1 165 921 3250 000 $2uU 000 $200 000 Grants & Donations $124 375 $50 250 $50 250 $50 250 Total Revenues 813 974 351 $13,393 745 $13 922,540 $13 922 540 Actual Adopted Proposed Adopted Expenditures FY 2000 FY 2001 FY 2002 FY 2002 Administrative and Legal $1,068 711 $1,074,557 $1 121270 $1 121 270 Police and Fire $6 068 147 $6,377,222 $6 757,861 $6 757 861 Budding Zoning & Planning $1,227 696 $1,286950 $1368367 $1,368367 Public Works $830,360 $757,589 $772 631 $772 631 Debt Service $1,530 767 $1 606 403 $2 495,502 $2 495 502 Non Departmental $694 643 $752 860 $891 735 $891 735 Recreation 3380 502 $492 811 $515 174 $515 174 Capital Outlay 35 173 171 30 $0 $0 Capital Projects 30 $10495,536 318,815,070 $18 815 070 Total Expenditures $16 973 996 $22 843 928 $32 737 610 $32 737 610 Revenue Over (Under) Expenditures ($2 999 645) (39 450 183) (818 815 070) (318 815,070) Other Financing Sources (Uses) Operating Transfers In $1,000 000 $1 250 000 $0 $0 Operating Transfers Out $1,000000 $1250000 $0 $0 Prior Year Fund Balace $0 3204 648 30 $0 Loan Proceeds $0 $4 725 000 $9 645,501 $9 645,501 Total Other Financing Sources 30 $4 929 648 $9 645,501 39 645 501 (Uses) Excess (deficiency) of Revenues and ($2 999 645) (34,520 535) ($9 169 569) (39 169 569) Other Financing Sources Over Expenditures and Other Financing Uses Fund Balance Beginning of Year 317 368 695 314 369 050 $9 848 515 39,848 515 Fund Balance End of Year 314 369 050 39,848 515 3678 945 $678 945 r-‘ 0' 58 CONSOLIDATED BUDGET SUMMARY FISCAL YEARS 2000 - 2002 General Fund The Proposed Fiscal Year 2002 General Fund Budget of $13 922,540 is an Increase of $324 147 it 2 47 over Fiscal Year 2001 Overall Increases In the Village Budget can be attributed to an increase In perrsonnel apenses which InIcude a 2% increae in the Cost of Living Allowance (COLA) an Increase in Insurance contnbutions an increase of $40 000 to the Village Attorney's budget for legal fees additional mantnenace and repairs expenses and a lobbist Along with the above mentioned increaes the 553% Increae in the Debt Service budget Is budgeted for the second Civic Center loan which the Village will begin making interest payments on In December 2001 Actual Adopted Proposed Adopted Revenues FY 2000 FY 2001 FY 2002 FY 2002 Ad -Valorem raves $7 799 fek $8 556 788 $9 358 443 $9,358,443 Franchise Fees $729 998 $740 000 $650000 $650,000 Utility Taxes $1 723 902 $1 855 000 $1 955,000 $1 955000 State Shared Revenues $889 704 $900 000 $964 900 $964 900 Licenses & Permits $1,316 641 $938 687 $640 947 $640 947 Charges for Services $224 177 $103 020 $103000 $103,000 Other Revenue $315 959 $250 000 $200 000 $203,000 Grants& Donations $124,375 $50250 $50250 $50250 Total Revenues $13 124 389 $13 393 745 $13 922540 $13 922 540 Actual Adopted Proposed Adopted Expenditures FY h1.10 FY 2001 FY 2002 FY 2002 Administrative and Legal $1 068 711 $1,074557 $1 121270 $1 121270 Police and Fire $6 068 147 $6 377 222 $6 757 861 $6 757 861 Building Zoning & Planning $1,227696 $1286 950 $1 368 367 $1,368 367 Public Works $830 360 $757 589 $772 631 $772 631 Debt Service $1 530 767 $1 606403 $2495,502 $2495,602 Non -Departmental $694 643 $752 860 $891 735 $891 735 Recreation $380502 $492811 $515174 $515174 Capital Outlay $274 078 $0 $0 $0 Total Expenditures $12 074 903 $12 348 393 $13 922 540 $13 922 540 Excess (deficiency) of revenues $1,049 486 $1 045,352 $0 $0 over expenditures Other Financing Sources ( Uses) Operating Transfers In $0 $0 $0 $0 Operating Transfers Out $1 000,000 $1250000 $0 $0 Prior Year Fund Balance $0 $204 648 $0 $0 Total Other Financing Sources ($1 000,000) (31 045 352) $0 $0 (Uses) Excess (deficiency) of Revenues and $49,486 $0 $0 $0 Other Financing Sources Over Expenditures and Other Financing Uses Fund Balance Beginning of Year $4 120 341 $4 169 827 $4 169 827 $4 169 827 Fund Balance End of Year $4 169 827 54 169 827 54 169 827 $4 169 827 59 C C C C C C C C C C Q C ©y O C r� CONSOLIDATED BUDGET SUMMARY FISCAL YEARS 2000 - 2002 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 Project expenditures are moved yearly and recorded in the General Fixed Assets Actual Adopted Proposed Adopted Revenues FY 2000 FY 2001 FY 2002 FY 2002 Other Revenue $266361 $0 $0 $0 Total Revenues $266 361 $0 $0 $0 0 Tra, Actual Adopted Proposed Adopted Expenditures FY 2000 FY 2001 FY 2002 FY 2002 ,,k Capital Outlay $1,326209 $0 $0 $0 (^ Capital Projects $0 $1 2501000 $0 $0 Total Expenditures $1 326 209 $1 250,000 $0 $0 C Excess (deficiency) of Revenues Over Expenditures ($1 059 848) ($1,250 000) $0 $0 Other Financing Sources (Usest Operating Transfers In Operating Transfers Out Total Other Financing Sources Excess (ddrerency) of Revenue and Other Financing Sources Over Expenditures and Other Financing Uses $1 000,E $1 250 000 $0 $0 $0 $0 $0 $1 000 000 $1,250 000 $0 $0 ($59 848) $0 $0 $0 Fund Balance Beginning of Year $3240 018 $3 180 170 $3 180 170 $3 180 170 Fund Balance End of Year $3 180 170 $3 180 170 $3 180 170 $3 180 170 60 CONSOLIDATED BUDGET SUMMARY FISCAL YEARS 2000 - 2002 Civic Center Fund The Civic Center Fund has derived funding from two bond issues Series 1999 Bonds were Issued in the amount of $10 million and Series 2000 Bonds provided an additional $10 million A future issue is anticipated to complete funding of the project The project will consist of a Fire Rescue Station a Police/Administration Building and a Community Center Total cost of the project including land acquisitions and professional fees will approximate $30 million The completion date is targeted for summer 2003 Revenues Other Revenue Total Revenues Expenditures Capital Outlay Capital Projects Total Expenditures Excess (deficiency) of Revenues Over Expenditures Other Financing Sources (Uses) Loan Proceeds Total Other Financing Sources Excess (difciency) of Revenue and Other Financing Sources Over Expenditures and OtherFinancing Uses Fund Balance Beginning of Year Fund Balance End of Year Actual FY 2000 $583 601 Adopted FY 2001 $0 Proposed FY 2002 $0 Adopted FY 2002 $0 $583 601 $0 $0 $0 Actual Adopted Proposed Adopted FY 2000 FY 2001 FY 2002 FY 2002 $3 572 884 $0 $0 $0 $0 $9245,536 $18815,070 $18815,070 $3 572,884 $9 245 536 $18 815 070 $18 815 070 ($2 989 283) ($9,245 536) ($18 815 070) ($18 815 070) $0 $4 725A00 $0 $4 725 000 $9 645 501 $9 645 501 $9 645,501 $9 645 501 ($2 989 283) ($4,520 536) ($9 169 569) ($9169 569) 510 008 336 $7 019 053 $2 498 517 $2 498 517 $7 019,053 $2 448 517 ($6 671 052) ($6 671 052) Deficit spending in the Civic Center Fund is due to timing of scheduled activd es Funds were borrowed In previous years wh le construct' n expenditure are oc rr ng in F al Year 2002 C C C C o o o o o o o o C�?�y 6 m 0 Q Q a a a 61 CONSOLIDATED BUDGET SUMMARY a FISCAL YEARS 2000 - 2002 Total Propnatery Type Funds This Budget is cumulative of the Stormwater Fund the Solid Waste Fund and the Sanitary Sewer Fund All three funds are Enterprise Funds and are not appropriated Actual Adopted Proposed Adopted Operating Revenues FY 2000 FY 2001 FY 2002 FY 2002 - Operating Revenue $781 477 $791 750 $804 719 $804 719 r-, Total Operating Revenues $781 477 $791 750 $804 719 $804 719 Actual Adopted Proposed Adopted 0 Operating Expenditures FY 2000 FY 2001 FY 2002 FY 2002 r Administrative Costs $76 303 $161,536 $35 875 $35 875 Contractual Services $269 292 $260 652 $343 789 $343 789 Capital Projects $0 $6 000,000 $2 421 000 $2 421 000 Depreciation $273 919 $0 $0 $0 Total Expenditures $619,513 $6422 188 $2 800 664 $2 800 664 o Non Operating Revenue (Expense) Interest Income $84 194 $55 408 $73 408 $73 408 Principal and Interest Expense $292 798 $416 622 $466252 $466 252 �-- Loan Proceeds $0 $6 000000 $2 406 000 $2 406 000 Total Non Operating Revenue ($208 604) $5 638 786 $2 013156 $2 013 156 (Expense) Revenue Over (Under) Expenditures ($46 640) $8348 $17211 $17211 Retained Earnings Beginning of Year $1420 420 $1 647 699 $1 656 047 $1 656 047 l Depreciation Add Back $273 919 $0 $0 $0 Fund Balance End of Year $1 647 699 $1 656 047 $1 673 258 $1 673,258 62 CONSOLIDATED BUDGET SUMMARY FISCAL YEARS 2000 - 2002 Stormwater Fund The Budget for the Stormwater Fund an Enterprise Fund is not an annual appropriated budget It receives resources for the services it provides to its users All of its activities revenues and expenses are recorded in the fund Capital expenditures are capitalized and depreciated when completed Depreciation is not a budgeted item Operating Revenues Operating Revenue Actual Adopted Proposed Adopted FY 2000 FY 2001 FY 2002 FY 2002 $494 955 $499 750 $512 719 $512 719 Total Operating Revenues $494 955 $499 750 $512 719 $512 719 Actual Adopted Proposed Adopted Operating Expenditures FY 2000 FY 2001 FY 2002 FY 2002 Administrative Costs $33 453 $134 536 $17 875 $17 875 Contractual Services $0 $0 $80 000 $80 000 Depreciation $273 919 $0 $0 $0 Total Operating Expenditures $307372 $134 536 $97875 $97875 Non Operating Revenue(Expense) Interest Income $60028 $51 408 $51 408 $51 408 Principal and Interest Expense $792 798 $416 622 $466 252 $466 252 Total Non Operating Revenue ($232 770) ($365 214) ($414 844) ($414 844) (Expense) Revenues Over (Under) Expenditures ($45187) $0 $0 $0 Retained Earnings Beginning of Year $1 303 151 $1 531 883 $1 531 883 $1 531 883 Depreciation Add Back $273 919 $0 $0 $0 Fund Balance End of Year $1 531 883 $1 531 883 $1 531 883 $1 531 883 4.1 C C C C C C C a c a a a a U €�D w U CONSOLIDATED BUDGET SUMMARY FISCAL YEARS 2000 - 2002 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 0006)00( C C I Operating Revenues Operating Revenue Actual Adopted Proposed Adopted FY 2000 FY 2001 FY 2002 FY 2002 $286 522 $292 000 $292 000 $292 000 Total Operating Revenues $286 522 $292 000 $292 000 $292 000 Actual Adopted Proposed Adopted Operatina Expenditures FY 2000 FY 2001 FY 2002 FY 2002 Administrative Costs $36 660 $27 000 $15 000 $15 000 Contractual Services $269 292 $260 652 $263 789 $263 789 Total Operating Expenditures $305 951 $287 652 $278 789 $278 789 Non Operating Revenue (Expense) Interest Income Total Non Operating Revenue (Expense) $5 602 $4 000 $4 000 $4 000 $5 602 $4 000 $4 000 $4 000 Revenue Over (Under) Expenditures ($13827) $8348 $17211 $17211 Retained Earnings Beginning of Year $114 676 5100 849 5109197 $109 197 Fund Balance End of Year $100 849 $109 197 $126 408 $126 408 64 CONSOLIDATED BUDGET SUMMARY FISCAL YEARS 2000 - 2002 Sanitary Sewer Improvement Fund The Budget for the Sanitary Sewer Improvement Fund an Enterprise 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 Operating Revenues FY 2000 FY 2001 Operating Revenue $0 $0 Total Operating Revenues Proposed FY 2002 $0 Adopted FY 2002 $0 $0 $0 $0 $0 Actual Operating Expenditures FY 2000 Administrative Costs $6 190 Capital Projects $0 Total Operating Expenditures Adopted Proposed FY 2001 FY 2002 $0 $3,000 $6,000 000 $2 421,000 Adopted FY 2002 $3 000 $2 421 000 $6 190 $6 000 000 $2 424 000 $2 424 000 Non Operating Revenue (Expense) Interest Income Loan Proceeds Total Non Operating Revenue (Expense) $18564 $0 $18,000 $18000 $0 $6)000 000 $2 406,000 $2 406 000 $18 564 $6 000 000 $2 424 000 $2 424 000 Revenue Over (Under) Expenditures $12,374 $0 $0 $0 Retained Earnings Beginning of Year $2 593 $14 967 Fund Balance End of Year $14 967 $14 967 $14 967 $14 967 $14 967 $14 967 65 C C C C C C C C C C C Q C C C C C C C C C C 0 C C GENERAL FUND FISCAL YEARS 2000 - 2002 Fr - The Adopted Fiscal Year 2002 General Fund Budget of $13 922 540 is an increase of $324 147 or 2 4% over Fiscal Year 2001 Overall increases in the Village Budget revenues can be attributed to an increase in property values Overall increases in the Village Budget expenses are due to an increase in personnel expenses which include a 2% increase in the Cost of Living Allowance (COLA) an increase in insurance contributions an increase of $40 000 to the Village Attorney s budget for legal fees additional maintenance and repairs expenses and a lobbyist Along with the above mentioned increases the 553% increase in the Debt Service is budgeted for the second Civic Center loan which the Village will begin making interest payments on in 2002 Ad -Valorem (Properly) Taxes generate 67 2% of the total revenue K' (\ C r-� C C C C C C Funding Sources Ad -Valorem Actual FY 2000 $7 799 633 Adopted FY 2001 $8 556 788 Adopted FY 2002 $9 358 443 Franchise Fees $729 998 $740 000 $650 000 Utility Taxes $1 723 902 $1 855 000 $1 955 000 Licenses & Permits $1 316 641 $938 687 $640,947 State Shared Revenues $889 704 $900 000 $964 900 Chargees for Services $224 177 $103 020 $103 000 Interest $315 959 $250 000 $200 000 Grants & Donations $124 375 $13,124,3$t $0 $13,124,31? $50 250 $13,313,745 $204 648 $13,5!1,3!3 $50 250 $13,9223+10 $0 $13,!22,540 Sub -Total Prior Year Fund Total 66 _uI GENERAL FUND FISCAL YEARS 2000 - 2002 Expenditures Actual Adopted Adopted FY 2000 FY 2001 FY 2002 General Government $749171 X61, 7 ,: Village Attorney $319,539 $213,000 $253,000 Non Departmental $694,643 $752,860: $3' 1 7$5 Debt Service $1,530,767 $1 6069403 $2,$195.,502 Build Zone & Plan $1 227 696 , $ 86,E $fir a 7 Public Safety $6 068 147 $6 377 222 $61,757 861 Public Works $830,3611 $757,589 $772,631 Recreation $380,502 $492,811 $5,15J74 Sub -Total $11,800,425 $12,348,392 $13,922,540 Operator. Transfers Out $1 274 078 " $1 250,000 °fib Total $13,074,103 $13,5!8,3!2 $13,122,540 67 0 C 0 it 2002 ESTIMATED PROPERTY TAXES FISCAL YEAR 2002 CA 0 C 0 I 0 C C C C C C C �Ta�e$th ind)u#thgKeyd$i Pot aikey'btsga ue pgp vittg a net taxable value averaging $325 OW tbe,2b'01 yrie bJ`eitte,folllowing ,,,,,, Junsdiction Miami Dade County Public Schools Miami Dade County wide services South Florida Water Management District Miami Dade County Library District Environmental Project (Everglades) Florida Inland Navigation District SUB TOTAL Village of Key Biscayne TOTAL Mill Rates Percent Amount Paid 9617 4793%a $312526 5 751 28 66% $ 1 868 77 597 2 98% $ 194 31 351 1 76% $ 114 76 100 50% $ 32 60 041 20% $ 13 04 16 457 82 03% $ 5.348 74 3 606 17 97% $ 1.17173 20 063 100 00% $ 6,520 47 o over thehriti4'e which the village catey Biscayne iinS no control over t1%a. County 'Wide servicesinclude correct' donsL,.rehabt7itattgn„ Thdtttd'U' ns Mono, Public Piece` h [h tst, rty�ir iReScSYe, I3 irlrYt> n 'and' Socni`4 l= d� County is the regional gavernn,ent for all count, ' 1'NSSdgdts, Real gstate Taates,that Stay on the island to be used by the Village $1,17i'x3 Funds are allocated as follows Service Fire Rescue Department Police Department General Government* Capital Outlay Debt Service Building Zoning and Planning Public Works Percent of Budget 24 1% 23 7% 17 6% 74% 11 8% 9 8% 5 6% 100 0% 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 Village Clerk. Office of the Village Attorney. Department of Recreation. Department of Finance and Administrative Services, and Non Departmental TiCtrA11200t GENEIOCLIFOND B ' D GE F©RVII LIkkoEIS'i13$9 oS3j 68 PROPERTY TAX COMPARISONS FISCAL YEARS 1993 - 2002 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 $26 759 172 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 e it g� i! t I In o ' °' Bil l `I i 1i ti t 1 6E li 1993 $1 617 141 088 4 718 $ 7 639374 4 624 $7477 660 2 12% S 161 714 $ 161 714 1994 81 560 057 130 4718 $ 7,354 109 4 439 $6 925094 583% S 429 015 S 590 729 1995 $1 741 921 584 4 731 $ 8 241 031 4101 $7143 620 13 32% $1 097 411 $1 688140 1996 $1 767 457 006 4 785 $ 8457282 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% $2 635 520 $6 064 605 1998 S2003049232 5408 $10832490 3606 $7222.995 3332% $3609495 $9 674 100 1999 $2 028 174208 5381 $10913605 3606 $7 313 596 3299% $3600009 $13 274 109 2000 $2,232,457904 5269 $11 762,821 3606 $8050243 3156% $3 712 578 $16986687 2001 $2 499 049161 5 199 $12 992 556 3 606 $9 011 571 3064% $3 980925 $20 967 672 21Ar2 $2,700 000 000 5751 $15 527 700 3606 $9736200 3730% $5791500 $26 759 172 1 Fire Re cue 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 2002 total millage rates of all Dade County municipalities and the unincorporated area Key Biscayne s 2002 rate of 21 346 The Fire District millage is 2 683 including debt service mills per $1 000 and represents $6 143 724 if Key Biscayne were still in the Fire District The 2002 Key Biscayne Fire Department budget is $3 412 096 C C C O C O Q m C a 0 ci 01) Q) Qi CL 69 'I I 1 0 00 0000 '-3 t 1 .7 a > \ VILLAGE OF KEY BISCAYNE 1995 - 2001 APPRAISED VALUE OF REAL PROP Code Description- s; I995 Vane Average Value (m 000s) Parcels 1996Value ,AverageValue ° (in 000's) Parcels 1997 Value Aver age Value (in 000 s) Parcels 1998 Value Ave rage Value (MOON) s) Parcels 1999 Value A verage Value On -000 s) Parcels 2000 Value AverageVaWu—e , (m)J00s) Parcels g01 V alue A verfg eYa1ue= r (04n 00`s) ' P3ficels 00 Vacant $31784 162 $38 988 181 $39 058 180 127 382 184 120961 168 73962 231 $78 088 86 Residential 196 215 217 692 720 320 908 01 Single Family $446 641 1 262 $520 034 1 243 $536 802 1 244 569 441 1 256 621 981 1 331 635 384 1 269 $522 591 1 280 370 418 432 453 467 501 408 03 M ulti 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 $1 785 9 $1 711 8 2 403 10 2 458 10 2 821 10 $1 806 10 a <10 units 183 198 214 240 246 282 180 04 Co ndo $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 05 Co op $22 556 131 $22 699 131 $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 S3 182 4 $2 271 5 1 805 4 3 866 5 57 131 5 $43 220 4 Commercial 709 795 454 451 773 1426 10 805 11/ Improved $139 139 138 $165 149 137 $151026 139 111135 137 89 850 131 95 740 130 $128 385 148 39 Commercial 1 008 1205 1 087 811 686 736 867 50/ Agricultura l 16 3 16 3 69 5 5 91/ Misc $1142 1 $1142 $1250 1 1477 1 1477 1 1655 I $1655 97 1 142 1 142 1 250 1 477 1 477 1 655 1 655 Tota l $1 543 712 5 864 $ 1 715 626 5 859 1 744 364 5 862 1 838 165 5 874 1 978 219 6 101 2 004 006 6 176 $2 111 740 6 351 263 293 298 312 324 SECTION 1 CERTIFICATION OF TAXABLE VALUE 2001 Year Nfia-rti-Dade County (1) Current Year Taxable V lue of Real Property for Operating Purposes (21 Current ear Taxable Value or Personal Property for Operating Purposes (3) Current Year Taxable Value or Centrally Assessed Property for Operating Purposes (4) Current Year Gross Taxable Value for Operating Purposes (1) + (2) + (3) (5) Current Year Net New Taxable Value (New Construction + Additions + Rehabilitative Improvements Increasing Assessed Value By At Least 100% + Annexations Deletions) To Village of Ke Biscay -re (Name or I axing A -mom) $ 2 701 084 167 $ 30 749 478 $ -0- $ 2 731 833 645 DR -420 R 01(9c0 $ 32 878 D98 0 0f® 0 0 0 (7) Prior Year Final Gross Taxable Value $ 2,483 158 796 C (From Pnor Year Applicable Form DR -403 Series) C I do hereby certify the values shown herein to be correct to the best of my knowledge and belief Witness my hand and official signature at ,,{{^^ Miami -Dade County Flonda this the 29th day of June 2001 C /y���"--`� da C t 1 Signatur� perty Appraiser TAXING AUTHORITY If this portion of the form is not completed in FULL your Authority will be denied TRIM certification and possibly lose its miltage levy privilege for the tax year If any line is inapplicable enter WA or -0 SECTION II c (8) Pnor Year Operating Millage Levy $ 3 606 per $1 000c (9) Prior Year Ad Valorem Proceeds (7) x (8) $ 8 954 271 (10) Current Year Rolled Back Rate (9) + (6) $ 3 3177 per $1 000�s (11) Current Year Proposed Operating Millage Rate $ 3 606 per $1 000€ (12) Check TYPE of Taxing Authority c ty D p d to in t M p i S ry T xi g Unit c M ip lily Ind pe d Sp r r M Id C ty ' fW to M g m nit ll tri District (13) IF DEPENDENT SPECIAL DISTRICT OR MSTU IS MARKED PLEASE SEE REVERSE SIDE ...,. (14) Current Year Millage Levy for VOTED n HT 4ERVi $ N/A per $1 0000 (15) Current Year Millage levy for OTHFR VOTFo MI� t LSQE $ NSA per $1 000u,;;d DEPENDENT SPECIAL DISTRICTS SKIP lines (16) through (22) �Q��i��?!; (16) Enter Total Prior Year Ad Valorem Proceeds of ALL DEPENDENT Special Distncts $ N/A Y & MSTU s levying a miliage (The sum of Line (9) from each Distract s Form DR 420) (17) Total Poor Year Proceeds (9) + (16) $ 8 954,271 (18) The Current Year Aggregate Rolled back Rate (17) - (6) $ 3 3177 per $1 000® (19) Current Year Aggregate Rolled back Taxes (4) x (18) $_9 063 404 (20) Enter Total of all non voted Ad Valorem Taxes proposed to be levied by the Principal $ 9,,850,992_ Taxing Authority all Dependent Districts & MSTU s if any Line (11) x Line (4) 0 (21) Current Year Proposed Aggregate Millage Rate (20) - (4) $ 3 606 per $1 occ (22) Current Year Proposed Rate as a PERCENT CHANGE of Rolled back R to 8 6898 % Ilp [(Line 21 + Line 18) 1 001 x100 Date Time and Place of the firs Public Budget Heanng and telenaone number (305) 365-5500 September 11 2001 Tuesday at 7 00 p m Village Hall Council Chamber (Znd Floor 85 W McIntyre St It I do hereby certify the millaaes 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 an signa/jurrye at Fey Biscayne Florida this the llth day of July 20 01 m iti L `JB 85 W McIntyre Street Key Biscayne Fl 33149 - E *z urge ri r Adrinis rare Or' our Andress or Nhys cat Loc non t5 W McIntyre Street 2nd Floor C Samuel Kissinger Village Manager ailing Aearess y Name at Contact remain Key Biscayne Florida 33149 (305) 365-5500 (305) 365-8936 C Lay `.ate 4.p rhone# Fax# SEE INSTRUCTIONS ON REVERSE SIDE 72 C REVENUES GENERAL FUND FISCAL YEAR 2002 f f) C t C 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 2002 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 2002 this revenue category is projected to increase by 9 4% to just over $9 3 million and account for 67 2% of all revenues in the General Fund Charges for Services State Shared 0 74% Revenues Licenses & Permits 6 93% 4 60% Utility Taxes 1404% Franchise Fees 4673, Other Revenue 1 44% Grants & Donations 0 36% Ad Valorem Taxes 67 22% Adopted Adopted Percent of Revenues FY 2002 FY 2001 Proposed Budget Ad Valorem Taxes $9 358 443 $8 556 788 672% Franchise Fees $650 000 $740 000 4 7% Utility Taxes $1 955 000 $1 855 000 14 0% Licenses & Permits $640 947 $938 687 4 6% State Shared Revenues $964 900 $900 000 6 9% Charges for Services $103 000 $103 020 0 7% Other Revenue $200 000 $250 000 1 4% Grants & Donations $50 250 $50 250 0 ,4% Sub -Total $13,t22$40 $13,393,745 Prior Year Fund Balance $0 $204 648 „0% Total $13,!22,540 $13,511,393 100.0% 73 REVENUES GENERAL FUND FISCAL YEAR 2002 BUDGET COMPARISON - REVENUE CHANGES General Fund Revenues Adopted FY 2002 Adopted FY 2001 Difference Percent Change Ad Valorem Taxes $9 358 443 $8 556 788 $801- 655' 9 37% Franchise Fees $650 000 $740 000 ($90 000) -12 16% Utility Taxes $1 955 000 $1 855 000 $100 000 5 39% Licenses & Permits $640 947 $938 687 ($297,740) 31 72% State Shared Revenues $964 90Q $900 000 $64 900 7 21% Charges for Services $1f03000 $103 020 ($21) 002% Other Revenue $200 000 5250 000 ($50,000) -20 00% Grants & Donations $50250 $50 250 $0 0 00% Sub -Total $13,922,540 .$13,393,745 $528,795 Prior Year Fund Balance $0 $234 648 ($204 648) 100 00% Total4tevenue $13,+22540 $13$11,393 $324,147 2.4% REVENUE CHANGES RATIONALE Ad Valorem The July 1 2001 certification of Village property values is estimated to be $2 731 833 645 which represents an increase of $232 784 484 or 9 37% over the 2000 values At the adopted millage rate of 3 606 this increase results in an additional $801 655 in ad valorem tax revenue for the Village This represents 67 2% of the General Fund Revenues Franchise Fees The revenues generated through franchise fees in Fiscal Year (FY) 2002 are estimated to total $650 000 a decrease of $90 000 or 12 16% over the Adopted FY 2001 Budget The FY 2002 estimate is based on the deletion of the telephone and cable franchise fees Deletion of these franchise fees is based on the new Communications Services Simplification Tax Law Chapter 202 Florida Statutes effective October 1 2001 Under this law municipal and county authority to require franchise fees of telecommunications and cable service providers is eliminated However the local government tax rates are increased to offset for lost franchise fee revenues and revenue capacity Utility Taxes The Fiscal Year 2002 utility tax receipts are estimated to increase by $100 000 or 5 39% over last year s levels The increase in this category is attributed to 74 eee000©©000000c 0 0 0 0 0 0 C Q C Q Q C C (C C C C REVENUES GENERAL FUND FISCAL YEAR 2002 the new Communications Services Simplification Tax Law which combines all telecommunications services together and taxes them in this category The revenue from this tax will replace telecommunications taxes and license fees local governments currently receive from telecommunications and cable television providers Effective October 1 2001 the combined local communications services tax rate for the Village will be 5 62% as per Resolution 2001-41 adopted June 12 2001 f Licenses and Permits During Fiscal Year 2002 revenues in this category are expected to decrease by $297 740 from last year s level This change is attributed to the fact that last years rates were increased due to a new building permit fee schedule and to a one-time increase in the building permit activity caused by a fire at the Ocean Club ' Development that destroyed one of the residential tower complexes under construction Also both DRI projects have secured the majority of their permits State Shared Revenue Fiscal Year 2002 estimates of state shared revenues are increased $64 900 based on actual collections from previous years 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 2002 Budget estimate of revenues in this category totals $200 000 and includes only one item interest revenue on the balance in the General Fund account Grants & Donations During Fiscal Year 2002 revenues in this category are expected to remain the same $50 250 as the previous year C Prior Year Fund Balance No prior Fund Balance is included in this budget C C r 75 REVENUES Eshmafed Property Assessment Actual FY 2000 GENERAL FUND FISCAL YEAR 2002 Adopted FY 2001 Proposed Adopted FY 2002 FY 2002 $2223 956 515 $2 499 049 161 $2 731 833,645 $2 731 833 645 Ad Valorem Category Ad Valorem Total Ad Valorem S7 799 633 $8 556 788 $9 358 443 $9 358 443 $7 799 633 $8 556 788 $9 358 443 $9 358 443 Franchise Fees Cateaory Electricity Telephone Cable Total Franchise Fees $646 001 $650 000 $650 000 $650 000 $24450 $30000 $0 $0 $59 548 $60 000 $0 $0 $729 998 $740 000 $650 000 $650 000 Utility Taxes Cateaory Electricity Telecommunications Simplified Communications Tax Water Gas Oil Total Utility Taxes $1 000 553 $1 135 000 81 135 000 $1 135 000 $454101 $450 000 $0 $0 $0 $0 $550 000 $550 000 $215 063 $215 00D $215 000 $215 000 S52,016 350 000 $50 000 $50 000 52169 $5 000 $5 000 $5 000 $1 723 902 $1 855 000 $1 955 000 $1 955 000 Licenses &Permits Cateaory Occupational Licenses Building Permits Total Licenses and Permits $58 655 $38 687 $40 000 $40 000 $1 257 986 $900 000 $600 947 $600 947 $1 316 641 $938 687 $640 947 $640 947 State Shared Revenues Cateaory Cigarette Tax State Revenue Sharing Half Cent Sales Tax Local Option Gas Tax Alcoholic Beverage Licenses Total State Shared Revenues $7932 $10100 $0 $0 $130246 $140000 $140000 $140000 $556 740 $523 840 $598 840 $598 840 $188 206 $220 000 $220 000 $220 000 $6 580 $6 060 $6 060 $6 060 8889 704 $900 000 $964 900 5964 900 76 000000000000000000000000 0 REVENUES GENERAL FUND FISCAL YEAR 2002 F ‘ C1 C 0 1 in• 0 0 0 0 0 Actual Adopted FY 2000 FY 2001 Proposed Adopted FY 2002 FY 2002 Charges for Services Cateaory Zoning Hearng 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 59 222 89 602 $4 606 512 582 $102 057 82 045 5900 51 502 $18 133 $4 040 510100 510100 53 535 528 280 $2000 S1 010 $36 360 $7 575 84 040 $10100 510 100 53 535 528 280 52 000 51 010 $36 360 S7 575 $4 040 $10100 $10100 $3 535 528 280 S2000 $1 010 S36 360 57 575 $160 649 $103 000 S103 000 5103 000 Other Revenues Cateaory Interest Income Sale of Fixed Assets Firefighters Supplement Hurncan Recovery Donations Total Other Revenues S315 399 50 $3 992 S26 283 $560 5250 000 50 50 S0 50 5200 000 50 $0 50 $0 5200 000 50 S0 50 S0 5346 234 5250 000 5200 000 5200 000 Grants Category HRS-EMS Grant Police (C 0 P S) Grants -Other Total Grants Total Revenues Pnor Year Fund Balance Grand Total $3 235 $90 250 84 607 36 500 $42750 $1 000 86 500 842 750 81 000 86 500 $42 750 $1 000 598 092 550 250 550 250 550 250 $13 064 853 $13 393 725 $13 922 540 $13 922 540 30 5204 648 50 50 513 064 853 $13 598 373 513 922 540 $13 922 540 77 t REVENUES GENERAL FUND FISCAL YEAR 2002 REVENUE PROJECTION RATIONALE - FISCAL YEAR 2002 The 2002 General Fund total revenue is estimated to reach $13 922 540 which represents an increase o 2 4% over the previous year s level Ad Valorem Taxes The traditional revenue source for most 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 2002 which begins on October 1 2001 and ends on September 30 2002 the assessed values established by the Miami -Dade County Property Appraiser as of January 1 2001 are $2 731 833 645 or 67 2% of the General Fund At the adopted millage rate of 3 606 the gross Ad Valorem revenue is $9 850 992 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 2002 Fiscal Year is $9 358 443 Ad Valorem taxes are the largest revenue source in the Village PROPERT TAX LEVIES AND COLLECTION FISCAL YEARS 1994 THROUGH 2002 Fiscal Year 1994 Miller 4439 Assessed Value $1,560)357 130 Percent Change N/A Tex Levy $6925,094 Amount tuayetedl $6 578 839 Total Collected $6 640 045 Percent Collected 959% 1995 4 101 $1 741 921 584 11 667 $7 143 620 $6 786 439 $6 820,803 95 57 1996 3 800 $1 767 457,006 1 47% $6 716 337 $6,380 520 $6 486 019 96 67 1997 3 606 $1,861,243 132 5 31% $6 711 643 $6,376 060 $6 495 465 968% 1998 3 606 $2,003,049,232 7 62% $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 $7012 714 95 9% 2000 3 606 $2223 956515 9 657 $8,019587 $7 677 766 $7 799 633 97 37 2001 3 606 $2.499,049 161 12 377 $9 011 571 $8,556 788 N/A N/A 2002 3 606 $2 731 833 645 9 31% $9,850 992 $9 358 443 N/A N/A 78 009000000000000 C a O a 0 C C REVENUES GENERAL FUND FISCAL YEAR 2002 Other Taxes and Fees Section 8 04 of the Charter of the Village of Key Biscayne which was adopted on June 18 1991 provides that all municipal taxes and fees imposed within the Village boundaries by the County as the municipal government for unincorporated Dade County shall continue at the same rate and on the same condition as if those taxes and fees had been adopted and assessed by the Village The estimated Fiscal Year 2002 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 33 8% of the General Fund Revenues 0 0 Non Ad -Valorem Revenues $2 000 000 $1 500 000 $1 000 000 $500 000 $0 0 o ■Othe Revenu © Fran h se Fees 2002 ® l &P mt ■St t Sh red nu • Utility Taxes 79 I REVENUES GENERAL FUND FISCAL YEAR 2002 Franchise Fees The chart below is a summary of Franchise Fees for Electricity Telephone and Cable TV companies $700 000 $600 000 $500 000 $400 000 $300 000 $200 000 $100 000 $0 1996 1997 1998 1999 2000 2001 2002 1994 1995 Franchise Fees ea Electncny ii 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 51989 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 2002 Fiscal Year is $650 000 Telephone Franchise Fees Prior to Fiscal Year 2002 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 Telephone Franchise Fees are eliminated for FY 2002 based on the new Communications Services Tax Simplification Law Chapter 202 Florida Statutes effective October 1 2001 Under this Statute municipal and county authority to require franchise fees of telecommunications and cable service providers 80 000000©C00000©©©0 o o 0 o o o e C C C C C C C F C /^ C C, REVENUES GENERAL FUND FISCAL YEAR 2002 is eliminated However the local government tax rates are increased to offset for lost franchise fee revenues and revenue capacity Cable Television Franchise Fees Prior to Fiscal Year 2002 the Miami Dade County Ordinance No 74 88 adopted on October 15 1974 and Ordinance No 82 66 adopted on July 20 1982 governed the collection of a Cable Television Franchise Fees in the amount of 5% of the gross revenues of Adelphia Cable Communications Inc which revenues were divided 3% to the Village and 2% to the County Village Ordinance No 96-1 adopted March 12 1996 permitted the Village to withdraw its certification with the Federal Communications Commission and continue to have the County regulate cable rates Regulations of cable rates were administered by the County Cable Franchise Fees are eliminated for FY 2002 based on the new Communications Services Tax Simplification Law Chapter 202 Florida Statutes effective October 1 2001 Under this Statute municipal and county authority to require franchise fees of telecommunications and cable service providers is eliminated However the local government tax rates are increased to offset for lost franchise fee revenues and revenue capacity Franchise Fees Fiscal Year 1994 Electricity $603 638 Telephone $20 505 Cable $43 877 Total $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 $646 001 $24 450 $59 548 $729 998 2001 $650 000 $30 000 $60 000 $740 000 2002 $650 000 $0 $0 $650 000 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 81 Ut REVENUES GENERAL FUND FISCAL YEAR 2002 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 804 of the Village Charter Covered under Florida Statute 202 the Communications Services Tax Simplification Law effective October 1 2001 combines seven different state and local taxes and fees and replaces these revenues with a tax composed of a state tax and a local option tax on communications services On June 12 2001 the Village passed Resolution No 2001 41 which established the Village s combined local communications services tax rate at 5 62% for the period of October 1 2001 and ending September 30 2002 The Village further adopted the local communications services tax rate of 522% effective October 1 2002 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 section of this Budget $1 200 000 $800 000 $400 000 $0 Utility Taxes 1994 1995 1996 1997 1998 1999 2000 2001 2002 Electricity ■ Telecommunications o Water ®Gas ■ Oil ® Simplified Communications Electric Utility Taxes This revenue sub category is derived from a 10% tax levy 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 2002 are $1 135 000 Telephone Utility Taxes Prior to Fiscal Year 2002 this revenue sub -category was derived from a 7% tax levied upon every purchase of telecommunications services (telegraph teletype or computer exchange toll telephone private communications cellular 82 OOG00000000 a C 0 0 a C C C C C C les REVENUES GENERAL FUND FISCAL YEAR 2002 phone pagers etc) that originate within the corporate limits of the Village and terminate in the State of Florida For Fiscal Year 2002 this revenue source is rolled into the Communications Services Tax Simplification Law which is explained in the Simplified Communications Tax section below r (- f fl Simplified Communications Tax This tax is based on the new telecommunications tax which combines all telecommunications services into one tax The revenue from this tax will replace telecommunications taxes and license fees local governments currently receive from telecommunications and cable television providers The Communications Tax Act requires each local government to establish a tax rate on communications services effective Octoberl 2001 The taxes will be collected by the Department of Revenue ( DOR ) and distributed to local governments On June 12 2001 the Village passed Resolution No 2001 41 which established the Village s combined local communications services tax rate at 5 62% for the period of October 1 2001 and ending September 30 2002 plus all municipalities in Miami Dade County receive a local government directional tax of 0 30% for a total of 5 92% The Village further adopted the local communications services tax rate of 5 22% effective October 1 2002 This revenue source is estimated at $550 000 for Fiscal Year 2002 Water Utility Taxes This revenue sub category is denved 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 2002 are $215 000 C�1 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 protected trend the estimated revenues C from this source in Fiscal Year 2002 are $50 000 c 0 0 0 0 re, 0 0 0 C 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 Based on the projected trend the estimated revenues from this source in Fiscal Year 2002 are $5 000 Utility Taxes Fiscal Year 1994 Electricity $888 752 Tele- communications $202 702 Simplified Communications $0 Water $145 719 C,Ms Oil Total $1 268 429 $26 925 $4 331 1995 $875 704 $186 780 $0 $152 645 $38 130 $3 920 $1 257 179 1996 $888651 $199746 $0 $165169 $37,034 $3,885 $1 294485 1997 $1 032 445 $274 768 $0 $202 918 $42,066 $3 616 $1 555 813 1998 $989 535 $288 581 $0 $196271 $36 427 $4 000 $1 514 814 1999 $992 319 $380 934 $0 $208 837 $35121 $4,262 $1 621 473 2000 $1 000 553 $454 101 $0 $215 063 $52016 $2 169 $1 723 902 2001 $1 135 000 $450 000 $0 $215,000 $50,000 $5 000 $1 855 000 2002 $1 135 000 30 $550 000 $215,UX $ $50,000 $5,000 $1 955 000 83 Ill REVENUES GENERAL FUND FISCAL YEAR 2002 Licenses & Permits 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 mended by Ordinance 95 9 on September 26 1995 Licenses & Permits $1 000 000 $750 000 $500 000 $250 000 $0 1994 1995 1996 1997 1998 1999 MIOc pato alL e e MIBuld gPerm t 2000 2001 2002 Village and County Occupational Licenses All businesses in the Village must also have an occupational license from the County in order to operate a business within the corporate limits of the County A portion of the County revenues are remitted to the Village The licenses are regulated by Chapter 205 F S and by the aforementioned ordinances Total estimated revenues from all sources for Fiscal Year 2002 are $40 000 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 The estimated revenue for the Fiscal Year 2002 totals $600 947 84 000000000000000 0 o e o 0 C C C 41 C C REVENUES GENERAL FUND FISCAL YEAR 2002 en' Cd Licenses &Permits Fiscal Year Occupational Licenses &uilding Permits Total 1994 $31 365 $215,168 $246,533 1995 $22,844 $328 308 $351 152 1996 $36,810 $393,398 $430,208 1997 $30,702 $500 699 $531,401 1998 $25 749 $978,019 $1 003 768 1999 $40,558 $628 114 $668 672 2000 $58 655 $1 257 986 $1 316 641 2001 $38,687 $900 000 $938,687 2002 $40,000 $600 947 $640 947 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) Cigarette Tax 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 Due to declining revenues as of October 1 2000 revenues from this tax were combined with State Revenue Sharing 85 ui REVENUES $600 000 $400 000 $200 000 $0 GENERAL FUND FISCAL YEAR 2002 State Shared Revenues 2001 2002 1994 1995 1996 1997 1998 1999 2000 FB Cigarette Tax ■ State Revenue Sharing to Half Cent Sales Tax ® Local Option Gas Tax State Revenue Sharing Chapter 72 360 Laws of Florida created the Revenue Sharing Act of 1972 providing for general revenue sharing Revenue for this fund comes from 32 4% of the tax on each pack of cigarettes the one cent municipal gas tax and 25% of the state alternative fuel decal user fee The share of this fund for an individual municipality is determined by a complex formula that includes its own population statewide municipal population county population county sales tax collections total statewide sales tax collections from municipalities municipal property valuation statewide municipalities property valuation and by a factor measuring relative revenue -raising ability About 35% of these funds are a result of the municipal gas tax This percentage of the proceeds can be used only for transportation purposes including transportation related public safety activities For Fiscal Year 2002 the estimated revenue from this source is $140 000 A portion of this revenue has been pledged for the repayment of the sanitary sewer state planning loan of $723 762 as per Ordinance 96 6 adopted June 25 1996 The annual loan payment shall be $46 466 Half Cent Sales Tax Chapter 82-154 Laws of Honda 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 O®QQQQQCQQ®Q@C®©Q®QQQQQQQQQQQ0 86 C REVENUES GENERAL FUND FISCAL YEAR 2002 r 7< (` s C r C C C C C C C C C C C C C C C C C C C C 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 2002 is $598 840 State Shared Revenues Fiscal Year 1994 Cigarette Tax $10 5442 State Revenue Sharings $128 247 Halt -Cent Sales Tax $384 937 Local Option Gas Tax $162 783 Total $686 509 1995 $10490 $135,380 $431067 $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 $178243 $801 486 2000 $7 932 $130 246 $556 740 $188206 $883124 2001 $10 100 $140 000 $523 840 $220,000 $893 940 2002 $0 $140 000 $598 840 $220,000 $958 840 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 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 improvement elements of an adopted comprehensive plan The revenue from the local option capital improvement gas tax for Fiscal Year 2002 is estimated at $220 000 87 REVENUES GENERAL FUND FISCAL YEAR 2002 Other Revenues The following chart is a summary of other revenues for the Village which include Interest Income and Fines & Forfeitures $500 000 $400 000 $300 000 $200 000 $100 000 $0 Other Revenues 1994 1995 1996 1997 1998 1999 2000 2001 2002 ® Interest Income ■ 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 invested at all times with minimum risk and maximum liquidity The revenue from the interest income for Fiscal Year 2002 is estimated at $200 000 Fines & Forfeitures Fines from traffic violations and violations of other laws provide governments with some additional revenue as provided in chapters 316 and 318 of the Florida Statutes The Village receives 56 4% of the revenues resulting from traffic enforcement activities of the Village Police Department The trend for this revenue is usually constant Fiscal Year 2002 estimate is $28 280 and based on actual revenues over previous years 88 00000000000000 a S C C C C C C C REVENUES GENERAL FUND FISCAL YEAR 2002 f Cs C C C C C C Other Reve nues Fiscal Year 1994 Interest Income $136 455 Fines & Forfeitures $35,509 Total $171,964 1995 $234 673 $12 822 $247 495 1996 $280 570 $28,311 $308,881 1997 $248 646 $28 807 $277 453 1998 $233,655 $29,773 $263,428 1999 $231 820 $293,689 $525 509 2000 $315 399 $102 057 $417 456 2001 $250 000 $28 280 $278 280 2002 $200 000 $28 280 $778 280 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 Village is not budgeting anything for this category 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 $0 00 2002 89 0 00 00000 000 00000 00000 000000000000uuvvywwuuv EXPENDITURES GENERAL FUND FISCAL YEAR 2002 The $13 922 540 Adopted Fiscal Year 2002 Budget allocates funds to twelve departments or sections as listed below The deparli i lent 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 2002 Budget expenditures have increased a total of 2 4% over the Fiscal Year 2001 expenditures The increase can be attributed to an increase in personnel expenses health insurance contributions maintenance and repair expenses and an increase in legal fees For a detailed description of the budgetary changes for expenditures please review the Budget Comparison Segment within this section Village Council 0 3% 0 eTh re, 0 0 0 G 0 0 0 Public Works 55% Fire Rescue 24 5% Recreation 3 746 Police 24 0% Administration 44k Village Clerk 1 6% Village Attorney 18% Non Departmental BZ,P 9R% 64% Debt Service 179% Expenditures Village Council Proposed FY 2002 536 254 Adapted FY 2002 $36 254 Percent of Budget 0 3% Administration $608 893 $608 893 4 4% Village Clerk $223 123 $223 193 1 6% Village Attorney $253 000 5253 000 1 8% Non Departmental $891 735 $891 fl5 6 4% Debt Service $2 495 502 $2 495 502 17 9% Building Zoning 8, Planning 51 368 367 $1 368,367 9 8% Police $3 345 765 $3 345 765 24 0% Fire Rescue $3 412 096 $3 412 096 24 5% Public Works $772 631 $772 631 5.5% Recreation Sub -Total Operating Transfers for Capital Outlay _ T eta l $515 174 $13,?22,540 $0 $13,t22,540 $515 174 $13,'3'22,540 $1 250 000 $15,1 72,540 3 7% 0 0% - 100.0; 4 90 EXPENDITURES GENERAL FUND FISCAL YEAR 2002 SUMMARY OF EXPENDITURE CHANGES The total finance program adopted for Fiscal Year 2002 is $13 922 540 This represents a 2 4% increase in the total operating budget from fiscal year 2001 ns Expenditures Village Council Adopted FY 2002 $36 254 Adopte FY 2001 $36254 Difference $0 er e-.. Changed 0 0% Administration $608893 $610 161 ($1 268) 02% Village Clerk $223 123 $215 142 $7 981 3 7% Village Attorney $253 000 $213,000 $40,000 18 8% Non Departmental $891 735 $752860 $138,875 184% Debt Service $2,495 502 $1 606 403 $889 099 55 3% Building Zoning 8. Planning $1 368 367 $1 286 950 $81 417 6 3% Police $3 345 765 $3 136 498 $209 267 6 7% Fire Rescue $3 412 096 $3 240 724 $171 372 5 3% Public Works $772 631 $757 589 $15 042 2 0% Recreation Sulu -Total Operating Transfers for Capital Outlay ai $515 174 $13,!22,540 $0 $13,P22,54..• $492 811 $12,348,3!2 $1 250 000 .$13,5!4.392 $92 363 $1,574,144 ($1 250 0001 $324.1.18 4 5% 100 0% ;2.44 SUMMARY OF EXPENDITURE CHANGES BY OBJECT CLASS General Fund Adopted Expenditures by Object FY 2002 Adopted Difference Percent FY 2001 Changed Personnel $7 832 185 $7 274 548 $557 637 7 7% Other Expenses $2 847 685 $2 760274 $87 411 3 2% Contract Professionals $505 703 $465 703 $40 000 8 6% Supplies $110 965 $110 965 $0 0 0% Equipment $130 500 $130 500 $0 0 0% Debt Service $2 495 502 $1 606 403 $889,099 55 3% Sub -Total $13,122,540 $12,348,313 $1,574,147 Operating Transfers for $0 $1 250 000 ($1 250 000) 100D% Capital Outlay -i $13,122,540 $13,594,313 $324,147 2.45 91 0©©4©©©©©©©©00n C ©eeeoee©®oo C C u C C C C C EXPENDITURES GENERAL FUND FISCAL YEAR 2002 EXPENDITURE CHANGES RATIONALE C C no200000 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 The Adopted Fiscal Year 2002 Budget for the Village Council will not increase The Village Council budget represents 0 3% of the budget Administration Administration includes the Village Manager s Office and the Finance and Administrative Services Department At $608 893 the Adopted Fiscal Year 2002 Budget decreased 0 2% The decrease is due to a reduction in the insurance premium for this department Village Clerk The Village Clerk s Adopted Fiscal Year 2002 Budget will increase by $7 981 or 3 7% The change covers personnel expenses due to salary increases and additional health insurance contributions on behalf of the Village Village Attorney At $253 000 the Village Attorney s allocation increased $40 000 or 18 8% Additional allocations will be used for legal fees Non Departmental The Adopted Fiscal Year 2002 Budget for Non Departmental expenses will increase $138 875 or 18 4% from the Fiscal Year 2001 Budget Changes in this department are the result of an additional lobbyist and an increase in the budgeted amount for maintenance and repairs for the Civic Center Debt Service The Fiscal Year 2002 requirement for debt service has increased by $889 099 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 Building Zoning and Planning The Building Zoning and Planning Department budget of $1 368 367 represents a 6 3% increase from the Fiscal Year 2001 Budget Changes in this budget are due to a decrease in insurance premiums and an increase in personnel expenses associated with merit increases Cost of Living Allowance and health insurance Police The Police Department s Fiscal Year 2002 Budget allocation of $3 345 765 represents a $209 267 increase or 6 7% from the Fiscal Year 2001 Budget The increase is attributed to health insurance and personnel costs Fire Rescue The Adopted Fiscal Year 2002 Budget for Fire Rescue will increase by $171 372 or 5 3% due to an increase in personnel expenses and insurance Public Works The Adopted Fiscal Year 2002 Budget for Public Works will increase by 2 0% or $15 042 This change is due to an increase personnel expenses and insurance 92 EXPENDITURES GENERAL FUND FISCAL YEAR 2002 Recreation At $515 174 the Park and Recreation Department s budget provides for an increase of $22,363 or 45% The increase is due to an increase in personnel expenses attributed to Cost of Living Allowance merit increases and additional health insurance contributions Capital Outlay The Adopted Fiscal Year 2002 Budget for Capital Outlay is $0 EXPENDITURES BY OBJECT CHANGES RATIONALE Personnel All full time and part time employees who support the functions of the Village departments Costs include salaries overtime shift differentials and employee benefits that include commitments for employee fringe benefits The change in costs for personnel relates to a 2% cost of living adjustment merit increases and a $50 increase in the Village s contribution to employee health benefits 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 the increase in this category is attributable to the addition of a lobbyist and an increase in maintenance and repairs in the Non Departmental budget Contract Professionals This item includes but is not limited to the Village Attorney Village Engineer and Landscape Architects The increase in this category is due to an increase in the Attorney s budget for legal fees Supplies 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 Equipment This category represents expenditures for equipment for each department Items include but are not limited to recreation equipment fire/rescue equipment and police equipment Debt Service This represents the principal and interest payments for the Village Green and interest payments for the Civic Center debt Capital Outlay For Fiscal Year 2002 the Village does not have any funds budgeted for capital outlay Generally expenditures in this category are associated with the acquisition and/or construction of major capital facilities and improvements such as sidewalks underground wiring landscaping and contributions to reserves 93 ocooe0000000©o©oo a a C C o o o o o o of o o o o C C C cc VILLAGE COUNCIL FISCAL YEAR 2002 BUDGET r MISSION STATEMENT To provide a safe quality community for all islanders through responsible government. Organizational Chart Citizens/Residens of Key Biscayne Village Council Joe I. Pasco, Mayor Scott Bass Martha Fdez-Leon broucek Alan H. Fnin Mortimer Fried James L. Peters Robert Oldakowski Local Planning Agency 94 1( 1 VILLAGE COUNCIL FISCAL YEAR 2002 BUDGET FUNCTIONAL ORGANIZATIONAL CHART Village Council • The Mayor as a member of the Village Council is the Chairman of the Village Council • The Mayor is responsible for presiding 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 Village 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 • The Council serves as the Zoning Appeals Board 95 0®0©©©©00©©©©coon • VILLAGE COUNCIL C 1 C C' FISCAL YEAR 2002 BUDGET 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 departments and services The Council also appoints the Village Clerk and the Village Attorney The Council is responsible for the overall direction of the village and general welfare of Key Biscayne residents Village Council elections are 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 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 96 VILLAGE COUNCIL FISCAL YEAR 2002 BUDGET Responsibilities of the Local Planning Aclencv • 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 PERFORMANCE INDICATORS Regular Council meetings are held the second Tuesday of every month (except August) in the Council Chamber Village Hall 85 West McIntyre Street Second Floor at 7 00 pm Council meeting schedules are subject to change Council meetings are broadcast live and re -broadcast daily at 1000 a m and at 7 00 p m Below is a breakdown of the Village Council s activities by calendar year Meetings 1996 9 1997 10 1998 8 1999 13 2000 14 2001 7 Special Meetings 11 10 12 13 16 7 Resolutions 38 58 53 98 43 61 Ordinances 7 25 8 9 9 8 Workshops 3 5 4 6 3 2 2002 DEPARTMENTAL OBJECTIVES & MANAGEMENT OVERVIEW It is the desire of the Village of Key Biscayne for their development policies to protect its residential character Future residential development should be at the lowest densities consistent with protection of reasonable property rights Hotels should be permitted in order to provide ocean access opportunities and respect an established ®0©0©0000000 CD C 111 C 97 VILLAGE COUNCIL FISCAL YEAR 2002 BUDGET land use pattern however they should be modest in size so as not to overpower the community s residential character Other commercial development should be sized to meet the needs of residents and hotel guests Office development should be limited to the minimum amount practical in light of existing development patterns RESIDENT'S EXECUTIVE SUMMARY - Village Council FUNDING LEVEL SUMMARY Administrative Expenses Other Expenses Total Departments FY 1!fl FY 1994 FY 2000 FY 2001 FY 2002 $4 000 $14 500 $18 500 $15 000 $10 000 $25 000 $16 500 $10 000 $26 500 $26 254 $10 000 $36 254 $26 254 $10 000 $36 254 % Change from 01-02 0% 0% 0% BUDGET SUMMARY At $36 254 the Village Council budget remains unchanged from Fiscal Year 2001 Village Council Category Administrative Expenses Memberships & Dues Education & Training Total Village Council C C C Actual FY 2000 $7 848 $3 768 $10 250 Adopted FY 2001 $26 254 $6 000 $4,000 Proposed FY 2002 $26 254 $6 000 $4 000 Adopted FY 2002 $26 254 $6 000 $4 000 $21 866 $36 254 $36 254 $36 254 98 000000©©oo©® ®® ®®OO OO®®o000 0ClOS OOee®eSe Ww® OFFICE OF THE VILLAGE MANAGER FISCAL YEAR 2002 BUDGET r`0 raN gar siy 4 ar st r, t' 3 To inipierr snt`ViIla 'CouncU polacies;and'io provide sound K , I �� L ;I `y leadership an sv see all department acl vities, enabling hem to'wet in he'`best interests of dear community, !Alin the`1 Village's missiota tement,,ar`nc' g cis em ye plo es tofoster'ears outitandirig level of service at, a,recson3bls crest„ and effectively irnple hens and administer the policies `established by,th e` eti Uric iL 4; °>,. Administrative Assistant 365-5500 Organization al Chart 1 Administrative Assistant 365-5500 99 OFFICE OF THE VILLAGE MANAGER FISCAL YEAR 2002 BUDGET FUNCTIONAL ORGANIZATIONAL CHART 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 DESCRIPTION The Village manager is the chief executive officer and administrative head of the Village with the responsibility for planning organizing directing staffing coordinating and budgeting for the widespread programs and services for the citizens of the Village The Village Manager is appointed by and serves at the pleasure of the Village Council and is directly responsible for executing Village laws and ordinances and is responsible for implementation of policies set 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 alternative solutions to community problems as well as plans and develops programs 100 eoeoe00®000©0000000 0 O C O C 0 C 0 C C C C C OFFICE OF THE VILLAGE MANAGER FISCAL YEAR 2002 BUDGET 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 Authorized Positions Village Manager FY 1997 1 0 FY 1991 1 0 FY 1999 1 0 FY 2000 1 0 FY 2001 1 0 FY 2002 1 0 Assistant to the Manager 1 0 1 0 1 0 1 0 1 0 1 0 Administrative Assistant 0 0 1 0 1 0 1 0 1 0 1 0 Administrative Intern 0 0 0 0 0 0 0 0 1 0 1 0 Grant Specialist - Part Time 0 0 0 0 0 0 0 0 0 5 0 0 Receptionist/Switchboard 1 0 1 0 1 0 0 0 0 0 0 0 Total 30 40 40 30 45 40 2002 DEPARTMENTAL OBJECTIVES • 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 (s1 • 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 n r C • To prepare and submit a Village budget by July 15th of each year • To increase the level of Village services by increasing the amount of grant in -aid revenues • To revitalize productivity programs to reduce costs through improved methods and procedures 101 OFFICE OF THE VILLAGE MANAGER FISCAL YEAR 2002 BUDGET • 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 coordinate plan and monitor the Goals and Objectives set by the Village Council • To maintain a cooperative working relationship with State agencies and other local governments to resolve problems of mutual concern • To continue to emphasize and encourage organization and departmental efforts in identifying and implementing changes to improve efficiency and reduce cost 102 9009000000000000 a► o o o o o 6 o o e a ci G C C C FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT FISCAL YEAR 2002 BUDGET MISSION STATEMENT{ To administer the finances cw.d budget of the village efficientty'; and report relto tctivities accurately and timely, and to manage the insurance and employeebenefit programs in the best interest of the Village_ and its employees. organizational chart Citizens/Residents Key Biscayne 1 Village Council Village Manager 365-5514 103 FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT FISCAL YEAR 2002 BUDGET FUNCTIONAL ORGANIZATIONAL 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 • Coordinate and prepare the annual operating budget • Responsible for comprehensive insurance program • Enterprise Fund administration consisting of billing for Solid Waste accounts and Stormwater fee calculation and administration • Capital Improvement Fund project accounting co©o®®®®6®©®®@®Q©Q©©Q94Q©U© FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT FISCAL YEAR 2002 BUDGET DEPARTMENTAL DESCRIPTION r 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 which includes automobile liability property and workman s compensation program and for the employee benefits program which includes health insurance life insurance long term disability insurance dental insurance deferred compensation plan and legal service plan The Stormwater utility billing fee program under contract with the County began in 1994 On January 1 1995 the Village took over from the County the 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 PERFORMANCE INDICATORS The Finance Department continued to maintain accurate and up -to date records It submitted the Comprehensive Annual Financial Report to the Government Finance Officers Association (GFOA) in February 2001 The budget was prepared on time and administered carefully during the year Application for the Annual Distinguished 105 L1 a a FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT 0 FISCAL YEAR 2002 BUDGET Budget Presentation Award from the GFOA for the Fiscal Year 2001 budget was filed Q December 2000 The budget was filed and accepted by the Florida Department of Revenue and met the TRIM (Truth in Millage Bill) Requirements on July 1 2000 Alt available funds were invested overnight with the Florida State Board of Administration Resolution 92-16 April 14 1992 Local Government Surplus Trust Fund Investment Pool and excess funds were invested in Certificates of Deposit with 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 Insurance policies were monitored on an ongoing basis for the lowest premiums and best coverage Information was periodically made available to employees concerning all programs for which they were eligible To effectively supervise billing functions for the enterprise funds procedures have been established to promptly record Village properties as they come on line PERFORMANCE INDICATORS a a Q a 0 a Q a ACTIVITY Payroll Checks FY 1997 Actual 2 340 FY 199$ Actual 2 500 FY 1999 Actual 2 700 FY 2000 Actual 2 900 FY 2001 Actual 2886 FY 2002 $ Estimated 2886 Accounts Payable Checks 3 300 3 300 3 500 4 900 3 033 3 283 Solid Waste Bills 1 284 1 313 1 313 1 313 1 313 1 313 Employees Insurance Premiums $598 037 $637 900 $691,398 $725 520 $586 467 $752 589 Property Liability Premiums $156 533 $140 500 $120 085 $93 539 $ 149 204 $115 391 Mani a Investments $5 000 000 $5 000 000 $5 000 000 $15 000 000 $25 004 844 $21 000 000 CAFR Award 1 YES YES YES YES YES GOAL Budget Award 2 YES YES YES YES YES GOAL Audit Submittal April 11 February 11 May 12 _ March 19 April 11 ' Comprehensive Annual Financial Report Certificate of Achievement (1992 first received) 2 Annual Distinguished Budget Presentation Award (1993 first received) 2002 DEPARTMENTAL OBJECTIVES 8c MANAGEMENT OVERVIEW It is the goal of the Finance and Administrative Services Department to provide the most timely and accurate financial reports and to continue to earn the Annual Certificate of Excellence in Financial Reporting (CAFR) from the Government Finance 106 C C C • 9 t FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT FISCAL YEAR 2002 BUDGET Officers Association (GFOA) The Finance Department will begin working with department heads in January 2002 in preparation for the Fiscal Year 2003 operating budget It is our goal to obtain the Annual Distinguished Budget Presentation Award from GFOA We plan to maximize interest earnings with minimum risk by investing surplus funds with the State Board of Administration Local Government Surplus Trust Fund Investment Pool as per Resolution 92 16 adopted on April 14 1992 or other cash management options depending on market conditions In order to aggressively collect receivables and identify all Village clients for utility billings the Finance and Administrative Services Department will work with the Dade County Property Appraiser to maintain the most current property listings and assist staff with citizen inquiries on 7 billing and collection procedures providing the most expeditious and accurate service for the Village To ensure Village employees receive the highest quality benefit programs available the Finance and Administrative Services Department reviews the Village Health Insurance Program twice annually and advises employees of the opportunity for changes Cd Other goals for this department to improve service to the Village include • Provide department heads a summary of Revenues Expenditures and Surplus of the General Fund along with the monthly financial statement • Improve and upgrade the payroll software utilized in order to provide more ( information to employees • Upgrade the system for billing and collecting building permit fees • Require all accounting staff to attend 24 hours of continuing professional education annually specifically in the area of governmental accounting o 0 0 0 fh r 0 107 eTh FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT FISCAL YEAR 2002 BUDGET RESIDENT'S EXECUTIVE SUMMARY - FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT Authorized Positions 1997 1 1991 1 1999 1 2000 1 2001 0 2001 0 Director Assistant - Full Time 0 1 1 1 1 1 Assistant - Part Time 0 5 0 0 0 0 0 5 Administrative Assist Part Time 0 5 0 5 05 0 5 0 5 0 Total 2 25 25 25 15 15 FUNDING LEVEL SUMMARY Personnel Expenses Operational Expenses Capital Outlay Total Department FY 199$ FY 1999 FY 2000 FY 2001 FY 2002 /. Change from 01-02 $364 000 $407 364 $455 987 $423 277 $423 863 $48 050 $0 $412 050 $59 855 SO $467 219 $63 855 $0 $519 842 $186 884 $0 $610 161 $185 030 $0 $608 893 14% 99% 21% BUDGET SUMMARY The Finance and Administrative Services Budget decreased S1 268 from the previous years budget due to a decrease in insurance premiums for workers comp and liability applied to this budget 108 000000000000 ID 0 a 0 C C C C C FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT FISCAL YEAR 2002 BUDGET r e' enN r\ O7:)c)( )c)) DO<iOOoO P`, 0 Administration Category Village Manager Housing Allowance Assistant to the Manager Finance Director Administrative Assistant Administrative Assistant Assistant Director Finance Sec/Acct Pfr Grant Specialist PJT Payroll Tcnces Retirement Contributions 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 Adopted FY 2000 FY 2001 $142 580 $141000 $11769 $12000 $26 968 $27 480 $63 134 $0 $32 097 $36 188 $0 $28 089 $36 231 $38 285 $19 387 $21 193 $0 $20 800 $18 970 $22 565 $28 383 $43 788 $33 978 $29 830 $4113 $1 601 $390 $458 $0 $65 000 $0 $50 000 $33 833 $35 000 $3 223 $10 584 $5161 $5 000 $6 040 $4 800 $18 $1 000 $4 307 $6 500 $5 857 $6 000 $825 $3 000 Proposed FY 2002 $141 000 $12 000 $27 280 $0 $38 757 $31 885 $41 003 $19391 $20 800 $21 650 $34 815 $33 708 $1 142 $432 $65 000 $50 000 $35 000 $8 730 $5,000 $4 800 $1 000 $6 500 $6 000 $3 000 Adopted FY 2002 $141 000 $12 000 $27 280 $0 $38 757 $31 885 $41 003 $19 391 $20 800 $21 650 $34 815 $33 708 $1 142 $432 $65 000 $50 000 $35 000 $8 730 $5 000 $4 800 $1 000 $6 500 $6 000 $3 000 $477 263 $610 161 $608 893 $608 893 109 0©© ©©©©© ®0 ©®000 00®0®®00®0®0000 owwwwwwwww OFFICE OF THE VILLAGE CLERK FISCAL YEAR 2002 BUDGET r r r 0 C 0 MISSION. STATEMENT To provide a sat .quality community environmen islanders iraugh responsible government. DEPARTMENTAL ORGANIZATIONAL CHART Citizens/Residents of Key Biscayne i Village Clerk 365-55 6 Deputy Clerk 365-8935 110 -LI OFFICE OF THE VILLAGE CLERK FISCAL YEAR 2002 BUDGET FUNCTIONAL ORGANIZATIONAL 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 Management Liaison with the State of Florida Department of State DEPARTMENTAL DESCRIPTION The Office of the Village Clerk was established on June 18 1991 with the adoption of the Village Charter The Charter prescribes that the Council shall appoint a Village Clerk who shall give 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 The Village Clerk also provides a myriad of other services that are dictated through ordinances State statutes and tradition These services include preparing Council 111 000000000000000000000 U C Q1 It C C 41 C C OFFICE OF THE VILLAGE CLERK FISCAL YEAR 2002 BUDGET 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 • Publication of the full agenda packet on the Village s Internet web page The Clerk s Office is staffed by the Village Clerk and a part-time Deputy Clerk 0 0 2002 DEPARTMENTAL OBJECTIVES AND MANAGEMENT OVERVIEW • To complete and distribute Council meeting Agendas to the Council staff and public five days prior to the scheduled meeting 0 0 • 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 112 OFFICE OF THE VILLAGE CLERK FISCAL YEAR 2002 BUDGET • 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 Florida Commission on Ethics and the Records Management Liaison with the State of Florida Department of State • To maintain custody of the Village Seal • To serve as liaison between the public and Council as directed RESIDENT'S EXECUTIVE SUMMARY - Village Clerk Authorized Positions Village Clerk FY 1995 1 FY 1999 1 FY 2000 1 FY 2001 1 FY 2002 1 Deputy Clerk - Part Time 0 5 0 0 5 0 5 0 5 Staff Assistant - Part Time 0 0 5 0 0 0 Total 15 15 15 15 15 FUNDING LEVEL SUMMARY Personnel Expenses Operational Expenses Capital Outlay Total Department FY 1991 FY 1999 FY 2000 FY 2001 FY 2002 '/. Change from 01-02 $79 267 76 000 $0 $155 267 $71 463 $93 233 $103 208 $112 449 $86 000 $0 $157 463 113 $82 999 $0 $175 233 $111 934 $0 $215 142 $110 674 $0 $223 123 8 95% 1 13% 0% 371% ©©0000000000c 0 C I it It F C� \J LY C 0 C C C C C C - �d C C n 'cud OFFICE OF THE VILLAGE CLERK FISCAL YEAR 2002 BUDGET BUDGET The Village Clerk s budget for Fiscal Year 2002 increased $7 981 over the previous year This increase is due to a 2% COLA increase and an increase in employee health insurance contributions Village Clerk Category 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 Adopted FY 2000 FY 2001 $53 940 $58 462 $22433 $25 155 $5 694 $6 396 $5540 $7015 $5 075 $4,860 $877 $939 $153 $381 $0 $9 934 $1 163 $5,000 $0 $3 500 $4141 $2,500 $33 488 $10,000 $111818 $75,000 $569 $750 $1 764 $2,250 $3 389 $3 000 Proposed Adopted FY 2002 FY 2002 $64,368 $64 368 $25 949 $25 949 $6 909 $6 909 $7 724 $7 724 $5 940 $5 940 $1 443 $1 443 $116 $116 $8 674 $8 674 $5,000 $5 000 $3 500 $3 500 $2,500 $2 500 $10000 $10000 $75 000 $75,000 $750 $750 $2 250 $2 250 $3 000 $3 000 Total Village Clerk $250 043 $215 142 $223 123 $223 123 114 O©0 ©© 0©d©©®©®®®® ®®® ®®G ®®®e ee®®®®®weewwwwwww VILLAGE ATTORNEY FISCAL YEAR 2002 BUDGET eas r, 0 0 raN 0 0 C tea 0 0 `Ls 0 0 ems+ r'^ ra\ 0 r^� 0 0 Village Council MISSION LSTATEMENT o serve the public of Key Iiscayne by providing fair, honest, active and practical legal advice to the Village Council and I Village Staff and represent the Village in all legal proceedings. organizational Chart itizens/Voters of Key Biscayne 115 Village Attorney Weiss Serota Hellman Fastoriza & Guedes, F.A. VILLAGE ATTORNEY FISCAL YEAR 2002 BUDGET FUNCTIONAL ORGANIZATIONAL CHART Village Attorney • 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 rni inrd nnrl 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 sewing 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 Hellman Pastoriza & Guedes PA as per Resolution 91 03 adopted October 29 1991 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 Resolution 2001 8 adopted January 9 2001 authorized the retention of the law firm Lewis Longman and Walker for the case of Wakefield et al vs Shalub B P Amoco et al Case Number 00 0634 Civ King Q,Qo00000000©©©000 tip 4D 116 VILLAGE ATTORNEY FISCAL YEAR 2002 BUDGET The firm provides legal advice and services to the Village on a regular basis in the following areas Tin fl C C C C C r C r 00020 Personnel matters Land use and zoning matters Sunshine Law Drafting and/or review of contracts Litigation Stormwater Utility Fund Police related legal advice Conflict of interest issues Lien procedures Real estate and real estate related matter Construction & construction related issue Public Records Law Drafting of resolutions and ordinances Preventive advice relating to contested matters County State and National Legislative matters Sanitary Sewer Fund Refuse Collection Recycling & Disposal Fund 2002 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 117 VILLAGE ATTORNEY FISCAL YEAR 2002 BUDGET RESIDENT'S EXECUTIVE SUMMARY - Village Attorney Legal Fees Professional Fees Other Expenses Total Department FY 1998 FY 1999 FY 2000 FY 2001 FY 2002 % Change from 01-02 $160 000 $185 000 $185 000 $185 000 $225 000 $5 000 $3 000 $25 000 $25 000 $25 000 $25 000 21 62% 00% 00% $168 000 $3 000 $213 000 $3 000 $213 000 $3 000 $213 000 $3 000 $253 000 18 78% BUDGET SUMMARY The Village Attorney s budget for Fiscal Year 2002 increased $40 000 over the previous year due to an increase m legal fees Village Attorney Category Legal Fees Legal Fees Lawsuits Proof Fees Contract Matters Other Professional Fees Court Costs and Fees Other Expenses Actual Adopted Proposed Adopted FY 2000 FY 2001 FY 2002 FY 2002 $202 225 $135 000 $175,000 $175 000 $113,887 $50 000 $50 000 $50,000 $390 $20 000 $20 000 $20,000 $1 171 $5 000 $5,000 $5 000 $1,868 $1,500 $1,500 $1,500 $0 $1500 $1500 $1,500 Total Village Attomey $319,539 $213 000 $253 000 $253 000 118 e®©Q©Q©©OOQOOOO000C a C C NON -DEPARTMENTAL C FISCAL YEAR 2002 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 Non -Departmental Category Salaries -Overtime Off Duty Employment Payroll Taxes Workers Comp Insurance Unemployment Appraisers Committee Expenses Financial Advisor Auditors' Employee Development 2 Contractual Expenses Telephone Postage Electricity Water & Sewer Village Hall Rent Inter governmental Relations Actual FY 2000 $0 $0 $0 $1 620 $0 $5 000 $940 $0 $35 415 $0 $955 $44 479 $17,589 $20,578 $74 661 $96,578 Adopted FY 2001 $5 000 $9 000 $1 003 $1 610 $500 $1,000 $500 $4,500 $32 000 $9 000 $3 500 $35 000 $15000 $7,000 $100,000 $100,000 Proposed FY 2002 $5 000 $9 000 $1 000 $1 610 $500 $1 000 $500 $4 500 $32 000 $9 000 $3 500 $35 000 $15 000 $7 000 $75 000 $100 000 Adopted FY 2002 $5 000 $9 000 $1 000 $1 610 $500 $1 000 $500 $4 500 $32 000 $9 000 $3 500 $35 000 $15 000 $7 000 $75 000 $100 000 Representative 3 $35 706 $30 750 $110 750 $110 750 Insurance $34 940 $0 $8 875 $8 875 Maintenance & Repairs $23,030 $15,000 $90 000 $90 000 Newsletter/Annual Report $22 995 $12,000 $12000 $12 000 Supplies $30,236 $30,000 $30 000 $30 000 Furniture & Fixtures $0 $5,000 $5 000 $5 000 Equipment $0 $15000 $15000 $15000 Community Grants $49 $0 $0 $0 Various Grant Expenses $4,826 $0 $0 $0 Miami Empowerment Zone 4 $0 $1,000 $1 000 $1 000 Chamber of Commerce 5 $75 000 $75,000 $75 000 $75 000 Lighthouse Run and Walk $0 $0 $0 $0 Other Expenses $147 693 $2 500 $2 500 $2 500 Miami Dade Library Agreements $22,352 $42,000 $42 000 $42 000 Contingency $0 $200,000 $200 000 $200 000 Total Non Departmental $694 643 $752 860 $891 735 $891 735 i Resolution 2000-42 adopted August 29 2000 retained Rachrin Cohen & Holtz LLP Personnel rules provide for employee development Resolution 99 12 Adopted Feb 9 1999 authorized this pos ton 4 Resolution 98-42 Adopted Aug 25 1998 authorized an annual $1 000 contribution for 10 years Contract effective FY 1995 and extended by Resolution 2001 64 adopted Oct 9 2001 6 Resolution 92 77 adopted September 16 1999 119 nenee ooeo oeo e®o®e®®®®®®®® ®fl®®®©C®©©OQO©O DEBT SERVICE FISCAL YEAR 2002 BUDGET BONDS REVENUE BONDS which can be issued only by the authonzation of the Village Council must be secured by a pledge of an appropriate and adequate revenue stream All current debt is financed by Revenue Bonds as bank loans GENERAL OBLIGATION BONDS can only be issued by voter approval at a referendum authorizing the pledge of the full faith and credit of the Village The State of Honda does not impose a limit on the amount of debt a municipality may incur The legal authority for borrowing monies is provided to the Village by Sections ' 166 021 and 166 111 Florida Statutes The Village has no outstanding general C The Charter requires five (5) affirmative votes for any borrowing (Section 4 10) and the adopted annual budget must be balanced (Section 405) Section 410 of the Charter requires the debt be limited by Ordinance Also State law prohibits a mill rate in excess of 10 mills obligation debt DEBT RESTRICTIONS 0 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 has six (6) guidelines regarding debt Section 5 02 of the Charter permits electors to require reconsideration of an ordinance within 30 days after the date of adoption of the borrowing ordinance and if the adopted budget ordinance exceeds five (5) mills (Section 5 02B) Ordinance 97 1 January 16 1997 limits outstanding debt Based on the 2002 budget and in accordance with Section 4 10 of the Village Charter the limit is 1% of assessed valuation ($2 73 billion) or an amount that exceeds 15% of the annual general fund expenditures ($ 13 922 540) whichever is greater VILLAGE GREEN BOND ISSUE Ordinance 93-21 adopted on December 4 1993 authorized the Land Acquisition Revenue Bond Senes 1993 for the purchase of the Village Green Resolution 93 57 adopted December 14 1993 authorized the issuance of the bonds (Bank Loan) in 120 DEBT SERVICE FISCAL YEAR 2002 BUDGET 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 III Chapter 166 Florida Statutes and received by the Village pursuant to Section 804 of the Village Charter and Ordinance 97 12 adopted April 29 1997 The interest is payable semi-annually (June 1st and December 1st) at a fixed rate of 4 36% the principal is paid December 1st The property was acquired February 10, 1998 Resolution 94-38 named the Village Green and Resolution 94-44 adopted November 15 1994 approved the public park use for this property The principal and interest payments for Fiscal Year 2002 are $ 1 131 521 The remaining debt as of December 15 2001 will be $ 2 165 000 CIVIC CENTER BOND ISSUES At the April 20 1999 Council Meeting financing options were again discussed including financing the civic center with or without refinancing the Village Green and for a thirty (30) year period At the May 11 1999 meeting the Council discussed the amount and the length of the borrowing Financing issues discussed again included the amount the term of the loan and the option of refinancing the Village Green These issues were summarized in a May 17 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 20 years As of September 30 2001 the Capital Improvement Program Facilities Reserve has approximately $ 3 million for this project Both series bank loans shall be payable exclusively from legally available non ad valorem revenues of the Village Capital Improvement Revenue Bond Series 1999 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 from NationsBank at an annual fixed interest rate of 4 715% Interest payments are due June 1st and December 1st and the principal on December 1st The interest payments for Fiscal Year 2002 are $ 471 500 Principal payments begin September 30 2003 121 00000000000000 0 C s C C C C C C C C C C G C C C DEBT SERVICE FISCAL YEAR 2002 BUDGET Senes 2000 Ordinance 2000-8 approved July 11 2000 authonzed the second $10 million 20 year borrowing Resolution 2000 57 adopted October 24 2000 authorized the twenty year loan at an annual fixed rate of 5 24% from First Union National Bank Interest payments are due June 1st and on December 1st The principal shall be paid December 1st each year starting December 1 2004 The interest payment for Fiscal Year 2002 is $831 122 due June 1 2002 retroactive to October 31 2001 ft\ L 0 In Fiscal Year 2002 the Village will borrow approximately $ 6 3 million for the Civic Center Project STORMWATER UTILITY FUND Ordinance 98-9 was adopted October 27 1998 authonzing the Village Manager to obtain permanent financing for the $ 7 2 M Bond Notes Proposals were received and via Resolution 99 9 adopted on January 26 1999 the Council accepted the NationsBank bid to purchase the Bonds at a fixed annual interest rate of 413% for 20 years This rate was one of the lowest received in the country Interest payments are due the first of January Apnl July and October along with the annual prncipal payment which amounts to $466 252 for 2002 ('\ L^ SANITARY SEWER FUND Ordinance 99 9 adopted November 9 1999 authorized the filing of a second amendment to the Sanitary Sewer Loan application (which was approved and executed by the State ($ 7 712 919) on November 15 1999) and increased the loan from its onginai level of $ 723 762 covering pre construction costs to a level of r^ $7 941 990 This amount will be paid fifty (50) percent through the General Fund and fifty (50) percent through the Sanitary Sewer Fund from special assessments Debt payments to the Florida Department of Environmental Protection shall start February 15 2003 and semiannually thereafter on August 15 and February 15 of each year in the amount of $254 937 The interest rate is fixed for twenty years at a rate of 256% r^ 122 DEBT SERVICE FISCAL YEAR 2002 BUDGET Annual General Fund Debt Service Payment Category Actual 2000 Adopted 2001 Proposed 2002 Adopted 2002 Village Green $1 136541 $1 134903 $1 131 520 $1 131 520 Civic Center Series 1999 $402 085 $471 500 $471 500 $471 500 Civic Center Senes 2000 $838 400 $838 400 Civic Center Series 2002 $54 081 $54 081 Total General Fund Debt Service $1 538 626 $1 606 403 $2 495 501 $2 495 501 General Fund Issue Date Amount Series Rate Outstanding as of 10/1/2001 Principal Payment Interest Payments Outstanding as of 9/30/2002 12/14/1993 89 2 M 1993 4 360% $3 180000 $1 015 000 $116520 $2,165000 7/23/1999 $10 M 1999 4 715% $10 000.000 $0 $471 500 $10 000 000 10/24/2000 $10 M 2000 5 240% $10 000,000 $0 $838 400 $10 000 000 Subtotal $23 180 000 $1 015 000 $1 426 420 $22165 000 Stormwater Utility Fund 1/25/1999 $72M 1999 4 136% $6 810 000 $130 000 $285 836 $6 680 000 TOTAL VILLAGE DEBT $29 990 000 $1 145 000 $1 712 256 $28 845 000 F OUTSTANDING GENERAL FUND DEBT Fiscal Year Village Green Civic Center Sanitary Sewer Outstanding Debt 2002 $2 165 000 $20 000 000 $2 405 922 $24 570 922 2003 $1 105 000 $19 645 000 $3 816 734 $24 566 734 2004 $0 $19 270 000 $3 658 500 $22928 500 2005 $0 $18 500 000 $3 496 188 $21 996188 2006 S0 $17 580 000 $3 329 695 $20 909 695 The Village is currently not rated by a bonding company 123 oomo©©e©©©o©©©®©oo )030 C-) 26) 920 =LLBL 3itatA � a STORMWATER UTILITY FUND GENERAL FUND Village Green Village Civic Center Sa nitary Sewers S ub Total TOTAL $9 200 000 $10 000 000 $10 000 000 $4 000 000 $7 200 000 Intere st 436/ 4715/ 524/ 256/ 4136/ Year 1993 Series 1999 Serie s 2000 Series State Loan 1994 $194 988 89 $0 00 $0 00 $0 00 $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 $1 136 089 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 $1 134 585 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 $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 $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 $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 $1 969 246 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 $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 $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 96013 $0 00 $254 96013 2023 $0 00 $0 00 $0 00 $0 00 $0 00 $0 00 $0 00 This chart illustrates the total annual payments fo the General Fund a nd the Stormwater Utility Fund The General Fund includes the Village Green Civic Ce nter and the Sanitary Sewer Project debt payments The Stormwater Utility Fund is an enterprise fund which includes the d ebt payment for the stormwater system The payments peak in 2004 and end in 2022 NJ W gg FIFTEEN PERCENT F TQTAI, ANT' UA 0 _1 ' r F ND Village Greerrx Civic Center Sanitary Sewers (112 Total Qos7) ANNUAL DEBT PAYMENT Annual Budget (Projected 5/ Annual Increase} DIFFERENCE Year 1993 $ejns $apes 1999 Series 20QR $f ate 1pa�1 Ipterept 4386 4,Z1B% 5?4/ a -256/ c 2002 $1 131 521 �OQ $47t 50Q,Q0 $831 122 00 $0 00 $2 434 143 00 $13 922 540 $345 762 00 2003 $1 131 2$&6 00 ' :18 130 88 $$24,000 00 $254'9x7 OQ $2,728 353 88 $14 618 667 $535 553 83 2004 $1 129 089 00 $820,921 13 $524 000 00 $254 937 00 $2 728 947 13 $15 349 600 $426 507 08 2005 $0 40 $$17 866 25 $894 044 00 $254 $37 OQ $1 966,867 25 $16117 080 $450 694 81 2006 $0 00 9 026 25 $893 648 00 $254 937 00 $1,967 571 25 $16 922 934 $570 868 91 2007 881:9 ,$$i $819 223 25 $892,124 b0 $2541937 00 $1 966,28d 25 $17 769 081 $699 077 92 2008 $0115 $$23 369 38 $$89,59 00 $254 937 00 $1 967 888 38 $18 657 535 $830 741 89 2009 $0 00 $321 434 63 $890 881 00 $254,9$7 QO $1 967 252 63 $19 596 412 $971 30916 2010 ', : , 449 Qb $890 860 00 $2$4 937 00 $1,569 246 00 $20 569 933 $1 146,243 88 2011 .$0,06 $0 00 $,824 2$4 63 $889 529 00 54 08 $X968 750 83 1 598 429 $1 271 013 74 2012 $00,00 $ 3,941 50 $886 888 00 $254 937 00 $1 965 766 50 $22 678 351 $1,435 986 09 2013 $0 00 $827 301 75 $887 806 00 $2A 937 b0 $1 970,044 75 $23 812 268 $1 601 795 47 2014 $0 00 $829 247 50 $887,152 00 $ 4 937 00 $1 971 336 50 $25 002,882 $1 778,095 73 2015 $O ti0 $82$,77$ 75 $884 926 00 $254 837 A0 $1 969 641 75 $26 253 026 $1 968 312 09 2016 $OQ0 :,_$, `Q :85 997 00 $254 937 Ob $1,969 829 50 $27 565 677 $2 165 022 03 2017 $0 00 $831 479 8$ $885 234 00 $254 937 00 $1,971 650 88 $28 943 961 $2 369 943 23 2018 $9 00 $832,, 414 00 $882 637 00 $284937 00 $1 969,988 0b $30 391 159 $2 588 685 82 2019 $0 00 8831 697u88 $$83 075 00 $'254 537 00 $f 969 709 88 $31 910 717 $2 816 897 63 2020 $0 0Q $834 213 63 $881 417 00 $254,.937 00 $1,975 567 63 $33 506 253 $3 055 370 25 2021 $0 00 $0 00 $0 00 $254 937 00 $254 537 00 $35181 565 $5 022 297 78 2022 $0 00 $4 00 $0 00 $254 960 13 $254 96013 $38 940 643 $5 286 136 38 2023 $0 00 $0 00 $0 00 $0 00 $0 00 $0 $0 00 This c hart limit of 15% Projec t The In yea rs 2002 3769 079 in illustrates the a nnual debt payment for the Genera l Fund and compares it to the proj ected a nnual budget This fund debt is co mprised of the Villa ge G reen the two Civic C enter Series and 50% of the Sa nitary Sewer annua l payment pea ks in 2004 at a to tal of $2 728 947 13 the same y ear the Vill age Green d ebt is r etir ed 2004 the limit Is exceeded As a re sult of the final payment of the Vill age Gre en the Village debt de cli nes 2005 to 81 9 million an d continues to decrease over the next 17 years i intil 2022 when all debt is retired 06 Jul 01 encese eee eo ee eeo ®®®®®®®© ®®O®©t©Q©©QQOQQ QQQ a N ac / J r eh ONE PERCENT OF ASSESSED VALUATION Village Green Village Ci vic Center Sanitary Sewers (1/2 Total C ost) TOT AL Ass ess ed Valuati on (Pr oj ected 5/ Ann ual Incr ease) DIFFERENCE Ye ar Series 1993 S eries 1999 Serie s 2000 State Loan Interest 4 36% 4 715 / .524 / 2 56°/ 2002 $2 165 000 00 $10 000 000 00 $10 000 000 00 $3 970 995 00 $26 135 995 00 $2 731 833 645 $277 460 00 2003 $1 105 000 00 $9 645 000 00 $10 000 000 00 $3 816 734 48 $24 566 734 48 $2 892 500 474 $4 238 555 80 2004 $0 00 $9 270 000 00 $10 000 000 00 $3 658 499 62 $22 928 499 62 $3 168 023 210 $7 613 911 87 2005 $0 00 $8 880 000 00 $9 620 000 00 $3 496 188 02 $21 996 188 02 $3 247 223 790 $9 693 493 64 2006 $0 00 $8 470 000 00 $9 220 000 00 $3 329 694 65 $21 019 694 65 $3 328 404 385 $12 254 471 09 2007 $0 00 $8 040 000 00 $8 800 000 00 $3 158 911 77 $19 998 911 77 $3 494 824 604 $14 949 334 27 2008 2009 $0 00 $0 00 $7 585 000 00 $8 360 000 00 $2 983 728 87 $18 928 728 87 $3 669 565 834 $17 766 929 47 $7 110 000 00 $7 895 000 00 $2 804 032 59 $17 809 032 59 $3 853 044 126 $20 721 408 67 2010 $0 00 $6 610 000 00 $7 405 000 00 $2 619 706 64 $16 634 706 64 $4 045 696 332 $23 822 256 68 2011 $0 00 $6 085 000 00 $6 890 000 00 $2 430 631 75 $15 405 631 75 $4 207 524 186 $26 669 610 11 2012 $0 00 $5 535 000 00 $6 350 000 00 $2 236 685 56 $14 121 685 56 $4 375 825 153 $29 636 565 97 2013 $0 00 $4 955 000 00 $5 780 000 00 $2 037 742 56 $12 772 742 56 $4 550 858 159 $32 735 839 03 2014 $0 00 $4 345 000 00 $5 180 000 00 $1 833 674 04 $11 358 674 04 $4 732 892 486 $35 970 250 82 2015 $0 00 $3 705 000 00 $4 550 000 00 $1 624 347 93 $9 879 347 93 $4 922 208 185 $39 342 733 92 2016 $0 00 $3 035 000 00 $3 885 000 00 $1 409 628 73 $8 329 628 73 $5 119 096 513 $42 861 336 40 2017 $0 00 $2 330 000 00 $3 185 000 00 $1 189 377 63 $6 704 377 63 $5 323 860 373 $46 534 226 10 2018 $0 00 $1 590 000 00 $2 450 000 00 $963 451 97 $5 003 451 97 $5 536 814 788 $50 364 695 91 2019 $0 00 $815 000 00 $1 675 000 00 $731 705 59 $3 221 705 59 $5 758 287 380 $54 361 168 21 2020 $0 00 $0 00 $860 000 00 $493 988 54 $1 353 988 54 $5 988 618 875 $58 532 200 21 2021 $0 00 $0 00 $0 00 $250 146 98 $250 146 98 $6 228 163 630 $62 031 489 32 2022 $0 00 $0 00 $0 00 $0 00 $0 00 The a bove c ha rt illustrates the outstanding de bt and co mpa re s it to one the percent (1 %) st andard of the Villages proje ct ed ass ess ed valua tion This analysis ndicate s that the Village is in c ompliance with this criteria The borrowing was for the pur chase of th e Village G ree n, acauisition a nd develo pme nt of the Civic Cente r a nd one ha lf of the cost of the sanitary sewer construction proje ct 06 Jul 01 ft f, 0000©©0©©©©©0®®0©®© ®0® ®© 0© 40®®©Q ©©00 0000U00 Building, Zoning, Planning Department 2002 Budget 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 127 VILLAGE OF KEY BISCAYNE BUILDING, ZONING AND PLANNING DEPART MENT O RGANIZATI ON AL CHA RT r CO ry aie f Builain Inspec to r 365-8941 Back-up !uildingg Inspe ctor 365-5508 Chief Electrica l Inspector 365-8943 Ba ck-up Electric al Inspector 365-8943 Be ck -up Plumbing Inspecto 365-8942 Chief Plumbing inspicfor :sh5-8942: Chie f Mechanica l Inspector 365-8944 C ode Enforc ement Officer 365-8917 tick -up Mechanical Insp. 365-8944 R ec epti onist 365-5511 Chi ef Permit Cleric 365-5501 Structural Plan Processing P ermit Clerk 365-8938 P ermit Clerk 365-8916 Pl an R evi ewer Review 365-5502 1r er 1r -= ®e eeo oe 000OQOOOOOO BUILDING, ZONING, AND PLANNING DEPARTMENT FISCAL YEAR 2002 BUDGET FUNCTIONAL ORGANIZATIONAL CHART C C I r°a` C C C C C e C Office of the Director • Administration of the Department • 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 • Prepares and manages the departments budget • Performs assignments at the Direction of the Village Manager • Day to day administration of the Civic Center Project Building Division • Administration of the South Florida Building Code • Processing and issuance of building permits • 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 site plans variances and conditional uses • Zoning code enforcement • Administration of the Special Master Process • Administration of Occupational Licenses including issuance and enforcement 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 129 i i BUILDING, ZONING, AND PLANNING DEPARTMENT FISCAL YEAR 2002 BUDGET DEPARTMENTAL DESCRIPTION The Department is composed of three (3) divisions Building Zoning and Planning which work together to accomplish the Departments mission statement The Department also provides information reports and recommendations relating to the orderly growth and development of the Village 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 properly 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 Division also issues occupational licenses 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 ACCOMPLISHMENTS FOR FISCAL YEAR 2001 1 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 preparation of resolutions dealing with the Master Plan obtaining Council approvals for the schematic and floor plans for the Fire Station Administration/Police Building and the Recreation Center The Administration/Police Building and the Fire Station received building permits and construction commenced on April 30 2001 130 QQ®Q®QQOOOOOQQOO©OOU a Q a a a C C BUILDING, ZONING, AND PLANNING DEPARTMENT FISCAL YEAR 2002 BUDGET 2 Adoption of New Single family and Duplex Zoning Regulations The regulations will better integrate new developments into neighborhoods that are pnmarrly developed with small homes increased open space and interesting designs The amount of open space distance between homes and lot lines was increased The overall height and size (floor area) of the homes were decreased 3 Deployment of a New Building Permit System The new system permits management to track plans inspections and all permit activity The system has the ability to be accessed through the Internet when the software is installed next year 4 Implementation of Construction Clean Site Program This program includes daily tours of construction sites placement of red vinyl coated fencing between the site and the street resulting in safer jobs port o -lets on private property and removal of all construction equipment at the end of the day Violators receive one warning notice and a violation is automatically issued Repeat offenders receive no warning notices 5 Storage and Scanning of Plans With the exception of active permits most of the r� building plans have been placed in a warehouse off the island in a hurncane resistant building The plans have been bar coded and inventoned for retrieval purposes Staff can view the inventory over the Internet All protects that receive Certificates of Occupancy and Certificates of Completion are now scanned on CD ROMs Nearly 25% fen of all plans that received a building permit since the Village was incorporated have been scanned 6 New Street Sign Program Administration of the consultant selection process New 0 street signs will be designed to reinforce the image of the Village 0 7 Political Sign Ordinance New regulations were prepared and adopted by the Village Council The regulations significantly reduced the size of political signs (^ 8 Revenue In FY00 the Village Council adopted a new building permit fee r ordinance The new fees were based on the cost of issuing permits Pnor to this ordinance the General Fund subsidized the Department as the fees did not provide sufficient revenue to fund the Building Division In FY 2000 and for the first time since incorporation the Department generated revenues that just slightly exceeded our budget 131 0 BUILDING. ZONING. AND PLANNING DEPARTMENT FISCAL YEAR 2002 BUDGET PERFORMANCE INDICATORS ANNUAL (FY 2001) COMPARISON OF INSPECTIONS AND PERMITS Based on similar sized municipalities in Miami Dade County the Village has the highest number of number of permits and inspections per capita The following table compares inspections and permit activity for these municipalities Municipality Aventura Population 2000 Census 25 267 Number of Inspections 15 757 Number of Inspections Per Capita 62 Number of Permits Issued Number of Permits Per Capita 17 4 3 Key Biscayne 10 507 15 260 65 2 408 23 Miami Springs 13 712 3,845 28 1 866 14 North Bay Village 6 733 629 09 304 05 South Miami 10 741 3 214 30 1 385 13 Sunny Isles 15 315 2 493 16 964 06 Permits Inspections Occupational Licenses and Enforcement Activity The following table tracks permits inspections occupational license and enforcement activity The data indicates that the permit activity peaked with the construction of the Ocean Club and Grand Bay projects The Grand Bay project was completed in FY 2001 The remaining four buildings at the Ocean Club received building permits FY 2001 and are under construction As such the number of inspections is expected to increase in the FY 2002 when two of these will be completed The other two buildings will be completed in FY 2003 The number of occupational licenses and Certificates of Use also peaked in FY 2001 as office and commercial uses at the Ritz Hotel and Ocean Club were occupied Also Offices by the Sea (Old Pankey Building) at 240 Crandon Boulevard was converted to multiple office tenants that contnbuted to additional office space 132 oo0000000000©©©©000000©O C C C C C C BUILDING, ZONING, AND PLANNING DEPARTMENT FISCAL YEAR 2002 BUDGET r'N (, C 0 C C C N" C C C K C 0 �y C Master Permits 2 300 1 854 1 200 1 005 753 524 Trade Permits 1135 1603 1 651 1 403 1 050 1 789 Inspections Made 7 957 7 176 13 528 15 260 15 000 19 478 Certificates of Use 85 85 116 63 75 178 Occupational 443 409 Licenses 576 598 625 729 Enforcement Activity 1000 455 802 864 800 1 238 2002 DEPARTMENTAL OBJECTIVES AND MANAGEMENT OVERVIEW The Department's objectives are characterized based on Customer Service Revenue Generation Large Construction Management and Planning Customer Service The Departments mission establishes customer service as our highest priority In support of this objective FY 2002 will provide the ability of our citizens to view building permit data inquire as to the status of permit applications and inspections and submit minor permit applications and pnnt permits from their homes or offices This new technology utilizes the Internet through the building permit system that was installed last fiscal year We will also continue in our long term objective to place all building plans on CD ROM In Pt 2002 we hope to have 50% of all plans on CD ROM We will also continue to warehouse plans and inventorize them using a bar code system The latter provides for same or next day retrieval The CD ROM allows citizens to view and print plans in the office but at a reduced scale The Internet CD ROM and bar coding are designed to provide better service to our citizens The Internet provides a new technology at no cost to our citizens and at a small expense to the Department Revenue Estimate In January 2001 the Village Council adopted a new Building and Zoning Permit Fee Ordinance The objective of the new fee ordinance was to generate 133 BUILDING. ZONING. AND PLANNING DEPARTMENT FISCAL YEAR 2002 BUDGET 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 In the FY 2000 and FY 2001 budgets the Department raised sufficient fees to operate without a contribution from the General Fund The largest contributors to permit revenues have been the Ocean Club and Grand Bay Projects The entire Grand Bay project was completed and the final Certificate of Occupancy was issued in FY 2001 The Ocean Club has four buildings that received building permits in FY2001 and each of these buildings are under construction In FY 2002 there will be trqde permits for the two mid rise buildings The two high rise buildings are fully permitted However FY 2002 will show a significant increase in inspections for these buildings It is expected one of the high rises will receive a Certificate of Occupancy in the fall of FY 2001 and the other in the winter of FY 2002 The two mid rise buildings are projected to be completed in the summer of FY 2002 The construction of the Civic Center commenced on April 30 2001 In FY 2001 Master Building Permits were issued for the construction of the Fire Station and Administration/Police Buildings Additional revenue will be generated in FY 2002 for the Trade Permits The Recreation Center is expected to begin construction this fiscal year The Civic Center buildings will be completed in FY 2002 and Ocean Club in FY 2003 As such it will be necessary for the Department to maintain current staffing levels for FY 2002 The Department will continue to receive permit fees from new owners of condominiums in the Grand Bay Ocean Club and the other buildings in the Village New owners often replace kitchens and bathrooms They also rearrange the floor plan This work requires building plumbing mechanical and electrical permits As such the revenue projection anticipates the same level of permit activity for multiple family buildings less fees associated for new construction The pace of new construction and renovation of single family homes is dependent on the local economy and to some extent the political stability of governments in Central and South Amenca Our revenue estimate for single family and duplex construction is based on the same construction activity that occurred in FY 2001 There is only one vacant site remaining in the Village that can accommodate a new commercial development This is the Scharenberg property at 220-240 Crandon Boulevard The project received site approval in FY 2001 but construction has been delayed due to a lawsuit Our revenue estimate contemplates construction and permit fees in FY 2002 Large Construction Management There are three large projects that require monitoring by the Village The first is the Ocean Club which is a Development of Regional Impact 134 ©©000000000C a 0 C 9 BUILDING, ZONING, AND PLANNING DEPARTMENT FISCAL YEAR 2002 BUDGET 0 0 (7, 0 0 0 0 C) C) C) C) C) 0090 (DRI) Staff must continue to monitor this project for compliance with the Development Order Four buildings are under construction during FY 2002 The second large project is the Village Civic Center This project includes the Fire Station Administration/Ponce Building Recreation Center Village Council/Community Theater and related infrastructure The first two buildings were permitted last fiscal year and will be completed this fiscal year The Recreation Center will be started this fiscal year and completed in Fiscal Year 2003 A timeframe for the Village Council/Community Theater will be developed when the property is acquired The Department is responsible for the day to day coordination of the Civic Center review of budding plans and inspections We also anticipate the development of the Scharenberg project at 220-240 Crandon Boulevard This is an 87 323 sq ft office and retail development Planning Dunng the last fiscal year the Department was successful in obtaining approval from Miami Dade County to issue a Request for Proposals from consulting firms for purposes of prepanng a Streetscape Plan for Crandon Boulevard The County will fund the planning study and the Village will administer the contract The preparation of the Plan will require public input from our citizens and approval by the Village Council and County Commission It is envisioned that the plan will recommend a variety of improvements related to crosswalks signalization landscaping medians improved pedestnan safety wider sidewalks etc The Department will also develop a detailed landscape manual during the fiscal year OBJECTIVES A Customer Service 1 Internet Connectivity to the Building Permit System The Department will place the building permit system on the Internet by January 2002 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 Continue 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 e Apt/Condo remodeling 135 same day service 1 day 1 day Next day service 1 5 days -LI BUILDING. ZONING. AND PLANNING DEPARTMENT FISCAL YEAR 2002 BUDGET f New construction additions intenor 14 days new construction remodeling to single family homes 10 days for others g Large projects not included above 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 2001 Plans will be scanned within 30 days of the date a Certificate of Occupancy or Certificate of Completion is issued It is our objective to have 50% of all plans in the office scanned 4 Bar Coding of Plans Approximately 25% of all plans have been inventonzed and bar coded Our objective for this fiscal year is to inventonze and bar code all plans excluding those which are still under construction 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 as necessary by December 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 C Large Construction Management 1 DRI Project Monitoring Continue monitoring the Ocean Club Project to insure compliance with the Development of Regional Impact (DRI) requirements The monitoring of the DR 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 The Fire Station and Administration/Police Building is under construction The Recreation Center is expected to begin construction this fiscal year D Planning 1 Prepare a Streetscape Plan for Crandon Boulevard from the entrance of the Village to State Park At a minimum the plan will address signalization crosswalks landscaping sidewalks and lighting ®00000©000000 a CD 0 136 BUILDING, ZONING, AND PLANNING DEPARTMENT FISCAL YEAR 2002 BUDGET 2 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 COMPARISON OF DEPARTMENT REVENUE AND BUDGET COMPARISON* 0300000000 000000 Activity FY 1197 FY 119* 1 Y 1999 FY 2000 FY 2001 FY 2002 Actual Actual Actual Actual Estimated Estimated Revenue Budget Revenue/Budget $531 401 $804 183 $1 003 768 $690 527 $1 316 641 $1 296 267 $640 947 66 $944 133 1 06 $1 058 830 65 $1 227 696 1 07 S1 242 946 1 04 S1 368 367 47 Revenue includes fees from budding permits occupational licenses and zoning applications The Building Division budget represents 88 6/ of the entire Departmental Budget DATA FOR BELOW CHART DOES INCLUDE ACTUAL REVENUE/EXPENSES 2000 $1 600 000 $1 400 000 $1 200 000 $1 000 000 $800 000 $600 000 $400 000 Building Planning and Zoning Department - Budgeted Expenditure to Revenues Comparison 1997 1998 1999 2000 2001 2002 —D pt Re e ecnD pt E p ti t In FY 2000 and FY 2001 the Department generated revenues that exceeded the budget 137 II I BUILDING, ZONING, AND PLANNING DEPARTMENT 10 10 10 10 10 Director FISCAL YEAR 2002 BUDGET ANNUAL COMPARISON OF STAFFING 10 Building Official 10 10 10 10 10 10 Building Assistant 00 05 10 10 0 0(e) 00 Receptionist (a) 00 00 00 10 10 0(g) Permit Clerk 10 10 10 10 2 0(e) 3 0(9) Chief Permit Clerk 0 00 0 00 0 00 0 00 1 0(e) 10 Assistant Permit Clerk 00 10 10 10 0 0(e) 0.0 Administrative Assistant 10 10 10 00 00 00 Plan (Zoning) Reviewer (b) 00 00 10 10 10 10 Code Enforcement Officer 10 10 10 10 0 0(f) 00 Sr Code Enforcement 00 00 00 00 1 0(f) 10 Planner 10 10 (1 0) 00 00 00 Community Assistant 00 10 10 10 10 10 Chief Building Inspector (c) 10 10 10 10 10 10 Chief Electrical Inspector (c) 10 10 10 10 10 10 Chief Plumbing Inspector (c) 10 10 10 10 10 10 Chief Mechanical Inspector (c) 10 10 10 10 10 10 Building Inspector (c) 10 10 10 10 10 10 Inspectors (4) Part Time (d) 20 20 20 20 20 20 Total 8 0(d) 130 8 0 (d) 130 10 0 (d) 150 160 (a) 160 160 Notes (a) Tra afar from Village Manager's Budget. (b) Position combined the functions of Administrative Assists t and a contract employee (c) In FY99 the status of these employees changed from contract to regular° (d) Five (5) employees compensated on a contractual basis (e) Assistant Permit Clerk and Building Assistant positions re-classified to the Permit Clerk Present Perm t Clerk employee re-classified to Chef Permit Clerk These changes provide flexibility in work assignments responsibilities and promotional opportunities (f) CM,. Enforcement Officer position re-classified to Senior Code Enforcement Officer (g) Reclassify the Receptionist position to Perm t Clerk This change provides flexibility in work assignments responsib It es and promotional opportunities 138 ®®®®®®®©QQ©©©QQQQQQ 0 0 0 BUILDING, ZONING, AND PLANNING DEPARTMENT FISCAL YEAR 2002 BUDGET FUNDING LEVEL SUMMARY FY i FY 1999 FY 2000 FY 2001 FY 2002 % Change from 01-02 C ty )GOO() Personnel Expenses Operational Expenses Capital Outlay Total Department $699 592 $871 922 $923 302 $1 100 845 $1 192 393 $150 000 $0 $849 592 $230140 $0 $1 102 062 $309 360 $0 $1 232 662 $186 105 $0 $1 286 950 $175 974 $0 $1 368 367 8 32% 544% 000% 6 33% BUDGET SUMMARY The total increase in the FY 2002 budget will be $81 417 or 6 33% The change is due to an increase in personnel expenses resulting from a cost of living increase merit Increases and an Increase in employee health insurance benefits 139 C BUILDING, ZONING, AND PLANNING DEPARTMENT Q FISCAL YEAR 2002 BUDGET Building Zoning & Planning Category Director Building Official Permit Clerk Receptionist Permit Clerk Chief Permit Clerk Assist Permit Clerk Permit Clerk Plan Reviewer Sr Code Enforcement Officer Community Assistant Chief Building Inspector Chief Electncal 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 Pnnting & Postage Electronic Scanning Supplies Membership & Dues Education & Training Mileage Miscellaneous Equipment 0 Actual Adopted Proposed Adopted FY 2000 FY 20011 FY 2002 FY 2002 $84 577 $93 862 $100527 $105 553 $83198 $89083 $94097 $94,097 $0 $27 001 $26 626 $26 626 $20413 $23120 $21019 $21,019 $29,582 $0 $0 $0 $0 $32 820 $35 740 $35 740 $23 936 $0 $0 $0 $23126 $27 001 $28 742 $28 742 $52,574 $54 910 $59 051 $59,051 $30,832 $36 105 $36 422 $36 422 0 $6028 $10260 $10260 $10,260 $60086 $63 438 $67 942 $67 942 $60,086 $63 438 $71 339 $71,339 $60086 $63 438 $67 942 $67 942 0 $60 086 $63 438 $67 942 $67 942 $50,030 $52 821 $56 571 $56,571 $135045 $139138 $167604 $162578 $60294 $63 387 $67 657 $67 657 D $63,833 $86 571 $88 075 $88 075 $61 171 $67 183 $76 708 $76 708 $42253 $42 714 $46 944 $46 944 $1 166 $1 117 $1 185 $1 185 $8586 $1001 $1000 $1010 $52 101 $45,000 $45 001 $45 000 $55,345 $35 000 $35 000 $35,000 $0 $7 000 $7 000 $7 000 $4 070 $3 150 $3 150 $3 150 $5 638 $12 455 $2 324 $2 324 $675 $6 500 $6 500 $6,500 $22452 $15000 $15000 $15,000 $25 661 $25 000 $25 000 $25000 $14627 $10001 $10000 $10,000 $3,030 $5 000 $5 00 $5 000 $5,091 $6 000 $6 000 $6,000 $1 733 $3 000 $3 000 $3,000 $20285 $2 000 $2 000 $2,000 $0 $10 000 $10 001 $10,000 Total Building Zoning & Planning $1 227 696 $1 286 950 $1 368 367 $1 368,367 O C C 0 140 1 0 000000007 TO WORK IN PARTNERSHP WITH THE COMMUNITY WE SERVE TO SOLVE PROBLEMS AND RESOLVE CONFLICTS THIS WILL BE ACCOMPL;SHED BY PROVIDING COURTEOUS COMPETENT AND EFFECT VE DELIVERY OF LAW ENFORCEMENT SERVICES IN A FAIR AND IMPARTIAL MANNER 141 Ul C KEY BIS CAYNE POLICE DEP ARTMENT ORGANIZ ATIONAL CHART FY 2002 Fd Ben T orre s gay Shift Lieuten ant Jor ge Mom Shift Inve stigator Cathy N. McElhan ey Be puty Chi ef PATROL Neil Rubin Afternoon S hift Lieutenant Jose Gene lar S hift Inve stigator. P oli ce Officers Ci vili an P erson nel Part time Personn el Anth ony Angulo Mie ln ight S hift Lieuten ant F rank Her nanelez S hift Investigator Dire ctor and ao llce Chief - M ic hae l Hall 11v De puty Po lic e C hief - Ca lhy Mc Elha ne y Reco rds M anager - Vicki Cruz Administrative Aide - Madelin Lo pe z Colic e Offic ers Publ c Se vice Aides 365 u503 365 8911 365 8913 365 8905 36- 5555 365 5555 SUPPO RT SERVI CES Br ett Capon e Li eut en ant Bernard Pita M y Baca C sal g G rd V ro I E tra da C ss g G rd J me F rr II C ss g G rd C I'S I ky C ssl gG rd (V y) C sal gG rd POLICE DEPARTMENT FISCAL YEAR 2002 BUDGET FUNCTIONAL ORGANIZATIONAL 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 Aide Coordinates with other departments and organizations Special investigations pre- employment backgrounds 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 • Provides public information and media inquiries 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 pedestrians of safely 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 of cnmes and incidents gathers evidence recovers lost & stolen properly 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 Coordinate requests for services by residents with other local county and state agencies Public Works Traffic & Engineering courts Signals & Signs Parks & Recreation County Animal Control etc 144 Support Services Conduct Internal Affairs Investigations Conduct Staff Inspections Accreditation and re -accreditation Conduct roll call and inservice training procedures Coordinates asset forfeitures including state and federal forfeitures Coordinates Criminal Justice Systems Detectives investigate crimes 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 cnme prevention officers and the five part time crossing guards DARE Officer coordinates school traffic safely safety educational programs works with the principals in five schools and oversees the crossing guards 000000000000000®QQ00©00000©O €+ t11" C C POLICE DEPARTMENT FISCAL YEAR 2002 BUDGET DEPARTMENTAL 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 6 {r' 0 c r 0 o-, 0 0 0 0 0 r-^ 'Ad r•"\ 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 three Lieutenants and four dispatchers which are divided into three shifts that work 7 00 AM to 3 00 P M 3 00 PM 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 Criminal Investigators four (4) Public Service Aides and five (5) part-time Crossing Guards The Office of the Chief administers and coordinates the overall police operation with 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 hinng 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 PERFORMANCE INDICATORS Violent cnme in Key Biscayne has been almost non existent and the few robberies we expenenced were quickly closed with arrests Property cnmes such as burglary averaged less than 3 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 145 I POLICE DEPARTMENT FISCAL YEAR 2002 BUDGET Florida Performance indicators clearly show the department s service is outstanding based on the following ➢ Police Crhzen Satisfaction Survey 93% 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 10 550 people the crime rate is minimal the lowest in Miami Dade County for 2000 ➢ Services are rated high and over the past 9 years local taxes have been reduced by approximately 25% 2002 DEPARTMENTAL OBJECTIVES & MANAGEMENT OVERVIEW Children represent 24% of our community Nationally young people tend to have more accidents more police contacts take more chances and receive more injuries than other age groups Since our children are our most valuable asset a number of police safety programs will be conducted this year to help to ensure their safety and security Each month on our Safety Calendar a youth safety or security program will be conducted Our target is to conduct the following programs • Two bicycle rodeos hoping to attract at least 100 children • A video taped program which will be shown to 590 children concerning helmet and razor safety This will be conducted through the DARE /School Resource Officer Program • Know the Law informational flyers for bikes roller blading and motorized go peds will be distributed to 1 630 children throughout the year and aired for all 10 508 residents on public television • In cooperation with the Village s schools children will be given dog tags with their name school and their emergency phone number in the event of an accident or if a young child is lost We will distribute more than 1 630 dog tags during the year • Throughout the year in excess of 1 000 cars will be checked to insure that children are using the proper child restraint devices while riding in their vehicle Cars will be checked during drop off and pick up at the schools and also during routine traffic stops 146 ©0©8®0©®®00©©Q©©©QQQ©©4 C C C C POLICE DEPARTMENT FISCAL YEAR 2002 BUDGET These programs will compliment programs the department ran last year such as the Missing Persons Education program and A Child is Missing technology an automated calling system to locate missing children dog safety classes Be Safe From Dogs etc A new Police Juvenile Diversionary Program is being implemented for a trial period to give youthful violators public service hours in lieu of a criminal record for first time offenders for minor criminal acts This program is a first for Miami -Dade County and has been approved to begin in October November 2001 In addition officers will receive approximately 200 personnel hours of training in crowd & riot control approximately 464 hours in dealing with confrontational situations and sensitivity training approximately 200 personnel hours in water rescue training and another 160 hours in crime scene evidence and processing The department will also establish its own police web site 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 extensive supervisory and mid management training programs The following educational targets are to be completed by the end of this fiscal year fon r'^ eon • Deputy Chief • Lieutenant • Lieutenant • Lieutenant • Sergeant Southern Police Institute FBI National Academy FBI Fionda Atlantic University Honda Atlantic University Command Officers Development Course Management Development FL Executive Development Seminar Criminal Justice Leadership Program Criminal Justice Leadership Program 400 hrs 400 hrs 40 hrs 168 hrs 168 hrs 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 three separate community surveys two conducted by the Police Department and the other independently completed by Flonda International University All concluded the Police Department excelled in service delivery rating overall service in the good to excellent level by over 93% 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 The Chamber of Commerce citizens survey found 92% of those surveyed rated the community as a very safe place to reside and work The depailrrient s DARE (Drug Abuse Resistance Education) Officer will be visiting each of the six schools and delivering drug resistance information The officer will conduct visitation classes for 1 195 children from Kindergarten through the 4Th grade 147 POLICE DEPARTMENT FISCAL YEAR 2002 BUDGET The officer will conduct 17 week sessions for 120 5th grade children and 10 week sessions for 120 7th grade children Cost Effective Operations Total Funding Through 2002 = $450 000 Total Grants and Other Savings: $ 877,911 Actual Cost Savings Seized Illegal Assets from Drugs & Money Laundering: $ 473,677 Savings to Tax Payers Totaling: $ 1,351,588 000®®0®0@00©©090000©00©©000000 148 POLICE DEPARTMENT FISCAL YEAR 2002 BUDGET YEAR 2000 Crimes per 1000 Residents r rm F r-." Golden Beach Population Total Crimes Crimes per 1000 Residents 919 18 196 21 4 24 5 30 3 31 1 32 1 33 9 40 5 43 9 47 0 55 5 56 2 58 8 61 6 62 5 65 1 69 7 81 9 93 4 97 2 98 3 Sweetwater Bay Harbor Islands Biscayne Park Virginia Gardens Bal Harbour West Miami North Bay Village Pinecrest Hialeah Gardens Miami Springs Surfside Sunny Isles Beach Hialeah North Miami Beach El Portal Coral Gables Miami Shores North Miami Indian Creek South Miami Miami Homestead Aventura Miami Beach Florida City Miami -Dade O'pa-locka Medley 14 226 305 126 5 146 3 269 2 348 3 305 5 863 6 773 99 73 106 199 274 836 906 761 276 901 19 055 19297 13 712 4 909 15 315 226 419 13 946 40 786 2 551 2 505 163 42 249 10 380 59 880 2 944 850 5 595 72 7 10 741 1 056 362 470 39 756 109 7 122 1 124 9 140 9 151 6 154 1 167 1 264 1 31 909 25 267 87 933 3 895 3 157 7 843 1 204 215 12 393 1 189 185 548 14 951 1098 2 498 290 The 2000 Florida Crime Statistics ranks Key Biscayne the lowest in crime among the 29 municipalities located within Miami -Dade County, as the chart above demonstrates, 149 -u POLICE DEPARTMENT Key B scay G ]den Bea Sweetwate Bay Ha bo Isla ds Biscayne Pa Virginia Gardep Bal Ha boa West.M amt North Bay V llage Pmecre t H aleah Gardens Mramr Spnoss Surfs de S yIsles B Hpleak North Miami Bea 51 Pori I C al Gab Miami Sh M am,D N rd 1S South M Homestea A entu Miami Be Florida Ot Opjock I d aaCtpe Medley 200 0 250 0 00 FISCAL YEAR 2002 BUDGET YEAR 2000 Crimes per 1,000 Residents 50 0 1000 150 0 300 0 *NOTE Small populations may give an improper perception of crime rate for example please note the Village of Indian Creek and see actual number of incidents of crime per population on reverse side 150 e®®0®00®®0e0©©0©©©Q©©4©0 C C c C C C C C C C Q POLICE DEPARTMENT FISCAL YEAR 2002 BUDGET HIGH QUALITY SERVICE, COST EFFECTIVE AND EFFICIENT OPERATIONS The 2000 Florida Crime statistics ranks Key Biscayne the lowest in crime among the 29 municipalities located within Miami Dade County as the preceding chart demonstrates Key Biscayne offers a safe community with the lowest tax rate in Miami Dade County The police department was ranked in the good to excellent range by 93% of the respondents in a 2000 survey The department operates in an effective and efficient manner with one of the lowest officer to resident ratios in the county We have 29 officers serving a population of 10 507 whereas similar size populations in Miami Shores 10 380 population operates with a staffing of 35 police officers South Miami has a population of 10 741 and has 60 officers to provide police services The chart below ranks some area police departments by ratio of officers to 1 000 population 2001 - Officers per 1,000 Population Agency Population Total Officers Officers per 1,000 Population r" Aventura Biscayne Park Virginia Gardens North Miami Beach 25 267 61 24 24 26 26 3 269 2 348 40 786 8 6 105 Opa-locka Pinecrest North Bay Village Miami Miami Springs Sunn Isles Beach 14 951 19 055 6 773 362 470 43 55 20 1 092 29 29 30 30 31 31 13 712 15 315 42 47 PI Portal Coral Gables each 2 505 42 249 87 933 9 167 385 36 40 44 45 49 Bay Harbor Islands Surfside 5 146 4 909 23 24 Bal Harbour Golden Beach Medley Indian Creek 3 305 23 18 36 20 70 919 196 32 8 1098 72 277 8 151 POLICE DEPARTMENT FISCAL YEAR 2002 BUDGET LAW ENFORCEMENT SERVICES - DEMANDS & WORKLOAD ANNUAL COMPARISON PERFORMANCE INDICATORS Part I - Mandatory Murder FY 1937 0 FY 1998 0 FY 1999 0 FY 2000 0 FY 2001 0 Sex Offense 0 3 2 1 2 Robbery 2 2 2 2 1 Aggravated Assault 13 18 7 8 10 Burglary/Business 5 7 5 5 2 Burglary/Residence 29 16 20 21 43 Burglary — Structure or Business Under Construction 5 7 12 1 0 Burglary — Garage or Shed 3 1 3 5 2 Attempted Burglary 6 7 11 7 0 Motor Vehicle Theft 17 14 10 9 10 Attempted` Motor Vehicle Theft 1 0 5 1 0 Pocket Picking 0 0 0 1 0 Purse Snatching 0 0 0 0 0 Shoplifting 3 2 6 4 4 Theft/BuIlding 17 21 21 54 53 Theftftdin Operated 2 0 2 0 0 Theft/Construction Site 12 7 12 17 16 Theft fronh Motor Vehicle 86 96 72 61 78 Other Larceny 98 127 125 94 66 Boat Theft 8 9 5 4 2 Bicycle Theft 74 57 68 70 56 Arson 1 0 0 0 0 Paft - Mandatory 'drtapping/Abduction 0 0 0 0 0 Stipple 4ssault 33 15 36 47 41 Drug /Narcotic Offenses 4 2 1 1 3 'Br (`r 0 0 0 0 0 152 ®000®000000000000000000 POLICE DEPARTMENT FISCAL YEAR 2002 BUDGET rm. C 0 c IC C PERFORMANCE INDICATORS Other calls for service DUI FY 1997 6 FY 199$ 6 FY 1999 4 FY 2000 3 FY2001 4 Traffic Citations 1,817 1,779 2,737 2,875 2,433 Parking Citations 535 703 901 789 639 Traffic Accidents 188 173 202 227 282 Hit & Run 53 42 57 46 34 Resident Alarms 736 780 650 664 640 Business Alarms 310 278 276 240 225 Bank Alarms 23 25 36 48 11 Open Doors/Windows 146 208 173 201 288 Medical Assists 199 396 435 448 513 Animal Complaints 124 193 278 208 176 Loud Party 22 49 71 53 91 Disturbances 313 199 194 304 337 Vandalism to Property 116 121 143 227 335 Suicide 0 0 1 0 0 Attempted Suicide 2 4 2 1 2 Apparent Natural Deaths 9 16 9 11 12 Fire Assists 70 145 154 129 150 Residential/Bus Security Checks 6 918 13 152 10 188 10,596 10 455 Suspicious Persons/Vehides 236 288 325 275 316 Miscellaneous Calls 4,128 3,014 3,585 3,369 3,327 SERVICE INDICATORS TOTAL 16,370 21,982 20,846 21,127 20,659 153 POLICE DEPARTMENT FISCAL YEAR 2002 BUDGET RESIDENT'S EXECUTIVE SUMMARY PERSONNEL SUMMARY FULL TIME EMPLOYEES Police Officers FY lll$ 27 FY 1999 28 FY 2000 29 FY 2001 29 FY 2002 29 Dispatchers 4 4 4 4 4 Public Service Aids 4 4 4 4 4 Support Personnel 2 2 2 2 2 Total Full -Time Employees 37 38 39 39 39 PART-TIME EMPLOYEES Council authorized 5 part-time School Crossing Guards in 1999 FUNDING LEVEL SUMMARY Police Officers FY 19911 $1,285,642 FY 1199 $1,386,984 FY 2000 $1,565,486 FY 2001 $1,595,210 FY 2002 $1,700,833 • Change from 01-02 6 62% Support Personnel $279,980 $307 383 $327 717 $327,585 $343 387 4 82% Operational Expenses $989,622 $1 023,254 $1,076,085 $1,143 703 $1,231 545 7 68% Capital Outlay $70,000 $70,000 $70,000 $70 000 $70,000 0 00% Total Department $2,625,244 $2,787,621 $3,039,288 $3,136,498 $3,345,765 6 67% Less Revenues $105,503 $105,250 $74 500 $93 220 $73 607 Actual Budget $2 519,741 $2,682 371 $2 964,788 $3,043,278 $3 272,158 BUDGET SUMMARY The total increase in the 2002 budget will be $209 267 or 6 6% above last years budget Increases in health insurance and cost of living allowance were responsible for the departmental budget increase The department received a total of $374 343 in grants forfeitures and fine related revenue during the fiscal year that further offsets the budget increase C C C C C C C C C C C C C ci a 0 0 154 C tyag POLICE DEPARTMENT FISCAL YEAR 2002 BUDGET r t i kkk fl 0 0 0 Police Actual Adopted Proposed Adopted Category FY 2000 FY 2001 FY 2002 FY 2002 Chief of Police 3110276 $111 654 $125 924 $125 924 Chief Housing $18,396 $17 650 317 650 $17 650 Deputy Chief of Police $74,874 $79 959 584 700 $84 700 Police Lieutenants 5285,033 $294,527 3321 982 $321 982 Police Sergeants 516,240 $171 590 $284 689 3284 689 Police Officers 3935 953 $919,830 $865 888 $865 888 Hourly Police Officers 55,366 $0 50 30 Acting Supervisor Pay $2 232 $4 000 $4 000 34 000 Salanes Overtime 349235 380,222 $90 000 $90 000 Holiday Pay $67 132 $61 000 $61 000 $61 000 Court Time 35,519 $6000 36000 36000 Administrative Assist $27 607 $28 902 $31 211 331 211 Dispatchers 5118 488 3124256 $129 963 $129 963 Public Service Aides 398 778 598,096 $103 938 $103 938 Administrative Aide $24 828 $26 143 528 087 328 087 Clencal Assist (PT) $9,204 310 188 $10188 $10 188 Crossing Guard $32 935 340,000 $40 000 540 000 Police Incentive Pay $19 443 $19 800 $23 000 $23 000 Off Duty Employment 36 461 $0 30 50 Payroll Taxes $148,069 3146,536 $165474 $165474 Retirement Contributions $171,865 3209,593 $239 284 $239 284 Life Health Disability Insurance $176388 $187 173 $240 260 $240 260 Workers Comp Insurance 378 126 370)061 561 274 $61 274 Unemployment Taxes 33240 52 497 $2 931 $2 931 Technical Services $12 933 $12 000 $12 000 $12 000 Recruiting & Physicals $6 609 36,800 56 800 36 800 Employee Wellness Program $2 305 32,000 $2 003 $2 000 Investigation Expense $4 684 $3 000 $3 000 $3 000 Telephone Dedicated Lines $11 653 39 000 $9 000 $9 000 Utilities $8670 310,500 510500 510500 Insurance $46 974 $59 751 341 252 $41 252 Maintenance & Repairs $9,018 $7 500 $7 500 $7 500 Confidential Informants $500 $1 000 51 000 $1 000 Supplies $25224 $21500 321,500 321,500 DARE Expense 59257 $8 000 $8 000 $8 000 Car Allowance $1271 $1170 $1170 $1 170 Uniforms $39 442 339,000 339 000 $39000 Vehicle Maintenance $21 138 330 000 530 000 330 000 Vehicle Fuel 524 716 322,000 $22 000 $22 000 Photography $4 885 34,500 $4 500 $4 500 Range Expenses $6 162 $6000 $6 000 56 000 Communications Maintenance $13 672 $11 600 $11 600 $11 600 Memberships & Dues $3 559 53,500 53 500 $3 500 Education & Training 531 448 342,000 342 000 $42 000 Police Facilities $0 $14,000 $14000 $14000 Police Vehicles $0 570,000 $70 000 570,000 Police Equipment 50 $42 000 $42 000 $42 000 Total Police $2 769,811 $3 136 498 33 345,765 33 345 765 155 p0000000000000ppoopoogeskooeoegeeogeosoues)uoc (r .� I r r C C C iK I K- C IC ,C d lc f C i C C 'C FIRE RESCUE DEPARTMENT FISCAL YEAR 2002 BUDGET MISSION STATEMENT'. o contribute to safe; equality community environment for all Islanders through responsible Fire Rescue Services. DEPARTMENTAL ORGANIZATION CHART Deputy Fire Chief 365 8988 Fire Station 305-365-8930 156 FIRE RESCUE DEPARTMENT FISCAL YEAR 2002 BUDGET FUNCTIONAL ORGANIZATIONAL CHART Office of the Fire Chief • 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 C C C C C C o o o o o o 0 o o o C C C o a o ci o o o C 0 o C FIRE RESCUE DEPARTMENT FISCAL YEAR 2002 BUDGET r' ,m, C C C DEPARTMENTAL DESCRIPTION The Fire Rescue Department became operational and assumed fire rescue service from Miami Dade County on October 1 1993 and is a full service department This means that the Fire Rescue personnel perform a number of functions in addition to traditional fire suppression The most obvious is emergency medical response This function involves employing paramedics skilled not only in determining the seventy of patient injury or illness using sophisticated tools and methods but also administering the required life saving techniques such as cardiac pacing intubating and defibrillating until the patient can be admitted to the appropriate medical facility Additionally Fire Rescue personnel perform the inspection function which gives the Department an opportunity to be proactive in dealing with emergencies All of the buildings within the Village are inspected two (2) 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 Crty 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 nde 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 (1e) 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 Department's 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 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 158 FIRE RESCUE DEPARTMENT FISCAL YEAR 2002 BUDGET 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 water 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 Skate Certified Paramedics We are the only Fire Rescue Department in South Florida with this distinction PERFORMANCE 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 2000 2001 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 Department's 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 and the Ritz Carlton of Key Biscayne 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) 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 continues 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 159 FIRE RESCUE DEPARTMENT FISCAL YEAR 2002 BUDGET C C IC C' f� C C C C✓ C CC C C, r 0 c C C C C.r C 0,'¢- ' Actuate 1996 97 r 1 I Actual i , 199649 Actual 194`4 2110! Acnital '00912001 15diiMPaltr ri Div `I�poiike , s ' ,s1 I s� 2 minutes 55 seconds 2 minutes 53 seconds 2 minutes 48 seconds 2 minutes 50 seconds 2 minutes 56 seconds n i¢ r) 315 Exchanges 268 Exchanges 186 Exchangess 201 Exchanges 57 Exchanges �'��� � 1, Ii§speafi n 575 Inspections 240 Inspections 1891nspecbons4 558 Inspections 185 Inspections 1ik stdenfial inspeotipis 3019 Inspections 2010 Inspections 8 inspections 7 Inspections 50 Inspections Hydrahf i0s ae911atis 394 Hydrant Inspections 419 Hydrant Inspections 760 Hydrant Inspections 225 Hydrant Inspections 0 Hydrant Inspections I Hose Tests 1 2 Complete Fire Hose Tests 2 Complete Fire Hose Tests 1 Complete Fire Hose Test 2 Complete Fire Hose Tests 0 Complete Are Hose Tests !, p"sa1tzamfloodi j I s pto11r11$rt ' I 70 People Enrolled 86 People Enrolled 135 People Enrolled 133 People Enrolled 46 People Enrolled ' • cPRs n0i ' i,A¢IIdett# i°Pfevrlstot Gib 5 I # it I If t+ ,lR 11 ) 4 11 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 40 Citizen C P R and Accident Prevention Classes reaching 1380 residents '4 h s al; , �liness tbshrag r3 y , 3 Combat Challenge Tests For each Firefighter 1 Combat Challenge Test For each Firefighter 1Physical Fitness Test For each Firefighter 1 Physical Fitness Test For each Firefighter Firefi 9 1 Physical Fitness Test For each Firefighter , r ,$) s 1TCbmpenVpn1111 3072 hrs of drill 3072 hrs of drill 3072 hrs of drill 3072 hrs of drill 1536 hrs of drill y'S jryah1 „ ri 3072 hrs of school 3072 hrs of school 3072 hrs of school 3072 hrs of school 1536 hrs of school stint i! Fdte Jrys 4,,1,05 561 760 868 1051 485 ir4i"deh' 645 731 704 783 428 378 376 356 365 227 " _,— Fire Incidents include a variety of situations including response to structure fires vehicle fires automatic alarms incidents other than medical situations Inspection Activity includes Hi Rise Commercial Construction Educational and Special Hazard sites This number includes Risk Watch presentations m the grades Pm K K, I 3i4 & 6 Number of inspections lower due to fewer reinspections and more buildings in compliance Number of exchanges lower due four months of Department wide Trench Rescue and Confined Space Training 160 FIRE RESCUE DEPARTMENT FISCAL YEAR 2002 BUDGET 2002 DEPARTMENTAL OBJECTIVES AND MANAGEMENT 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 The Commission on Fire Accreditation International (CFAI) requires all Accredited Agencies to complete an Annual Compliance Report This report is then reviewed by the full Commission Each year since being granted Accredited Agency Status the Department has successfully complied with all requirements to maintain its Accredited Agency Status 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 U S Congress appropriated $100 000 000 to carry out the activities of the Assistance to Firefighter Grant Program The Department has applied for funding under this program to implement manage and coordinate existing training initiatives more effectively by creating a Training and Safety Division along with hiring one full time employee 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 has applied for grant funding to implement essential new safety and fire prevention programs as well as managing and coordinating our existing programs more effectively by creating a Fire Prevention Bureau along with hiring one full time employee 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 161 C C 0 0 0 0 0 C 0 0 C C 0 00000000000 000000000 FIRE RESCUE DEPARTMENT FISCAL YEAR 2002 BUDGET In May of 2001 the Miami -Dade County Board of Fire Commissioners recognized the Village of Key Biscayne Fire Rescue Department for its outstanding contributions in providing the CERT program on Key Biscayne 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 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 participate in a Fire Safety Puppet Show and tour of the Fire Rescue Department as part of National Fire Prevention Week 0 The Department participates in the Miami Dade County Elder -Links program 0 r- The Fire Station is an authorized "SAFEPLACE for those young individuals needing this program C Under State Law any parent may leave a newborn infant three (3) days or younger at a ( hospital or at a fire station staffed by full time firefighters or emergency medical technicians Within the State Law Key Biscayne Fire Rescue personnel will accept abandoned newborns and transport them to the nearest capable hospital 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 Village Civic Center 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 r^� 0 Members of the Department will also be making Risk Watch presentations to all 4Th 5th and 6m graders This very successful program is entenng its third year Key Biscayne is the only South Florida community where the program is offered in every educational institution The Department will continue to enhance the quality of life for its residents by continuing to offer Citizen CPR and Accident Prevention classes 162 FIRE RESCUE DEPARTMENT FISCAL YEAR 2002 BUDGET RESIDENTS EXECTIVE SUMMARY - Fire Department FUNDING LEVEL SUMMARY FY 1998 FY 1999 FY 2000 FY 2001 FY 2002 % Change from 01-02 Personnel Expenses $2 258 279 $2 346 196 $2 538 082 $ 2 565 670 $2,752 019 Operational Expenses Capital Outlay Total Department $543 571 $0 $2,801 850 $684 844 $0 $3 031 040 $683 847 $0 $3 221 929 PERSONNEL SUMMARY $675 054 $0 $3 240 724 $660 077 $0 $3,412 096 7 26% 2 22% 0 0% 5 29% Authorized Positions Fire Chief 1996 1997 Fiscal 1998 Years 1999 2000 2001 2002 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 24 0 24 0 240 24 0 24 0 24 0 24 0 Firefighter/EMT 0 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 BUDGET SUMMARY The total increase in the FY 2002 budget will be $171 372 or 5 3% The change is due to an increase in personnel expenses resulting from a cost of living increase merit increases and an increase in insurance benefits 163 C C C C C C C C C C C C C C C t C C C 6 6 a a FIRE RESCUE DEPARTMENT FISCAL YEAR 2002 BUDGET (a) 0 r Cl Fire Rescue Category Fire Chief Chief Housing Deputy Fire Chief Fire Captains Fire Lieutenants Firefighters/Paramedics Administrative Assist Acting Supervisor Pay Salaries Overtime Off duty Employment Holiday Pay Incentive Pay Payroll Taxes Retirement Life Health Disability Insurance Workers Comp Insurance Unemployment Insurance Recruiting & Physicals Employee Wellness Program Automatic Aid Agreement Fire Rescue Safety Materials ALS Licenses Fire Safety Communications Postage Utilities Electricity Insurance Maintenance & Repairs Printing Supplies Equipment EMS Grant Linen Supplies Uniforms vehicle Maintenance Fuel Photography Small Tools/Consumables Miscellaneous Memberships & Dues Education & Training Fire Rescue Facilities Fire Rescue Vehicles Fire Rescue Equipment Total Fire Rescue Actual Adopted FY 2000 FY 2001 $102 621 $106 316 $13012 $12000 375,338 $78 481 $211 194 $217 790 $186489 $194111 $1 139 813 $1 182415 $27 042 $28 474 $11887 $3000 $137,251 $51 000 $0 $5 500 $54,877 $65 000 $5 802 $6 000 $151026 $146318 $167 683 $218 350 $156730 $160488 $75 852 $79 379 3224 $2 548 $10 629 $7 500 $295 $1 000 $592,365 $460 000 38,592 $10000 $1 280 $2 500 $5 457 $5 600 3616 $500 313 508 $11 000 $7223 $7 500 341 158 $40 557 $12 614 $4 500 3848 $500 $9 583 $9 000 i$3235) $4500 $1 244 $1 000 $35 597 $27 000 $2,334 $5 000 $539 $750 $180 31 000 53243 $2 000 $10 652 $3 947 $2 931 $2200 323 841 $35 000 $0 $10 000 30 $4 000 $0 $27 000 Proposed FY 2002 $116030 $12000 384 053 $237 977 $210 655 $1 252 589 $30 546 $4 000 $60 000 $5 500 $65 000 $6 000 $150 249 $233 262 $199 684 $73 260 $2 714 $7 500 $1 000 $460 000 $10 000 $2 500 $5 600 $500 $11 000 $7 500 325 527 $4 500 3500 $9 000 $4 500 $1 000 $27 000 $5 000 $750 31 000 $2 000 $4 000 $2 200 $35 000 $10000 $4 000 $27 000 Adopted FY 2002 $116030 $12 000 384 053 $237 977 3210 655 $1 252 589 330 546 $4 000 $60 000 $5 500 $65 000 $6 000 3150 249 $233 262 $199 684 373 260 $2714 $7 500 $1 000 $460 000 $10 000 $2 500 $5 600 3500 311 000 $7 500 $25 527 $4 500 $500 $9 000 $4 500 $1 000 $27 000 $5 000 $750 $1 000 $2 000 $4 000 32 200 $35 000 $10 000 $4 000 $27 000 $3 298,336 $3 240,724 $3,412 096 164 $3 412 096 UOOOeee©eeGCee®ee ®®®®®O®OOOOnd©© QO ®O ®©Q ©OQ© PUBLIC WORKS DEPARTMENT FISCAL YEAR 2002 BUDGET I 0 STATEMEN;1 antic forks has ofse: a Sto e rtrainteitanee o s obi td-v� ranagCI ent of 4i n tu1-faceted n sstdn hi -s to f'rovidew variety,, fl r "triit tit rt din t4 esi an; construrction, °streets and.,,:tortnr dta siges, beach,, rights of eetnov to traffic calrtimg, aad`crtntrot mid c 3vorlts, sblitt waste rentovat,, traffic ring', anti I nargement of publie'works prbjec ,» 1, Organizational Chart Landscape Architect 1 Village Engineer Public Works Supervisor 365-&S45 Landscape Maint Contractor Maintenance Contractor 1 Coastal Consultant Refuse Collection Contractor Street Cleaning Contractor Stormwater Maintenance Contractor Stormwater Utility 165 PUBLIC WORKS DEPARTMENT FISCAL YEAR 2002 BUDGET FUNCTIONAL ORGANIZATIONAL CHART 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 administers the beach maintenance and renourishment project • The Landscape Architects consults the Village on landscape related projects • The Stormwater Utility System requires the maintenance of two stormwater pump stations by contract • To Coordinate administer and maintain the Public Work Goals set by the Village Council at their Febuary 6 2001 Meeting 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 166 C C c C C o o o o o e a a 4 U a 3 a a 3 am 0 0 PUBLIC WORKS DEPARTMENT FISCAL YEAR 2002 BUDGET C E 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 C' 1) The initial agreement entered into with the County for the transfer of C municipal services and responsibilities to the Village was approved by the r 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 c., the grounds Resolution 99 76 adopted September 16 1999 amended the agreement 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 until July 1 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 167 il l PUBLIC WORKS DEPARTMENT FISCAL YEAR 2002 BUDGET association with the County Department of Environmental Resource management Resolution 2000 44adopted August 29 2000 authorized the execution of the second five-year agreement for the county to provide services for the program (NPDES) A second agreement was authorized by Resolution 2000 60 adopted December 5 2000 for a five year period beginning November 16 2000 and ending in 2005 providing for the control of discharges from the stormwater system This agreement may be extended for 25 years by mutual agreements 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 countywide 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 C C C C C C C C C C 0 C C C C es co a m t s CLI CD a 0 168 I C C C c C PUBLIC WORKS DEPARTMENT FISCAL YEAR 2002 BUDGET PERFORMANCE INDICATORS 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 2002 DEPARTMENTAL OBJECTIVES AND MANAGEMENT OVERVIEW 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 On July 28 1999 the contract was extended for two years • Service complaints resolved within seventy-two (72) hours PERFORMANCE MEASURES • Public Works Supervisor • Meet as often as necessary with contractor to review work 169 Litter and Debris Patrol Mils PUBLIC WORKS DEPARTMENT FISCAL YEAR 2002 BUDGET • Have landscape architects review public areas annually • Analyze and respond to public comments within a 72- hour period 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 Gorgeous Lawns and Gardens 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 170 C C C C C o Cf o a CI 00000000000000000©QCCCOQQ000 PUBLIC WORKS DEPARTMENT FISCAL YEAR 2002 BUDGET 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 r fl 0 1)00 -)300() 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 approved by Resolution 2000 18 on June 6 2000 • 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 assess the 2001 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 171 PUBLIC WORKS DEPARTMENT FISCAL YEAR 2002 BUDGET INDICATOR Coordinate activities of Miami -Dade Public Works Department Miami -Dade Parks and Recreation and consulting engineers 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 material 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 172 000®000®oo000000©©©©o 0 II] o o o o o 6 a i PUBLIC WORKS DEPARTMENT FISCAL YEAR 2002 BUDGET F'. ifs C r Objective Seven To maintain and operate all stormwater drains 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 authorized per Resolution 96 10 adopted April 23 1996 and Village Green Sanitary Sewer pump PERFORMANCE MEASURES • Physical inspection • Complaints received • Analyze maintenance log on a monthly basis • Review terms of PELCO agreement annually • Comply with NPDES Requirements RESIDENT'S EXECUTIVE SUMMARY - PUBLIC WORKS PERSONNEL SUMMARY Authorized Positions FY 1,97 FY 199i FY 1999 FY 2000 FY 2001 FY 2002 Public Works Supervisor Maintenance Laborer Total 10 10 20 10 10 20 10 10 20 10 15 25 10 15 25 10 15 25 173 PUBLIC WORKS DEPARTMENT FISCAL YEAR 2002 BUDGET BUDGET SUMMARY The increase in the Public Works Budget from the previous years budget is due to and increase in employee health insurance contributions and personnel expenses Public Works Actual Adopted Proposed Adopted Category FY 2000 FY 2001 FY 2002 FY 2002 Public Works Supervisor $56 550 $55 114 $58 448 $61 978 Maintenance Laborer $27 046 $27 217 $29 085 $291185 Laborers/Overtime $26 845 $30 524 $40,300 $40 300 Payroll Taxes $7 587 $8 634 $9 781 $9 781 Retirement $7975 $10395 $10,504 $10504 Life Health Disability Insurance $1 851 $9544 $11 762 $11 762 Workers Comp Insurance $4263 $5 040 $3 781 $3 781 Unemployment Insurance $225 $150 $166 $166 Engineering $26412 $45203 $45203 $45203 Landscape Architect $5 827 $5 000 $5 000 $5 000 Contractual Services $511 133 $450 000 $450,000 $450 000 Projects $15 721 $0 $0 $0 Consulting Services $11 254 $5 000 $5 000 $5 000 Insurance $3 191 $11 803 $9 636 $9 636 Maintenance & Repairs $26 967 $30 000 $30 000 $30 000 Maintenance Contracts $47 865 $38 000 $38,000 $38 000 Supplies $327 $5 000 $5,000 $5 000 Vehicle Maintenance $3 375 $2 000 $2000 $2 000 Small Tools/Consumables $3 263 $11465 $11465 $7 935 Education & Training $1 025 $500 $503 $500 Hurricane Expenditures $41 658 $0 $0 $0 Equipment $0 $7 000 $7,000 $7 COO Total Public Works $830 360 $757 589 $772 631 $772 631 ®®©00000000000000000000 174 RECREATION DEPARTMENT FISCAL YEAR 2002 BUDGET erv- MISSION°:. STATEMENT To provide and promote a creative ,and balanced system of programs leisure which are Sensitive' nd responsive t9 citizen'; needs and continue providing citizens with quality of lifee, opportunities for positive recreational experiences. DEPARTMENTAL ORGANIZATION CHART Sports & Athletics 365-8900 Village Manager 365-5500 Programs & Tours 365-8901 Special Events 365-8901 Senior Coordinator 365-8953 175 RECREATION DEPARTMENT FUNCTIONAL OR A FISCAL YEAR 2002 BUDGET IZATIONAL CHART Recreation Director • Responsible for the administration of the department and reports to the Village Manager • Develop and administer policies and procedures • Supervision of departmental employees and contractors • Prepares and maintains reports and records • Monitor expenditures and interpret the effectiveness of services • Coordinates with other departments and professional organizations • Implement programs an special events • Perform safety inspection and oversee maintenance • Performs assignments at the direction of the Village Manager Sports & Athletics Plan and organize athletic leagues Recruit and trains coaches and referee s Act as a liaison between the Village ant the Key Biscayne Athletic Club Monitor and supervise activities dunng all programming Tennis Instructor • Provide tennis instruction • Monitor the Calusa Park and tennis center • Maintain tennis facilities daily • Submit program information to the Recreation Director 176 Contracted Services • Perform specified services outlined and agreed upon • Submit program information to the Recreation Director • Submit weekly report • Monitor and supervise program 00000G000000000 e O ICI III ci C 4 C C C C RECREATION DEPARTMENT FISCAL YEAR 2002 BUDGET DEPARTMENTAL DESCRIPTION r rl 0 J (: W The Recreation Department caters to nearly 10 000 participants a year by offering a vanety of programs A challenge this Department has faced is attempting to establish and develop a quality balanced program with limited recreation facilities The program provides opportunities for all age groups The Recreation Department has three (3) major divisions Sports and Athletics Programs and Tours and Special Events The 2000 census report recorded a sizeable increase in the number of children in Key Biscayne In 2000 the percent of Key Biscayne residents under the age of 18 increased to 24 percent from 19 percent in 1990 As reported in an April 2 2001 Miami Herald article this confirms what officials in communities like Key Biscayne in Miami Dade County and Lauderdale Lakes have already figured out as they expand community center and sports programs for teens and younger children The Village of Key Biscayne and the Key Biscayne Athletic Club continue working to accommodate an increase in enrollment while the availability of field space decreases The proposed Key Biscayne Recreation Center will address the needs of Key Biscayne Residents The Community Center will provide a central location for all residents both young and old to participate in a wide variety of both active and passive activities The Recreation Center is a two story facility located adjacent to the Village Green The Recreation Center will include multi purpose gym 25 meter pool dance and aerobic studio wellness/fitness center meeting rooms and underground parking which shall accommodate 106 cars In addition separate program space has been provided for toddler youth and teen activities The Senior Center will provide program and social opportunities for these valuable members of our community The Center shall open late next year or early 2003 SPORTS AND ATHLETIC DIVISION The Sports Coordinator administers the Sports and Athletic Division 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 provides athletic programs for approximately 1 250 children Programs available for children include flag football youth soccer leagues baseball girls softball boys and girls basketball seasonal sports camps the Chief Harmon Memorial Fishing Tournament and youth tennis leagues Adult programs include a spring soccer league and co ed softball 0 177 _11 RECREATION DEPARTMENT FISCAL YEAR 2002 BUDGET PROGRAM DIVISION The Programs Division provides various activities for people of all ages Youth programs Include spring and summer camps classes and a proposed teen center opening in the fall at Calusa Park Adults and seniors participate in excursions to area attractions events classes seminars and cultural activities The numbers of programs has increased to meet demand 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 TENNIS DIVISION 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 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 recently reconditioned to provide quality tennis courts to the public free of charge PARKS The Parks Division administers both the Village Green and Calusa Park, insuring that the grounds are maintained properly The Parks and facilities are inspected weekly for maintenance and safety concerns This Division manages the issuance of permits which are required for parties organized sports and special events held by any person or organization in accordance our park rules adopted by Village Council on November 14 1995 Ordinance 95-14 SPECIAL EVENTS The Special Events Division is responsible for the coordination of several special events such as the annual Spring Egg Hunt Memorial Day Ceremonies Key Biscayne Lighthouse Run St Valentine Day Celebration Relay for Life Concerts 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 178 000000000©©0 40 a 0 C ills III 0 4W 4W 4W C C C e C C C RECREATION DEPARTMENT FISCAL YEAR 2002 BUDGET PERFORMANCE INDICATORS r r'1 C r C • The Village Green was recognized as Best Public Park in the Best Of Miami Issue of New Times Magazine • The Recreation Director and Sports Coordinator were two of the fifteen people in the state recognized as future leaders at the Florida Recreation and Parks Association Conference • The Recreation Department was awarded $395 710 000 in grant funds The Recreation Department has been awarded over $2 000 000 in grants to date • Over 350 people participated in the swimming program sponsored by the department at the Miami Rowing Club 2002 DEPARTMENTAL OBJECTIVES AND MANAGEMENT OVERVIEW The Recreation Department provides a wide variety of services to the residents of Key Biscayne This is accomplished while maintaining small efficient streamline department The Department provides prompt efficient and courteous service to our customers by providing quality recreation programs and well maintained facilities The Recreation Department will continue maximize the recreational opportunities provided at the Village Green The Pavilion/Bandstand and promenade fountain are new additions to the Park The Pavilion was funded by as part of the Safe Neighborhood Parks Bond while the promenade was a generous donation by the Wilder Trust In cooperation with the Keep Seniors on Key Biscayne Committee the Department will increase the programs and services available to seniors The newly appointed senior coordinator will work with the Department to bring a new level of service to seniors on Key Biscayne The Recreation department will continue an aggressive grant -seeking program The Department has maintained a high level of funding that has subsidized capitol 179 RECREATION DEPARTMENT FISCAL YEAR 2002 BUDGET improvements purchase of property and recreational programming This year the department will pursue additional grants for senior youth and teen programs and services and the Flonda Recreation Development Assistance Program Grant The Recreation Department is going to implement an innovative program to target youth and teenagers on Key Biscayne The program will be located at Calusa Park A skate park will provide a safe area for children to participate in a very popular activity The Teen Center will allow afford teens a place to meet socialize and participate in supervised activities RESIDENTS EXECUTIVE SUMMARY - Recreation Department This chart lists all of the sports activities that have been offered by the Recreation Department and the Key Biscayne Athletic Club and it indicates the year(s) that each activity has been offered 1992 1993 1994 1995 1996 1997 1998 1999 2000 2001 Flag Football Soccer X X X X X X X X X X X X X X X X X X X X Baseball X X X X X X X X X X Fishing Tournament Seasonal Sports Camps Baseball Clinics X X X X X X X X X X X X X X X X X X Fall Girls Basketball Boys Basketball Fall Tennis X X X X X X Spring Tennis Summer Soccer Camp Soccer Tournament X X X Coed Softball League Soccer League Basketball Soccer Tournament Spring Basketball C. ....mar Aaebnthaii X X Note X Indicates that the activity was offered for the specified year X X V X X X X X X X X X X X X 000000000000000 ci C C C C C C C c 180 • RECREATION DEPARTMENT FISCAL YEAR 2002 BUDGET PERFORMANCE INDICATORS � 6�l�Ilt �Il{l� r qk�N �It jiNt tE i3 AEI �R i�j�f�I � i�i� tFliqg �tft ���E��i� t��..�,�,ilG{Etfli A iiij � -19 i �� �� �� G t {F�� ;€9 i f . I iil ! � � �9 i A tq i , iFTi yQ�� i K 4's P d f d i Lighthouse Run 1 500 +1 500 +1 500 +1 500 1 200 +1 200 +1 200 Spring Egg Hunt +800 +800 1 000 1 000 1 300 +1 300 +1 300 Winterfest 1 000 +1000 +1000 1200 +1200 +1800 Valentines on the Green 200 +350 +350 350 +350 +350 Haunted House 1 300 +1 300 +1300 Concert Series 1 500 +1 500 +1 500 Memorial Day 250 +250 +250 +250 +250 +150 July 4 +15 000 +15 000 12 000 12 000 12 000 +12 000 +12 000 145 110 126 126 235 345 368 � 3 { t# ��� §� Ili I t ti 't illl gri t �4 . t� Ij i I dq a id I li al lr t �� z 8 I 117' 3i! 7 751 �i 82' i} ti 2117ir S . isi, i } 1G�lII' yin `�ri �d. ,4 id3��t iI 125 170 200 200 230 290 315 Local Attractions 60 44 {ht. € s, li��i r li di ak l ;j•Y{p "§ i ��)Y( {�j7fl 1� i id `t� ldi� L j� � �j flI1b�iiS ISi btit� �{ 13 f? , i 1 0, { j( ' �1 S it t f it f Flag Football +110 112 112 109 125 125 140 Soccer 270 310 330 337 360 390 365 Adult Soccer 210 210 240 250 135 Soccer Camp 62 71 75 84 46 75 Baseball 160 167 170 185 196 260 298 Adult Softball 120 200 200 200 85 Basketball 20 39 77 Adult Basketball 78 53 60 60 60 Fishing Tournament 88 99 87 84 90 96 Registration was limited do to lack of field space 181 II I RECREATION DEPARTMENT FISCAL YEAR 2002 BUDGET PERSONNEL SUMMARY 00 00 00 00 10 10 10 10 bireofbrj Program 8pgrts;Coor'dinati Senors Coordinator Program Assistants -° (2) Port l irne 10 10 00 05 25 10 10 00 05 25 10 10 00 05 25 10 10 00 05 25 00 10 00 10 30 10 10 00 10 40 00 10 00 10 30 00 10 10 10 40 FUNDING LEVEL SUMMARY Personnel Expenses Operational Expenses Capital Outlay Total Department FY 1998 FY 1119 FY 2000 FY 2001 FY 2002 % Change from 01-02 $107 253 $153 588 $158 575 $199 343 $224 281 $204 000 $0 $311 253 $158 011 S0 $311 599 $240 425 $0 $399 000 $293 468 $0 $492 811 $290 893 $0 $515 174 1251% 88% 0 00% 454% BUDGET SUMMARY The total increase in the FY 2002 budget will be $22,363 or 4 5% The change is due to an increase in personnel expenses resulting from a cost of living increase, merit increase and an increase in employee health insurance benefits 182 ®®®o©©0000000000000000000c C C C C C a C C C INI C C C C Q RECREATION DEPARTMENT FISCAL YEAR 2002 BUDGET 024)00r)-F,")0000'D.00 Recreation Actual Adopted Proposed Adopted Category FY 2000 FY 2001 FY 2002 FY 2002 Recreation Director $52 046 $57 869 $65,077 $65,077 Sports Coordinator $41 365 $43,311 $46,386 $46,386 Seniors Coordinator' $17 119 $29 772 $30 951 $30 951 Part time Administrative Assist (2) $0 $21 320 $29,328 $29 328 Payroll Taxes $9130 $11649 $13138 $13138 Retirement Contributions $9392 $16130 $17,090 $17090 Life Health Disability Insurance $9 892 $14 103 $17,341 $17341 Workers Comp Insurance $4 660 $4 993 $4 747 $4 747 Unemployment Insurance $200 $196 $223 $223 Contract Services $0 $20 000 $20.000 $20 000 Insurance $4 941 $12 949 $10,374 $10374 Maintenance & Repairs $8 958 $10000 $10,000 $10000 Advertising $7 143 $8 000 $8 000 $8 000 Vehicle Expense $3 867 $4 000 $4,000 $4 000 Supplies $5 658 $3 000 $3 000 $3,000 Program Supplies $17491 $15,000 $15000 $15,000 Uniforms $683 $1000 $1000 $1,000 Membership& Dues $1 127 $1200 $1 200 $1200 Education & Training $1 961 $750 $750 $750 Travel $1 573 $2,000 $2 000 $2,000 Special Events $42 955 $57 569 $57,569 $57 569 Fourth of July Fireworks $57 849 $60 000 $60 000 $60 000 Winterfest 2 $29 802 $32,000 $32 000 $32 000 Key Biscayne Athletic Club $35 000 $35,000 $35 000 $35 000 Key Biscayne Art Festival $5 000 $5 000 $5,000 $5 000 Lighthouse Run & Walk $12 688 $10,000 $10,000 $10000 Park Improvements $0 $6,000 $6,000 $6000 Program Equipment $0 $10,000 $10000 $10000 Total Recreation $380,502 $492 811 $515 174 $515174 r Resolution 2000 26 Adopted July 11 2000 2 Resolution 99-55 Adopted June 8 1999 183 000000©©0000000 Oeee ®®O8®®DOOO000wwwwwwwwwww CAPITAL IMPROVEMENT PROGRAM ,1 C Ces- FISCAL YEAR 2002 Pursuant to Village Charter Section 303 (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 S25000 The Village Master Plan establishes the guidelines for the annual Capital Improvement Program process as follows CAPITAL IMPROVEMENTS Goal 1 To undertake capital improvements necessary to provide adequate infrastructure and a high quality of life within sound fiscal practices Objective 1 1 The Annual Capital Improvement Program Process Achieve annual Village Council use of this Element as the framework to monitor public facility needs as a basis for annual capital budget and five year program preparation Policy 1 1 1 As part of the annual budget process staff and engineering studies shall form the basis for preparation of a five year Capital Improvement Program including one (1) year capital budget to further the Master Plan elements Policy 112 The Capital Improvement Program shall include a drainage facility improvement/replacement program based upon the 1993 Drainage Master Plan adopted September 14 1993 Construction of the system began June 19 1995 with final completion by October 18 1997 Policy 1 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 1 • 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 O of life such as a public streetscape improvement project • Level of Service or Capacity Projects any project needed to `J maintain an adopted or otherwise desirable Level of Service • • Redevelopment Projects any project that would assist in the o revitalization of deteriorated non residential properties • • Biscayne Bay Enhancement Projects any project which would enhance the environmental quality of Biscayne Bay C O 185 n L • CAPITAL IMPROVEMENT PROGRAM Policy 1 1 4 FISCAL YEAR 2002 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 11 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 renourishment and dune development The estimated project cost is $2 518 936 C C C C C C C C C C C o 0 E3 o a ci C C a co et a 186 CAPITAL IMPROVEMENT PROGRAM FISCAL YEAR 2002 i•\ (C G0000dOOY 2OO:)OOO C Monitonng and Evaluation The Village Manager or designee shall annually prepare a status report on this Capital Improvement Program for submittal to the Village Council The primary purpose is to update the five-year schedule including the basis for the next year's capital budget The project evaluation criteria shall be used in the project list review and special attention shall be devoted to maintenance of the level of service standards This entire evaluation process shall be integrated into the Village's annual budget process This section of the 2002 budget addresses the Master Plan requirement D Concurrency Management Concurrency Management shall be implemented as articulated in Land Use Element Policy 2 14 and Capital Improvement Element Policy 1 4 1 RELATIONSHIP BETWEEN OPERATING & CAPITAL BUDGETS & FISCAL IMPACT The Village of Key Biscayne prepares a separate Capital Improvement Program from the Operating General Fund Budget however the two (2) budgets are linked The 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 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 NI projects are adopted Goals of the Village Council A Capital Asset is defined as an asset with a value of more than $25 000 and a useful life of over three (3) years Some exceptions may be made to this rule for practical reasons When the operating impact of the capital outlay are analyzed the Capital Plan appears to place very limited burden on the operating budget Capital Projects typically apply to the following • • Expenditures which take place over two (2) or more years requiring continuing appropriations beyond a single fiscal year • • Systematic acquisition over an extended period of time and • • Scheduled replacement or maintenance of specific elements of physical assets 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 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 187 CAPITAL IMPROVEMENT PROGRAM FISCAL YEAR 2002 Revenues for the Capital Budget derive pnmanly from current annual operating revenues The Capital Improvement Budget unlike the operating Budget is a five year plan which rs updated annually Only those projects scheduled dung 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 papal lmprovetnent 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 appropnated every year No property tax increase has been required to fund Debt Service requirements since the Village s inception The Fiscal Year 2002 proposed property tax rate of $3 606 per $1 000 assessed valuation is the same as the Fiscal Year 2001 property tax rate 188 c c C c c 0 a a a a a a a a v a a a a a a a a lr n r C� F, l_ C C C C"' CAPITAL IMPROVEMENT PROGRAM VILLAGE CIVIC CENTER THE VILLAGE CIVIC CENTER i 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 Civic Center includes a Recreation Center Administration/Police Building Fire Station and a Council Chamber/Community Theater Building and related site and street improvements A site plan showing the location of these buildings is attached to this report o II Planning Process In mid December 1997 the Village Council held a three day r-‘ public participatory planning design The session provided our citizens with the opportunity to shape the vision for the Civic Center A summary of the session including a proposed site plan was presented to the Council on 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 (Police and Fire Departments in trailers) 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 1 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 C C r C On February 91999 the Village Council adopted Resolution 99-14 which designated the Civic Center s a Top Priority Goal for the next year A third set of site plans were included in the Civic Center report which were presented at the April 6 1999 workshop At the June 8 meeting the Council adopted Site Plan B 189 0 CAPITAL IMPROVEMENT PROGRAM VILLAGE CIVIC CENTER (Resolution 99-57) as a guide for the development of a Civic Center A workshop was held January 18 2000 to review the building schematics projected costs financing plan and design guidelines On June 6 2000 the Village Council adopted the 2000 Goals and Objectives (Resolution 2000-23) which listed the Civic Center as a top priority Another workshop was held June 13 1999 to further refine the plans for each of the structures Ill Site Rion B- Modified The Village Civic Center geographically located in the center of the Village will become the heart of the community where residents can meet their friends and where community events can be scheduled The plan emphasizes a pedestrian friendly environment with tree -lined streets and sidewalks located in a manner that embraces the ' New Urbanism" concept The buildings are located close to the streets parking lots and on street spaces will be used throughout the day by different users of the Civic Center Thereby reducing the amount of asphalt As part of the Site Plan a section of W McIntyre Street will be realigned with Galen Drive This realignment onginally recommended in the Comprehensive Master Plan will improve safety for pedestrians and result in a better flow of traffic The new north south Village Green Way will connect W Enid Drive with the Village Green 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 added 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 significantly reduced the infrastructure cost associated with the realigned West McIntyre Street Traffic circulation throughout the site should be improved 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 190 C C C C C C 0 0 0 0 cc a a a C C C a o e 11 CAPITAL IMPROVEMENT PROGRAM VILLAGE CIVIC CENTER C C 000000000000 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 On March 6 2001 the Village Council approved Resolution 2001 23 which amended the Site Plan to include a partial subterranean garage containing approximately 104 spaces below the Recreation Center On April 10 2001 Resolution 2001 28 was approved which further amended the Civic Center Master Plan by moving the Village Council/Theater Building to 580 Crandon Boulevard expanding the Recreation Center site to include the previous Village Council/Community Theater site and including a swimming pool The latter adjustment resulted in the Recreation Center being relocated to the former Village Council/Community Theater site This provided space to place a 6-8 lane swimming pool with a separate area for seniors and toddlers and removing the building from being partially located in the Village Green Park 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 Pursuant to Council Resolution 2001-6 negotiations are underway to acquire the 580 Crandon Boulevard property The latter parcel is the last site that is necessary to complete the Civic Center Project V Public Safety Complex (Existing Trailers) 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 Design Development was authorized by Resolution 98 52 on October 13 1998 ($32 750) Immediately following Phase II approval Phase III Construction 191 CAPITAL IMPROVEMENT PROGRAM VILLAGE CIVIC CENTER 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 Developed as a two story 25 238 sq ft 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 An open courtyard connects the fire administration facilities including a community room with the fire station The community room will be used for public safety classes such as CPR as well as emergency training sessions for the firefighters and paramedics This room will also function as a temporary Council Chamber until the permanent 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 raffers and cast stone coping and trim The elements were inspired by Honda 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 Recreation Center and Below Grade Parking Garage Planning for the Recreation Center is being coordinated by a local citizens committee The initial report was prepared on 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 Recreation Center The committee prepared distributed and compiled a questionnaire which was sent to all residents This was the third community -wide survey The results which were supportive were submitted to the Village Council at their May 13 1997 Council Meeting On May 27 1997 the Council authorized a planning design session in fall at a cost not to exceed S15 000 A local newspaper poll reported June 12 1997 indicated a two 192 C a C Q c c 43 a a /'1 CAPITAL IMPROVEMENT PROGRAM VILLAGE CIVIC CENTER 141 C ice^ r C IC ty C C C tom` C C C C C �C C to one majority favoring the construction of a Recreation Center A planning design session was conducted by the Village on December 11 13 and 14 1997 The 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 Recreation 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 22 and on January 4th 1999 requesting qualifications from architectural firms interested in the community center project Ten responses were accepted on January 8th 1999 The Selection Committee met on January 14th 1999 to receive copies of the submittals and rating sheets to score the ten firms 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 Recreation Center 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 was adopted on July 24 2000 which authorized the Village Manager to execute a new agreement for the design of the center at a cost of $360000 Staff is negotiating a revised contract as a result to design changes that were approved in Resolution 2001 9 The Recreation Center consists of a two story building of approximately 44 602 square feet The facility will provide a variety of multipurpose rooms to allow for program spaces The floor plan and design provides for possible future modifications as new needs are established The building is sited between the Village Green McIntyre Street Village Green Way and Fernwood The primary entrance and drop off is located adjacent to the traffic circle The entrance lobby includes a reception desk which provides visual control to people entering and leaving the building views of the wellness center snack bar covered porch stair the toddler s room and center corridor Active areas are located on the first floor which include the gymnasium that contains a full size basket ball court with movable bleachers and subdivided for two half courts by a suspended curtain Additional active areas are the teen center game youth and toddler s dance and aerobic rooms Elevator and locker/toilet rooms are centrally located A climbing wall in the northeast stair tower is provided with large windows for clear viewing 193 CAPITAL IMPROVEMENT PROGRAM VILLAGE CIVIC CENTER from inside and out Additional space is provided for offices mechanical storage and circulation Handicap access Is designed on the east side next to the main entrance The second floor provides space for the more quiet and less active spaces The space includes a craft room with kiln a computer room with a folding partition next to a multi -purpose space Additional space is provided for a senior s lounge and flexible meeting room a common lounge with access to a balcony overlooking the Village Green and a warming kitchen complete the main functions on the second floor Other areas include offices storage stair elevator and circulation spaces A 6 8 lane swimming pool will be constructed between the terrace and the Village Green Park A parking garage will be located below the building providing approximately 104 spaces The exterior walls will be constructed of C M U or concrete with stucco finish and simulated coquina at the base A standing seam metal room will be constructed with wills for air conditioning and mechanical equipment Detailing windows and colors conform to the design standards that are being used in the other buildings in the Civic Center VIII Village Administrative Offices and Police Station 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 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 Villages 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 S29 261 for schematic architectural plans With the adoption of the modified Master Plan in July the contract with Spillis Candela & Partners was 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 stow site plan A fee of S15000 was authorized to revise the previous schematic design The final contract in the C C C C C C C C ci a a a a C ci ci a 194 CAPITAL IMPROVEMENT PROGRAM VILLAGE CIVIC CENTER C- C C 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 Building contains 33 138 square feet of air-conditioned program area on two floors A XX space parking lot is immediately to the south of the building The offices are designed around a two story courtyard with a water fountain and silting areas The courtyard functions both as a public gathenng space and as a means to provide natural light and air to the internal facing office areas The main entrance is from McIntyre Street 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 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 Recreation Center to the north and the future Theater/Council Chamber building IX Village Administration Office/Police Building Parking Garage Resolution 2000 7 adopted on February 8 2000 authorized the firm to proceed with the design of the parking garage and appropriated $90 000 A 144 space garage was sited to the south and attached to the building The design follows the same architectural style established by the Administration/Police Building The garage 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 195 CAPITAL IMPROVEMENT PROGRAM VILLAGE CIVIC CENTER exposed top parking deck Preliminary schematic plans have been drafted however further consideration of this project is delayed until the Village can ascertain the impact on parking demands after the Recreation Center garage is constructed X Council Chamber/Theater Building On July 11 2000 the Council approved Resolution 2000 29 directing the Village Manager to issued a Request for Proposals for consultant services to develop a program for the facility The resolution also established a committee to assist the staff in evaluating the proposals The Council approved the appointment of a committee at the February 8 2000 meeting to review the applicants to design the Key Biscayne Community 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 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 fiye (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 As approved by Council Resolution 2001-4 the Village entered into with Rodriquez and Quiroga on January 9 2001 The theater along with the rest of the Civic Center was listed as a "Top Prionty' in the Village Council's Goals and Objectives at the February 6 2001 meeting A public meeting was held on March 1 2001 for purposes of providing our staff and theater consultants with a list of potential users and uses for the Council Chamber/Theater Building The committee met on May 17 2001 to review the list of spaces floor area and potential list of users The Committee is planning on visiting other theaters and Council Chambers in South Florida The consultant will provide recommendations to the Village Council regarding the size of the building number of seats and a conceptual theater design (rendering) The Village received notification from the Florida Department of State Division of Cultural Affairs that our request for $335 064 of grant funds under the Cultural Facilities Program was included in the 2001 2002 list of projects that were identified as "high priority" The Governor is considering the list of projects to be funded 196 C C C C C C C C C cc E C C a III' 1IR, a a a ai a a a a 6 C 0 CAPITAL IMPROVEMENT PROGRAM VILLAGE CIVIC CENTER XI Off -Site Improvements The Village Manager was authorized by Resolution 99-100 December 7 1999 to enter into an agreement for Spillis 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 unites 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 are part of this contract 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 various 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 197 CAPITAL IMPROVEMENT PROGRAM VILLAGE CIVIC CENTER 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, Resolution 99-71 adopted on July 23 1999 authprized 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 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 XIV Florida 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 will 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 divOon shall assign a Project Director for the project and the project director and the Village shall select a construction manager The contract was approved by Resolution 99-68 adopted July 20 1999 The contract was renegotiated due to changes in the scope of the community center fire station and the addition of the parking garage On July 11 2000 The Council adopted Resolution 2000-29 which authorized the contract to be increased to $10 000 The Department lowered the amount to $6 000 retroactive December 6th by amendment to the contract 198 C C C C C C e e e o C C C o o o o o o o o o C o C o o o o 000000r r-, C C C C IC C i C 4- C CAPITAL IMPROVEMENT PROGRAM VILLAGE CIVIC CENTER XV At -Risk Construction Manager (James A Cummings Inc ) The Flonda 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 Recreation 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 and a ranking were held November 1 1999 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 XVI Construction Schedule On April 10 2001 the Village Council approved Resolution 2001 29 which directed the Village Manager to begin the mobilization and site preparation work for the Administration/Police Building and Fire Station This work began on April 30 2001 It is expected the Fire Station will be completed in the December 2001 and Administration/Police Building in the Spring 2002 The Recreation Center is scheduled to start construction in 2001/2002 Construction dates for the Village Council/Theater building will be set when the Village acquires this property 199 c E AR Mi L011111111111111111111,-,__ �OLICEF�� e'pti:.� � 111111111111:-; +� ' .�i�o�llllllllllllllllllm!!� ;�Illl��l9���u�� � • ;•�:� Ll_—`Yllllllll llll��►( I//ll ���1�������� � lllllllllllllllllll11111/IIIHIIIIIIIIIIIIIIIIIIIIIIIIIIII !�,/l/I/lll/p/p/lurirn►mnnnnnn"�llll>�l/�lllllll . Mb-"" 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 14 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 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 r $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 engineering design construction supervision and monitoring consolidated the three contracts and added additional work into a master contract for a fee of $599 000 Mr R Harvey Sasso P E President appeared before the Village Council February 8 2000 to review the project status i 0 Agreements y Village Council Resolutions 99 64 and 99 65 adopted July 20 1999 authorized the Village Manager to FF execute the Honda Department of Environmental Protection Bureau of Beaches and Coastal Systems (September 29 1999 to September 30 2003 No 99 DA1) U S Army Corps of Engineers and the Miami Dade County Department of Environmental Resources Management agreements The State permit was o issued June 2 and the expiration date is June 2, 2020 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 2002 the Capital Improvement Fund shall have $675 000 for this project The State will contribute 50% Miami Dade County 25% and the remaining 25% from the Village Key Biscayne Ordinance 2000-07 authorized the project financing for the Village share 0 r 0 0 0 0 0 Construction Contract (Ryan Incorporated Eastem) The bid advertisement appeared once in the Miami Daily Business Review and other construction related publications Ten (10) companies purchased bid documents and drawings The Consolidated Notice of 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 27 2000 authorized the Manager to execute the contract The Notice of Award is dated August 10 2000 The pre - construction conference was held August 21 2000 201 CAPITAL IMPROVEMENT PROGRAM Street Lighting Improvements Special Taxing Districts f I i Key Biscayne No 2 (L 51) ❑ 2 Key Biscayne No I (L 48) ❑ 3 Cape Flonda (L-94) 14 Mashta Island (L 37) C C C C C C C C C C C 0 a b-tnronenf tinrtnrtnnIdi a a 0 0 202 C -CAPITAL IMPROVEMENT PROGRAM SIDEWALKS — Installed in Prior Fiscal Years — Planned for Fiscal Year 2000 2003 TRAFFIC CALMING DEVICES A• Installed in Pnor Fiscal Years Approved Devices Planned for Fiscal Year 2000 2003 -48 W West Mashta Bridge Replacement N S E CUM COISMAINIIDCla illage OT2 04 Miles DI Sagas Cape Fla Ea Matte N Pre 203 U©Q©a©®0®®©Oa a® d©O©®®O ®®0 O©©Oe© ©O© ©©000 QQ©© STORMWATER UTILITY FUND FISCAL YEAR 2001 C C C r-� C C MISSION STATEMENT: To maintain, manage, plan and enhance drainage systems to safeguard public health and control flooding while protecting our waterways, To work cooperatively to respond to the community's need by providing reliable, professional and cost effective services. GOAL The Stormwater Utility is addressing the needs of maintaining the stormwater systems to remove stormwater at peak levels for which the system was designed 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 $750 per month The commercial rate is determined at one E R U for each 1 083 square feet The Council by Resolution 93 44 adopted October 12 1993 also authorized the Miami - Dade Water and Sewer Department to perform the billing and collection of the stormwater utility fee This service was authorized by Ordinance 93 11 adopted on June 22 1993 and Ordinance 93 11 A adopted October 12 1993 Resolution 93 44 approved by the Council on October 12 1993 authorized the Mayor to execute the agreement The Inter local Agreement with the County was approved by the Board of County Commissioners on July 26 1994 (R 1235 94) Cost to the Village is 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 204 STORMWATER UTILITY FUND FISCAL YEAR 2001 application was required The agreement is dated December 15 1992 The initial contribution was $8 750 for the first part Resolution 93 27-A adopted June 22 1993 authorized the Village to continue with DERM as aloint-permrftee 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 The agreement was extended by Resolutions 2000-44 adopted August 29 2000 A second agreement was authorized by Resolution 2000 60 December 5 2000 which provides for the control of discharges until November 16 2000 but may be extended 25 years by mutual consent 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 qurte 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 205 C C c c Q O c c c c O O O O O O 0 0 l QI 0 0 0 0 0 0) STORMWATER UTILITY FUND FISCAL YEAR 2001 r1 {O I0 c 10 0 This is to say that the design storm will be evacuated from the streets within a 4 to 11 hour period The Village had set a level of expectation of within 24 hours This level of service is based on the drainage wells handling the total stormwater discharge This system however has an overflow capability into eleven existing positive drainage outfalls discharging directly into Biscayne Bay after flowing through a pollution control structure Therefore these flooding durations could be less based on the ability to overflow into these existing outfall systems Although the design storm is based on a once in a five (5) year average the intensity of lesser occurring storms does not cause major reduction in the rainfall intensity Therefore these conditions could occur with minor reductions in the flooding offer 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 8( 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 1997 when the Village was bombarded by 16 inches of rain 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 1 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 There are a couple of reasons why the newly installed system functions so well The first and primary reason is that the average well is disposing 4500 gallons per minute 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 ocean 206 STORMWATER UTILITY FUND FISCAL YEAR 2001 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 Villages ability to cope with flood hazards and problems and to gain further points in the Community Rating System for flood insurance coverage The plan prioritizes proposed project improvements The plan was prepared with a $40 000 State of Florida Department of Community Affairs Emergency Management Preparedness and Assistance Trust Fund (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 District and interest income The project was started on the east side of Crandon Boulevard and began on June 19 1995 and was completed March 1 1996 The second phase west of Crandon Boulevard was started January 8 1996 and was completed October 18 1997 In conjunction with the stormwater project Miami Dade Water and Sewer Department replaced approximately $1 5 million of existing water mains at their cost In addition to the above $7 2 M contracts additional 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 1995 95 3 95 11 4 89% 1997 97 9 97 11 4 52% 1998 98 2 98-06 4 32% 1999 98 9 99 09 4 13% 207 C C C C C C C C C C C C C o o o o o o Q d o o o o o a, o a) al 0 zTh .a, (Th C C r {`s I l� 5 0 I C I F1 STORMWATER UTILITY FUND FISCAL YEAR 2001 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 from a covenant to budget and appropriate from legally available Non Ad Valorem revenues As of September 30 2001 the outstanding debt will be $6 810 000 LOCAL MITIGATION STRATEGY Resolution 98 38 authorizes the execution of an interlocal agreement with Miami -Dade County wherein the Village agrees to actively participate in the preparation of a County wide unified Local Mitigation Strategy (LMS) which addresses not only flooding hazards but all hazards to which Key Biscayne and the County are prone In consideration for such participation the Village receives an award of $30 000 208 Nan Mr1 130 160 Harbor Dr 131 301 W Palmwood Ln 132 95 Harbor Dr 133 50 Ocean Lane Dr 133 A 50 Ocean Lane Dr 134 350 Ocean Dr 135 260 Sunnse Dr 136 271 Island Dr 137 501 North Mashta Dr 138 1121 Crandon Blvd 146 750 Ocean Dr Ant II] os tr In Inches — 10 Inch — — —12 Inch 24 Inch 4 Inch 6 Inch 8 Inch N VILLAGE of KEY BISCAYNE FLORIDA 209 C C C C 4$ C C a C a a a a a et C C C STORMWATER UTILITY FUND FISCAL YEAR 2002 BUDGET Debt Service Schedule n c r 0 0 0 Loan Salance Principal Interest Debt Service Fiscal Year Total Fiscal Year 1999 Fiscal Year 2000 Fiscal Year 2001 $7 065 000 $135 000 $200 412 $335 412 $335 412 $6 940 000 $125 000 $292 584 $417 584 $417 584 372 244 01/01/2001 04/01/2001 $70 674 07/01/2001 $71 459 09/30/2001 $6 810 000 $130 000 372 244 $416 622 $416 622 Fiscal Year 2002 $70 313 01/01/2002 04/01/2002 $70 313 07/01/2002 370 313 09/30/2002 36 625 000 $185 000 370 313 $466 252 $466,252 Accumulated Totals Next 16 FY's Fiscal Year 2019 $595 000 $6 030 000 32 882 741 $8 912 741 $8,912,741 $6 194 01/01/2019 04/01/2019 $6 059 07/01/2019 $6 127 09/30/2019 $595 000 $6 194 $3,94$,115 $619 574 $11,16$,1$5 $619,574 $11,168,115 Total $7,200,000 Coupon 4 136% per annum $7 200 000 Stormwater Construction Facilities Series 1999 NationsBank, N A 210 STORMWATER UTILITY FUND FISCAL YEAR 2002 BUDGET Revenos FY 2102 FY 2003 ELi/l9 a2O5 MOO FY 2007 EY2}72 an. EY.ffi1Q FY 2011, Operating Rev nu $512719 $528049 $544609 $544 609 $544.609 $544 609 $544609 $544609 $544.609 $544,509 Interest Income $51 408 $64,826 $63.545 $62431 $60.6$7 $58.801 $56.786 $49 432 $41.686 $33.309 G neral Fund Contributions $0 $0 $0 $0 $0 $0 00 $0 $0 $0 Told Revenues 5564,127 5592 875 $608,154 5607 040 $605296 $603.410 5681,395 $594.041 5586295 $577918 Fvnenmmer S AdM Motive Costs $17 876 $55.000 555.000 $55.000 $55,000 $55,000 $55,000 $56000 555,003 $55.000 Repo! SMaint nonce $80.0(0 $80000 $90.000 $110000 5100.000 $100000 $1001100 $1000W $100.000 $I00.000 Pump Station Repl ment $0 $0 50 60 $0 SO 50 $0 $0 $0 Conti ge y $0 $15,003 $14000 $15.000 $15.00 $15,000 515,500 515000 $15.000 $45,500 PriM4pai MI t est $466 252 $468.643 $470,559 $472 093 $473 213 $473,921 $579215 $579 760 $584 686 $588,785 Told Expendlwes $564,127 5618.613 $630.559 $642 093 5643,213 $643,921 $749215 $749760 $754,686 $755,785 Revenue Ove Odd) Ependtures $0 ($25738) (522,405) (535,053) ($37917) (540,511) ($147,820) (5155,719) ($165.391) ($150$67) 8eg*nlagR8tlB0I9Me $1,303,15) 51,303,151 $1.277413 $1,255008 $1,219955 51 182.038 51 141,527 5993 707 5837988 3641047 Foxing Fund Bolo co $1,3031551 51,277413 51799,055 $1219955 $1182,038 $1,141527 $993 707 $837 988 $669,597 $488731 18Year R_ Revs t fY $I 2 FY2013 FY2014 FY2315 FY2)16 ELM/ FY 2D 8 FY 3019 Jolole Operating Revenue $544609 $544609 $544 609 $544609 $544 609 3544 609 5544609 $544609 $9209903 Interest! one $24,312 $14704 60 $0 $0 60 $0 SO $548.619 General Fu d CotrtNrons $280500 $34&650 $704350 $3592)0 $367 930 $225(30 $1786.2990 Told Revenues $568921 $559,313 $825109 5893,259 5748.989 $903,809 $912,539 $770,239 $12 122 730 E $48_0_ J es Admi Istrallve Coss $55,000 $55,000 $55000 $55,000 $55.000 $55000 $60,003 $60,000 $962875 Repel S.Mdnte ce $1110000 $100000 $100050 $100000 $100000 $100000 5100000 $100,000 $17501100 P rap Station Replacement $160000 $150000 $150000 $150000 $600000 C e gency $15000 $154)00 $14000 $15.003 $15000 515000 $15.090 $15,030 $255,000 Nincipo nd Int rest $592059 $594506 $596.128 $601 923 $604686 $610417 $618115 957 $9.407,720 Told Espendhne $762059 $764506 $916128 $921923 $7776.686 $930 417 $943115 5794574 $13.564.580 Revenue Ove caws* Expendlures ($193,)38) (5205193) ($91.019) ($28,664) ($27697) ($26608) (530576) (524.335) (51 441 650) Beginning Fond Balance $480731 5295593 $90400 ($619) ($29283) ($56980) ($53,588) ($116168) 51,303,151 Endng find Balance 5295,593 $90.400 ($619) ($29283) (566980) (583,588) ($114,164) ($136499) ($)30499) Assumptions 1 37203000Starmwater Utility Peve a Bonds Issued for 20 yearsat aflx d ate of4136% 2 Operatl g revenue Is based on additional units only No f e Increases o new units are a hcipoted to occu after FY 2004 3 A reserve Is established for replacement of the p mp stations. 4 Deficits are p olected to start to occur In FY 2014 Available Options to Reduce the GF Contltuhon or Repay the Fund 1 Increase the Stormwate Fees by the CPI factor 2 Repay the GF with Interest ofte the Bonds e ell edin FY 2019 211 C C C C C C C C C SOLID WASTE AND RECYCLING COLLECTION AND DISPOSAL FUND FISCAL YEAR 2001 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 (4r 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 f permitted by the Metro Dade transitional inter local agreement Section III A executed December 30 1992 C 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 0 contractor In anticipation of providing this service in accordance with the inter local r`"^ agreement the Village presented the County a transfer notice on April 1 1994 Council discussed the collection program over the next several months 0 O FIRST FIVE YEAR CONTRACT On May 10 1994 Council authorized staff to draft a Request for Proposal (RFP) The RFP was r 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) pnvate contractors and the City of Miami submitted proposals on July 22 1994 On August 24 1994 a committee of local municipal officials interviewed all o contractors developing a four (4) contractor short list Village Council via Resolution 94-46 f.., adopted December 22 1994 awarded the contract to Industnal Waste Services Inc (presently .W known as BFI) All parties executed the five (5) year contract on December 30 1994 with services O^ beginning on January 2 1995 This contract ends December 31 1999 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% hen fee for delinquent bills 0 212 1 1995 2 1996 3 1997 4 1998 5 1999 6 2000 7 2001 8 2002 Revenue Monthly Annual % Cumulative Monthly Annual Increase Increase Increase $1373 $16476 — $1391 $16692 $018 131 $14 11 $169 32 $0 20 144 $1425 $17100 $014 099 $1446 $17352 $021 147 $17 12 $20544 $2 66 16 00 $17 17 $206 04 $040 0 20 $1764 $211 68 $047 2 73 Contract Expenses Admin Expenses 15 000 16 000 17 000 18 000 PROJECTED $296 000 $0 18 $0 38 $0 52 $0 73 $304 $344 $0 68 $296 000 $296 000 270 911 278 226 285 738 Total Expenses 278 789 286 911 295 226 303 738 EOY Net Inc /<bss> 17211 9089 774 <7 738> EOY Balance $148 873 $157 962 $158 736 $150 998 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 1 301 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 $1200 per cubic yard upon request SECOND FIVE YEAR 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 BFI Inc in accordance with section 2 2 of the contract stated the non renewal of the agreement by the Village The advertisement appeared in the Miami Business Review on July 1 1999 On July 8 1999 the Village held a pre bid meeting to discuss the Solid Waste and Recycling Collection Request for Proposal Waste Management Inc and BFI Waste Management of North 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 213 C C C C C C C C C C C C C C ��€ C C C C C C hilt C fill 41111 C C fur C C 41 1 SOLID WASTE AND RECYCLING COLLECTION AND DISPOSAL FUND FISCAL YEAR 2001 ) C C` C C C C C C C^, I C C C IC C C 1i C C 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 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 October 26 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 $286 000 revenue represents the total of all billed single family homes (1 300) at $220 per residence less $4 576 for uncollectibles EXPENDITURES The line item for administrative expenses covers administrative personnel costs billing and collection costs supply costs and uncollectible fees The remaining generated funds are utilized for public information material special collections and other miscellaneous administrative expenditures 1 Penally and Late Charges were formally included in Solid Waste Fees 2 Contractual Services is solid waste and recycling collection and disposal contract with BFI Waste Systems of North Americo 214 Q®®®®®C©©® ®G®®® ®Oe, e eeeeO O©©© O©©©© O©d©© SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2002 C r MISSION STATEMENT TO FINANCE AND CONSTRUCT SANITARY SEWER COLLECTION AND TRANSMISSION FACILITIES TO SERVE THE 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 approved the project Resolution 2001-35 adopted May 8 2001 authorized the project to proceed and approved the assessment procedures 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 215 C SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2002 " 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 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 sewed by sewer and one from an area sewed by septic systems The levels of fecal coloforms were very high in the area sewed by septic systems in comparison with the areas served 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 216 00000000000000 0 0 0 at C C c C C SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2002 1 OCUUU000000CG 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) 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 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 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 256% 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 prior to the October 5 1999 workshop An additional meeting 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 nine years during which time more than 50 public hearings public workshops and public meetings were held and additional citizen mailings The most recent was April 6 2001 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 Dnve to the South (see attached map) 217 raN SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2002 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 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 nine (9) 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 (S7 218 228) or a total estimated at $7 941 990 00 Based on this estimate the average assessment for each property is $5 62464 with the Village assuming 50% of the cost or $5 624 64 for a total cost of $11 250 The Loan is to be repaid over a 20 -year period at an annual fixed interest rate of 218 J 0 0 0 0 0 0 0 O O O 0 0 0 O C C C C C �I C C C C C C C C C SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2002 r 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 was 3 55% At this rate approximately $1 M of additional interest would be paid The annual debt service payment on the loan is $509 874 00 A breakdown and detail of the loan repayment and securitization 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 arrived at a similar estimate upon completion of the project plans r\ r b Pre -Construction Phase 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 219 $ 39 600 00 198 000 00 422 400 00 19 800 00 30,762 00 S 723,762 00 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2002 c Completion of Pre -Construction Phase (1) A second Loan Application was completed April 2 1999 in order to qualify the Village for a "Completion Loan covenng all construction phase costs (including the construction work and related costs) and to preserve its position in the fundable portion of DEP s Revolving Loan Pnonty List (A letter dated January 20 1999 from the Village Manager 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 201999 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 Leaislation (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 S723 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 46600 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 authonzed 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 220 ®®o0Qoo000QQQQQQQ©©QQQQQQ©0000 C C C C C C C SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2002 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 provisions (a)Declares the necessity to make sanitary sewer improvements and describes same ©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 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 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 C 0 (1) (2) (3) Failure of property s existing septic tank system occurs Improvements or repairs to a property exceed 50% of its value or A change in property ownership occurs 221 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2002 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 district combined wastewater treatment plant for treatment on Virginia Key ) d As indicated in the Financing Plan residents served by the System must pay in addition to their share of the sanitary sewer s cost one time 1999 County and local fees estimated to average over $4 000 00 for connecting to the system and abandoning the septic system Please see page 20 for breakdown of this charge 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 you can expect an additional charge of about 5135 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 sewer system has an additional charge Based on the above construction of the system could have started 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 222 000000000000 00000000 0 m co t C C C SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2002 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 f rl C C C C C fC` r^� C C C- r" C C C C C 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 S8 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 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 mailed to the homeowners 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 223 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2002 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 Resolution 2000 15 passed April 28 2000 opposed three (3) ballot questions A letter dated May 11 2000 was sent to all voters asking them to vote no The results were as follows a 1 396 out of the Village s 4 294 registered voters about a third (32 51%) turned out to vote b 52 76% or 689 voted yes and 617 voted no for the charter amendment (i e Question # 1) c 54% or 681 voted against the repeal of the enabling legislation (i e Question # 2 Ordinance 99-3) 580 yes (46%) d 62 84% or 820 voted against and 485 (37 16%) voted for repealing the State financing (le Question # 3) At the May 23 2000 Council Meeting the Council authorized the Village Manager and the Village Attorney to prepare the necessary documentation to set a public hearing for the project Resolution 2000 33 adopted July 11 2000 requested the Village be included in H R 673 and S 2711 for the purpose of receiving federal funds to improve the quality of water throughout the marine eco system 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 and continue the search for outside funding Resolution 2000 33 requested the project be included in the legislation currently before the U S Congress At the November 14 2000 Council Meeting the Village Council deferred the Public Hearing until March 2001 At the December 5 2000 Council Meeting the Mayor requested the issue be discussed at the January 9th Meeting at which time staff was directed to prepare the appropriate resolutions At the January 23 2001 meeting four alternatives were submitted and discussed by the Council Resolution 2001 12 was adopted which 224 ®OSSee0©p©000000000n SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2002 authorized the Village to proceed with project without requiring any election of the properly owners and set a public hearing for February 27Th The public hearing was not held because a majority of the Council voted to postpone the project to October 1 2003 as per Resolution 2001 18 F E l F F ter. rT^ r° C C'" C C lr 0 n C c C C C C The State Department of Environmental Protection notified the Village the Department would be holding a public hearing on April 18 2001 to set the Priority List for Fiscal Year 2001 The $6 798 000 loan is an item of the agenda The Chief of this Bureau indicated to the Village Manager that the loan would be cancelled unless the Village made progress towards implementing the assessment process The Special assessments are included in the Loan Agreement The Mayor called a Special Meeting for April 6 2001 to set a another date May 8Th for a public hearing for the project Resolution 2001 26 set the date and repealed Resolution 2001 18 which had postponed the project to October 1 2003 1 1 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 291 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 225 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2002 12 ENGINEERING PLANS FOR COLLECTION AND TRANSMISSION SYSTEM A motion was passed at the September 12 1995 meeting authorizing the preparation of an RFQ for a Master Plan for the sanitary sewer project At its February 24 1998 meeting Council adopted the 1997 Sanitary Sewer Feasibility Study and Master Plan prepared by C A P Engineering Inc which was presented to the Council November 11 1997 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 1 885 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 at that time was $6 215 000 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 62464 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 REPLACEMENT 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 226 eeeeee000©©0Q©Q000Q a 0 C C C C C C C SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2002 7 C^ d - C� CJ C C If the existing water system is replaced simultaneously by the same contractor who is installing the sanitary sewer a cost reduction is possible The potential cost reductions relate to maintaining relocating and repairing the existing water line during the installation of the new sewer system There is a potential costs savings in mobilization and interest costs if the work is awarded to the same contractor The engineers estimate is $75 000-$125 000 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 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 Resolution 2000-35 adopted July 11 2000 delayed the project 120 days to discuss once again the replacement of the water mains by WASA at the same time the sanitary sewer system is installed It is estimated 62 000 feet of asbestos pipes are in the system with 26 000 feet outside the project A December 21 2000 letter to WASA from the Village Manager was answered January 16 2001 which rejected the Village s request The request was again made on April 20 2001 at a meeting with the County Manager 15 PROPOSED CONSTRUCTION SCHEDULE Resolution 99 25 adopted April 20 1999 authorized the Village Manager to instruct the design engineer PBS & J to proceed to advertise and receive bids for the project The following is the schedule 227 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2002 1 Advertise for Bid August 2 1999 6 Award Contract November 161999 (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 Bid valid for one hundred twenty (120) days from September 14 1999 Bids extended 240 days from passage of Resolution 99 93 November 16 1999 Project start extended to November 16 2000 by Resolution 2000-35 Project start as of May 1 2001 is indefinite 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 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 Metro United Central Florida Ric Man Equipment Engineering Equipment International Foster Marine Service Corp Rentals Corrected Bid Zone 1 $1 546 407 45 Corrected Bid Zone2/3 S3 753 807 96 Corrected Bid Zone 4 $ 513 707 46 Cor Bid Zone 1&2/3 $5 300 215 41 Cor Bid Zone l&4 $2 060 114 91 Cor Bid Zone 2/3 &4 $4,284,605 64 Corrected All Zones $5 813 922 87 $ 1 506 901 00 $4 096 120 35 $ 505 478 40 $5 603 030 35 $ 2,012,38840 $4 601 598 75 $6 108 508 75 $1 783 575 15 $4 593 784 70 $ 528 719 42 $6 377 359 85 32,312294 57 $5 122 504 12 $6 906 079 27 $1 479 874 10 S3 801 30009 $ 577 806 92 $ 5,281,174 19 $2 057 681 02 $ 4,379 107 01 $ 5 858 981 11 $2 160 670 54 $5 962 366 84 S 777 976 62 $ 8 123 037 38 $ 2 938 647 16 $ 6 740 343 46 $ 8 901 014 01 Low Bid S1 479 874 10 S3 753 807 96 $ 505 478 40 $5 281 17419 $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 23 & 4 • United Engineering Corp for Zone 1 228 $4 284 60564 $1,479,874 10 G000000000000 0 • C a a a C C a C C AIL. C C C C C C SANITARY SEWER IMPROVEMENT FUND Total FISCAL YEAR 2002 $5,764,479 74 The Florida Department of Environmental Protection approved the plans in a letter dated March 20 2000 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 As of February 27 2001 the contractors have not extended the contract PBS & J Inc was awarded the Sanitary Sewer Design in 1998 The design was completed and approved by the State in 1998 and the project was put out of the competitive bids at that time In 1999 the Bid was awarded to two contractors subject to certain conditions The total awarded bid price was $5 750 000 At this time year 2001 the estimated price to complete the proposed construction is in the range of $6 610 000 an increase of approximately 15% or $860 000 over a two-year period This estimate was arrived at by utilizing construction and materials costs from recent sewer project bid prices and applying them to this contract To move this forecast forward we implemented a conservative projection of three percent per year We have constructed a chart that depicts the approximate incremental increase of the cost to construct the system through the year 2008 At that time the project must be completed cis mandated by the government The projected estimated cost to perform the work in 2008 is $8 130 000 An increase of $2 380 000 or41% $10 W $e 8 - $6 $4 1$2 $0 VILLAGE OF KEY BISCAYNE SANITARY SEWER IMPROVEMENTS PROJECTED CONSTRUCTION COST 1999 2001 2003 2006 2008 - ZONE 4 - ZONE 1 - Z O N E S 2& 3 229 _II SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2002 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 The application was acknowledged by the state May 14 1999 and was approved on May 20th The plan was approved with the adoption of Ordinance 99-9 November 9 1999 Amendment Two 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 • $723 762 in pre -construction costs and expenses already disbursed to the Village and • $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 cost (1) Administrative Allowance $ 39600 (2) Planning Allowance 198000 (3) Engineering Allowance 22 400 (4) Construction and Demolition 5 650 000 (5) Contingencies 565,000 (6) Technical Services during Construction 345000 (7) Start-up 40 CO3 (8) Loan Repayment Reserve 217 800 (9) Capitalized Interest 309700 (10) Loan Service Fee 13 200 (11) Incremental Loan Service Fee 141,290 TOTAL TO BE FUNDED WITH LOAN PROCEEDS $ 7,941,990 230 OGG0000000©000000O C C C C c C C C SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2002 A 4d 0 0 r 0 0f f OOG 3O0fon3c In addition to the loan amount an overall project contingency of $458 010 is carved in the official Project Budget which has been established at $8 400 000 00 b LOAN TERMS • The loan is amortized over a 20 year period wrth an interest rate of 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 $611 849 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 (a) State Revenue Shanng 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 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) Pavment into the State Revolving Loan Repayment Account (SRLR) of $254.937 00 annually by the Villaae of Kev 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 231 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2002 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 ii A deposit by the Village into the Loan Repayment Reserve Account in the amount of $217 800 00 representing about 3% of the loan 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") 255 000 232 S 125 324 254 937 a a a 0000000000 C C C C C C C C C C SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2002 • Interest on funds retained in the SRLR 39,000 These sources total S 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 (a) Deposit of $217,800 to be paid into the SRLR by the Village matching (Th the same amount provided as part of the budget funded with loan o 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 duly 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 • Reserves included in SRLR 217 800 00 • State Revenue Sharing 125,324 00 Total Reserves $560,924 00 d COSTS TO HOMEOWNERS AND PAYMENT PLANS F Connection to the sanitary sewer system will involve three areas of cost for the benefited homeowners O 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 20 233 C C I SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2002 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 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 - S2 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 ($7500 per month) you can expect an additional charge of $135 00 per quarter e SANITARY SEWER PROJECT FINANCIAL REQUIREMENTS The May 4 1999 Project Financing Plan approved by the Florida Department of Environmental Protection that forms the basis for the State Revolving Fund Loan Agreement contemplates a loan of $7 941 990 to be repaid over a 20 -year period and a debt service obligation of the Village calculated under said Loan Agreement of $254 937 in semi annual payments of $127 468 50 beginning February 15 2003 The interest rate is 2 56% This date may be deferred to a point one year after project construction is certified as completed but such deferral is entirely discretionary and subject to approval by DEP The first semi-annual payment has been assumed to be due on January 15 2005 234 ©G©000000000 0 0 +11�. C !iG a It or It It It C C r r', , SANITARY SEWER IMPROVEMENT FUND i c n f' n C C C, r C C C C C C C r‘ C FISCAL YEAR 2002 if construction were to start on January 15 2002 and were completed on January 15 2004 The financing plan will require the Village to make the following payments again subject to DEP approval of the deferral 1 A one time deposit on January 15 2005 of $125 325 into the State Revolving Loan Repayment Account (SRLR) to be maintained within the account at that level to act as part of the loan repayment reserves The source of funds for this one time payment is proceeds from State Revenue Sharing (General Fund) 2 A one time deposit on January 15 2005 of $217 800 into the SRLR to be maintained in that account at that level to act as part of the loan repayment reserve The source of funds for this one-time payment is the Village s General Fund 3 Semi annual payments beginning with a first payment on January 15 2005 in the amount of $127 468 50 ($254 937 per year) to cover the Village s 50% share of the debt service The source of funds for this payment is the Village s General Fund The above does not include proceeds from Special assessments that must be deposited into the SRLR Account nor the $217 800 in unfunded loan proceeds retained in the RSL as part of the Loan repayment reserves It should be further noted that the loan agreement requires the establishment of an escrow account into which monthly payments are made over a six month period in such amounts as to assure the availability of the first semi annual debt service obligation The above also does not consider changes in project costs or loan principal required for the project as a consequence of the delays that have been experienced Finally the above does not include any interest income that will be retained in the SRLR earned from the interim investments of reserves f 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 235 1 SANITARY SEWER IMPROVEMENT FUND FISCAL YEAR 2002 amounts involved and the other breaks down the appropriate amounts on a per properly served basis Column A of the tables reflects the fiscal year Fiscal year 1 is assumed as the year 2000 Column B shows the annual contribution to debt service from the Village s General Fund Column C shows the number of owners (about one third) assumed to opt for the 20 -year plan Column D shows the annual contribution to debt service from these owners Column E shows the owners who opt for extensions until (1) their septic systems fail (2) They undertake property improvements exceeding 50% of the property s value or (3) the properties are sold The number shown for each year is an estimate based on 5% of the properties in this group At that rate at the end of 15 years 104 of these 471 will have to connect Column F shows the amount paid by the owners in the above group of 471 properties calculated to include the pro -rata share of the capital cost of the system i 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 le 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 the $217 800 reserve deposited by the Village and the $217 800 00 provided as part of the loan for debt service reserves) These revenues represent the sum of Columns G+K+J Column M shows the extent to which debt service coverage is achieved by dividing Column H into Column L 236 OOQQ©0000000©CD00000000 3 a ^ail. a a C 07 002 0030 00 0 f D00000K) O \ 1 y 4i V CAPITAL FINANCI NG PLAN DEBT REPAYMENT ANALYSIS October 5 1999 Assumgkans # of Un its 106 Total Cost 7,790 600 % Paid by Vilage 50 00% Compounded Interest 3 230 /o Per Unit Cost 5 517 A B C D E F G 11 I J K L M Fiscal Year Village General Fund # Units @ 20 Y ear Payback Debt Service S Est Conn Per Year Users w/extensions+ Int $ Total Annual Collections S A nnual SRF Debt Service $ A nnual Balance S Cum. Balance $ Interest on Reserves Pl us Pledged Revenue Sharing $ Total Revenue in SRLR Aect Before Reser ves $ Debt Coverage 2 255 086 235 84 944 28 164 467 504 497 510 172 (5 675) (5 675) 185 028 683 850 1 34 3 255 086 235 84 944 28 169 457 509 487 510172 (685) (6 360) 185 028 688 155 1 35 4 255 086 235 84 944 28 174 447 514 477 510 172 4 305 (2 055) 185 028 697,450 1 37 5 255 086 235 84 944 28 179 437 519 467 510172 9,295 7 240 185028 711735 140 6 255 086 235 84 944 28 184 427 524 457 510 172 14 285 21 525 185 028 731 010 143 7 255 086 235 84 944 28 189 417 529 447 510172 19 275 40 800 185 028 755 275 148 8 255 086 235 84 944 28 194 407 534 437 510172 24 265 65 065 185 028 784 530 1 54 9 255 086 235 84 944 28 199 397 539 427 510172 29 255 94,320 185 028 818 774 1 60 10 255 086 235 84 944 28 204 381 544 417 510 172 34 245 128 564 185 028 858 009 1 68 11 255 086 235 84 944 28 209 377 549 407 510 172 39 235 167 799 185 028 902 234 1 77 12 255 086 235 84 944 28 214 367 554 397 510172 44 225 212 024 185 028 951448 1 86 13 255 086 235 84 944 28 219 357 559 387 510 172 49 215 261 238 185 028 1 005 653 1 97 14 255 086 235 84 944 28 224 347 564 377 510 172 54 205 315 443 185 028 1 064 847 2 09 15 255 086 235 84 944 107 875 597 1 215 627 510 172 705 455 1 020 898 185 028 2 421 552 4 75 16 255 086 235 84 944 0 0 340 030 510 172 (170 142) 850 755 185 028 1 375 813 2 70 17 255 086 235 84 944 0 0 340 030 510 172 (170 142) 680 613 185 028 1 205 671 2 36 18 255 086 235 84 944 0 0 340 030 510 172 (170 142) 510471 185 028 1 035 528 2 03 19 255 086 235 84 944 0 0 340 030 510172 (170142) 340 328 185 028 865 386 1 70 20 255 086 235 84 944 0 0 340 030 510 172 (170 142) 170 186 185 028 695 243 1 36 21 255 086 235 84 944 0 0 340 030 510 172 (170 142) 43 185 028 525 101 1 03 Total 5,101,720 235 1,698,873 471 3,402,891 10,203,483 N/A 43 N/A 18,777,266 184 CAPITAL, FINANCING PLAN DEBT REPAYMENT ANALYSIS (Per Umt) December 31 1999 w CO Assumptions # of Unfits 706 Total Cost 7,941,990 % Paid by Village 50 00% Compounded Interest 3 230% Per Un t Cost 5,625 A 0 C 1) E F Fiscal Year Village General Fun d $ Per Unit # Units @ 20 Year Payback Debt Service 20 Years $ Per Unit Estimated # of Connect Per Year Users w/extensio ns+ bit T otal Annual Collections An nu al 81t? Debt Service {Ali Units) 2 361 235 361 28 5 988 6 710 509 874 3 361 235 361 28 6 170 6 892 509 874 4 361 235 361 28 6 351 7 074 509 874 5 361 235 361 28 6 533 7 255 509 874 6 361 235 361 28 6 715 7 437 509 874 7 361 235 361 28 6 896 7 619 509 874 8 361 235 361 28 7 078 7 800 509 874 9 361 235 361 28 7 260 7 982 509 874 10 361 235 361 28 7 441 8 164 509 874 11 361 235 361 28 7 623 8 345 509 874 12 361 235 361 28 7 805 8 527 509 874 13 361 235 361 28 7 986 8 709 509-874 14 361 235 361 28 8 168 8 890 509 874 15 361 235 361 107 8 350 9 072 509 874 16 361 235 361 0 509 874 17 361 235 361 0 509 874 18 361 235 361 0 509 874 19 361 235 361 0 509 874 20 361 235 361 0 509 874 21 361 235 361 0 509874 Total $7,222 235 $7,222 471 N/A $110,475 N/A nrci 1nnerims,Ast nnAnoeoacoo®ese eoecO8©© ©© ©©O©OOO 00©00©000©00 00000 000 00®®®���WWWwwwwwwww�wuw MILESTONES FOR THE VILLAGE C l C C )30200 1 Charter Adoption Yes= 1 124 No= 541 June 181991 ii 9,'_�z"� hij �'�qy9 { fit dt Ii, �. i At. 3 Ni 4� P l S{Fit� tit �tj First Council Meeting September 23 1991 [,�V, fj i gli l t 3 vHl , `' s tt}' i ii �!i%�ii i Iii ittd tiI y V iEE 1 2 Village Manager Hired March 2 1992 )' '! : 'i : , BeautafleatiOn ?r Qram ln-cated I! , , { 3t9 ii 1I 1 I{1il I i May 12, 1,992 Mission Statement Adopted June 6 1992 t t , 7 90 '' ' ,, a r' ,, � O P fair , ernentdpprovellay'Village''Cpwncil '' ii j ', f tf, tuna ,2 Ordinance 92 14 (Special Master) June 23 1992 X fdgr� ,i o ideated Recreation Department Operational July 20 1992 l' e chref,Hired, ��` f F, ... . '. Ai uet / 195 HURRICANE ANDREW ($2 212 725) August 24 1992 I' ,5wldirig 'zoning and Planning Depattknent Opera nd- al SepternOer 1' ` 2 Calusa Park Exchange Unofficially Given to Village October 20 1992 t$1 , ANCE 932 (FEMA,F 0) :January Village Government Recognized by ICMA January 28 1993 Parcepeparhnent Operational March 1 1993 Resolution 93 08 (Opted out of Miami Dade Fire District) March 9 1993 Org)tzattohal'Chart'P4opted rApril27 1,993 , Fire Referendum Yes= 752 No=1 313 April 27 1993 Flr f it ' hi Hired' May 1'7 1993 Village Seal Adopted June 8 1993 t h a ' ip l tere�Wt�lity:FUtnd'Freatec�� , ,,, ' :6 3 , June 22, 1�9 t 1 r lh 5n� Police Station at 85 West Enid Drive Operational August 25 1993 s is i y 'C , yP , i j ' ' (� IStorrhwatar'Mdster,IPlan Adopted ' I , p ' Iii, ,: pterrilbdr Fire Rescue Department Operational October 1 1993 'Grand Bay Project Approved " ''Ndvemberf 1V ,1h` y : 240 MILESTONES FOR THE VILLAGE e `' diiry"�EI Skf{jti i'3��� Ify C f j 117ttii%S M1Y' 200 Crandon Boulevard structure Demolished August 13 1994 attknuruttan..TMdP B7 t aTrv`' °t IP�IliAl �f e i r !td P u v , E �! Id{"e� �B 14 fi October 11 1994 RESOLUTION94 38 (Naming Village Green) y y' January 1 1995 Solid Waste & Recycling Collection Service Inception k Stormwaterr Sewer Construction Project Commenced June 19 1995 �9 ® 8�I'.. ORDINANCE 95 8 (Master Plan Final Adoption) September 12, 1995 i1+4 f f� iM'4. [n _.Vet® iym �fit�.: jp r i te IL �k , ri s ,ta � �. N i March 12 1996 n "'Po' Aiiji Land 1) Y= Purchase Community 706 Straw Center N= 775 Ballot 2) Village Y= 430 Offices 3) Police/Fire Facilities N= 938 V= 584 N= 830 Sidewalk Construction Program initiated April 29 1996 i4 sd ntk tr x. r t i rtr eta. at I!n0{�Z�r 3ian Traffic Calming Master Plan Adopted September 10 1996 Statewide Recovery Catastrophic Mutual Aid Response Agreement and executed November 25 1996 7 rotl0 aking Act ton �.� r t hlii Charter Revision Committee appointed December 10 1996 n4' g@it 4` J'h Iji { I� n �l�'Fd 1 4� A ii Ci�3 C �t gvh9 €z fia} h icbi FF R5 r SO a s s t ' hY Charter ha ter Election 24 Amendments approved by voters June 10 1997 ORDINANCE 97 21 (Fire/ Police Retirement Plan) September 9 1997 �7j7j7 ii�� #��j19 (�t � (� �,@!{pp ��j$J;��jf�jj i� i i (Oi ii �'. aft �ll� r iiU i$ i��,(�-}`��j}'p�r{;j}{ aPNtilil ��" tC ��i���yy� 2�('t � it J k % ix W x �N{�,"�� V •'u"i k���wp���Ni tt��� �� t5� 4i�� i�466Y� t�. W ! tdf#.� i � IIY i 'f'�1�, d kt t d Jk 1t at C i��? Lake and Ocean Parks dedicated to the Village February 20 1998 ri lk li r �,�K �y�kyilly@{�rp 4�irr �Ti ., 4 k #, 241 0000GG0000000000©000000n C C C I MILESTONES FOR THE VILLAGE gTh 0 {�t ,{ PFu t � `esolutler 8) , , a ,, i fir' j rif112 Mayor Term Referendum Yes= 286 No=646 June 30 1998 1 tN {i, � { 0 County School Board approves K-8 April 28 1998 x,,, 0 , „ „�.;Sep ilaaer°l llil9 �, I S G ORDINANCE 98 9 ($7 2 Million Stormwater Bond 4 13%) October 27 1998 r . I' t 4 10, 1 ANCE 98- 0, 3antta�'aewe }rnpravement Furl) , . Y , O,ctgber,,27� ORDINANCE 99 3 (Special Assessment Procedures) April 20 1999 1©� �, ORDINANCE 99 6 (S10 Million Civic Center Bond 4 72%) June 22 1999 d E3ritt 12ec ipletlibn CRS Rating 6 approved by FEMA August 25 1999 of ' P y'l }i i sa ..ni4 eat pouncrl'Cliamb l ada ` �l% 1 (lf% t hEil t tl , T@l q Swale Referendum Yes= 380 No= 967 October 5 1999 1' S Sal AssessmeMCCaerAiiendment Y -b N 619 ,R atOrcinan, , `3 A sment) Vi880 pwNyfr6688(1� ,l b bii i4 ,ciN la ( ",71`J'"7i 4.< 9I { 0/485, 'yf't'r�l!'W,.. A 2( lay 1b 2000 i £ i 4 , I i i ' 4 3 ORDINANCE 2000-2 (20 M P H Maximum Speed Zone) March 14 2000 560 Crandon Boulevard Acquisition September 21 2000 i 4kancp 2 i-8 ' (OD K4 l6n Crvic Center) Joy 11 2000 ' ' ' ' ' Ocean Park Phase One Construction Completion August 2000 Si� 1it ii ,� a JST til aai la s9'i� s r{55t i f tt ihs� (c s tt � Ul�Rfi .� y. 10 ci'i 2 01'�4'� !t$et1, E o , m1�n� alFrp"r1s' eQb1 Gazebo Bandstand July 2001 �l f ilAIn L try ekebi-tat!br1€ September 8-10 2001 Resolution 2001-65 Adelphia Franchise Agreement October 9 2001 t( � rl� !l t ilFidu[�i. b sl, , , i_t I S { tp J ,�fi { fFd §� {„ ul � 1 i ! Igc�tat elr�I°� Lug Mt 242 L.) 0 VILLAGE OF KEY BISCAYNE The following actions were taken by the Village Council to adopt the 2002 budget RESOLUTION NO 2001 51 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 10 2001 RESOLUTION NO 2001-59 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 2001 THROUGH SEPTEMBER 30 2002 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 2001 ORDINANCE NO 2001-7 AN ORDINANCE OF THE VILLAGE OF KEY BISCAYNE FLORIDA ADOPTING THE BUDGETS FOR THE FISCAL YEAR COMMENCING OCTOBER 1 2001 THROUGH SEPTEMBER 30 2002 PURSUANT TO FLORIDA STATUTE 200 065 (TRIM BILL) PROVIDING FOR AN EFFECTIVE DATE Adopted First Reading September 12 2001 Adopted Second Reading September 19 2001 243 O O C O O Q O a to C C El U C C Q C C C C HURRICANE PREPAREDNESS AND RECOVERY PLAN FISCAL YEAR 2002 Located in the center of the southern most U S barrier island situated in the path of powerful hurncanes 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 Hurricane Andrew the Village of Key Biscayne has formalized two (2) separate storm plans the Emergency Response Plan (ERP) and the Storm Preparation and Recovery Plan for the Village of Key Biscayne Beach (SPRP) as well as initiated citizen training Since incorporation the following storm preparation and recovery activities have been accomplished 1 The Village received $2 212 725 from the Federal Emergency Management Agency (F E M A) to cover a portion of Hurricane Andrew s destruction 2 Completed May 1994 the Emergency Response Plan (ERP) outlines Village hurricane preparedness and recovery procedures Information on the ERP is annually reviewed and discussed by staff as well as disseminated to condominium managers All condominiums have been invited to share the Village radio frequency for emergency purposes As a test of effectiveness Village staff participates with other Florida Communities in the annual statewide hurricane preparedness drill 3 Village Resolution No 96-8 adopted April 9 1996 authorized Village participation in the Statewide Mutual Aid Agreement for Catastrophic Disaster Response and Recovery between the Florida Division of Emergency Management and the Village This agreement allows for reciprocal aid and assistance in times of emergencies The Village received an executed copy of this agreement from the Director of Emergency Management on October 29 1996 4 The 1996 locally produced hurncane procedures video "Before the Storm is available for viewing at the Office of the Village Clerk The hurricane 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 and preparation guide r. 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 244 HURRICANE PREPAREDNESS AND RECOVERY FISCAL YEAR 2002 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 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) The Plan 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 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 debns and provide post hurricane headquarters to the Village Government at no cost Ocean Club Project Superintendent Mr Rick Chitwood acts as our contact as well as help assess damages and orchestrate the first stage of recovery This is believed to be the first private public agreement of its kind in Miami -Dade County 11 The President of the United States issued an emergency declaration on September 22 1998 making the Village eligible for disaster relief funding for Hurricane Georges Resolution 98 60 adopted December 8 1998 authorized the Village Manager to execute the Disaster Relief Funding Agreement for S112 924 12 Resolution 98 57 adopted November 17 1998 established Village support of the Hurricane Mitch relief effort in Central America urging residents to send aid through local charities and authorizing 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 $112924 was deposited The Village will utilize this fund for hurricane planning and improvement of the Emergency Management Plan 245 C O C O O O 0 O O ED 0 C 0 a cc C C C C HURRICANE PREPAREDNESS AND RECOVERY FISCAL YEAR 2002 1 r) �00CC 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 15 A Hurricane Preparedness Manual was prepared and distributed to all condominium managers in June of 2000 Copies are available at the Village Manager s office 16 Resolution 2001 14 adopted February 13 2001 approved the Statewide Mutual Aid Agreement providing for Mutual Aid in disasters 246 Village of Key Biscayne Summary Of Assumptions Used For 20 -Year Forecast Assessed Valuations 1 For the fiscal year 2002 the certified taxable value was used in the proposed budget 2 For the fiscal years 2003 and 2004 the assessed values were denved by assuming a 2 5% increase from the prior year and adding 80% of the properties scheduled to be completed in that year to the total 3 For the next two fiscal years 2005 and 2006 only a 2 5% increase from the previous year was assumed because the Village is facing build out 4 In fiscal years 2007 through 2010 a 5% increase per year was assumed 5 In the remaining 12 years (FY 2011 through FY 2022) an increase of 4% per year was assumed 6 The millage rate did not change It remained constant for the entire projection at its current rate of 3 606 The Ad Valorem taxes are calculated as follows ((Assessed Value / 1000) X 3 606) X 95 = Ad Valorem Tax Franchise Fees I An increase of 3% per year was assumed for the entire forecast Beginning in FY 2002 the new Simplified Communications Tax goes into effect so that the only franchise fees to be increased will be those generated from FP& L Utility Taxes 1 With the advent of the Simplified Communications Tax an additional line item for telecommunications was added because the new tax includes both telephone and cable An increase of 3% was assumed for this item also 247 000000000000000 C o o o o o o C o C Ci C CJ C C C C C C C C C Licenses and Permits 1 Occupations Licenses were lei eled out at $40 000 00 per year with no scheduled increases r r 00fl000000i20000000 2 An increase of 5% in Building Permits was assumed for the entire forecast State Shared Revenue 1 Based on historical data an annual increase of 11 18% was assumed for State Revenue Sharing for years after 2002 2 Cigarette Tax revenue disappears in 2002 and is not included in the forecast again 3 The Alcoholic Beverage License fees were calculated at an increase of $100 00 per year for all years except 2002 4 Beginning with FY 2003 an annual increase of 3% was assumed for all years on all other line items included in State Shared Revenues Charges for Services 1 All line items were increased at a rate of 3% per year for all years after 2002 Interest and Other Revenue 1 Substantial increases were assumed for fiscal years 2003 through 2005 because the additional funds borrowed to complete the Civic Center will be invested and used on a draw down basis Beginning in 2006 however a conservative estimate of 3% annual increase was used Grants and Donations 1 Grants and donations were kept constant at $100 000 00 per year beginning_ with fiscal year 2003 248 Salaries Salary Related Items and Insurance 1 For the fiscal year 2002 a 7% increase in worker s compensation insurance was forecast However beginning with fiscal year 2003 and continuing for the remainder of the forecast all salary and salary related items were increased at an annual rate of 5% Salary related items would include such things as worker s compensation insurance payroll taxes etc 2 In fiscal year 2002 because of the larger facilities due to come on line in either January or February of that year the Village will expenence an increase of $40 000 for property insurance of which 75% ($29 806) is divided between the police and fire departments with the balance allocated to the remaining departments Additionally the Village will incur an increase of 15% in general and vehicular liability insurance expenses Starting with fiscal year 2003 and using histoncal data insurance was given an annual increase rate of 5% All Other Expenses Items 1 All other expense items were increased at a rate of 3% per year for all years after fiscal 2002 249 eeeoeo©0000©©00000000000 C C C 7 Y ) ACTUAL ACTUAL ADOPTED PROPOSED PROJECTED PROJECTED PROJECTED PROJECTED PROJEC TED PROJECTED PR OJECTED PROJECTS 1998 1999 1999 2000 2000 2001 2001 2002 2002 2003 2003 2004 2004-2005 J 2005 2006 2006 2007 2007 2008 2008 2009 2009 2010 REVENUBS REVENUES , BUDGET BUDGET ,„ % { 2- BUbGET "fl BUDGET BUDGET BUDGET BUDGET BUDGET' BUDGET BUDGET AssedVI to G neral Fund Rev u $ 2 499 049 161 $ 2 731 833 645 $2 892 500 471 $3 168 023 210 $3 247 223 790 $3 328 404 385 $ 3 494 829 604 $3 669 565 834 $3 853 044 126 $4 045 696 332 Ad Va l m $ 7,012,714 $ 7,799,633 $ 8,556,788 $ 9,358,443 $ 9 908 839 $ 10 852 697 $ 11,124 015 $ 11,402,115 $ 11 972 221 $ 12,570,832 $ 13,199,373 $ 13,859 ,342 Fra ills Fee s $ 740,031 $ 729,998 $ 740,000 $ 650,000 $ 669,500 $ 689,585 $ 710,273 $ 731 581 $ 753,528 $ 776,334 $ 799,410 Utility T xe $ 1,621 473 $ 1,723,902 $ 1,855,000 $ 1,955,000 $ 2 013 650 $ 2074,060 $ 2,336,281 $ 2 200 370 $ 2,266,381 $ 2,334 372 Lica ns d P mts $ 668,672 $ 1,316,641 $ 938,687 $ 640 947 $ 990,000 $ 512,500 $ 536,125 $ 560 931 $ 586,978 $ 619,327 $ 643,043 $ 673,195 d State Sh r d R enue $ 807,924 $ 889,704 $ 900,000 $ 964,900 $ 1005,217 $ 1,048,021 $ 1 093 530 $ 1 141 983 $ 1,193,647 $ 1,248,814 $ 1,307,808 $ 1,370,987 Charges r S ry es $ 457,828 $ 220,184 $ 103,020 $ 103,000 $ 106,090 $ 109,273 $ 112 551 $ 115,927 $ 119,405 $ 122,987 $ 126,677 $ 130,477 Other Rev $ 253 877 $ 396,234 $ 250 000 $ 200 000 $ 250,000 $ 275,000 $ 300,000 $ 309,000 ; 318,270 $ 327,818 $ 337,653 $ 347,783 Grants $ 815,116 $ 98,092 $ 50 250 $ 50 250 $ 100,000 $ 100,000 $ 100 000 $ 100 000 $ 100,000 $ 100,000 $ 100,000 $ 100,000 T tat R $ 12 377 635 $ 13 129 389 $ 13 393 745 $ 13 922 540 $ 14 543 296 $ 15 661 136 $ 16 112 775 $ 16 561908 $ 17 310 430 $ 18 095 284 $ 18 918 375 $ 19 781 721 O perating T ansre s 1 $ $ $ $ $ 1 100 000 $ $ $ $ $ $ $ P for Yea Fu d 0 I $ $ 517,124 $ 204,648 $ $ $ 133,911 $ $ $ $ $ $ T tal R $ 12,377,635 $ 13641513 $ 13,598,393 $ 13,922,590 $ 15,693,296 J 15d ,1,547 J 16 112 775 $ 165611908 J 17,310,430 $ 18,095,284 $ 18,918,375 $ 19,781,721 $ 2,404,903 $ 823,401 2,976,536 N Expediters. ; t1 C V gage C II $ 27 914 $ 21,866 $ 36 254 $ 36 251 $ 37 342 $ 38 962 $ 39 616 $ 40 804 $ 42,028 $ 43 289 $ 94,588 $ 45,925 Admini tr b e $ 496 956 $ 477,263 $ 610 161 $ 608,893 $ 635,572 $ 663,972 $ 692,651 $ 723 168 $ 755,087 $ 788;476 $ 823,403 $ 859,991 V II ge Clerk $ 168,561 $ 250,043 $ 215,192 $ 223,123 $ 232,238 $ 241,798 $ 251,671 $ 262,026 $ 272,831 $ 284,108 $ 295,878 $ 308,164 Siting Att g $ 221,028 $ 319,539 $ 213,000 $ 253,000 $ 260,590 $ 268,408 $ 276,960 $ 284,754 $ 293,296 $ 302,095 $ 311,158 $ 320,993 N n Deo rtm t I $ 700,146 $ 694,643 $ 752,860 $ 891,735 $ 1,006,993 $ 1,026,811 $ 1,043,682 $ 1,062,515 $ 1,087,203 $ 1,113,580 $ 1,142,399 $ 1,174,959 P btS ry e $ 1,136,327 $ 1,530,767 $ 1,606,403 $ 2,411,421 $ 3,096,664 $ 3,227,362 $ 2,766,749 $ 2,767,453 $ 2,766,166 $ 2,767,770 $ 2,767,134 $ 2,769,127 Bu ddin g, Plana a&Zo 1$ 1,082,176 $ 1,227,696 $ 1,286,950 $ 1,368,367 $ 1,433,312 $ 1,501,401 $ 1,572,787 $ 1647,633 $ 1,726,107 $ 1,808,386 $ 1,899,658 $ 1,985,119 E li_ $ 2,780,837 $ 2,780,521 $ 3,136,498 $ 3, 345,765 $ 3,505,711 $ 3,673,437 $ 3,849,322 $ 4,033,768 $ 4,227,195 $ 4,430,099 $ 9,692,779 $ 4,865,889 Fire R sc e $ 3,031,040 $ 3,329,419 $ 3,240,729 $ 3,912,096 $ 3,569,840 $ 3,735,087 $ 3,908,198 $ 9,089,554 $ 4,279,555 $ 4,478,623 $ 4,687,198 $ 4,905,740 pu blic Wo rks $ 896,134 $ 830,360 $ 757,589 $ 772,631 $ 800,182 $ 828, 781 $ 858,466 $ 889,282 $ 921,276 $ 959,997 $ 908,992 $ 1,024,815 Rec atm $ 301,942 $ 380,501 $ 492,812 $ 515,174 $ 535,322 $ 556,310 $ 578.173 $ 600,953 $ 624,685 $ 649,416 $ 675,188 $ 702,047 Camt laud v $ $ 232,285 $ $ $ $ $ $ $ $ $ $ Operating Trans( s Ou t $ 1,017,430 $ 1,000,000 $ 1,250,000 $ $ 395,000 $ $ 275,000 $ 160,000 $ 315,000 $ 475,000 $ 645,000 $ 820,000 TOTAL EXPENDITURES $ 11 860 511 $ 13,079,903 $ 13,598,393 $ 13,868,459 $ 15,508,966 $ 35,7612180 $ 16,112,775 ,I.....2‘9122_3 16,56 $ 37,310,430 J 1801955284 $ 18 918 375 $ 19,781 721 EST INCREASE/DECREASE IN FUND BALANCE $ 517 124 $ 566 610 $ $ 54 081 $ 139 330 $ 33 267 $ (0) $ (0) $ (0) $ 0 $ 0 $ 0 { Vetiil 4 7/10/0i MO AM PROJECTED PROJEC TED 2010 2011 2011 2012 2012 2013 2013 2014 201 4- 2015 2015 2016 2016 2017 2017 2018 2016 2019 2019 2:020 2020 2021 2021 2022 BUDGET BUDGET BUDGET. BUDGET , 4-BUDGETy kg BUDGET 1'. BUDGET- 1 'BUDGET �BUDGEf4 r 13UfIGEi BUDGET BUDGET Assessed Val ti n $4 207 524 186 $4 375 825 153 $4 550 858 159 $4 732 892 486 $4 922 208 185 $5 119 096 513 $5 323 860 373 $5 536 814 788 $5 758 287 380 $5 988 618 875 $6 228 163 630 $6 477 290 175 G ralF d R u s ktiui rs $ 14,913,716 $ 19,990,269 $ 15,589,875 $ 16,213,470 $ 16,862,009 $ 17,536,489 $ 18,237,948 $ 18,967,466 $ 19,726,165 $ 20,515,212 $ 21,335,820 $ 22,189,253 F anchr=_e Pe es $ 848,103 $ 873,596 $ 899,752 $ 926,795 $ 954,547 $ 983,183 $ 1,012,679 $ 1,041059 $ 1,074,351 $ 1,106,582 $ 1,139,779 $ 1,173,972 tit l tyTex es $ 2,550,832 $ 2,627,357 $ 2,706,177 $ 2,787,363 $ 2,870,983 $ 2,957,113 $ 3,095,826 $ 3,137,201 $ 3,231,317 $ 3,328,257 $ 31928,109 $ 3,530,948 License s and Pe m is $ 709,855 $ 738,098 $ 773 003 $ 809,653 $ 848,135 $ 888,542 $ 930,969 $ 975,518 $ 1,022,294 $ 1,071,408 $ 1,122,979 $ 1,177,128 $t t Sh red R $ 1,938,746 $ 1,511,525 $ 1,589,807 $ 1,674,130 $ 1 765,086 $ 1,863,336 $ 1,969,608 4 2,084,711 $ 2,209,540 $ 2,345,090 $ 2,492,461 $ 2,652,876 Charms for Sem ces $ 134,392 $ 138,423 $ 142,576 $ 196,853 $ 151,259 $ 155,797 $ 160,471 $ 165,285 $ 170,243 $ 175,351 $ 180,611 $ 186,029 Other Revenue $ 358,216 $ 368,962 $ 380,031 $ 391 432 $ 403,175 $ 415 270 $ 427 728 $ 440,560 $ 453,777 $ 467,390 $ 481,412 $ 495,854 Gra t $ 100,000 $ 100,000 $ 100,000 $ 100,000 $ 100,000 $ 100,000 $ 100,000 $ 100,000 $ 100,000 $ 100,000 $ 100,000 $ 100,000 T t I Re ve es $ 20 548 859 $ 21 348 174 $ 22 181 221 $ 23 049 645 $ 23 955 195 $ 24 899 731 $ 25 885 229 $ 26 913 800 $ 27 987 687 $ 29 109 289 $ 30 281 167 $ 31 506 060 OPera ti 9 Tra fe 1 $ $ $ $ $ $ $ $ $ $ $ $ Pi Y F dB $ $ $ $ $ $ $ $ $ $ $ $ T t I Rev n es 5 20,598,859 $ 21,348,174 22 181 221 j 23,049,645 $ 23,955,195 4 29,899,731 $ 21855 229 26913800 27 987 687 $ 29,109,289 $ 30281,167 $ 31,506,060 N 1r Fxgediture s I -I Villau C un I $ 47,303 $ 48,722 $ 50,1134 $ 51,690 $ 53,240 $ 54,837 $ 56 483 $ 58 177 $ 59,922 $ 61,720 $ 63 ,572 $ 65,479 Administra tiv $ 898,168 $ 938,161 $ 980,008 $ 1,023,795 $ 1,069,616 $ 1,117,566 $ 1,167,749 $ 1,220,270 $ 1,275,239 $ 1,332 ,777 $ 1,393,006 $ 1,456,053 )l Rage Cle rk $ 320,988 $ 334,376 $ 348,353 $ 362,997 $ 378,186 $ 394,100 $ 410,719 $ 428,077 $ 446,206 $ 465,196 $ 484,930 $ 505,600 Village Attorney $ 330,108 $ 340,011 $ 350,211 $ 360,718 $ 371,539 $ 382,685 $ 399,166 $ 405,991 $ 418,170 $ 430,716 $ 443,637 $ 456,946 f4on D en rtmenta l $ 1,191,998 $ 1,221,927 $ 1,249,487 $ 1,284,996 $ 1,313,339 $ 1,344,068 $ 1,379,874 $ 1,408,611 $ 1,951,386 $ 1,478,669 $ 1,518,368 $ 1,553,714 p Pt rvic $ 2,768,632 $ 2,765,648 $ 2,769,926 $ 2,771,218 $ 2,769,523 $ 2,769,711 $ 2,771,532 $ 2,769,869 $ 2,769,591 $ 2,770,449 $ 1,054,818 $ 1,054,818 Bu Id ci, Plannin g & Zglrin $ 2 079,975 $ 2,179 441 $ 2,283,747 $ 2,393,129 $ 2,507,834 $ 2,628,127 $ 2,759,279 $ 2,886,582 $ 3,025,336 $ 3,170,862 $ 3,323,496 $ 3,483,583 P E $ 5,099,885 $ 5,345,301 $ 5,602,701 $ 5,872,675 $ 6,155,842 $ 6,452,853 $ 6,769,393 $ 7,091,179 $ 7,433,953 $ 7,793,518 $ 8,170,695 $ 8,566,357 p Res ue $ 5,134,737 $ 5,379 693 $ 5,626,145 $ 5,889,650 $ 6,165,797 $ 6,455,200 $ 6,758,508 $ 7,076,397 $ 7,409,580 $ 7,758,800 $ 8,129,845 $ 8,54534 Pu b! c Works $ 1,062,021 $ 1,100 666 $ 1,140,810 S 1,182,514 $ 1,225,849 $ 1,270,866 $ 1,317,651 $ 1,366,272 $ 1,916,807 $ 1,469,335 $ 1,523,939 $ 1,560,709 Res ti $ 730,044 $ 759,227 $ 789,648 $ 821,365 $ 854,434 $ 888,917 $ 929,876 $ 962,380 $ 1,001,496 $ 1,042,298 $ 1,084,861 $ 1,129,268 C n it [Ou tlay $ $ $ I $ $ $ $ $ $ $ 4 Og g ti Tro sf O t $ 885,000 $ 940,000 $ 990,000 $ 1,035,000 $ 1,090,000 $ 1,110,000 $ 1,185,000 $ 1,240,000 $ 1,280,000 $ 1,335,000 $ 3,095,000 $ 3,145,000 /DIAL EXPEND ITURES $ 20 548 859 $ 21,348 174 j 22,181,221 i 23,04_/645 4 23,95$,195 $ 2,989,9731 3 25 885 229 $ 26,913,800 ; 277987687 _$ 219109,289 $ 34281,167 $ 31506,060 EST INCREASE/DECREASE IN FURD BALANCE $ 0 $ 0 $ 0 $ (0) $ 0 $ 0 $ 0 $ (0) $ (0) $ 0 $ 0 $ (0) nnplan OseGo oocc000OGOGG® G©0 0000©©©©®© °OO r 1 0 F 1 00000 000000000 AWARDS AND RECOGNITION FISCAL YEAR 2002 The Village of Key Biscayne accomplished numerous goals and objective in 2001 Since incorporation various Departments have received the following highhghted 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 Hentage Trail Brochure 1998 Amencan Association for State and Local History (AASLH) Certificate of Commendation Key Biscayne Hentage Trail 1997 Aventura Chamber of Commerce First Annual Pacemaker Award C Samuel Kissmger Village Manager 1997 Society of Public Administration South Honda Chapter Professionalism in Government Award C Samuel Kissmger Village Manager Honda Division of Recreational Parks 1997 Certificate of Award for contributions to Bill Baggs Cape Honda State Recreation Area 1996 City Hall Public Information Contest Grand Award Five Year Progress Report * Pohce Department 1998 City Hall Public Information Contest Grand Award Bicycle Safety Video Street Wise * Bmldmg, Zonmg & Plannmg 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 Florida Urban Forestry Council 1997 County or Municipal Program Grand Award The Flonda Institute of Consulting Engineers selected the Mashta Island Badge for an Honorable Mention Award 2000 * Finance Department Government Fmance Officers Association (GFOA) of the United States and Canada Distinguished Budget Presentation Award 1993 2001 Government Finance Officers Association (GFOA) of the United States and Canada Certificate of Achievement for Excellence in Financial Reporting 1992 2000 * 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 Flonda Fire Service 1995 252 C VOTER DISTRICTS (PRECINCTS) VOTER PRECINT BREAKDOWN Democrat Republican Minor Pam No Party Total Repiste Precinct Poll Location 049 Key Biscayne Presbyterian Church 326 666 16 249 1 2D7 0A0 Key Biscayne Presbyterian Church 348 621 8 241 1 218 0) 1 Key Biscayne Community School )00 916 14 281 1 711 Total 1 174 2 203 38 771 4 186 253 Q_ 0 o o o o o o o o o ul II a e aI VILLAGE OF KEY BISCAYNE LOCAL ELECTED OFFICIALS ELECTED COUNTY OFFICIALS I Miami -Dade Mayor The Honorable Alexander Penelas Stephen P Ciark Center 111 Northwest First Street Suite 2910 Miami Florida 33128 Tel 375-5071 Fax 375 3618 www metro dade com II County Commissioner (District Seven) )0033°0 The Honorable Jimmy L Morales Downtown Office Bonnie Sockel Stone Chief Administrative Aide Metropolitan Dade County Board of County Commissioners District 7 111 Northwest First Street Suite 220 Miami Florida 33128 1963 Tel (305) 375-5680 Fax (305) 372 6103 District Office Maria Elena Levrant 2000 Southwest 27th Avenue Suite 102 Miami Florida 33145 Tel (305) 529 0599 Fax (305) 529 1188 E -Mail district?@co marry dade fl us Web Page www co Miami-dade fl us/district7 III Miami Dade County School Board (District Six) The Honorable Manly 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 Team Metro Office Suzanne Satchs Regional Coordinator Kendall office Kendall Town & Country 11820 Sherri Lane Miami Florida 33183 Tel (305) 270 4979 HTTP //itd metro co dade fl us IV Governor The Honorable Jeb Bush Executive Office of the Governor The Capitol Tallahassee Florida 32399 0001 Tel (904) 488 41141 Fax (904) 487 0801 MISSION STATEMENT TO PROVIDE ASAFE QUALITY COMMUNIN ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 254 VILLAGE OF KEY BISCAYNE LOCAL ELECTED OFFICIALS V Senate (District 38) The Honorable Ronald Silver (D) Aides Sharon James Rana Magdaleno & Barbara Merman Tallahassee Office Room 400 Senate Office Building 404 South Monroe Street Tallahassee Florida 32399 1100 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) 919 1832 Email silver ronweb@leg state fl us VI House of Representatives (Distract 107) The Honorable Gustavo Barreiro (R) Tallahasse Office Room 300 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 Bill Nelson (D) Washington Address 517 Hart Senate Office Building Washington D C 20510 Tel (202) 224-5274 Fax (202) 224 8022 E Mail senator@billnelson senate gov Orlando Address 225 East Robinson Street Suite 410 Orlando Florida 32801 Tel (407) 872 7161 Fax (407) 872 7165 MISSION STATEMENT TO PROVIDE AWE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 255 ©09®60@©©00000000000 c3 o C C C o o C C C to It C C C C C C C VILLAGE OF KEY BISCAYNE LOCAL ELECTED OFFICIALS r)r)20')(1) r"C C C C 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 Sunset Drive Suite 100 Miami Florida 33173 Tel (305) 275-1800 Fax (305)275-1801 MISSION STATEMENT TO PROVIDE ASAFE QUALITY COMMUNITY ENVIRONMENT FOR ALL ISLANDERS THROUGH RESPONSIBLE GOVERNMENT 256 ©®e®®®®©d©®©®®©©o toese© ®ea©e®e esees® ®®d®e ®@ FINANCIAL TERMS The Village of Key Biscayne Annual Budget is structured to be understandable and meaningful to both the general public and the organization This glossary is provided to assist those unfamiliar with financial terms and a few terms specific to the Village s financial planning process A Account A term used to identify an individual asset liability expenditure control revenue control encumbrance control or fund balance Accountabih y The state of being obligated to explain actions to justify what was done Accountability requires the justification for the raising of public resources and the purposes for which they are used Accounting System The total structure of records and procedures which discover record classify summarize and report information on the financial position and results of operations of a government or any of its funds fund types balanced account groups or organizational components Accrual Basis of Accounting The method which records revenues when earned (whether or not cash is then received) and records expenditures when goods or services are received (whether or not cash is disbursed at that time) Achv►ly Departmental efforts which contribute to the achievement of a specific set of program objectives the smallest unit of the program budget Actual Prior Year Actual amounts for the fiscal year preceding the current fiscal year which precedes the budget fiscal year 00000000000 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 properly 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 Appropnahon The authorization by the governing body to make payments or incur obligations for specific purposes 257 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 Budaet Occurs when planned expenditures equal anticipated revenues In Florida it is a requirement that the budget submitted to the Village Council be balanced Balance Sheet The basic financial statement which discloses the assets liabilities and equities of an entity at a specified date in conformity with GAAP Basis of Accountrna 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 Nounshment The maintenance of a restored beach by the replacement of sand Bond A written promise to pay a designated sum of money (the principal) at a specific date in the future along with periodic interest at a specific rate The payment on bonds are identified as Debt Service Bonds are generally used to obtain long term financing for capital improvements Bond Funds Resources derived from issuance of bonds for specific purposes and used to finance capital expenditures 258 000000©000000©000000©00 C C C C C C C C C C FINANCIAL TERMS Bonded Indebtedness Outstanding debt by issue of bonds which is repaid by ad valorem or other revenue CVMG0000000©CMGO 3GO000000GDGO-D Bond Rating A rating (made by an established bond rating company) from a schedule of grades indicating the probability of timely repayment of pnncipal 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 (Proaram and Financial Plan) The official written statement prepared by the Village staff reflecting the decisions made by the Council in their budget deliberations Budaet Message A general discussion of the proposed budget written by the Village Manager to the Village Council The message provides the Village Council and the public with a general summary of the most important aspects of the budget Budget Ordinance The schedule of revenues and expenditures for the upcoming fiscal year which is adopted by the Village Council each year Budget Process The process of translating planning and programming decisions into specific financial plans C Capac►ty 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 259 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 Proects Budget A fiscal year budget for capital expenditures i e items or projects of significant value with a probable life of one or more years and the means of financing them Cash Basis The accounting method which records revenues when they are received in cash and records expenditures when they are paid Cash Manaaement The process of managing monies for the Village to ensure maximum cash availability and maximum yield on short term investments of idle cash Cerhoran A judicial proceeding to review an assessment of real property Consumer Pnce 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 Budaet 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 260 00000000000000000000© C C C C C C C lC C C C n, C i FINANCIAL TERMS Cost Sharma The contribution that a grantee must make to help fund the total cost of a project Counts, Wide Service Area Miami Dade County is the regional government for all residents of the county As the area wide government the county has the responsibility to provide certain services to all residents The countywide services include public health care (Jackson Memorial Hospital) sheriff jails courts mass i transportation (Metrorail) environmental protection certain parks and public works F-' 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 (7) county wide services and therefore are in the county wide budget not in the Fire Rescue District budget All of these services are provided for all residents (and ( visitors) in the county regardless of where they live (� Current Revenues Those revenues received within the present fiscal year C r^ Customer The recipient of a product or service provided by the Village 0 D C 0 c Debt Service The annual payment of principal and interest on the Village s outstanding bonded indebtedness Debt Service Fund Fund used to account for the accumulation of resources for and payment of general long term debt principal interest and related costs The payment of principal and interest on borrowed funds Delinquent Taxes Taxes remaining unpaid on or after the date on which a penalty for nonpayment is attached Department A major administrative division of the Village which indicates overall management responsibility for an operation or a group of related operations within a functional area A department usually has more than one program and may have more than one fund Depreciation Expiration in the service of life of capital assets attributable to wear and tear deterioration action of the physical elements inadequacy or 261 i FINANCIAL TERMS 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 Fnnge) Benefits Contributions made by a government to meet commitments or obligations for employee fringe benefits Included are the government's share of costs for Social Security and the deferred compensation medical legal disability and life insurance plans Encumbrance Commitments of funds for contracts and services to be performed When encumbrances are recorded available appropriations are correspondingly reduced These funds cease to be an encumbrance when paid and become a disbursement Enterprise Fund Funds established to account for operations which are financed and operated in a manner similar to private enterprises The intent is that the expense of providing services to the public on a continuing basis (including depreciation) be financed or recovered primarily through user fees Equity Balance remaining after liabilities are deducted from assets Egwty 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 262 ®0©008©©©©©OOOOOOO C a a a C C C C FINANCIAL TERMS F Federal Emergency Management Agency (FEMA) Federal agency responsible for the overall coordination of federal diaster response and recovery activities including public assistance programs f Final Budget Term used to describe revenues and expenditures for the upcoming year beginning October 1st and ending September 30th as adopted by the C: Village Council ' Financial Policy A governments policies with respect to revenues spending and t - debt management as these relate to government services programs and capital (7, investments Fiscal policy provides an agreed upon set of principles for the C 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 i P 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 C to, Franchise A special privilege granted by a government permitting the continuing use of public property such as city streets and usually involving the elements of monopoly and regulation Franchise Fees Fees levied by the Village in return for granting a privilege which r^ permits the continual use of public property such as city streets and usually involves the elements of monopoly and regulation Full Faith and Credit A pledge of governments taxing power to repay debt obligations Fund An independent fiscal and accounting entity with a self balancing set of accounts Funds are established to attain certain objectives or to simply segregate activities Examples are the General Fund Refuse Collection and Recycling Fund the Stormwater Utility Fund and the Sanitary Sewer Fund Fund Balance The excess of entity s assets over liabilities for a fund A negative fund balance is sometimes called a deficit 263 u i t 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 properly 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 organizations vision of the future Goals and Objectives A narrative in each department which establishes a program of non routine or especially emphasized intentions and tasks for each Village department or subdepartment during a one year period It is not necessarily a fiscal period Grant A contribution by one governmental or other organizational unit to another The contribution is usually made to aid in the support of a specified function (for example public works) 264 0 0 0 Q o o o o o o o o o o o t FINANCIAL TERMS I C C C" O)©OGOOOOOO2(3O2 sOo) o Impact Fees Fees charged to developers to cover in whole or in part the anticipated cost of improvements borne by the Village that will be necessary as a result of the development Infrastructure The physical assets of a government (e g streets water sewer public buildings and parks) Inter -fund Transfer Equity 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 Insurance Services Office/Commercial Risk Service (ISO) An insurance rating system used to rate the cost of insurance for property owners The lower a districts rating the lower the cost of insurance Village rating is a three L Liabilities Debts or other legal obligation arising out of transactions in the past which must be liquidated renewed or refunded at some future date This term does not include encumbrances Line Item A specific item defined by detail in a separate account in the financial records Revenue and expenditure justifications are reviewed anticipated and appropriated at this level M Management Plan The strategic planning items that summarizes and articulates the Goals and Objectives for each department Mdlaae rate One mill equals $1 of tax for each $1 000 of property value The millage rate is the total number of mills of tax assessed against this value The millage rate is a rate of taxation ultimately adopted by the Village Council Mill of Tax A mill is a rate of tax equal to $1 for each $1 000 of assessed property value If a house has a taxable value of $50 000 and the millage rate is 1 then $50 in taxes are assessed and if the millage rate is 10 then $500 in taxes are assessed 265 I FINANCIAL TERMS Mission A description of the scope and purpose of a Village department Modified Accrual Accountma 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 Appropriahons (Expenditures) The costs of government services or operations which are not directly attributable to Village Departments 0 Ob►echve A specific measurable and observable result of an organization s activity which advances the organization toward its goal Objects of Expenditure Expenditure classifications are based upon the types or categories of goods and services purchased The Village s are 100 Personal Services (salaries and wages) 200 - Payroll Related Expenses (payroll taxes retirement contributions health and insurance benefits workers compensation insurance) 300 Professional and Other Contracted Services 400 - insurance rentals utilities postage advertising printing maintenance 500 - Supplies Publications Dues & subscriptions 600 Capital outlay (land buildings improvements equipment construction in progress) 700 Debt Service (Principal and Interest) 800 Grants to Other Governmental Units and/or Private Organizations 900 Interfund Transfers Contingency Obbaahons 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 Operahna Budget The Village s financial plan which outlines proposed expenditures for the coming fiscal year and estimates the revenues which will be used to finance them 266 000000©©000000©00000c a a o o II 0 C (13 III c C C C FINANCIAL TERMS Operating Revenue Funds that the government receives as income to pay for ongoing operations It includes such items as taxes fees from specific services interest earning and grant revenues Operating revenues are used to pay for day to day services Ordinance A formal legislative enactment by the Village Council A law OSHA Occupation Safety & Health Administration P Personnel Services Expenditures for salaries wages and related employee benefits Pol►cv 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:echves 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 Properly 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 267 C 00 FINANCIAL TERMS C R 0 ci C C C C C Reserve An account used either to set aside budgeted revenues that are not required for expenditure in the current budget year or to earmark revenues for a specific future purpose Reserve Fund A fund established to accumulate money for a special purpose such as the purchase of new equipment Resolution A special or temporary order of a legislative body requiring less formality than an ordinance or statute Revenue Money that the Village of Key Biscayne receives from a variety of sources such as property taxes permits and fees utility and sales taxes charges for services grants franchise fees and license fees that it uses to finance expenditures Risk Management The identification and control of risk and liabilities incurred by a local government to conserve resources from accidental loss Rolled Back Millage Rate The millage necessary to raise the same amount of Ad Valorem tax revenue as the previous year excluding taxes from new construction It represents the 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 discouraged because it creates a potential for misleading inference 268 C C C C a C C C C C a a C C C a' a' a a' FINANCIAL TERMS 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 C 0 C C C^1 tv r C C C C c T Tax Base Total assessed valuation of real property within the Village Tax Levv The total amount to be raised by general property taxes for purposes specified in the Tax Levy Ordinance Tax Rate The amount of tax levied for each $1 000 of assessed valuation Tax Roll The official list of the Dade County Tax Assessor showing the amount of taxes imposed against each taxable property Taxing Limit The maximum rate at which the Village may levy a tax which for Florida municipalities is 10 mills or $10 per thousand dollars of assessed value Transfers Amounts transferred from one fund to finance activities in another fund TRIM Truth in millage (section 200 065 Florida Statute) Trust Fund A fund used to account for assets held by the City in a trustee capacity for individuals other governments or other funds U Undesianated 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 269 FINANCIAL TERMS Uh6ly 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 270 ©QQQQQ®aOQQQQQQ@Q®AQQQQQ®Q©AQQ®®®Q©©©©Q©QQQ